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Category: Work Number

The Essential Guide To Voip Systems For Small Businesses

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The ultimate guide to setting up your team with the best VoIP phone system to enhance your small business!

What Is A Voip Phone System?

VoIP phone systems are the new age landlines. Voice over Internet Protocol (VoIP) does as it says, uses the internet to make and receive calls completely wirelessly. VoIP systems digitise calls and texts and send them through internet lines, rather than ordinary landlines. VoIP has been around for a while, but is becoming more and more popular as it is evolving to be quicker, cheaper and more efficient. Many businesses and households already use VoIP systems for their communications, a seemingly clever move as landlines are slowly becoming obsolete.

 

How Do You Use A Voip Phone System?

 

VoIP systems work over the internet, but what does that mean?

Well, in the simplest of explanations, VoIP systems digitise your voice into online data and send it to your phone provider via the internet, which is then passed on to the receiver. VoIP phone systems rely on high speed internet to make and receive communications; this means you can make calls with a VoIP system on a computer, a mobile phone or a VoIP adapter.

 

Why Should You Use A Voip Phone System For Your Small Business?

Having a digital communication system for your team is the new trend in business. Giving employees a second phone number for work, all on the same system, instead of a second mobile phone or office phone, benefits the business and the employee, allowing companies to maintain professionalism and employees to stay connected no matter where they are.

Features included with VoIP systems include:

✅ Virtual receptionist

✅ Call forwarding

✅ Voicemail transcription

✅ Do Not Disturb button

✅ Conference call

✅ Call recording

✅ Call logs

✅ On-hold music

Cost efficient
Perhaps the best advantage of the VoIP phone system is the price. Most VoIP providers charge a monthly fee, based on how many users are on it rather than how many minutes are used; meaning you can have unlimited calls for a lower price. For example, most VoIP providers will charge around £20-30 a month, whereas landlines will charge around £50-75 a month.

Easy Setup
Setting up a second phone number on your personal phone is easy as pie. Most VoIP systems work through a phone app and can be downloaded and running within minutes with a smartphone. No need to spend extra hours installing complicated technology.

Professionalism
Having a second phone number allows you to stay connected with colleagues, clients and customers while still maintaining professionalism. Whether you are part of, or running, a small business, or working for yourself, or as a freelancer, having a professional phone number can go a long way in gaining customers’ trust and confidence in you and your business. Giving out your personal number is not only ideal for you, but also perhaps not comfortable for the customer. Virtual phone numbers allow you to have an online landline number, if you chose, for your business to maintain professionalism and privacy.

Enhances Communication
Despite more people than ever working from home, business communication cannot stop; it can be difficult to stay in touch from home with colleagues and clients.

A virtual number makes you accessible wherever you are, enhancing team collaboration by making it easy and simple to send and receive messages and important information, no matter if a team member is in the office, at home or the other side of the world. Having a solid communication system that supports your employees’ lifestyle of remote working, for example, can build morale and keep them motivated despite communication limits created by the pandemic.

Call from anywhere
Remote and hybrid working is the new normal since the pandemic. VoIP phone systems support the remote and hybrid work model, as it allows employees to communicate from wherever they are, whether it is at home, at work or on the other side of the world.

Scalability
With a cloud-based phone system you can add or remove phone lines for new or leaving employees. As your business grows, your phone system can too, without any stress or hassle.

Better Customer Support
Being able to contact customer support in case of an emergency is essential when running a small business. If your phone lines are down, it can negatively affect the accessibility of your business and leave customers stranded and unhappy with your service. Most VoIP service providers maintain direct contact with you and your company, so that if you have any issues they are available straight away to fix your problem; you won’t have to wait hours or days to get a reply from a big corporation that owns your landline.

Simple Equipment
VoIP being a cloud based service not only provides better quality and service, it also presents a more practical solution for small businesses. To use a VoIP phone system you don’t need any extra equipment or IT specialists to install and manage it, which not only makes life easier for you but also saves time and money for your business

 

Which Is The Best Voip Phone System For Small Businesses?

There are many VoIP phone systems on offer to small businesses, you’ll want to get the best one for the best price. The good thing about VoIP phone systems is that all you need is high quality internet connection, a router and a modem, all which businesses have anyway, to get started. The big question is which provider to go with.

