Virtual Phone System

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Internet Fax

Jan 4

Posted by virtualphonesystem in Internet Fax | 1 Comment

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With the rapid growth in the use of technology, it is proven that it has emerged in our modern society nowadays. Technology is everywhere, in the office, at home and at school. It used in our daily living to cater the needs of the people, from the biggest to the smallest gadgets and from its simplest form to its high tech functionality. Even a simple document is now modernized by technology through internet fax service. Fax began in the early 19th century; it is the short term for facsimile, in which documents are sent through telephone lines. It all started with the Scottish inventor Alexander Bain, who worked on chemical mechanical facsimile type devices and he was able to produce graphic signs through his lab experiments. It was improved by Frederick Bakewell until it became the pantelegraph. A lot of inventions has emerged until today that it became the internet fax.

Internet fax or online faxing is a way of sending documents through the use of internet, rather than using phone networks, in which it is the traditional way of sending fax. It uses a web based system in which sending and receiving faxes are performed online. It has also a lot of benefits and advantages; it does not require an extra telephone line, it is paperless communication because it is integrated through email. It has the aptitude to send and receive faxes from any location that has an internet access, do have a reduction in phone costs and can able to send and receive faxes simultaneously.

There are a lot of internet fax providers that offers a wide range of services and capabilities. There are many of them that offer a broad range of features which you can choose from and it’s all up for the end users to choose what internet fax service providers they should want.

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Virtual Law Firm Telecommunication Tools

Dec 20

Posted by virtualphonesystem in Business Voice Mail, Internet Fax, Telecommunication | 1 Comment

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By the capabilities set by today’s telecommunication technology, any law firm will be able to easily expand and grow and accommodate a staggering amount of callers. But they will have to embrace some changes. Budget, communication, logistic and transition issues may discourage most law firms from considering a virtual set up. But with the constraints a physical representation comes with, law firms stand less of a chance in developing into something bigger if they do not take advantage of the opportunities offered by the internet.

It’s a good thing that at present, there are several telecommunication providers addressing these issues by offering advanced technological solutions that are in range with practical budgets  and usable by law firms, mobile professionals and small businesses.

  • Internet Fax – an important tool that aids the growing telecommunication needs of every virtual law firm. Internet faxing provides an easy and secure way to access important documents that are shared between lawyers and clients. It is also an ideal solution over fax machines since it eliminates extra expenditures such as ink, paper and extra payables (electricity and phone).
  • Online Communication – a tool that revolutionizes the way a business can operate. Most industries are now relying on the power of the internet to do diverse tasks such as communication, logistics, marketing, promotion, etc. Not only that, the internet can also provide instant connectivity and mobility.
  • Phone Calls – telecommuting can help a law firms mobilize lawyers that are situated in different areas. Phone calls can also help them in promptly and conveniently providing services to clients across the country. By connecting remote offices and teams via a phone line, a law firm can achieve the following advantages: affordability, organization, professionalism, reliability and simplicity.
  • Voicemail – to prevent important calls from being neglected, a voicemail can be programmed in the communication system to handle incoming calls and forward it to the next level. This way, callers can leave important messages which can be attended at a later time.

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Technology to Use for Customer Service

Dec 14

Posted by virtualphonesystem in Customer Service | No Comments

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As in any business, the process of acquiring new customers is only the beginning of creating a lucrative business-customer relationship. Companies need to nurture the loyalty of the acquired customers and use devices in a way that’ll win lost customers back. One area where this process can be achieved is through the assurance of good customer service.

A business can use various methods to provide quality customer service. And, with today’s technology, a company can take advantage of different telecommunication or IT services to further improve and make interaction processes more effective.

Here are some of the available customer service technologies that any company can utilize:

  • Click-to-Call – provides a free business-and-user communication by clicking a button or text on a webpage.
  • CRM (Customer Relationship Management) – a platform used mostly by big companies to manage their sales and interaction with customers.
  • Customer Portals – an online tool that provide convenience to customers by giving them the ability to manage their accounts, check delivery status, etc.
  • E-Commerce Products – not really considered a customer service tool but it can provide customers with an interactive self-service interaction such as when they purchase or inquire a product or service online.
  • E-mail Customer Service – customer receives services or supports via e-mail.
  • E-Service – online services such as e-mail correspondence, FAQs (Frequently Asked Questions), knowledge bases, etc.
  • IVR (Interactive Voice Response) System – provides callers with the ability to interact with the computer via DTMF or voice inputs.
  • Online Contact Center – the online version of the call center.
  • SFA (Sales Force Automation) – software package for keeping track of sales and leads.
  • Search or Knowledge Management Product – an online product or service catalog that can provide customers with vast information including instructions, how-to-guides, and manuals.
  • Service Resolution Management – multi-tiered software for customer support which also provides problem and solution phase.
  • Toll Free Numbers – special phone number that provides customer with a way to contact the business free of charge.

