Unified Communications (UC) may be a solution to problems and potential issues a business may not even realize it has. The process of integrating multiple communications into a singular communication process can be both daunting and exciting. To determine whether or not UC are right for your company, learn more about their pros and cons by reading on.

Understanding UC is important to understanding the pros and cons of this communications platform. Essentially, UC is the use of service, software, and equipment that creates a communications system that is fully integrated and centralized. This allows for phone calls, emails, video conferencing, calendars, and the like to be accessible on one system alone.

Pros of UC

There are numerous benefits of choosing a UC system over a non-integrated, disjointed communications system. One is that all people involved in the business process -- from bosses and employees, to vendors, customers, and other business associates or partners -- can access the same information and quickly and easily communicate with one another one-on-one or in groups.

VoIP UC makes it possible to receive phone calls through a computer, have them pushed to a mobile phone, and even get copies of voicemails and information about callers on the computer. Essentially, everything runs through the internet and wireless communications.

Additionally, mobile technologies can more easily be used to bring work groups together and make employees as productive as possible wherever they are. This means that virtual conference calls and meetings are possible and can be an important tool in the process of doing business. UC also save employees and other business associates a great deal of time and can improve productivity.

And then there is the issue of cost. UC can save businesses money in the short- and long-term by making it possible to telecommute, have meetings over great distances, and make work hours more productive overall.

Cons of UC

Of course, no business change or decision is without potential drawbacks. The initial overall cost of switching to a UC system can be high because of the software, equipment, and training needed. Already accustomed to existing systems, some employees might resist adopting a new technology. And other employees, considering their unique roles in the company, might think the new communications system irrelevant to them and so see little benefit to it.

Better understanding these potential benefits and drawbacks to UC can help you decide what is right for your business. Contact us if you have any questions or if you are ready to begin using VoIP UC processes in your business.

Cyber-crimes based on denial of services (DoS) attacks are nothing new. But of the businesses facing the threat of a DoS to their Voice over Internet Protocol (VoIP) system, most have no idea how to prevent this type of attack, or even why it’s being launched against them. If you’re one of those businesses, we have everything you need to know right here.

Denial of service attacks

The end goal of any DoS attack is to overwhelm a system with so many requests that the system is eventually forced to shut down. Telephony DoS (TDoS) attacks are a subcategory wherein these types of attacks are leveled at VoIP systems. Sadly, this security bulletin has jumped to the front of security concerns as a result of its use against hospitals and 9-1-1 phone lines.

In another depressing development, some TDoS attackers demand a ransom to halt the attack. Much like ransomware, with the help of cryptocurrencies and caller-ID spoofing, it’s incredibly difficult to identify attackers.

TDoS attacks generally employ fewer resources than the DoS attacks that are designed to cripple IT systems such as networks, servers, and software. At its most basic, all that a TDoS attack requires is an automated phone dialer that calls a target phone number and hangs up -- over and over. That very simple concept can stop anyone else from getting through the line.

What organizations need to do

Counterintuitive as it might sound, locking down your VoIP system with complicated and unnecessary security measures will ultimately do more harm than good. Most businesses can’t operate if they can’t communicate with their customers.

Although VoIP may be a digital resource similar to your other IT systems, the very nature of phone lines makes it impossible to hide them behind firewalls and other protections. However, there are new solutions that offer protection to VoIP systems. The new security protocols can protect your communication infrastructure against those who try to use force to gain access to your directory information. These protocols can also identify, reroute, and filter calls coming from known attackers.

If you’re experiencing any abnormalities with your VoIP system, or if you want to deploy the most up to date solution that the market has to offer, we have just the company in mind. With years of experience in the field, our expert staff is ready to help you at the drop of a hat -- just call today.

VoIP acts as a bridge between traditional landlines and our internet-centric lives. By unifying communications under a single system for voice, data, and video converged networks, many businesses are realizing unprecedented savings and improvements to their workflow models. If that sounds like something your SMB could benefit from, you’ve come to the right place.

Fax

Modern VoIP does more than just make calls, it also receives faxes. Why would a business be interested in this seemingly outdated service? A significant portion of businesses, government bodies, and medical facilities still use some form of fax service to send and receive physical documents. If a customer or vendor prefers to send you a fax, most VoIP solutions are equipped to receive and convert fax documents into a PDF file.

Interactive Voice Response

The new VoIP feature allows businesses to route their calls to the correct client’s or staff’s number. This feature helps to reduce the use of mass cold calling and unwanted calls, saving the businesses' time and money, and enhances proper service delivery to your clients. VoIP systems promote minimal routing calls, increasing your employees' ability to work well.

