Ways To Minimize Silence On Phone Calls

There is a big difference between a natural pause in a conversation and an extended period of awkward silence. Do not let this happen to you on your next conference call! Below are some tips and tricks you can use to minimize silence on phone calls.

Explain What You Are Doing

When a customer or client hears crickets on a call, they may think you are no longer on the line. Often times, you are working on something for them. Telling them what you are doing prevents silence on the call and keeps them in the loop. 

Chit-Chat

When you really need to stretch out the conversation, you can always turn to small talk. This type of chit-chat can also help you establish a positive relationship. It's a win-win situation!

Put Them On Hold

If all else fails, you can put the person on hold while you take care of the matter That way, you can devote all of your attention to the task at hand. It is always a good idea to tell them how long they will be on hold for. 

If your phone system makes it difficult to put people on hold, it is time for an upgrade. Our professionals are equipped to help you find a phone system that is easy to use. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

What You Can Do To Prepare For A Phone Interview

If you are in the process of searching for a new job, do not try to wing your next phone interview. Instead, take the time to properly prepare for it. Below are some tips that will help you do just that. 

Know Your Resume

This may seem like an obvious one, but you should be aware of what is on your resume. After all, the interviewer will be asking you questions about it during the call. You can even have it in front of you since they will not be able to see you!

Keep Your Cover Letter Close By

In addition to your resume, the interviewer could also refer to your cover letter. Since cover letters are usually customized for a particular job description, it is a good idea to have that on hand as well. Cover letters should be used as a guideline as opposed to reading it aloud verbatim. 

Ask Important Questions

Nothing is worse than an interviewer asking if you have any questions for them and saying no. It implies that you have not thought thoroughly about the position or you did not do research on the company. To avoid this, write out at least three important questions on a sheet of paper prior to the call. 

If your phone system has disrupted phone interviews in the past, it is time for a change. The professionals here at Reliable Voice & Data Systems can help you find a phone system that is perfect for your particular business needs. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Tips For Sticking To An Agenda On A Phone Call

Have you ever been on a conference call that seemed to be all over the place? If so, it is possible that an agenda was not introduced at the beginning of the call. Below are some tips that will allow you to stick to the schedule. 

Set The Agenda

Every call you have should contain a clear purpose. That is where an agenda comes into play. The agenda spells out the point of the call and what exactly will be discussed. Sending this agenda out to the team prior to the call will keep the participants in the loop.

Invite The Right People

The more the merrier does not apply when it comes to business meetings. After all, people are less likely to pay attention if the meeting does not pertain to them. To prevent this from happening, only invite the employees who need to be there. 

Reserve Questions For The End

The participants might have questions throughout the presentation. However, it is best to ask the host all of the questions at the end of the call. That way, the presenter can explain all of the agenda items in chronological order before answering questions. 

If your phone system is preventing you from having important conference calls, you may need to search for a new one. At Reliable Voice & Data Systems, we can help you do just that! To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Ways To End A Business Phone Call

There is always that one client who seems to ramble. Since they are so chatty, it can be difficult to bring the call to a close. Below are some tactics you can use to politely end a business phone call.

Ask Direct Questions

When a talkative client is asked an open-ended question, they can take a long time to answer the question. To avoid this, only ask them very direct and relevant questions. Not only will this help keep the length of the call to a minimum, it will also help you get to the heart of the matter.

Offer A Solution

Once you have uncovered what is on the client's mind, do your best to offer a solution in a concise fashion. This approach will let you control the direction of the conversation. In the end, it can minimize the amount of tangents the client goes on. 

Discuss Next Steps & Say Goodbye

To conclude the call, it is always a good idea to discuss next steps. This should be the first indication to the client that the current call is ending. After the next steps have been established, you can politely say goodbye. That's all there is to it!

If your phone system is not working properly, it is time to start looking for a replacement. The professionals here at Reliable Voice & Data Systems can help you find a phone system that is tailored to your wants and needs. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

How To Strengthen Customer Relationships On The Phone

Establishing a positive relationship with a client can be challenging--especially if you have never met them in person. Luckily, there are things you can do to strengthen a professional relationship over the phone. Keep reading to find out what they are.

Prepare For Calls In Advance
Failing to plan is planning to fail. This old adage rings true if you do not prepare for client phone calls ahead of time. Having mock phone calls and reviewing old phone calls in your office can help any employee improve their phone etiquette skills. 