Configuring Call Forwarding on BlackBerry

Dec 8

Posted by virtualphonesystem in Call Forwarding | No Comments

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Blackberry devices operate in similar ways just like other phones but, it has further functions and features that may or may not be available on other cell phones. One of these basic capabilities is the call forwarding feature.

There are two types of call forwarding on the Blackberry:

  • Forward All Calls – a feature, also known as the Unconditional Forwarding, where all calls are automatically forwarded to any designated destination number.
  • Forward Unanswered Calls – calls are forwarded to any destination number depending on the following conditions:
  1. If Busy – if call waiting is not enabled and there is an ongoing phone call.
  2. If No Answer – if an inbound call is neglected, unanswered or unattended.
  3. If Unreachable – if there is no signal or network coverage.

A Blackberry phone will forward an unanswered call, by default, to the voicemail regardless of the conditions. But, there is a way to configure the default setting to allow calls to be forwarded to any number:

  1. Make sure there is network coverage before configuring the options for call forwarding
  2. Open the Blackberry Phone Application
  3. Press the Menu key
  4. Select Options (a list of various options will appear)
  5. Select the Call Forwarding option
  6. Press the Menu key again
  7. Select Edit Numbers (a list of phone numbers will appear)
  8. To add a new destination number press the Menu key and then select New Number (a window will appear)
  9. Enter the destination number, where calls will be forwarded, on the pop-up window
  10. Press the Escape key
  11. Scroll to the Unreachable field (news number that were added will appear here)
  12. Select the number where calls will be forwarded
  13. Press the Menu key to confirm the changes
  14. Select Save

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Music On-Hold Legal Issues

Dec 2

Posted by virtualphonesystem in Message On Hold, Music On Hold | 2 Comments

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To prevent callers from feeling disconnected while on hold, companies are now equipping their office telephone system with music on-hold. This valuable telephone feature provides callers with something that they can listen to rather than hearing nothing but silence while on hold.

Most phone systems, like virtual PBX, provide music on hold as a basic feature. In fact, lots of companies are now taking advantage of it not just for providing attention to callers but as a marketing and advertising tool as well.

For businesses that do not have this feature, a music source or a device can be easily plugged-in to the telephone system. When a technician, installing the PBX system, asked whether to include this feature, most will nod in approval since they knew it will be useful for their company. While it is easy to add, most are not aware that common music sources may involve many aspects to be considered legal to use.

Here are few sources that may have legal issues when used as MoH (Music/Message on-Hold):

  • Audio CD / DVD – even if the media is purchased legally, rebroadcasting it on the MoH is illegal since the owner only has the right to own a copy but not the rights on the music contained in it.
  • MP3 – downloading them freely online is already illegal but, even if an MP3 has been purchased legally it has the same issues as an audio CD.
  • Radio Stations – using the music played by radio stations as the source for the company’s MoH system will result in copyright issues due to rebroadcasting rights.
  • Talk Radio – just like radio stations, a company will need to get the radio station’s permission before using talk radio broadcasts as MoH.

To ensure the legality of the source of the MoH, music rights can be purchased from the following music organizations:

  • ASCAP (American Society of Composers, Authors and Publishers)
  • BMI (Broadcast Music Incorporated)
  • SESAC (Society of European Stage Authors and Composers)

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Review of the Best Internet Fax Providers

