In the previous blog in the series we established that the ‘traditional’ methods of communication in the workplace simply aren’t good enough in the modern digital age. We discussed that communication is – and always has been - arguably the most important ingredient to running a successful business.
In the following blog we will take a look at how we can communicate the modern way.
Communication – The modern way
Teams: the alternative to email
Microsoft Teams - a relatively new addition to the Microsoft suite of tools – has rapidly become one of its most successful ever. Teams has amassed a daily user count of a staggering 145 million people worldwide and it's easy to see why - its ability to integrate seamlessly within the Microsoft 365 ecosystem allows Teams to provide a focal point for collaboration by providing a place to share files, coordinate tasks, and schedule meetings – basically eradicating the need for in-house emailing.
Email is showing no signs of completely dying but, especially for internal communications, it clearly doesn’t do the job anymore. Teams can fill that void.
VoIP telephony, the alternative to traditional landline telephones
VoIP stands for Voice over Internet Protocol. VoIP is a phone service delivered over the internet - it allows you to make a call directly with a computer or a VoIP phone from anywhere, whilst still keeping the same contact number.
ISDN is on its last legs, and its day in the sun is over. This fact, along with its often extortionately expensive price tag, makes traditional phone systems not only unfit for the job but also too expensive. VoIP – with its massively reduced-price tag in comparison – is the modern choice for business owners, as it allows them to communicate with their employees no matter where they are situated around the globe.
Why is VoIP the ‘go to’ choice?
Mirroring of the office setting
VoIP ensures that your clients have no clue that you aren’t in the office or at your desk. VoIP allows you to mirror the professionalism of the office from anywhere – the process of a call is exactly the same for the customer, the number they call is the reputable company one, and the call is answered with the company greeting (‘Hello, blah blah. How can I help?’). This can be the difference between success and failure already, as new customers especially need this communication to invoke trust and professionalism in the first instance. Professionalism – as you know – plays a huge role in the success of the transaction, and without professionalism at every opportunity you could potentially lose your existing customer base and find it hard to build a new one.
Mobility of service
On a traditional phone system, the telephone line that runs to a business is assigned a specific number, making the move to remote working a very difficult process. Your employees will have to remember the right codes or keys to dial on their device in order for it to show up as the office number when making outbound calls - this process wastes a lot of valuable business time and in turn can be damaging to business operations.
VoIP allows for advanced service mobility. Theoretically, you could have a partially remote working team that work at home three days a week and spend the rest of their time on-premise. With VoIP it makes no difference where you work from – to the client you are sitting at your desk in the office awaiting their call.
Client relationships and interaction
We have all used it – Voicemail was once a big part of business operations, but with the modern world of work being so fast paced it has become far too time consuming to put up with any more. With VoIP there is no need to have Voicemail, as it allows you to choose where your calls ring, and how. For example, X rings can take place where you spend the majority of your time (at your desk), but you may be too busy or simply not at your desk to receive the call, so VoIP allows you to make the next few rings divert to a second device, and the next to a third, and so on, therefore guaranteeing you never miss an important customer call again.
If VoIP is used correctly (you set up call-forwarding correctly) its reliability is unrivalled. By choosing where your calls are forwarded to, and how, will not only allow you and your team to work from anywhere in the world but will also mean, in the event of a disaster effecting internet connection, you can simply move to a new location.
Teams Meetings, better than traditional meetings
As we touched on in the previous blog in the series, traditionally meetings were carried out face to face but in the modern world of remote working and very time-consuming schedules, this simply isn’t possible.
Meetings in Microsoft Teams allows you to organise a meeting in advance and automatically find a time slot that works for the requested participants. This means that it won't take hours to organise the meeting at a time that suits everyone. Microsoft Teams gives your team the meeting experience from anywhere in the world and allows you to continue promoting company ethos, at the same time as staying connected to your team and in tune with any problems they may have.
Our ways of communicating in the workplace are only getting more and more elaborate, so moving with the times technologically is recommended if you want to be sure you, your team, and most importantly your clients can communicate to the best of your ability.
Your business communications made easy
Business communications from BCNS make it easier and more cost-effective to guarantee that you and your team are always connected to each other – and your clients. Our team of experts will assist you throughout the transition to be sure you get exactly what you desire. At the same time, we can reduce your expenses and improve your security as well as performance! Contact us now and find out how we can help you with your business communications and move into a more productive future.