Communicate Frequently
You never want a client to feel like you have forgotten all about them. You can avoid this by communicating with them on a regular basis. Giving a client a call to update them on any progress you have made on their behalf will reassure them that you are keeping them in the loop.

Know When A Phone Call Is Needed
In some instances, an email to a client simply will not do. After all, it may be easier to explain the situation over the phone rather than in an email. A phone call is also preferable if you believe that the right tone cannot be communicated effectively in writing. 

When your phone system is holding you back from connecting with clients, something must be done. Turn to the professionals here at Reliable Voice & Data Systems if you would like to upgrade to a new phone system. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

The Right Way To Put A Call On Hold

Placing a caller on hold can put a damper on the entire call. Fortunately, it does not have to! Below are some tips that can help you successfully put someone on hold. 

Give Them A Reason

First and foremost, it is a good idea to explain to the caller why you are going to put them on hold. This explanation can help justify the wait time for the person on the other end of the call. It can also put their mind at ease that you are taking this time to delve deeper into their inquiry. 

Provide A Time Frame

No one wants to be on hold for an unknown amount of time. Therefore, it is preferable to provide the caller with an estimated wait time. That way, they are aware of how long it should take. 

Thank The Caller

Once you have returned to the call, it is always beneficial to apologize for the inconvenience and thank them for waiting. This will help make the caller feel that they are a valued customer. After all, you want to end the call on a positive note. 

If your phone system makes it difficult for your employees to put callers on hold, it may be time for an upgrade. We can help you find a phone system that is more user-friendly. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Tips for Proper Phone Etiquette

Carrying yourself in a professional manner at work is of the utmost importance. This kind of behavior is especially crucial when you are on the phone with a colleague or client. Continue reading to learn more about proper phone etiquette.

Do Not Interrupt

You do not want to come off as rude in the workplace. Therefore, you should never interrupt someone while they are talking. Taking the time to listen to your coworkers, clients or customers could help you maintain positive relationships with them. 

Keep Smiling

Your attitude and demeanor can be detected through the tone of your voice. Smiling while on the phone can give you a happier disposition. When you are at work, remember to put on a happy face. 

Learn How To Use Your Phone

Nothing is more embarrassing than struggling to put someone on hold during a phone call. To avoid this type of scenario altogether, learn the right way to use your phone system. Asking your coworker to show you the ropes can all the difference on your next call. 

If your phone system is holding you back from having productive calls at work, it is time for a change. The professionals here at Reliable Voice & Data Systems can help you pick out the right phone system for your particular business. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

The Causes of Common Phone Issues

When you are at work, nothing can derail your day quite like phone issues. You may be wondering how these phone problems come to pass. Keep reading to discover what causes them in the first place.

Inclement Weather

It is no secret that inclement weather conditions can wreak havoc on your phone system. This is due to the fact that precipitation can seep into phone lines and cause problems. In addition, lightning has the ability to interfere with the connection. 

Other Devices

You might think that fax machines, answering machines and line splitters have nothing to do with your phone system. However, this simply is not true! These other devices could be responsible for noise within a phone system.

Digital Subscriber Line Services

Do you have Digital Subscriber Line (DSL) devices? If so, this could also be the culprit of your phone system woes. The high frequencies they emit can mess with a phone that is on the same line. 

No matter what is causing phone line issues at your business, the professionals here at Reliable Voice & Data Systems can get to the bottom of it. We can solve even the toughest phone problems. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Steer Clear Of These Common Conference Call Mistakes

Have you ever witnessed an awkward moment during a conference call? If so, you know how uncomfortable things can get. Below are some tips that will help you steer clear of conference call pitfalls.

Technology Fails
On a conference call, there is nothing worse than an embarrassing technology faux pas. It is so important to make sure that your computer and phone are working properly prior to the call. After all, you don't want your computer or phone to malfunction during an important presentation.

Becoming Distracted
If the conference call is not particularly interesting, some workers can become distracted and start doing other things.  For instance, a worker might play games on their computer to pass the time. However, you do not want to be known as the employee who can't pay attention in meetings.

Not Introducing Yourself
It is no secret that there are usually a lot of participants on conference calls. If you decide to speak up and say something, do not forget to introduce yourself. This oversight can confuse the other participants of the call. 

