Starting a Business in the UK: 12 Things You’ll Need

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Man sitting at a store counter with his laptop. A woman standing next to him watering the plants on the counter for their business.

Setting up a business can be a complicated process, especially if you aren’t familiar with the inner workings of a business. We’ve compiled a list of 12 essential things to check off when you start your business, ensuring you get a smooth start to building your business. 

 

1. Business Idea

 

It goes without saying, you’ll need a solid business idea before you set up a business. There are endless possibilities to build on however it’s essential to consider the viability of your vision, whether there is a demand for it, and whether there is an opportunity to expand on it. It’s also important to consider whether the idea is something that aligns with your interests and knowledge/skillset. If you build on an idea you don’t fully believe in, your business will fall through very quickly. 

 

2. Business Plan

 

The next step will then be to draw up your business plan. This needs to be quite comprehensive and cover areas like short & long term goals, target market, competition scope, marketing strategy, financial projections, and operational details. These plans won’t be concrete and will almost definitely change as you embark on your journey. However, it’s essential to have a very clear idea of how your business will grow in the first year so you know where to start. 

 

3. Market Research

 

Once you’ve created a plan, you’ll need to do a lot of research into your chosen market. The research needs to be extensive as you’ll need to gather as much information as you can on your target audience, competitors, industry trends, and customer needs. Doing this research can be tedious as we know you’ll be excited to get started as soon as possible. However, it’s important to get a good grasp on the market to validate your idea, understand how to position your company in the market, and how to market your product.

 

4. Legal Structure

 

After doing the research, you’ll then need to determine the legal structure of your company. This can get quite confusing so we’d recommend consulting with a legal professional for this part if you can. Getting the legal structure right is important for the future of your company. While one option isn’t necessarily better than another, each one has its pros and cons that you’ll need to consider based on your needs. Check out this helpful guide to help determine which legal structure is right for your company. 

 

5. Register Your Business

 

This involves notifying the government of your business and getting your company incorporated by Companies House. You need to do this in order to have your company be legally recognised. It also ensures you will be paying the correct taxes at the right time.  You’ll be able to do this on the gov.uk site. The process is straightforward and should take under 24 hours to complete. Once registered, you’ll receive all the licenses needed to go ahead with building your business. 

 

6. Financing

 

Assess your short and long term needs, and options for financing. Often when starting a business the initial costs are covered by personal savings however it may be worthwhile looking into the options for financing such as loans or investments from trusted third parties, to get the ball rolling. It’s important to map out the financial plan in order to effectively manage start up costs, operating expenses and cash flow. If you don’t have a solid financial map in place, you risk mismanaging the finances which could lead to your business falling through. 

 

You should also set up a business bank account to separate your personal and business finances. This is important to set up as it will help you to keep track of your business expenses and budgets. Businesses may need a few accounts open so it may be helpful to consult with an accountant. 

 

7. Location and Infrastructure

 

Depending on the type of business you are creating, you’ll need to determine whether you want to stay online or whether you want physical locations such as office space or brick and mortar stores. You’ll need to factor in the time it will take to find the spaces you need them. If it’s office space, there are a number of options suitable for start ups: 

  • Home office – best cost effective solution for very small teams
  • Shared office spaces – lively spaces which would be good for networking and teams of up to 10 people
  • Renting a full office – a more long term solution for larger or growing teams

You’ll have to carefully consider which of these options will work best for you alongside your financing as leases and permits can be a large burner of finances. When it comes to office space, you can always move around and change locations while you are growing the business. Therefore it may be best to start small. 

If you require a physical store, there are also a number of options available. Most people may straight away opt for renting out a store in a busy location however, it’s important to do the research into which location your target audience will likely be. You should also consider costs of leasing at the chosen location and any additional costs such as electricity, water etc. These costs can really add up so it requires careful consideration in your business plan.

 

8. Branding and Marketing

 

For the creatives out there, this is the fun part – determining your brand identity! You can have a lot of fun with this part and start thinking about how you want to approach your target audience. The research you’ve done on the market will be integral for this part. There are various ways you can approach branding and marketing:

  • Doing it in house by yourself
  • Working with a freelance marketing expert
  • Hiring an inhouse marketing manager
  • Working with a marketing agency

This will all depend on your finances and business goals so you’ll need to evaluate how each option fits into your plans to determine which is the best option for you. 

 

9. Staffing and Human Resources (HR)

 

Even if you aren’t planning to hire anyone in the short term, it’s important to factor this into your plans. You’ll need to determine the budgets you have for salaries and the HR procedures. Having this in place will make onboarding smoother both for you and your employees. Some HR procedures to determine are: hiring, training, payroll, compensation packages and legal compliance. The best way to do this is to research industry standards eg. if you are planning on hiring a sales development representative, look up the standard salary, benefits packages etc and compare it to your company’s capacity in order to determine what you are realistically able to offer. Once you’ve mapped this out, you can get to hiring your first staff!

 

10. Technology and Systems Set Up

 

You’ll need to determine the hardware and software needed to effectively run your business. This can be from computers/laptops to HR management software or your phone system. You can then begin investing in these products and setting them up. Some things we recommend considering are: 

  • How will you be handling your business communications? Eg. phone, email etc
  • What hardware or software will be essential to your employees/different departments of the business? Eg. laptops, phones
  • Long term use of hardware/software – costs, how well it can scale with your business etc

 

11. Insurance

 

Assess the insurance needs of your business. You’ll need to factor in the general liability, property needs, professional liability, and workers’ compensation. The best way to go about this is to consult with an insurance expert to ensure you get the appropriate coverage for your industry. It will also help you to mitigate any potential risks in your industry. Once determined, look into choosing the right insurance company that aligns with your business needs and financial plan. 