Devyce is a VoIP service that specialises in fitting the needs of a small business. We know what a small business needs in terms of communication, and Devyce deliver. Devyce offer a special Teams Package tailored to small businesses at only £15.99 a month per user. With Devyce, the account manager has access to our Portal, which provides instant number allocation and deallocation, call forwarding, call recording, full call reporting and analytics and CRM integration. You can give your employees a new number, or bring their number to Devyce by porting. Devyce provides an easy, cheap and efficient VoIP phone system that optimises your small businesses communication and, with customer support available 24/7, supports you every step of the way.

 

Step By Step Guide

An easy guide on how to get Devyce for your team:

1️⃣Purchase Your Team Devyce Plan Here: https://devyce.com/pricing/

2️⃣Log In To Your Devyce Account And Access The Portal Here: https://login.devyce.io/u/login?state=hKFo2SBKMW8tSk1pd0dUd2NHSXoxN3FJZ3NNb29LdnE2Ukdtd6Fur3VuaXZlcnNhbC1sb2dpbqN0aWTZIEMwLWFWNGM4YUVsVS0tejZNRGgwbzJwLWZaNldKUHo5o2NpZNkgN0NxRk41bDlWV3FSalR6UXE2MHdOaWdJV1NGTjdTMGg 

3️⃣Add Amount of Numbers Needed

4️⃣Allocate Numbers To Employees

5️⃣Employees Download Devyce App

6️⃣ Monitor Team Communication via The Portal

 

Sources

https://www.grammarly.com/business/learn/digital-communication-strategies/?&utm_source=google&utm_medium=cpc&utm_campaign=search1gbnbstyleguidedsa&utm_targetid=dsa-1296364243343&gclid=CjwKCAjw8sCRBhA6EiwA6_IF4XLPe0nJsgPPCguig9KGXqbwu-Xfj7R7pyul_Fia3eBvqjZ2TMYN4hoC7hMQAvD_BwE&gclsrc=aw.ds

https://www.ukpostbox.com/blog/how-to-digitise-your-business-comms

https://www.businessnewsdaily.com/8955-virtual-phone-numbers.html

https://www.wpbeginner.com/beginners-guide/beginners-guide-what-is-voip-and-how-does-it-work-explained/

https://www.business.com/articles/voip/

https://www.broadbandchoices.co.uk/guides/internet/internet-phone-voip-offers

https://www.businessnewsdaily.com/8924-voip-for-business.html

https://fitsmallbusiness.com/voip-vs-landline/

How To Set Up Your Team With Devyce

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Have a read to discover why your team needs Devyce and how easy it is to set up!

Why Devyce?

Devyce is the ideal way to communicate with colleagues, clients and customers. Devyce can support businesses with a hybrid working model, remote working model or in office model, maintaining communication wherever employees are in the world.

Devyce works as a VoIP system, which means it works over the internet, so all you need is an internet connection and nothing more. VoIP systems digitise your voice into online data and send it to your phone provider via the internet, which is then passed on to the receiver.

Small businesses all over the world are using VoIP phone systems and seeing great results. In a study conducted by CISCO, it was reported that small businesses who switched to VoIP systems saw a 77% increase in productivity due to the unique features VoIP phone systems offer that landlines do not.

Some of the most significant advantages of using a VoIP phone system for your small business, like Devyce, are:

✅ Cost effective

✅ Call from anywhere

✅ Scalability 

✅ Better customer support

✅ Simple equipment

Learn more about VoIP systems for businesses here: https://devyce.com/2022/01/26/how-voip-systems-work-and-how-it-will-improve-your-small-business/ 

 

Devyce For Teams

Devyce has been specially designed for small businesses and startups, in order to offer an efficient, cost effective and simple communication solution, that also helps uphold the professionalism of your business. 

We know what a small business needs in terms of communication, and Devyce deliver. Devyce offer a special Teams Package tailored to small businesses at only £15.99 a month per user. Devyce provides an easy, cheap and efficient VoIP phone system that optimises your small businesses communication and, with customer support available 24/7, supports you every step of the way.