If your phone system keeps going haywire during conference calls, it is time to invest in a new one. The professionals here at Reliable Voice & Data Systems can help you find the best phone system for your business. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

How To Purchase A Phone System For A Small Business

Shopping for a new phone system is no simple task. After all, you have to figure out which system suits your needs. Below are some of the most popular phone systems among small businesses. 

PBX Systems

A PBX system relies on a traditional landline phone system. However, it has additional UC features, such as video chat, fax capabilities and text messaging. These systems are ideal for small businesses that have over 40 employees. 

VoIP Phone Systems

VoIP phone systems are great for small businesses because they are an affordable option. Small business owners will appreciate this cost-effective alternative! These phones do not operate like traditional landline phones. They need an internet connection to send and receive phone calls.

Cloud-Based VoIP Phone Systems

A VoIP phone system can also be supported by the cloud. In this type of system, the data is stored off-site. If something happens to your physical business location, you will still be able to use the phone system.

Are you interested in switching from a traditional phone system to a PBX system, a VoIP system or a cloud-based VoIP system? If so, the professionals here at Reliable Voice & Data Systems can help with that transition. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Different Types Of VoIP Phone Systems

Did you know that there are different types of VoIP phones systems? Now you do! Keep reading to find out what sets each of them apart.

Desk Phones
While VoIP desk phones may look like traditional landline phones, they require an internet connection in order to work. A VoIP phone has more capabilities than a landline phone. For example, they can transcribe voicemails into text. 

Wireless Phones
There are also wireless VoIP phone systems. This is beneficial for people who are always on the go. With a WiFi-enabled wireless VoIP phone, they are not tethered to their desk. 

Softphones
A computer that has installed a software application can act as a VoIP phone system. This application makes it possible to send and receive phone calls. Since softphones are cost-effective, they are perfect for call centers and remote employees. 

IP Conferencing Phones
Does your business conduct a plethora of conference calls? If so, an IP conferencing phone can make these calls even easier. These phone systems are built to accommodate many users at once. 

VoIP phone systems allow you to connect whichever hardware phone works best for your business! When you want to transition from a traditional phone system to VoIP, contact Reliable Voice & Data Systems. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

How To Sound Confident On The Phone

Whether you are having a phone interview or calling a client, sounding confident on the phone is vital. However, nerves can kick in and make you sound unsure. Continue reading to discover ways to exude confidence on your next call. 

Record Yourself Speaking
Some people hate listening to themselves on a recording. Nonetheless, listening to a recording of your voice can help you discover areas that need improvement. It might become obvious that you need to slow down or use more inflection in your voice. This step is critical for becoming a better communicator on the phone.

Get Rid of Filler Words
Have you ever noticed how some people say uh, um or like in everyday conversation? These filler words are commonly used when you are thinking of what to say next. However, these words can make you sound less knowledgeable. Be sure to remove them from your vocabulary!

Adjust Your Posture
Even though the person on the receiving end of the phone call cannot see you, your posture can have an impact on your voice! Hunching over can make you sound insecure. Conversely, sitting up straight or standing up can help improve your posture and your confidence.

Communicating confidently with clients or customers is essential for every business. If your current phone system is preventing you from making important calls, it is time for a new one. Our professionals can help you find a phone system that meets all of your needs. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook and Twitter!

Tips For Talking To Disgruntled Clients On The Phone

Talking to an unhappy customer on the phone can be very stressful. Fortunately, there are certain steps you can take to resolve the situation. Below are some tips to help you do just that.

Play It Cool

It is easy to get swept up in the moment and lose your temper. Do not let the customer's tone have an impact on your tone of voice. Instead, do your best to stay calm, cool and collected. After all, matching their frustration could only make things worse. 

Practice Active Listening

Everyone wants to be understood. This is especially true in the case of a disgruntled customer. As they are explaining what happened, be sure to use your active listening skills. Listening intently to their complaint can help you get to the heart of the matter.

Offer A Solution

At the end of the conversation, come up with a solution. Not only will this help end the phone call on a good note, it can help ensure that they remain a loyal customer. Offering them a free service or product can make a big difference in their level of customer satisfaction. 

If your business provides customer service over the phone, a reliable phone system is a must-have. When your phone system is on the fritz, it is time to opt for a replacement. The professionals here at Reliable Voice & Data Systems are ready to help you find the ideal phone system. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook and Twitter!

Tactics To Prevent Theft At Retail Stores This Holiday Season

It is that time of year again--time to go holiday shopping. That means it is also time for retail stores to up their loss prevention game. Below are some tactics that can help prevent theft during the holiday season.