 

12. Compliance and Regulations

 

The last pointer to consider is to thoroughly familiarise yourself with relevant laws, regulations, and compliance requirements specific to your industry. It’s important to ensure you adhere to taxation, licensing, data protection, and health and safety regulations. Otherwise this will create problems that can get complicated to resolve later, so it’s best to nail this part of your business right from the start. This is particularly important if you have physical stores as there will be various risks associated that you will need insurance to cover. 

 

After all this… you’re ready to go and introduce your product to the world! 

 

As you’ve probably figured out by now, setting up a business requires careful planning and consideration of various essential components. From developing a solid business idea and crafting a comprehensive business plan to conducting thorough market research and securing the necessary legal and financial foundations, each step plays a crucial role in building a successful venture. By making sure these key aspects are nailed in advanced, you’ll be well-equipped to navigate the exciting journey of starting and growing your own business! 

 

How we can help you

 

As a small business ourselves, we’re passionate about sharing our knowledge we’ve picked up along the way, to help entrepreneurs on their journey to building their business. That’s why we created Devyce! We’ve learnt for ourselves the importance of flexibility, scalability and cost effectiveness when it comes to investing in the technical infrastructure for your business and created a virtual phone number perfectly suited to companies from startups to medium enterprises. If you’re ready to get onboard with the next generation phone system for your business, we’d love to introduce you to Devyce so, get in touch! 

 

 

 

 

 

 

 

How To Navigate Communications Challenges As A Recruiter

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Recruiters take on the tough role of being the middle person between candidates and companies. They often face a range of communication challenges, affecting their ability to effectively hire the right candidates. Whether it’s dealing with candidates who are difficult to reach, managing the expectations of hiring managers, or simply staying organised amidst a flurry of emails and phone calls. Recruiters need a reliable business communications system to ensure they stay on top of the game. 

 

In this article, we’ll explore some common communications challenges faced by recruiters and provide actionable tips for navigating them with ease.

 

What are you using to communicate with candidates?

 

You’ll most likely answer with one of three options: your personal mobile phone, a company-issued phone, or a desk phone. Let’s explore why these aren’t ideal in the modern world of recruitment…

 

Common challenges with current recruitment communications systems

 

Using your personal phone

 

Many smaller to medium-sized recruitment businesses may opt for this option. It’s a lower-cost option, which is crucial for growing SMEs. However, using your personal phone comes with various challenges. The most prominent being, it blurs the lines between work and personal life. You might not be able to mentally switch off from work due to constantly seeing notifications on your phone after hours. Furthermore, it can get hard to stay organised. Due to your business contacts, personal contacts, calls, and texts not being logged separately. 

 

If you are using your personal phone to contact clients and candidates, evaluate your answers to these questions:

Should you be handing out your personal number to people you don’t know?

Do you want to open up the opportunity for people to contact you out of hours for work?

Is it hard to keep on top of all the different candidates and clients and their conversations?

 

If the answer is yes to any of these, it’s time to consider a different option for your business communications!

 

Using a company-issued phone

 

The next and most widely used option for business communications is a second phone. Often companies will issue a second handset to employees for work purposes. While this combats some challenges attributed to using your personal phone like maintaining work-life balance, it presents more challenges. One of which is the need to carry with you two phones and two chargers. Plus needing to worry about making sure you bring both with you and keeping both of them charged! 

 

Moreover, business owners will find that setting up contracts with mobile phone providers takes considerable time and is costly. Phone contracts are usually between 12-36 months [1]. Meaning should you need to scale your business down, you’ll be stuck in a contract. You’ll also be left with unused hardware that could affect your business finances. This is also not ideal for scaling up as you’ll continuously need to factor in extra time to set up phone contracts for a new hire. 

 

To help you visualise the problem, ask yourself the following: 

Do you find it frustrating to carry around additional phones and chargers? 

Are you have trouble responding promptly as you may not always be on/near your work phone?

Do you find it difficult to manage your recruitment communications across devices? 

 

A yes to any of these may be a sign to explore other options… 

 

Using a desk phone 

 

These are mostly reliant on physical landline technology. Which is slowly being switched off and out of operation by 2025. They offer limited functionality. For instance you can only receive one call at a time, leaving clients/candidates dialing in, having to call you back later. Furthermore, desk phones tie you to a specific location. This can be a hindrance to your recruitment business following the changing world of work post-covid. As there is very little location flexibility with the use of desk phones. 

 

Additionally, the connection and call quality of this older technology cannot keep up with the competitive landscape of recruitment. Should you encounter any connectivity issues, the downtimes for your service could be detrimental to your hiring cycles. 

 

If you’re still using a desk phone, consider these questions: 

Do you wish to be able to make your calls on the go? 

Do you wish to develop your business presence in new locations? 

Is it difficult to stay connected with clients or candidates and communicate with them quickly and effectively?

 

Now you might be wondering, ‘How impactful can these challenges be to recruiting?’. We get it. These are the business communications methods we’ve been using for years. So it’s likely these challenges may not even seem like challenges. However, let’s take a deeper dive into how these problems affect your hiring process. 

 

3 ways a poor business communications system affects your hiring cycle

 

1. Slow response times

 

Prompt responses are crucial in recruitment. In the competitive space, you have a small window of opportunity to land the perfect candidate for a client’s open role. During this time, communications with the candidate and client need to be effective and speedy. If your response is delayed by your poor business communications system i.e. missed calls or notifications, this could result in the candidate losing interest. Which opens you up to losing the candidate to a competitor.

 

2. Poor relationship management

 

A key skill that recruiters need to have is relationship management. Using a poor business communications system can affect a recruiter’s ability to build rapport with clients and candidates. Calls dropping, missing calls, and poor sound quality are all qualities that negatively affect the impression you leave. These all create delays and leave room for miscommunication. Which causes frustration and results in candidates and clients being less inclined to work with you.