Nov 25

Posted by virtualphonesystem in Internet Fax | 14 Comments

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  • ClickFax – offers a fax-to-email service that includes an internet faxing software designed for e-mail integration
  • DocuHarbor – its main communication service is electronic faxing. It also provides virtual storage and cabinet solutions.
  • eFax – its fax service can be provided for different countries.
  • Fax2Mail – allows seamless integration of its faxing software with any e-mail accounts.
  • FaxAge – offers different types of faxing service such as API (Application Programming Interface) based faxing, e-mail fax and web fax.
  • FaxaWay – is a provider that does not only offer online faxing but fax broadcasting as well.
  • iSendit – make use of its faxing service as the gateway for most of its communication services.
  • MaxEmail – its Lite Plan is the best deal priced deal.
  • MetroFax – their service comes with a free setup and a choice of either local or toll free number.
  • MyFax – mobile professionals and small businesses, of any type, can take advantage of MyFax’s internet faxing service.
  • Packetel – besides faxing services, Packetel offers a wide range of communication services in selected US states and cities.
  • RapidFax – offers an effective faxing solutions by integrating the internet and faxing technology. Its service is designed for home-based offices and small businesses.
  • RingCentral – does not only provide internet fax but it also offers telecommunication solutions for different business types and sizes. Some of RingCentral services are toll free phone number, virtual PBX, voicemail, etc.
  • Send2Fax – it is a service provider that caters the faxing requirements of home-based business, mobile professionals and small businesses.
  • TrustFax – it offers free setup and trial of their online fax service.
  • uReach – provide home and small businesses with various telecommunication solutions such as online faxing, toll free numbers, virtual receptionist, and many more.

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Phone System Functions, Services, Facilities and Infrastructures

Nov 19

Posted by virtualphonesystem in Business Phone System, Telecommunication | 1 Comment

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Basic Telephone Functions
Phone functions gives users the flexibility to handle telephone calls. They can also improve and organize the way people communicate:

  • Call Barring – it is use for giving limited access and restrictions.
  • Call Conference – provides multi-user communication.
  • Call Logging – used for tracking and monitoring phone usage.
  • Call Routing – re-direct a call from one extension to another.
  • LCR (Least Call Routing) – also known as auto-route selection, flexible route selection or route optimization.
  • Voicemail – gives callers the option of leaving a message particularly if the call is unattended.

Basic Telephone Services
Some of the typical phone services that can be utilized by a company are:

  • Call Charging
  • Conference Service
  • Operator Assistance
  • Pager
  • Phone Directory
  • Phone Line
  • SMS (Short Messaging Service)
  • CTS (Customer Telephone Service)
  • Video Conference
  • Voicemail Service
  • VoIP (Voice Over Internet Protocol)

Handset/Extension Facilities

  • Abbreviated Dialing
  • Account Codes
  • Audio Call Conference
  • Call Divert
  • Call Enquiry
  • Call Forwarding
  • Call Hold
  • Call Offer
  • Call Park
  • Call Pick-up
  • Call Reminder
  • Call Transfer
  • Diversion Override
  • DND (Do Not Disturb)
  • Extension Lock/Unlock
  • Group
  • Intrusion
  • PIN (Personal Identification Number) Access
  • Private Call
  • Ring Back
  • TAC (Trunk Access Class)

Telephone Infrastructures
Phone system and telephone services provide communication for home and businesses using either analogue or digital transmission to broadcast voice to other phone users. Today, phone companies are now offering digital phone services that are not only capable of transmitting voice and faxes but other data such as audio, images and videos. Two types of phone service infrastructures that are used today are:

  • Fixed – wired or wireless system like PBX or virtual PBX phone system.
  • Mobile – cell phones and satellite communication.

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Popular 800 Vanity Numbers

Nov 15

Posted by virtualphonesystem in 800 Number | No Comments

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One of the most widely use telephony service are 800 telephone numbers. These are special numbers that are distinguished with their use of toll free number prefix like 800, 855, 866, 877 and 888. AT&T first devises this service in the 1960s and today its use, by different businesses, is steadily increasing during the years. This growing demand has prompted the telecommunication industry to release the 855 prefix last October 2010. Other supplementary toll free service prefixes that are reserved for future used are: 822, 833, 844, 845, 887 and 889.

Vanity numbers are another type of this service. They are also known as phone words since they make use of alphanumeric to make it more memorable and easier to dial. It may be a bit costly than ordinary toll free numbers but both of these are excellent tools for customer branding, customer service or support or marketing.

Below are few of the big names in the business that took advantage of these toll free vanity numbers.