Hang Theft Prevention Signs
Hanging signs that spell out the consequences of shoplifting can deter thieves from committing the crime in the first place. Once they realize how much they could be charged in fines, stealing becomes a lot less appealing. It is a good idea to hang these signs near products that are very valuable. 

Monitor Cash Registers
It is no secret that thieves could take cash right out of a cash register. To avoid this scenario, make sure an employee is always close to the cash registers. That way, the registers will be a less vulnerable target. 

Have CCTV Security Cameras Installed
One of the best things you can do to help keep your business safe and secure is to have CCTV security cameras installed. That way, you will be able to see what is going on in the store from different vantage points. It will allow you to spot and stop a shoplifter in real-time.

If you are interested in having CCTV security cameras installed at your retail store, turn to the professionals here at Reliable Voice & Data Systems. We can assist you in your search for the perfect security solution. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Ways To Keep Phone Calls Brief

It is one thing to make small talk when you are on a call with a client. However, it is another thing entirely to go off on a tangent and ramble for an hour. Below are some tips that will allow you to keep phone calls brief.

Cut To The Chase

When you are on the phone with a client to discuss an important matter, there is no need to beat around the bush! It is better to be direct and get to the point as soon as possible. That way, you do not have to waste your time or theirs!

Keep The Conversation To 19 Minutes

Being on the phone with a chatty client can prevent you from tending to your other responsibilities at work. To avoid this scenario, try to keep the call to just 19 minutes. This will help keep the chit-chat to a minimum. 

Set A Hard Stop

At the beginning of the call, it is a good idea to mention that you have a hard stop at a specific time. That will establish an end time for the call. It is a polite and professional way to ensure that the call does not run over.

When your phone system is preventing your employees from connecting with clients, it is time for a replacement! At Reliable Voice & Data Systems, we specialize in helping business owners find the right business phone system. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

How To Take Control Of A Sales Call

On a sales call, there is usually some sort of power dynamic. It is imperative for the sales representative to steer the conversation in the right direction. Below are some tips that can help you take control of a sales call.

Set Time Constraints

Being on time for a sales call is crucial. After all, it demonstrates that you are professional and respectful of the other person's time.  It is equally as important to establish an end time for the call. To do this, simply indicate that you have a hard stop for the call at a particular. This will prevent you and the potential client from rambling or going off on a tangent. 

Stick To The Agenda

Another way to take control of the call is to mention the agenda before diving into the presentation. That way, the participant of the call knows what will be discussed. It is normal for the participant to have questions throughout the call. However, sticking to the agenda and answering questions at the end of the call can keep things on track. 

Exude Confidence

Last but certainly not least, it is essential to be confident on a sales call. A good sales representative is very knowledgeable about their product and can confidently convey the benefits of it to the potential customer. This can get their attention because they want to know what is in it for them!

If your phone system is making it difficult for sales representatives to make sales call, it is time for a change. We can help you find the right phone system! To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Why Telephone Communication Is Essential To Every Business

In this digital world, there are so many ways to communicate with companies online. However, telephone communication is still essential to all businesses. Below are some reasons why phone systems are here to stay.

Immediate Communication

There are plenty of people who have an inbox of unread emails. In addition, there are people who only look at their emails at the beginning, middle and end of the work day. There is no telling when you will receive an email response from them. Luckily, that is not the case with phone calls! After all, phone calls can instantly put you in contact with the person you need to speak to. 

Better For Conveying Tone

A lot of things can get lost in translation when sending an email to someone. Most notably, the right tone is often difficult to convey via email. On the other hand, it is easy to set the right tone of voice on a phone call. 

More Interactive

It is no secret that phone calls are more interactive than emails. When you are on the phone with someone, they can interject to ask a question. Asking a question on the phone is certainly quicker than sending an email and waiting for them to reply back.

If your business phone system is not cutting it anymore, it is time for a chance. At Reliable Voice & Data Systems, we are ready to help you find a phone system that is right for your needs and your budget. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

The Keys To A Successful Sales Phone Call

Being a sales representative is not an easy job. This is especially true if you spend your work days prospecting for new clients. Below are the keys to a successful sales phone call. 

Start With A Professional Opening

There is no need to come off as pushy from the beginning of the phone call. Instead, open the call with a professional and unique greeting. Put your thinking cap on and come up with a greeting that will get the caller's attention.