Devyce Features for Teams:

 

✅Personal Account Manager

✅Team Management Portal

✅Instant Number Allocation and Deallocation

✅Call Forwarding

✅Call Recording

✅Full Call and Text Reporting and Analytics

CRM Integrations

 

Step By Step Guide

An easy guide on how to get Devyce for your team: 

 

1️⃣Purchase Your Team Devyce Plan Here: https://devyce.com/pricing/

2️⃣Log In To Your Devyce Account And Access The Portal Here: https://login.devyce.io/u/login?state=hKFo2SBKMW8tSk1pd0dUd2NHSXoxN3FJZ3NNb29LdnE2Ukdtd6Fur3VuaXZlcnNhbC1sb2dpbqN0aWTZIEMwLWFWNGM4YUVsVS0tejZNRGgwbzJwLWZaNldKUHo5o2NpZNkgN0NxRk41bDlWV3FSalR6UXE2MHdOaWdJV1NGTjdTMGg 

3️⃣Add Amount of Numbers Needed

4️⃣Allocate Numbers To Employees

5️⃣Employees Download Devyce App 

6️⃣ Monitor Team Communication via The Portal

 

Read more on the process here: 

https://devyce.com/resources/onboarding-portal/

 

Or, watch our ‘How To’ videos here: 

https://www.youtube.com/channel/UCFQWC_U2cT6JHyj0tBu7dJQ/videos

 

To Get Started: 

https://devyce.com/pricing/ 

Learn More: 

https://devyce.com/product/features/

Why You Need A Second Phone Number For Your Business And Team

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As the pandemic forced us all to work remotely, digital communication has never been so important. Improve your team’s communication by getting a virtual second phone number for your business and stay connected with colleagues, clients and customers. 

As we deal with the aftermath of the pandemic, we have entered 2022 in a more digitally advanced space than ever before. Workspaces have become more digitised, in order to keep colleagues, clients and customers connected despite them being scattered around the globe unable to connect in real life. The McKinsey Global Institute estimated that companies digitally accelerated up to five years, in 8 weeks due to the pandemic. Businesses were forced to embrace new digital technology in order to maintain communication within their team and with their customers. Internal communication apps, such as Slack, grew 30% during the pandemic, as team members looked for new ways to communicate with each other without being in the office.

This digital trend of new communication is not ending as the pandemic does, if anything it has revolutionised the way companies use technology, enhancing their communication by making it more efficient, cost effective and wireless. 

Having a digital communication system for your team is the new trend in business. Giving employees a second phone number for work, all on the same system, instead of a second mobile phone or office phone, benefits both the business and the employee, allowing companies to maintain professionalism and employees to stay connected no matter where they are. 

What Is A Digital Communication System? 

Adopting a digital communication system is essentially getting a VoIP phone system, which stands for Voice over Internet Protocol. You can get a virtual number for yourself and/or for your team, either a solo package or a system package. Having a virtual phone number, or a virtual office, allows you to access your work number anywhere in the world, with no fuss or extra costs.

Why You Need A Second Phone Number

There are many advantages of using a virtual number system for your team, especially for small businesses. In such a digital world, businesses cannot function without a secure, effective and professional communication system to strengthen the businesses internally and externally.

Have a read of the advantages of using a digital communication system for your team. 

✅ Easy Setup 

Setting up a second phone number on your personal phone is easy as pie. Most VoIP systems work through a phone app and can be downloaded and running within minutes with a smartphone. No need to spend extra hours installing complicated technology. 

✅ Cost Effective

Unlike the traditional landline, having a second phone number through a digital communication system doesn’t cost a bomb. The costs of running a business, big or small, are immense; especially installing and maintaining technology. Without the need for any hardware equipment or maintenance, having a virtual phone system can save companies thousands. Also, the more digital a business is, the more it can cater to remote working, which also cuts down costs on office bills. 

✅ Work Life Separation 

Having a second phone number for work also aids your work life balance. Having a digital number means you can customise the times that the number is active, maintaining office hours and drawing a line between work and home life. This is especially important for those of us working from home, as any clear boundary between work and home can help maintain a healthy work/life balance.

✅ Enhances Communication

Just because people are not in the office, does not mean company communication has to break down. It can be difficult to stay connected to customers and colleagues when working from home, however. 