 

3. Impaired productivity

 

Recruiters need to ensure they stay on top of each candidate’s progress through the hiring cycle. So they can deliver the correct guidance at the right time. You’ll usually do this using a CRM system however all progress and communications are manually recorded following any calls. This slows down the hiring process. Furthermore, there’s an increased risk of errors and inconsistencies in data management, which can lead to confusion and further delays.

 

What is the best type of business communication for recruiters?

 

Virtual business phones. 

 

They are delivered through an app that you can download on your existing mobile. This removes the need for a second handset or excessive hardware. You can call and text from a business phone number, on your current phone. Think along the lines of WhatsApp! Meaning all you’ll need to use a virtual business phone is a WiFi or data connection and your mobile phone.

 

Why choose virtual business phone systems?

 

There are many benefits of virtual business phone systems. However we believe these are the top 5 most important advanced calling features of a virtual business phone system to recruiters:

 

1. Call forwarding/routing

 

Virtual business phone systems allow recruiters to take advantage of advanced calling features. For example, call forwarding/routing is a feature that directs incoming calls to other available recruiters on the line, should you be unavailable. This is particularly useful as it prevents candidates or clients from having to wait and call you back, preventing delays.

 

2. CRM integration

 

You can integrate your CRM platform with a virtual business phone system. This allows for better data management as recruiters can automatically record call information, making it easier to manage candidate data and ensuring that others on the team have access to up-to-date information on each candidate’s status in the hiring process. Furthermore, this improves the efficiency of the recruiting process as it saves time and reduces errors by eliminating the need for manual data entry.

 

3. Call recordings

 

This feature allows recruiters to record and review calls with candidates or clients. This can be helpful for quality control purposes and can also be used for training purposes. It also allows for collaborative work as recruiters can use the recordings to consult with other hiring managers and determine the best course of action.

 

4. Call reporting & analytics

 

Virtual business phone systems provides access to valuable data and insights on call volume, call duration, and other metrics. This can help recruiters identify areas for improvement and optimise their communications strategy over time. 

 

5. Listen to business voicemails

 

Any member of the recruitment team can promptly listen to any voicemails left by candidates or clients. This allows for the quick relaying of messages to each other, removing any delays in communication between recruiters and candidates/clients.

 

In addition to advanced features, virtual business phone systems improve your workflow. By eliminating the need for a second phone or a desk phone, virtual business phone systems provide these benefits:

 

  • Location flexibility

 

Your business phone goes with you anywhere. As long as you have a stable WiFi or data connection, you’ll be able to work from anywhere when using a virtual business phone. This allows recruiters to work on the go and remotely. 

 

  • Work-life balance

 

Virtual business phone systems help to create a divide between your work and personal communications. This is particularly helpful to recruiters that use their personal numbers to contact candidates and clients as it allows recruiters to communicate with them with a different phone number. Texts will also be separated from your phone’s native inbox which eliminates any confusion that can occur. 

 

Recruiters need to take advantage of advancing business communications technology in order to stay on top of the game in the competitive recruitment world. Virtual business phones are the modern business communications solution and if you haven’t already explored your options, let us introduce you to… 

 

Devyce – the next generation business phone

 

Devyce Teams, is the solution designed for recruitment teams. With access to a teams management portal, you can view and manage your call data, voicemails, message history, call groups, call forwarding, and CRM integrations all in one place. 

 

We provide all the features and benefits virtual business phone systems bring… plus a little extra 😉

 

Why choose Devyce? 

 

There are 4 key reasons why Devyce is the right match for recruitment:

 

1. AI-powered technology

 

Devyce is one of the first virtual business phone providers in Europe to take advantage of AI technology, bringing you AI-powered call summarisation! Wouldn’t it be perfect if, after every call you make, a summary of the call is automatically generated and sent to you? That’s exactly what we provide. After every call, you’re sent a text message with a succinct and accurate summary of what was discussed in the call. This will save you time and streamline your communications as you won’t need to worry about noting any important details during a call.

 

Screenshot of a call summary text message

 

2. Reliability

 

We’re a business phone system you can count on. No dropped calls, no missed calls, and clear, crisp call quality. Hear it from our customers… 

 

3. No contracts. No hidden fees. No fuss.

 

The problem with many software providers is the long-term contracts which mean that if you are unhappy with the service, you’ll have to stick it out unless you want to pay a large exit fee. There may also be hidden or added costs with virtual phone system providers eg. if you need certain advanced features. We believe high-quality service and care is the bare minimum when you are paying for a service. This is why we won’t lock you into lengthy contracts and provide full transparency on our pricing. We’re confident our service is so good that you’ll want to stay. However should you want to leave, you’re welcome to at any time, at no additional costs. 

 

4. Low cost, & quick support

 

Saving the best ‘til last… we have an exclusive deal with a registered UK Mobile Network Operator (MNO). This means that we can issue you business phone numbers at a much lower cost than our competitors can, which keeps your costs low. Additionally, if you are having any trouble with the number, with other providers it takes them time to resolve the issue as they need to contact the MNO that is providing them the phone numbers. This can sometimes take days. With Devyce, we can provide you with the support you need in under 24 hours due to our deal with an MNO.

 

Recruitment is a tough industry and in order to stay competitive in the field, you need a robust and reliable business phone system. Your current solution could be holding you back from making those all-important connections with candidates and clients and managing those relationships. With the right virtual business phone system, recruiters can take their communication to the next level. 

 

Whether you’re a solo recruiter or part of a large agency, a virtual business phone system can help you stay on top the game and achieve your recruitment goals. So if you’re looking to stay ahead of the competition and take your recruitment efforts to the next level, it’s time to upgrade to Devyce.

 

Reference:

[1] https://www.knowyourmobile.com/user-guides/mobile-phone-contracts-faq-all-your-questions-answered/#:~:text=Contracts%20usually%20last%20anywhere%20from%2012%20to%2036,of%20data%2C%20call%20minutes%2C%20and%20text%20message%20allowance.

