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Monday, November 12, 2018

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.

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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.

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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.

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Friday, November 9, 2018

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.

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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.

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Monday, November 5, 2018

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.

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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.

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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.

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Monday, October 29, 2018

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.

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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.

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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.

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Monday, October 22, 2018

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.

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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.

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How Remote Workers Can Communicate More Efficiently

Communicating with colleagues and clients in a professional setting can be challenging--especially if you are working remotely! If you are a remote worker who is having trouble communicate effectively, do not fret. Keep reading to find out how you can enhance your communication skills.

Electronic Communications
From emails to instant messages, there are plenty of ways to communicate electronically. While it might be tempting to quickly send out a bunch of emails, this can come back to haunt you. After all, you may accidentally type a word incorrectly or use a less than flattering tone. Taking the time to proofread your emails can make all the difference in the eyes of the recipient. 

Video Calls
You might be able to get a lot of work done while wearing your pajamas at home. However, this is not acceptable if you will be video chatting with your boss that day! They say you should dress for the job you want, not the job you have. This could not be more true when it comes to video calls. 

Phone Calls
It is imperative to choose the best way to communicate a particular message. For example, some matters are best discussed over emails, while others require a phone call. When you are confused about what someone wants from you, it might be a good idea to give them a call. It may be easier for them to explain it out loud rather than responding with a lengthy email.

If your phone system is not ideal for your remote employees, it might be time to switch over to a mobile VoIP phone system, This can enable them to communicate more effectively with the employees at the physical business location. We can help you select the phone system that is best for your wants and needs. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Two Important Security Measures For Businesses

Business owners have an obligation to keep their businesses safe and secure. These days, it is vital to protect the physical business location as well as any digital data you have. Below are two security precautions you should consider implementing for your business

How To Protect The Physical Location
Having CCTV security cameras installed throughout the physical business location is one of the best ways to keep your business safe and sound. After all, you will be able to see what is happening from any vantage point in real time. Recording this video footage lets business owners see events that happened in the past. 

How To Protect Digital Data
Data breaches are becoming more common in the digital age. This is due to the fact that hackers are finding new ways of obtaining sensitive business information. You can potentially prevent hackers from listening in on phone conversations by opting for a cloud-based phone system. The cloud provides another layer of security for your phone calls. 

If your business could benefit from having CCTV cameras or a cloud-based phone system, turn to Reliable Voice & Data Systems. We can help you find the security solution that is right for your particular business. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Monday, October 8, 2018

Ways To Prevent Your VoIP System From Being Hacked

It seems that hackers are discovering new ways to hack into different systems--including VoIP phone systems. Do not despair! There are precautions you can take to ensure that your VoIP phone system is not vulnerable to these attacks. Keep reading to discover what they are.

Have A Separate Data Network
For starters, it is a good idea to have a data network that is separate from your VoIP phone system. Doing this makes it more difficult for hackers to infiltrate the VoIP system. In return, the VoIP system should receive fewer threats and intrusions from hackers. 

Use A Unique Password
Easy passwords are easy to remember. Nonetheless, they make it easier to hackers to get access to the VoIP system. To avoid this scenario, use a unique password that contains numbers, capitalized letters and symbols. That way, hackers will not be able to guess the password through trial and error. 

Encrypt VoIP Packets
Hackers will be very disappointed if they hack into your VoIP system, only to discover that the information is encrypted. However, this is a good thing for you! After all, if they cannot understand the encrypted data, they will have no use for it. 

If you are interested in purchasing a VoIP phone system for your business, turn to Reliable Voice & Data Systems! We can help you find the phone system that works for your budget and your business needs. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Monday, September 24, 2018

What You Need To Know Prior To Switching To A VoIP Phone System

You may have heard of businesses switching from traditional phone systems to VoIP systems. This is due to the fact that there are plenty of aspects that make a VoIP phone system superior to traditional phone systems. Continue reading to find out what you should know prior to making this transition. 

How It Works
With a VoIP system, you can make a call with or without a phone. A VoIP phone system just requires a device such as a phone, a computer or a tablet and an internet connection. Unlike a traditional phone system, phone lines and phone numbers are not needed. 

The Advantages of VoIP
With a VoIP phone system, the advantages are endless! Most notably, VoIP phone systems can help you save money. They are very user-friendly and are perfect for businesses large and small. Last but certainly not least, they help your business stay on the cutting edge of technology. 

Additional Features
That is not all! VoIP phones also have additional features that a landline system lacks. For instance, some VoIP phone systems come with a virtual receptionist or an auto-attendant. Likewise, some VoIP systems have a functionality that transcribes voicemails into texts or emails. These exciting features prove that VoIP is the future of telephony!