A virtual number makes you accessible wherever you are, enhancing team collaboration by making it easy and simple to send and receive messages and important information, no matter if a team member is in the office, at home or the other side of the world. Having a solid communication system that supports your employees’ lifestyle of remote or hybrid working, can build morale and keep them motivated despite communication limits created by the pandemic. 

✅ Extra Features

Using a digital communication system for your business gives you a plethora of features not accessible when using traditional phone lines, both benefiting you, your team and your customers and clients. 

Such features are:

  • Customisable Voicemail 
  • Digital Receptionist
  • Call Forwarding 
  • Call Recording 
  • Full Report and Analytics

✅ No Second Phone

A great advantage of using a second phone number  is not having to carry around a second work phone. Not only is this a hassle for team members, it also makes life more complicated and less organised. A business number is supposed to make life easier for the person using it, not complicated it further. Having a second number, instead of a second phone, simplifies but maintains work communications for employees. Also, giving out second phones for work greatly contributes to e-waste, as many of them end up in landfill when someone is done with it; with a virtual number, you simply reassign the number to a different employee when someone is done with it. 

✅ Professionalism

Lastly, having a second phone number allows you to stay connected with colleagues, clients and customers while still maintaining professionalism. Whether you are part of, or running, a small business, working for yourself, or a freelancer, having a professional phone number can go a long way in gaining customers’ trust and confidence in you and your business. Giving out your personal number is not only ideal for you, but also not comfortable for the customer. Virtual phone numbers allow you to have an online landline number, if you chose, for your business to maintain professionalism and privacy. 

How To Get A Second Phone Number 

As mentioned above, all you need is an app and internet connection to use a second phone number for work. 

You simply purchase a plan, Teams or Solo, and download the app! 

By purchasing a Teams package for your business, you gain access to the Devyce Portal where you can assign and deassign numbers to your employees. All they need to do is download the app to activate their number and that’s it! 

The best thing is that you can track your team’s phone usage and get all the data on where calls are coming from, how long they are and who is answering them to get a clear understanding of your business’ communications. 

Switch to a digital communication system for your business and improve communications by giving your employees a second phone number. 

Devyce Plans: https://devyce.com/pricing/ 

Sources

https://www.techstrange.com/second-phone-number-app-for-business/

https://www.warrington-worldwide.co.uk/2019/12/01/why-have-a-different-phone-number-for-business/

https://www.grammarly.com/business/learn/digital-communication-strategies/?&utm_source=google&utm_medium=cpc&utm_campaign=search1gbnbstyleguidedsa&utm_targetid=dsa-1296364243343&gclid=CjwKCAjw8sCRBhA6EiwA6_IF4XLPe0nJsgPPCguig9KGXqbwu-Xfj7R7pyul_Fia3eBvqjZ2TMYN4hoC7hMQAvD_BwE&gclsrc=aw.ds

https://www.ukpostbox.com/blog/how-to-digitise-your-business-comms

https://www.businessnewsdaily.com/8955-virtual-phone-numbers.html

Should You Use Your Personal Phone for Work?

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Work issued mobile phones are becoming less common as companies are switching to greener and more tech savvy communication systems that depend on employees using their personal phone for work. VoIP systems are more cost effective, efficient and simple for businesses, but does using a personal phone for work benefit the employee too? 

Communicating at work

Communication is a, if not the most, important factor in business.The way companies communicate can determine how they are received by clients, customers and how successful interactions within the company are. Most employees can expect some kind of worked issued device when joining a new company; know as a COBO, which stands for company-owned, business only, which could be a second smartphone or an office landline with a personalised extension number. With a COBO, as implied in the name, the company provides a work phone to the employee, and that phone’s only use is work, whether that is calling clients, communicating with colleagues or emailing. Some businesses’, however, use BYOD as their communication method, which stands for bring your own device, which is a newer method used by companies; with this, employees are to use their personal phone for work-related purposes and are responsible for the maintenance of the device, as well as other things such as security. Trend Micro reported that, out of 13,000 remote workers, from 27 different countries, 39% currently use personal phones, or devices, for work-related purposes. 

Why Two Handsets? 

So, why was having two phones the norm? Up until recently, having a company issue a phone for their employee has been normal protocol and expected. If a company relies on their employees using a mobile phone for their work, why shouldn’t they pay for it? 