VoIP for the Modern Entrepreneur

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Graphic of hands holding a mobile phone. Title is VoIP for modern entrepreneurs: elevating your business communication game. Written in purple.

VoIP – game-changing technology transforming how modern entrepreneurs communicate in the business world. In today’s business landscape, effective communication is critical to success. Gone are the days of relying solely on traditional phone lines and outdated communication methods. With VoIP, entrepreneurs can now harness the power of the internet to elevate their business communication game to new heights. In this blog post, we will explore VoIP for the modern entrepreneur and how it elevates your business communication game. 

 

The importance of a good business communications platform

 

A robust and efficient communication system is of paramount importance for entrepreneurs. Effective communication is the backbone of establishing successful connections with clients, partners, and team members. What makes a communications system effective? One that facilitates seamless communication across various channels, ensures that entrepreneurs stay connected and responsive wherever they are, and provides adaptability to meet changing business needs. 

 

Moreover, a reliable communication system can improve internal communication within a business, enhancing teamwork, productivity, and innovation. It enables entrepreneurs to effectively delegate tasks, share information, and coordinate efforts among team members, leading to more efficient and effective business operations. In essence, a good communication system is a fundamental tool that empowers entrepreneurs to build relationships, drive growth, and achieve success in the dynamic world of business.

 

What are the key benefits of VoIP for the modern entrepreneur? 

 

Cost Savings 

 

One of the most important aspects of growing a small business is smart and effective budgeting. In an article by FasterCapital, mismanagement of finances is the seventh leading mistake made by startups and SMEs that puts the company in danger of failing to grow effectively [1]. So SMES need to track their spending and ensure they aren’t overspending in any areas. 

 

Traditional phone lines or purchasing second handsets for employees can be expensive due to hardware and maintenance costs. VoIP eliminates these two costs for SMEs as VoIP phone systems only require an internet connection to operate. More often than not, employees will have a phone they can install the phone system on therefore removing the need for hardware. Furthermore, maintenance costs are kept to a minimum as the VoIP provider is responsible for the upkeep of the service. 

 

Additionally, costs of domestic and/or international calls made by employees using traditional phone lines or second handsets vary across providers and can add up. Meaning this isn’t a sustainable option for entrepreneurs aiming to grow their businesses. Contrastingly, VoIP service providers offer more affordable plans, including unlimited domestic and international calls, making it a cost-effective option for entrepreneurs who need to communicate with clients, partners, and team members across different locations. These cost savings can significantly impact the bottom line of a business, allowing entrepreneurs to allocate resources to other critical areas of their operations.

 

Scalability & Flexibility

 

Scalability and flexibility are also significant advantages of VoIP for SMEs. Traditional phone systems can be cumbersome and time-consuming to scale up or down, especially for growing businesses.

 

With VoIP, entrepreneurs can easily add or remove lines as well as advanced calling features as their business needs evolve. This flexibility allows entrepreneurs to adapt their communication system to their changing business requirements without incurring additional costs or disruptions to their customer service. Thus ensuring that SME communication capabilities keep pace with business expansion. 

 

VoIP also enables greater location flexibility. This is because VoIP phone systems operate as long as there is a reliable internet connection. Meaning employees can make and receive calls from anywhere, providing the freedom to work remotely. Furthermore, it gives SMEs a competitive advantage of developing a virtual presence in different locations, enhancing their business communication game. 

 

Enhanced productivity

 

In contrast to traditional business communication methods, VoIP phone systems come with a wide range of call features that can elevate business communication. These include call forwarding, call routing, call recording, and auto attendant. These enable business owners to manage their communication more efficiently, ensuring that they never miss an important call or message. It also enhances how customers perceive your business as features like an auto attendant elevate the customer experience. 

 

Advanced calling features are important for SMEs to gain a competitive edge over larger corporation competitors. By providing sophisticated communication tools, VoIP empowers SMEs to compete with bigger companies and deliver exceptional customer experiences, which can be a crucial differentiator for customers in the business landscape. With advanced calling features, SMEs can optimise their communication strategies and stay ahead of the competition, positioning themselves as agile and customer-focused businesses in the market.

 

Moreover, VoIP phone systems often allow SMEs to integrate their communication platform with other business tools, such as email, customer relationship management (CRM) software, and team collaboration platforms, creating a seamless workflow and boosting overall productivity. With an advanced, tailored business phone system, you can create a seamless and professional customer experience thus boosting customer satisfaction. 

 

Devyce for the modern entrepreneur

 

Devyce is the smarter, more reliable work phone. 

 

Our VoIP phone system is designed with the modern SME in mind. Cost savings? We save your business up to 70% on business communications and we’re able to keep our price low due to our exclusive partnership with a UK mobile network. Meaning we’re able to provide you and your employees’ phone numbers at a much lower price point than other VoIP providers. 

 

We’re confident our service is excellent, which is why we don’t believe in locking our customers into lengthy expensive contracts or hidden charges. Therefore our pricing is kept simple with just 3 distinct subscription plans and we’re fully transparent about what you get with each one. We want you to stay with us however you’re free to leave at any time, at no additional cost. 

 

Explore what Devyce can do for you to help you elevate your SME’s business communications game today with the Teams Plan 

 

References: 

[1] https://fastercapital.com/content/The-most-common-mistakes-made-by-startups.html#Mismanaging-Their-Finances 

 

Why Virtual Phone Systems Are A Game Changer For SMEs

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Why virtual phone systems are a game changer with a picture of an ipad showing a management portal dashboard and a smartphone with call history screen showing

In today’s fast-paced business environment, small business owners need to leverage the latest technologies to stay ahead of the competition. Virtual phone systems have revolutionised small business communications. They offer an affordable and feature-rich alternative to traditional phone systems and the need for second mobile phones, enabling small business owners to stay connected with their customers and employees from anywhere in the world. 

 

Explore the benefits of virtual phone systems for SMEs and how they can be a game changer for their businesses, in this article. 