  • AT&T: 800-CALL-ATT
  • 3M Company: 888-3M-HELPS
  • Best Buy: 888-BEST-BUY
  • BMW: 866-BMW-CONTACT
  • Citigroup: 877-7-REDEEM
  • Comcast: 1-800-COMCAST
  • Dell Computers: 1-800-915-DELL
  • DHL: 1-800-CALL-DHL
  • E-Bay: 1-800-GET-BIDS
  • Exxon Mobile: 877-MY-EXXON
  • FedEx: 1-800-GO-FEDEX
  • General Motors: 800-GMC-8782
  • Hewlett-Packard: 800-HP-INVENT
  • IBM: 1-800-IBM-SERV
  • Microsoft: 1-800-MICROSOFT
  • Pfizer: 800-TRY-FIRST
  • UPS: 1-800-PICK-UPS
  • Verizon: 1-800-PICK-DSL
  • Xerox Corporation: 800-ASK-XEROX
  • Yellow Pages: 1-800-Y-B-YELLOW

These numbers are noticeably easy to remember which provide customers the convenience in quickly calling them. Utilizing these special numbers, vanity or not, will provide the business with positive benefits and at the same time give customers the impression that the company is serious in making business with them.

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Asterisk vs. the Alternatives

Nov 9

Posted by virtualphonesystem in Asterisk, Business Phone System, PBX, Virtual Phone, Virtual Phone System | No Comments

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Asterisk was developed in 1999 by Mark Spencer. And since the release of the 1.0 version last September 2004, it has since created a demand upsurge for open-source projects. Today, there are a growing number of deployments of the software for business and personal use. But this growth has led to problems pertaining to the code. Hence, developers are hoping to make the code for this popular software-based PBX more scalable and stable.

Digium is the support behind this major overhaul. Few of the fixes like code audit and cleanup are now implemented giving the Asterisk PBX enhancements, cleaner codes, compatible drivers and stability. Digium has also developed fresh interfaces to help the software become more efficient in utilizing CPU (Central Processing Unit) resources.

Despite these efforts and the improvement in open-source software, there are still some users looking for changes that may be impossible or improbable to employ in the near future. Because of this, people are now exploring alternatives means that may or may not be as functional as Asterisk. Some are not even designed to be a PBX system.

  • BroadSoft – Asterisk configuration files can be easily offloaded to the database without the need to restart the system. BroadSoft though has made similar steps but with a broader influence with its switching platform.
  • FreeSWITCH – It is also an open-source project similar to Asterisk. It also supports a multiple range of protocols such as Google Talk, H.323, IAX (Inter-Asterisk eXchange) and SIP (Session Initiation Protocol).
  • SER (SIP Express Router) – Even if Asterisk can be configured as a SIP, SER has been developed as a proxy for call control handling. But, the drawback is that during call the status are not maintained. SER though has lots of features to offer, scalable and it can be utilized in union with Asterisk.

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Benefit of Telecommunication to Law Firms

Nov 3

Posted by virtualphonesystem in Business Phone Extension, Business Phone System, Call Forwarding, Internet Fax, PBX, Telecommunication, Virtual Phone, Virtual Phone System, VoIP | 4 Comments

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Law firms are comprised of a group of attorneys or lawyers. These people are the most vital components and core of every law establishments. The success of the firm solely depends on their leadership, decision making expertise and knowledge of the law. That is why law firms are investing heavily on modern IT (Information Technology) and telecommunication technology to create a team that can communicate effectively with each other and their clients.

With state-of-the art communication equipments and gadgets such as cell phones, computers, digital recorders, handheld devices, internet, virtual PBX, etc., some law firms are now evolving into virtual law firms. By utilizing these equipments, virtual law firms are now able to break the barrier created by time and location which creates an open line for communication and coordination.

A phone system alone, for example, can have features such as call forwarding, internet fax, VoIP virtual PBX extensions or voicemail which can provide the following benefits to any law firms:

  • Connectivity – clients and lawyers can stay in touch easily. Unlimited calls and low call cost, depending on the plan, provides affordable ways to communicate.
  • Ease of Access – virtual extensions are very useful phone system features that give lawyer-client connectivity. Any cell phone number can be linked with the main business phone number via an extension which a client can call to reach the lawyer handling the case.
  • Mobility – phone systems are now seamlessly merged with the internet and cell phone. This convergence now allows calls, faxes, voicemail messages and other data to be accessed and received anywhere.

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