Are you convinced that you need to upgrade to a VoIP phone system? If so, we can help! To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Things A VoIP Phone System Can Do That A Traditional Phone System Cannot

A VoIP phone system can do a lot of things that a traditional phone system can't! Do you want to know what they are? If so, keep reading to learn more.

Place A Call Without A Phone
Yes, you read that correctly! It may seem impossible, but a VoIP system can make a call without a phone. This is due to the fact that VoIP calls are transmitted via an internet connection. Therefore, you can use a computer or tablet to place a VoIP call.

Make Voicemails Into Texts or Emails
Wouldn't it be nice if a phone could automatically transcribe voicemails into texts or emails? With a VoIP phone system, this is possible! That way, you can read voicemails without listening to them. 

Transfer Calls To Multiple Phones
These days, it seems as though everyone has multiple phones. This can create some confusion for your co-workers or clients. However, this dilemma is not an issue for people who have a VoIP system. They can simply transfer calls to multiple phones. This decreases the chances of missing an important call. 

Now that you know what a VoIP phone can do, you may want to dump your traditional phone system! If you think VoIP is right for your business, large or small, contact Reliable Voice & Data Systems. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Tips For Leaving A Voicemail

Leaving a voicemail for a potential client can be nerve-racking to say the least. Do you cringe at the thought of doing this? If so, we can help take the stress out of the situation! Below are some tips that can help you leave the best voicemail message. 

Practice Makes Perfect
Like with anything else, practice makes perfect! To ensure that your voicemail does not sound rushed or awkward, write out a script and practice repeating it. Doing this will help you seem confident and prepared. 

Set The Tone
Before you touch that dial, concentrate on the overall tone of voice you will use. After all, the tone in your voice can greatly impact how the message is received. In most scenarios, it is a good idea to use a positive tone of voice that is passionate and professional. 

Concentrate On The Task At Hand
When leaving the voicemail, give the task at hand your utmost attention. To do this, you may need to block out any distractions. After all, multitasking could impede your ability to concentrate on what you are saying. 

Is an unreliable phone system making it difficult or impossible for your employees to do their jobs? If you can relate, it is time for an upgrade. Turn to the professionals at Reliable Voice & Data Systems for assistance. We can help you find a phone system that makes leaving voicemails a breeze! To learn more about our services, give us a call at (877) 385-6657 or visit our website.

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What A Cloud-Based Phone System Can Do For A Small Business

Small businesses are always looking for new ways to keep costs down. Switching to a cloud-based phone system can help you accomplish this feat. Below are some of the other benefits that you can reap from this transition.

Customizable Features
A cloud-based phone system can be tailored for your particular needs. It gives the user the ability to pick and choose from a variety of different features. That way, you can be in control of your phone system, and not the other way around. 

Mobility
It is no secret that some business professionals travel for work. If this is a frequent occurrence, it is imperative to have a phone system that accommodates your lifestyle. Fortunately, a cloud-based system can be accessed at any time from a phone or a cell phone. Distance is no obstacle here!

Better Customer Service
Customer service is an integral part of any business. Did you know that a cloud-based phone system could improve your customer service? Now you do! After all, a cloud-based phone system can come with a virtual assistant or auto-attendant. This can provide better customer service because it leads incoming callers to the right department or extension. 

If you are interested in having a cloud-based business telephone system installed at your small business, turn to Reliable Voice and Data Systems. We deliver all work within budget and on time. To learn more about our services, give us a call at (877) 385-6657 or visit our website.

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The Differences Between VoIP & PBX Systems

Do you know the differences between Voice Over Internet Protocol (VoIP) and Public Branch Exchange (PBX) systems? If not, you are not alone! While they both enable you to place and receive phone calls, they achieve this through different methods. Continue reading to discover what sets them apart from one another. 

The Main Difference
A PBX system connects users via traditional telephone lines. On the other hand, a VoIP system connects users through an internet connection. It is as simple as that! 

Equipment
PBX systems are comprised of phone lines, phones or a headset. Conversely, VoIP systems just require a computer or phone and an internet connection. Since PBX systems require more hardware and equipment, they are considered to be more complex than VoIP systems. 

Calling Features
When it comes to calling features, VoIP systems take the cake! It is largely due to the fact that VoIP calls can be accessed from a computer. This integration allows VoIP users to easily transfer call and transcribe voice-mails into texts. 

Not sure if a VoIP system or a PBX system would be more beneficial for your business? Do not fret! The professionals here at Reliable Voice & Data Systems can help you choose the best option. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

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