 

What are SMEs currently using as their business communication tools?

 

The go to for most SME owners are one of these three options: 

  1. Using their personal phone
  2. Using a second handset
  3. Using a traditional desk phone set up

 

What are the challenges small business owners face with these options?

 

Using a personal phone for business communication can present several challenges for SME owners. It can be difficult to separate work and personal calls, leading to missed calls and decreased productivity. Additionally, sharing a personal phone number with customers can compromise privacy and blur professional boundaries. 

 

Getting a second handset may be a solution to achieving separation and privacy concerns. However, that in itself presents additional challenges. It can be inconvenient to carry and manage two phones. SME owners may struggle to keep track of which phone to use for which calls, leading to confusion and missed opportunities. Additionally, this is not a scalable solution, as your team grows, setting up phone contracts and purchasing second handsets can be a costly endeavour which doesn’t accommodate scaling up or down depending on your business needs. 

 

What about traditional desk phone systems? They’re much more expensive to set up and maintain, which can strain the budgets of small businesses. Moreover, traditional desk phone systems are often inflexible and lack advanced features such as call forwarding, auto-attendant and software integrations, which can limit communication options for SMEs. Desk phone systems are also typically location-bound, meaning that employees cannot easily make and receive calls remotely. This can create communication gaps and limit the ability of SMEs to reach customers effectively.

 

What is a virtual phone system?

 

A virtual phone system is a cloud-based phone solution that allows businesses to make and receive phone calls using an internet connection rather than traditional phone lines. This means that there is no need for second handsets nor expensive hardware or costly phone lines to be installed. They can work on your existing phone or a computer and are accessed via an app. Virtual phone systems can be a game changer for SMEs. 

 

What are the benefits of a virtual phone system to an SME?

 

  1. Cost-effectiveness: Virtual phone systems are typically much more affordable than contracts for work phones or desk phones. With no need for expensive hardware or dedicated phone lines, SMEs can save money on both setup and ongoing maintenance costs.
  2. Advanced features: Virtual phone systems offer a range of advanced communication features, such as call forwarding, auto-attendant, and business voicemail. These are typically not available with traditional desk phone systems or personal mobile phones. These features are important for growing SMEs to enhance customer communication and thereby improve service.
  3. Flexibility and scalability: The cloud-based nature of virtual phone systems makes them highly flexible and scalable. This is an ideal solution for growing or fluctuating SMEs because the software can be easily expanded or downsized depending on business needs. It also allows for remote hiring as employees can make and receive calls from anywhere in the world, as long as they have a strong internet connection.
  4. Professional image: By using a virtual phone system, SMEs can present a more professional image to customers and clients. They can use a dedicated business phone number, rather than their personal mobile phone number, and take advantage of features such as auto-attendant and call forwarding to improve customer service and responsiveness. This gives SMEs a competitive advantage.
  5. Increased productivity: Virtual phone systems can help SMEs to increase productivity by enabling employees to stay connected and responsive, even when they are on the go. Employees can easily manage and prioritise their communications, ensuring that important calls are not missed.

 

How Devyce Does It Better

 

Our market leading technology provides you with the perfect cost effective, smart and reliable phone system to take your business to the next level. Our solution can be tailored to your business needs from providing a virtual business phone number to a comprehensive communications stack for your customer service team. 

Cost Savings

While virtual phone systems already save you a fair amount on business communications. Devyce can save you up to 70% on business communications. Our pricing plans are kept low for you because of our exclusive deal with a UK Mobile Network Operator. This means that we can provide you with a virtual business number at a much lower cost than other providers. The best part? We don’t believe in contracts. We’re confident you’ll love our service so we won’t ever lock you into lengthy contracts – you can leave at any time, at no extra costs. 

Advanced Calling Features

Our advanced calling features extend to a Teams Management Portal designed for team leads at growing businesses to track and manage their team members’ calls. With access to call reporting and analytics, you can identify key areas that need attention in your call handling. Additionally, through the portal you’re able to quickly allocate/deallocate phone numbers as well as listen to calls and business voicemails across all your lines. This means your team will always be up to date with the progress of your calls and create a seamless experience for customers. 

 

Devyce is also AI powered, offering smart call summarisation. After each call made, you’ll automatically be sent a summary of the call generated by AI technology. This improves efficiency in your business operations as it saves you time in call reporting. You’ll no longer need to manually take notes after each call so you can use the saved time for more important tasks. Additionally we offer integrations with a range of CRM softwares. 

 

Small business owners often wear many hats, juggling multiple responsibilities such as sales, marketing, accounting, and customer service. Communication is at the core of all these activities, but it can be a significant challenge for small business owners, especially those with limited communication resources. This is where virtual phone systems can be a game changer for small businesses. By providing affordable, flexible, and feature-rich communication solutions, virtual phone systems help to bring the communications strategy of SMEs up to the standards as expected of larger, developed businesses. This makes virtual phone systems a game changer for SMEs to enhance their communication capabilities and achieve business success.

How to get a business phone number as a small business

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Phone with Devyce App calling screen and title: How to get a business number as a small business

Have you been using your personal phone number to handle your small business communications? As your business and team grows, you’ll find it’s much better to have a dedicated business phone number attached to your company. This makes it easier for customers to call your business. As well as ensures that your calls are recognised by contacts you call.

 

Find out all you need to know about getting a business phone number as a small business in this article:

 

Why should I get a business phone number?

 

The main reasons small businesses should get a business phone number are to: enhance professionalism, improve customer service and increase organisation.

 

A business phone number demonstrates professionalism, whilst making it easier for them to reach the business quickly. Which in turn helps improve customer satisfaction and loyalty. Furthermore, separating personal and business communications through a separate business phone number keeps businesses organised. This prevents confusion between personal and business communications, leading to the delivery of better customer service.

 

What are the ways to get a business phone number?