Spam Call Filter

It’s election season and that means robo-calls. If you hate them as much as we do, VoIP is one of the best services to eliminate them. Spam filters combine several different pieces of caller data to help you differentiate between potential customers and annoying telemarketers. About as effective as the spam filter protecting your email inbox, this feature is not something we could live without.

Telemarketer Block

Automatic filters are never perfect, and some telemarketers may be able to slip through the fence your filters have erected. Depending on the scope of your VoIP system, you may want to input blocked numbers manually. If you have specific times that your spam filter and blocked call list would become prohibitive, they can be turned off with the flip of a switch.

Network Down Forward

One of the biggest concerns for VoIP solutions is their bandwidth requirements. Users in areas without a robust or reliable internet connection may think they can’t reap the rewards of a internet-based communications service. Modern VoIP systems have a feature called ‘network down forward’ to overcome these hurdles. When turned on, network down forward allows you to send calls to your signal-based mobile devices when your internet is down -- thereby guaranteeing customers can always get a hold of you.

VoIP technology has opened up entirely new avenues of what businesses can achieve with their communication systems. Beyond just making and receiving calls over the internet, users can block unwanted callers, receive faxes, and design pleasant hold menus. For any VoIP inquiries, call us today -- we’re always available.

Recently, a story circulated amongst industry insiders of an official in a hospital’s records room who couldn’t customize her legacy phone system’s hold messages. The upshot was this particular platform restarted the hold message each time a caller was placed back on hold. Her provider - a reseller with little control over the system’s functionality - was unable to help, and the “on-hold caller” hang-up rate increased 35% over a 3-month period.

When an operator asks a client for permission to put them on hold, what they’re really saying is “Can you wait there a short time not talking to anybody?” It’s a small window of speech-free standing-by that occurs at different times throughout a call, and for different durations.

And, it can result in two distinctly different outcomes: an untroubled customer who will stick around to finish their business, or a disgruntled one who will most likely quit the call and come back another time. With a VoIP phone system, a mix of engaging music, constructive messages, and interesting information can put the kibosh on finicky fleeing clients.

Music

We’d all agree there’s no accounting for taste when it comes to music, but there are some things you definitely DON’T want playing while a potentially agitated or impatient customer is on hold. So how do you choose the best sounds for them to hear whilst waiting?

With a VoIP system’s easy-to-navigate dashboard, you simply click a tab called “Hold Music” or something similar, and then upload your audio. Focus on trendy, easily recognizable music that suits your brand, and takes your clientele’s demographics into account.

You can also enter through your VoIP user interface freely to schedule how frequently a particular track plays and for how long, and to configure whether it restarts or continues where it left off when a caller is placed back on hold.

Marketing Messages

Your VoIP system’s audio files aren’t restricted to music, of course. There is a world of opportunity there to keep your on-hold customers not only engaged by sound, but marketed to, too. Remember, your goal isn’t just to eliminate silence, it’s to do so with a purpose.

“Hold message” scripts that riff on your company’s TV and radio ads might elicit an “I think I’ve heard this somewhere” response. Conversely, you could put a totally new spin on the usual tone and style of your marketing messages and really get creative with humorous mini-commercials that make your customers chuckle (and a little bit of levity never hurt nobody!).

You could also create files that catalogue your company’s services in unconventional ways, such as in alphabetical order; highlight seasonal promotions or other new specials; and announce upcoming product launches -- or simply hint at them to coax your customer into a bit of standby sleuthing. Whatever the case may be, your VoIP system’s interface makes it easy to have multiple messages at the ready.

Facts & Figures

Why is your customer doing business with you in the first place? Try to remind them while they wait, perhaps by telling them about your company’s founding fathers’ esteemed histories or about some of the innovations you’ve brought to your industry’s marketplace.

New information and intriguing anecdotes will take their minds off of the fact that they aren’t being served, so you could also pose a playful trivia or “Did you know?” kind of contest where providing a correct answer once the call resumes wins them a prize.

Or, tailor-make announcements that make it clear you’re doing your best to solve the customer’s issues: whether they went through the “internet service” IVR menu or they’re there to “renew membership,” program your VoIP system to play an upbeat, service-appropriate message that makes them feel like they’re getting personalized care.

VoIP functionality actually gives you an opportunity to turn the on-hold experience into a positive customer service experience. So if you’re looking for a way to make sure the window of speech-free standing-by doesn’t slam shut, get in touch with us today and we’ll help you increase the odds that your clients hold the line happily.