Mention How You Can Help Them

When someone answers the phone and has a sales representative on the line, they are wondering what is in it for them. Let them know what company you are with and how your services can help them. They will be more inclined to listen to you if there is an important benefit to reap. 

Set Up A Meeting Or Follow-Up Phone Call

Once the caller is interested, it is a good idea for the sales representative to talk about next steps. It is an appropriate time to schedule a meeting or a follow-up phone call. That way, the sales representative is not pressuring the caller to make a decision right then and there. Lastly, the sales representative can end the call by thanking them for taking time out of their day to have this conversation. 

If your phone systems has made sales calls difficult or impossible, it is time for an upgrade. At Reliable Voice & Data Systems, we help business owners find a phone system that is right for their wants and needs. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Instances When A Phone Call Is Better Than An Email

There are a myriad of ways to communicate with colleagues and clients. However, this fact is often overlooked and taken for granted. The next time you are about to send an email, ask yourself if a phone call would be a better method of communication for the situation at hand. Keep reading to find out when you should pick up the phone instead of drafting up an email. 

You Need To Apologize

If you made a mistake and need to apologize to someone, a phone call will make the apology seem more sincere. After all, it will allow the person on the receiving end to hear you actually say sorry. It is easier to convey emotion and tone over the phone as opposed to an email. 

There Are A Lot Of Unanswered Questions
Let's be serious--who wants to receive an email that has a plethora of questions? When a person is confused and has a lot of questions to ask, a phone call is more appropriate than an email. Getting on the phone to tackle these questions will be a time saver for both parties. It is a win-win! 

It Is Of The Utmost Importance

When you have a really important matter to discuss with someone, resist the urge to send out an email about it. Instead, call that person to have the conversation. A lot of people have unread emails or only check emails at certain times of the day. A phone call, on the other hand, is something that must be answered and dealt with in real time.

Every business needs a reliable phone system. We specialize in helping businesses select the right phone system. When it’s time to switch to a new phone system, contact Reliable Voice & Data Systems. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

Tips For Calling International Clients

In this digital age, it is easier than ever to do business with clients who are scattered throughout the world. Are you responsible for communicating with international clients? If you can relate, below are some tips that will help you make the most of these international phone calls. 

Take Time Zones In Account

If you are trying to coordinate a call with an international client, it is crucial that you are aware of what time zone they are in. If you disregard this piece of advice, you could potentially call them at the wrong time or miss the scheduled call altogether. Not only can this be embarrassing for you, it can also put a damper on the relationship. When scheduling a call with the client, make sure it is a time that falls into normal business hours for both parties.

Do Not Get Lost in Translation

Speaking another language to a client can make things tricky. The last thing you want to do is insult an international client because something gets lost in translation. You can prevent this from occurring by being direct as possible. Do not use flowery language, slang or expressions that could be misconstrued over the phone. 

Be Aware of Cultural Differences

Even when talking with an English-speaking client, it is important to be aware of cultural differences. That is why it is so important to do your research prior to hopping on a call with an international client. Understanding their customs and traditions can help you establish a positive business relationship with them. 

If your phone system is not equipped to handle a large volume of international phone calls, it is time for an upgrade. At Reliable Voice & Data Systems, we are dedicated to helping our clients find the right business phone system. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!

What Not To Do On A Conference Call

Do conference calls take up a large portion of your work day? If you can relate, there are certain things you should never do while on one of these calls. Keep reading to discover what they are.

Not Hitting Mute

Forgetting to hit the mute button at the start of a conference call is a huge faux pas. The background noise in the room will be distracting to the other participants of the call as well as the host of the call. Sooner or later, someone will speak up and ask every participant to press mute. You do not want to be seen as that coworker who forgot to mute their line!

Talking Over People

Everyone wants their voice to be heard. However, you should not speak up while someone else is talking on a conference call. After all, this can be interpreted as rude. Simply wait your turn to ask a question. Some conference calls even ask participants to wait until the end of the call to ask questions. 

Having A Prolonged Period of Silence

It is normal for the host of the conference call to pause and collect their thoughts, especially if they are responding to a complex question. Being silent for a prolonged period time on a conference call is another thing entirely. In addition to making things awkward, it can really disrupt the flow of the meeting. The host can prevent this scenario from happening by saying they will look into it after the call. 

If your phone system is making it difficult for your employees to conduct conference calls, it may be time for a new one. We can help you choose a phone system that is perfect for your particular needs. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!