 

There are several ways for small businesses to get a business phone number, depending on their needs and budget:

 

  1. Landline phone service: This is the traditional option. Landline phone service requires the installation of physical equipment (telephone lines, PBX systems and handsets). The phone will be at a fixed place eg. at an office.
  2. Mobile phone service: Many small business teams begin by using their personal phones for business purposes. However, this can create confusion between personal and business communications. So small businesses may consider setting up mobile contracts and using a separate handset for work.
  3. VoIP phone service: Voice over Internet Protocol (VoIP) is a digital phone service that uses the internet to transmit calls. VoIP is often more affordable than landline phone services and can be used with traditional desk phones or mobile phones.
  4. Virtual phone system: A virtual phone service is a cloud-based phone service that allows businesses to manage their calls and texts using the internet. Virtual phone systems are a great option for businesses that need a professional phone number and want to manage their calls from anywhere. Businesses can get both mobile or landline phone numbers using a virtual phone system. You may wish to get a landline business phone number to sustain a professional, location specific branding.

 

What is the difference between VoIP and virtual phone systems?

 

Although VoIP and virtual phone system services both use the internet to make and receive phone calls, there are some key differences between the two:

 

VoIP phone services are typically focused solely on providing phone service and may be offered by a standalone VoIP provider or as part of a larger telecommunications package. With VoIP, users can make and receive calls using their internet connection and a mobile phone or a traditional desk phone with an adapter. VoIP phone services can offer a range of features such as call forwarding, voicemail, and call recording, but may not include additional business communication features such as messaging, and team collaboration tools.

 

Alternatively, virtual phone system services are a more comprehensive business communication solution that includes a range of features beyond phone service. Meaning virtual phone systems can better meet the communication needs of small businesses and provide a more unified and streamlined communication experience. Virtual phone services are usually delivered through an app. This can be installed on your personal phones however the communications will be kept separate as they’re only accessible through that app.

 

What are the benefits of a virtual phone system?

 

There are numerous advantages virtual phone systems provide to small businesses. These include:

 

  1. Cost-effectiveness: Virtual phone systems are generally more affordable than traditional phone systems. This is because there are usually no set up or hardware costs involved. Providers may also have flexible pricing plans that allow businesses to pay only for the features they need.
  2. Scalability: Small businesses can easily add or remove users and features as needed without having to invest in new hardware or software. Meaning the virtual phone system can be scaled to suit your business needs.
  3. Mobility: Teams can make/take calls from anywhere because the virtual phone system can be installed on the personal phones of employees. This makes it easy for small businesses to facilitate remote or hybrid working. Additionally, ensuring your business is reachable anywhere.
  4. Advanced features: Calling features like call forwarding, call grouping, and auto attendant are particularly useful to growing businesses. These features streamline customer communications as well as improve productivity within your team.
  5. Professionalism: A professional image can be achieved through features like auto-attendants, call routing, and voicemail. These features make it easier for customers to reach the business and elevate your brand’s image due to increased customer satisfaction.

 

How to get a business phone number with a virtual phone system?

 

To get a business phone number for your small business, research different providers and their functionalities, and consider the pricing carefully. Virtual phone system plans can be contract or subscription-based, with varying lengths for contract plans. Be sure to choose the right plan for your business needs, as breaking a contract can result in high costs.

 

On the other hand, subscription plans for virtual phone systems typically roll over monthly or annually and allow for cancellation before the next billing period. This pricing plan is ideal for small businesses that want to try out a service before committing to a long-term plan.

 

Once you have signed up with a provider, a new telephone number is usually provided. Alternatively, if you’d like to keep an existing number but upgrade your communications method to a virtual business phone system, you can opt to port your phone number to the provider. 

 

When setting up a virtual phone system for your team, your team members will be assigned different phone numbers. However, with call routing, you’ll be able to direct inbound calls made to a specific number, to various devices on the virtual phone network.

 

Explore Devyce for your business phone number solution

 

Devyce is the smarter, more reliable choice for your virtual business phone solution. While virtual phone systems already save your business money, save even more with Devyce. 70% more to be specific. How we do this is down to our exclusive deal with a UK mobile network. Meaning we are able to provide virtual numbers at a much lower cost than other providers, so we can keep your prices low. 

 

We believe in transparency in our pricing and have therefore made it easy for you with 3 simple plans. Our plans are flexible and suitable for businesses of all sizes, from small to medium enterprises. The best part? We don’t offer contracts! Meaning you’re welcome to stay with us for as long as you want. 

 

We’d love to show you why Devyce is the smartest choice to get a business phone number… So feel free to book a demo with us! 

Why Virtual Phone Systems Are More Reliable

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Illustration of a business woman wearing a yellow jacket on the phone and next to her is an illustration of a phone with a text message screen on. Title: Why Virtual Phone Systems Are More Reliable, written in purple.

Still using a second phone for work? Or worse… a landline phone system? You may want to consider upgrading your business communications methods to something more modern… 

 

Virtual phone systems are the future of business telecommunications because they’re much more reliable. Here’s why: 

 

What’s the difference between traditional phone systems and virtual phone systems?

 

Traditional work phone systems can be desk phones or second handsets provided to employees. These require a lot of hardware and contracts to be set up by network/phone providers. The service runs using traditional phone lines. 

 

On the other hand virtual phone systems use an internet (WiFi or data) connection to operate and they can be installed on your existing mobile phone. The phone service is usually accessed through an app. Meaning you don’t need to purchase lots of devices to use a virtual business phone system. 

 

Why aren’t traditional phone systems reliable?

 

1. Dropped Calls

Picture this, you’re in the middle of an important sales call with a valuable client. All of a sudden, you hear the dreaded call end beep. You check your phone and see that the call has dropped. Now it may not be disastrous, you could just call them back and apologise then finish the deal… right? 

