WorkPlace Buyer's Guide: Creating Virtual Offices

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1 WorkPlace Buyer's Guide:

2 WorkPlace Buyer's Guide: Anytime a new phone system is being considered for a business there are so many systems available it s hard to know which is best for a particular business application. Whether starting a business, setting new office locations, or supporting employees while on the road, Hosted VoIP can help each situation by setting up virtual offices. This white paper will show examples of how a business can lower costs and increase flexibility with a new Hosted VoIP solution by creating a virtual office environment. Hosted VoIP has many of the same features as any other system on the market, but the way those features are delivered and managed is where it makes its mark. With these features and capabilities, Hosted VoIP can be used in virtually any business environment; however the best ROI can be seen in small to mid-sized companies with multiple offices or the need to access information on the go. As you will see, Hosted VoIP phone systems can be a big money saver while delivering the performance and feature rich platform of an enterprise class system at a fraction of the cost and a fraction of the required IT expertise needed to manage and operate the system. The ease of installation and setup makes a system with virtual office features ideal for businesses to consider when looking for a new phone system. Contents - How does Hosted VoIP Work? - What is a Virtual Office? - Small Business or Startup Needs - Existing Businesses - Adding or Supporting Multiple Offices - Tips for Hosted VoIP - Conclusion CompareBusinessProducts.com (888)

3 How does Hosted VoIP Work? In traditional phone systems, the PBX, or private branch exchange, is located at your business, and is generally managed by in-house operators. This sort of setup grew to incorporate fax machines, modems, and all other types of technologies that rely on phone lines. In a hosted VoIP system, an outside company manages the telephony service and all that it entails. This eliminates the need to hire someone to be responsible for managing your phone system and its added features improves usability and efficiency. Additionally, a VoIP system relies on your existing internet connection and network (LAN), or wide-area network (WAN.) As long as you have an broadband connection, your setup can be quite straightforward and cost effective. What is a Virtual Office? A virtual office is a mix of communication services typically associated with a physical office but is not necessarily tied to a particular location. It allows businesses to access all of their communications services from anywhere with a computer and internet connection. These services contain the same array of calling features normally reserved for enterprise companies but at significantly less cost. Small Business or Startup Needs For a small business or startup, a virtual office is a good way to save money on office infrastructure while the business grows while maintaining the outward appearance of a large, established business. The business can select what features are important to their needs and keep costs at a minimum. Popular features include Find-Me-Follow-Me technology, Outlook integration, extension dialing, call forwarding, and music on hold. The Follow-Me feature allows calls to be easily forwarded to cell phones or other alternate locations. This allows for the possibility of a 100% virtual office and reducing overhead expenses by not having an office at all. Everyone can work from home offices in the same town or anywhere in the world while maintaining the ability to transfer calls, have unified voic , and a main business line. And if the business decides to move into an office at a later date, all the phone numbers and features are maintained in the physical office. CompareBusinessProducts.com (888)

4 Existing Businesses For an existing company, a virtual office can support employees with full communication services they have at their office while on the road, working from home or working at a satellite office. This can replace or amend your existing system. In order to take advantage of the Hosted VoIP system, all someone outside the office needs is a computer with a stable internet connection and a compatible phone. Many service providers prefer a customer to use a proprietary phone customized to that service provider s specifications and software, however there as many that allow the use of an approved 3rd party phone. The phone can be either a traditional desktop phone or a phone connected directly to the computer. There are also a handful of companies that allow integration with smart phones connected to a wireless network. Additionally, if the employee is setup with access to the company s files via a VPN or LAN, work can be done as though they were still in the office with full access to contacts and documents. Technology like this can show positive ROI in a very short period especially as the cost to travel between offices and client sites continues to rise. Adding or Supporting Multiple Offices Another advantage for hosted VoIP is to easily connect businesses that are spread out over multiple permanent locations. While these are not virtual offices, the same principles apply. One system can support people at different locations simultaneously while there is no physical system at any office. This makes adding another office easy as the only equipment needed is the phones and internet connection with the rest is handled by the service provider. Not only does the company save money by not having to purchase a new system, but there is also no need to train or hire someone to manage that system either. A company can keep all of the features and capabilities they need while maintaining the flexibility to add new locations as needed without the extra costs or headaches CompareBusinessProducts.com (888)

5 Tips for Hosted VoIP Lower Costs In a hosted VoIP system, there is no need to purchase any extra hardware aside from the phones that you will use. Even cell phones can work with a hosted VoIP system. The only upfront investment you will make is in the initial cost of setting up the service. Simple Maintenance With an outside provider managing your telephony service, there is no need for personnel to maintain your company s phone system. Furthermore, any changes can be made via a secure website that most hosted VoIP services provide. This adds further versatility when the time comes to add users, change phone numbers, access voic , change voice prompts, or alter any other feature as the need arises. Ease of Communication Most virtual PBX services host phone, video and data conferencing, which can allow your employees to collaborate with greater ease. A phone system based on VoIP is also ideal for companies that have satellite offices, mainly because extensions are not location-based. Easy Call Tracking Most hosted VoIP providers offer an up-to-date call report that you can access via your web account. This enables you to see whom calls were made to, how long the calls lasted, and the time at which the calls started and stopped. Faxes are also logged, and can be viewed in the same manner. Deciding between Providers Each provider generally offers different plans with different rates. You should be sure to look at the number of minutes each plan offers, as that will help guide your decision. You should also consider the cost of calls when those allotted minutes are exceeded. For instance, some plans charge the same rates for basic service, but charge different per-minute rates, so it pays to investigate which plan will end up costing you more. Conclusion Hosted VoIP provides so many features beyond the basics offered by any phone system it has to be considered in any phone buying decisions. Its ability to setup virtual offices is a huge advantage as cost of the new system can easily pay for itself within 1-2 years with its added efficiency. Whether starting a business, setting new office locations, or supporting employees while on the road, Hosted VoIP has an answer for them all. Be sure to ask your resellers if they have a Hosted VoIP offering that makes sense for your business. CompareBusinessProducts.com (888)

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