Although it is essential in our ever increasingly digital world to have constant access to work, having two smartphones seems wasteful, inconvenient and expensive. 

Business issued phones made much more sense when most people did not have their own phone, and so it was essential their work provided one. Nowadays, phones are much more accessible, as they are cheaper, simpler and pretty much indispensable, everyone has a personal one, so it seems uneconomical and lavish to have two. 

Using A Personal Number For Work 

However, a new issue arises here. If companies stop giving out work phones, will employees have to rely on their personal number for work? Using a personal phone for work is cost effective, efficient and cheaper for everyone involved but using a personal number is tricky. 

The first issue with using a personal number for work is the lack of privacy. It can feel uncomfortable to give out personal information, such as your number, to clients, customers and colleagues. Giving out your personal number means, not only that you are contactable 24 hours a day, but also that there is no division between work and personal, making it hard to preserve your privacy. 

A personal number, which would typically be an ‘07’ number could also come across as unprofessional as your official work number. Customers and clients may feel uneasy calling a mobile number instead of a landline number for professional services. 

The advantages of using a personal phone for work, however, are abundant. 

Firstly, being able to use your own phone for work means you have familiarity and control over it. With work issued phones, there may be limits and locks to how you can use the phone. Similarly, the phone could be a make and model that you don’t know how to use as well as your personal one. Using your own phones for all purposes, work and personal, allows employees to organise their digital lives in one place, upgrade when they want and customise the phone however they chose.

Cost is another huge benefit to employees using their personal phones, mainly for the employer. Instead of paying for a handset, contract and for upkeep, all the employer has to pay for is, in some cases, a second number and any particular apps they want the employee to use, such as a data secure app or tracking app. Also, if an employee is using their personal phone for work use, it is more likely they will take better care of it, have it on their person at all times and so be more available, when needed. 

Having a personal phone for work also fits the modern day reality of the ‘new normal’ that the pandemic has left us grappling with. Many of us are now adjusting to remote or hybrid working, meaning you cannot use your office desk phone, as perhaps done before, but also are reliant on up to date and reliable technology to be able to work from anywhere. Using a personal phone for work means just that, allowing you to continue to work and stay connected to customers, clients and colleagues no matter where and how you are working. 

Second Work Number On Personal Phone 

The best of both worlds, perhaps, is the solution of having a work number on your personal phone. Keep the advantages of using your personal phone but maintain professionalism and privacy by having a second number, a work number, on that phone. 

Many businesses are switching to this method of communication in order to adapt to the digital transformation and keep their employees, and customers, happy. VoIP systems are a great communication solution for businesses, big and small, as they give employees a wireless number on their personal phone. The advantages that the features of VoIP systems over traditional phone lines are endless for businesses: 

  • Call forwarding 
  • Auto-Receptionist
  • Call Recording
  • Extensions
  • Conferencing 
  • Customisable voicemail
  • Data tracking 

And more! A VoIP system, like Devyce, only enhances a company’s communication, at the same time saving money and time.

Having a work number on a personal phone is also ideal for an employee. They can continue to use their personal phone, while maintaining their privacy and work life balance. Devyce has a customisable ‘Do Not Disturb’ feature, so that employees with a work number on their personal phone can set clear boundaries and send work calls to voicemail when on personal time.

It has also been reported that using your personal phone for work, with a second number, can relieve stress. By differentiating between work and personal calls, on one phone, people have found their work more manageable and have been able to stop constantly checking on two phones for calls or texts.

Learn more about VoIP systems here: https://devyce.com/2022/01/26/how-voip-systems-work-and-how-it-will-improve-your-small-business/

Get a work number on your personal phone, for yourself or your whole team, here: https://devyce.com/pricing/


Sources

https://www.indeed.com/career-advice/career-development/using-personal-phone-for-work

 

https://medium.com/predict/its-time-to-stop-carrying-separate-smartphones-a40f25304711

 

https://www.techradar.com/news/stop-using-your-personal-phone-for-work-stuff

 

https://www.howtogeek.com/359944/the-best-way-to-get-a-phone-number-for-your-small-business/

 

https://ergobility.com/blog/work-from-home-tips-maintain-separate-phone-number

 

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