 

Except that when you do call back, the call doesn’t connect. Your phone service provider is experiencing disruption and by the time you manage to call back, your client is no longer interested because your company now appears unprofessional. 

 

Now imagine this happening all throughout the day… 

 

This usually happens because of a faulty sim or patchy network coverage where you are. While dropped calls are not uncommon for virtual phone systems either, as dropped internet connections do happen, it happens significantly less. Additionally the problem can be fixed a lot faster as you can simply reset your internet settings or restart the virtual phone app. Meaning virtual phone systems are much more reliable. 

 

2. Missed Calls

Building on the problem of dropped calls, missed calls are also common to traditional phone systems. Again it’s due to poor network connectivity and we don’t need to tell you… Missed calls are missed business. 85% of customers whose calls are missed don’t call the business back [1]. Meaning potential loss of revenue, especially as it will add up over time. 

 

With virtual phone systems, you can significantly reduce the number of missed calls your business receives. This is because of the ability to set up a call-forwarding feature which directs your call to the next available team member on the line. Meaning you can ensure your customer’s calls get through as quickly as possible. 

 

3. Lack of Calling Features

Traditional work phone systems typically don’t offer many features that enhance your customer’s calling experience. Enhanced features may not be necessary however they can greatly improve your customer service. Poor customer service can motivate people to seek out competitors with about 60% of consumers reporting they would go on to do business with a rival company after experiencing poor customer service [1]. Now you don’t want that… 

 

Virtual phone systems can be set up with a variety of call features such as auto-attendants, and creating call groups. The auto-attendant feature allows customers calling in to be directed to the correct department so you can provide assistance as quickly as possible. Call groups enable you to organise your network of agents into relevant groups so inbound calls directed to the right group can be answered by any member within the group. Features such as these are great for optimising your customer service experience leading to higher satisfaction rates that drive customer loyalty. 

 

4. No Software Integrations

Wouldn’t it save you so much time if you could link your phone system to a customer relationship management (CRM) system? Second work phones or traditional phone systems usually cannot be set up to link your customer calls to any CRM platforms. This is because you don’t have access to a central management portal where you log call data. Meaning you have to manually log customer call information into any CRM software you are using. 

 

Virtual phone systems allow for robust software integrations eg. with CRM platforms to be set up. This allows for automatic syncing of your call data to your chosen software, eliminating the need for manual logging, so you have more time to focus on more important aspects of your business. Additionally, virtual phone systems can be integrated with various software depending on your business needs, not just CRM platforms. Meaning you can create a reliable digital framework for your business communications centred around your virtual phone system. 

 

5. Lack of Security

With desk phone systems, the phone service operates using traditional phone lines that usually run through the ground. Security of your call data could be compromised if the wires could be accessed by someone outside of the organisation, allowing them to listen in on your calls. Furthermore, phone service providers usually stipulate that it’s your responsibility to ensure your data is secured when using their services for work phones. 

 

Alternatively virtual phone systems meet stringent security requirements, ensuring the safety of your data won’t be compromised. This is because the servers hosting virtual phone networks are constantly monitored by the provider and validated by third party companies to check for vulnerabilities. Making virtual phone systems much more reliable for security than traditional work phone systems. 

 

Choosing a reliable virtual phone system

 

There are currently many virtual phone systems on the market. Meaning making the switch can be daunting if you are unsure of where to start. So here are the key things to look out for when choosing a virtual phone system: 

 

  • Uptime: This is the amount of time that the servers/software is up and running. Usually given as a percentage. Ideally, you should choose a provider with an uptime of above 99%. You can usually check service status on a dedicated page on the company’s website.
  • Certifications: These will help you to determine whether a company is meeting industry regulations.
  • Features: The great thing about virtual phone systems is that calling features can be easily activated and usually at little extra cost. Be sure to check if the features your business requires are provided.
  • Contact customer support: Businesses don’t need to be told that customer support is an important indication of a company and their services’ reliability. So it can be helpful to speak with a member of the support team before you switch to a virtual phone provider to answer any questions you have as well as determine how reachable the company is should you use their services and encounter any problems.

 

Devyce ticks all these boxes, and more…

 

Devyce is the smarter, more reliable business phone solution for the future of business communications. Why? Because of these key reasons: 

 

  • Our uptime is 99.95%
  • We are GDPR compliant and follow all UK Telecommunications regulations
  • We offer a range of calling features suited to your business needs at no extra or hidden costs so you get what you see
  • Our support team is reachable 24/7 via email and you can speak with a member of our specialist teams within minutes within business hours. We are also able to provide demos of Devyce before you sign up for any of our plans.

 

With our Teams Plan, you’ll have access to a management portal where you can access key call data metrics and analytics, allowing you to identify your most active channels and measure your call performance against SLAs. Additionally you can utilise the advanced calling features through this portal such as setting up call groups.

 

We offer all of this at a much lower cost due to our exclusive deal with a UK phone network provider. Meaning we can keep the costs of our services low while still providing you with the best standard of service. Best of all, we don’t have any contracts. This means you’re welcome to stay with us for as long as you’d like! 

 

Switching to a virtual phone system for your business communications couldn’t be easier with Devyce. Try it out for yourself today by booking a demo with us today!

 

 

References:

[1] https://www.unicomcorp.com/blog/the-impact-of-missed-calls-for-your-business/#:~:text=Roughly%2085%25%20of%20the%20people%20whose%20calls%20you,That%20lost%20revenue%20adds%20up%20after%20a%20while. 

Benefits of Using WhatsApp Business in Recruitment

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Purple background with images of white people user icons in the lower left corner and one user icon is red. TItle in white saying Benefits of WhatsApp Business for Recruitment. A phone emoji above the title.

WhatsApp boasts over 2 billion users worldwide, making it one of the most popular and fast-growing communication platforms. The sister platform is WhatsApp Business. It’s designed for businesses to connect with their customers in a personalised manner and bring their business to new audiences. WhatsApp Business’ many benefits also makes it an effective tool for recruiters to leverage, in order to tackle the challenges faced in the competitive world of recruitment.

 

Key messaging features of WhatsApp Business

 

  • Real-time messaging with customers 
  • Sharing attachments with messages eg. .pdf, .doc, .jpg etc
  • Voice notes
  • Creating WhatsApp groups

 

How do recruiting and WhatsApp Business go together?

 

There are many ways the benefits of WhatsApp Business can be leveraged as a solution to the challenges in recruitment: 

 

Challenge 1: Sourcing the right talent

 

The most common avenues of talent acquisition are heavily oversaturated. This makes it hard for recruiters to source the right candidates. Meaning many have turned to social channels for their search. 

 

WhatsApp’s group feature is great for finding ideal candidates. There are many groups specifically for recruiters where you can share job listings and others can refer you to relevant candidates. Additionally, you can find talent in groups for candidates looking for specific roles too e.g. sales job search group chats. This will increase the chances of finding the right fit for a role as you are able to quickly target the relevant talent pool. 

 

WhatsApp Business allows you to directly reach out to candidates and share the job listing with them instantly. The real time messaging nature of WhatsApp also means you are able to answer any questions the candidates may have promptly. 

 

Challenge 2: Time constraints

 

Recruitment is highly competitive. Traditionally recruitment cycles take roughly 27 days [1]. Meaning if a candidate cannot be secured within 2-3 weeks, you’re at risk of losing the candidate to a competitor. Therefore shortening the hiring process where possible is key to securing top talent and staying ahead of the competition. 

WhatsApp Business supports instant communication so you waste no time. Upon sending job listings to potential candidates, you’ll be able to very quickly determine their level of interest and relevant qualifications. This allows recruiters to make quick, informed decisions and move the hiring process along more efficiently. 

 

Additionally, taking a conversational approach helps to build rapport with potential candidates. Thereby increasing the chances of them accepting a job offer. By leveraging the speed and convenience of WhatsApp Business, recruiters can improve their recruitment outcomes and secure talent in a timely manner.

 

Challenge 3: Employer branding

 

Selling a job to a candidate goes beyond sharing the job listing. Let’s be real, the job search process is tedious. Therefore it’s important for recruiters to find creative and innovative ways to present an employer’s culture and values in order to attract talent. 

 

Through WhatsApp, recruiters can share multimedia content with candidates. This allows recruiters to build a strong employer brand and make the company more attractive to potential candidates. By sharing information about the company in an engaging way, you can capture the attention of candidates and showcase what makes the company unique.

 

Furthermore, the conversational nature you can take on WhatsApp allows for a more personalised approach. Recruiters can create a dialogue with candidates to understand their needs and preferences, and tailor their messaging accordingly. This helps candidates feel heard and valued, leading to building stronger connections and increased chances of a job offer being accepted. 

 

Challenge 4: Talent retention

 

Recruiters know the recruitment cycle doesn’t end at a successful hire. Retaining talent is a significant challenge faced by recruiters and employers. There are misconceptions that it is the responsibility of the employer to manage. However recruiters can and should be providing ongoing support to the candidates they’ve successfully placed following on-boarding. 

 

Recruiters can use WhatsApp Business to keep in touch with new employees and provide guidance, helping them to navigate their career paths and identify opportunities for growth within the company. Regular check-ins and performance evaluations can help to identify any issues or concerns early on, allowing for timely intervention and resolution.

 

This also provides a channel for direct feedback regarding the recruitment process. New hires can share valuable insight into their hiring experience, allowing you to create open and friendly dialogue to resolve any concerns. You can then use this information to improve your services and optimise future recruitment processes through WhatsApp Business.

 

Challenge 5: Unorganised applicant tracking

 

Recruiters often face the challenge of managing the overwhelming volume of candidate outreach they need to do on a daily basis. You’ll need to use an applicant tracking system to stay on top of each active lead. 

 

A great feature of WhatsApp Business is the ability to integrate it with your applicant tracking system to automate the process of recording and tracking candidate communication. By automating this process, recruiters can save time and significantly reduce the hiring timeline with organised management of candidate communication. 

 

Additionally, integrations with an applicant tracking system can help to improve candidate experience as you can send reminders and notifications regarding job interviews, assessment days etc. This helps to efficiently move the hiring process along leading to faster and higher chances of successful outcomes. To do this, you’d need to consider getting the WhatsApp Business API – a separate service instead.

 

 

In today’s competitive job market, recruiters need every advantage they can get to find and attract the best candidates. WhatsApp Business is more than just a communication platform – it’s a game-changing tool that can positively impact your recruitment process. WhatsApp Business is a must-have for any recruiter looking to achieve more successful outcomes. Make use of the benefits WhatsApp Business has to offer for recruitment, so you don’t get left behind in the race for talent! 

 

References:

[1] https://officevibe.com/blog/12-recruiting-stats

 

What’s the difference between WhatsApp Business & WhatsApp Business API?

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Image of a phone with the WhatsApp Business logo on the screen.

WhatsApp, the world’s most popular messaging channel, launched WhatsApp Business in 2018 as a platform for businesses to sell and interact with customers in a more engaging way. This is a great solution for small businesses to level up their customer service and be on par with bigger organisations. 

 

However, as these businesses begin to grow, WhatsApp Business will become less viable as the demand for customer service increases. That’s why Meta launched WhatsApp Business API as well. In this article we’ll break down the key differences between WhatsApp Business vs WhatsApp Business API and determine which solution is best for your business.

 

What is WhatsApp Business?

 

WhatsApp Business is an app that offers all the functions normal WhatsApp Messenger does, with added business features. These include: displaying product catalogues, lead generation tools and call to action buttons. This allows you to bring your storefront to new customer bases. It also allows you to communicate with your customers in real time for customer support. Meaning you can create personalised conversations and foster meaningful customer support experiences.

 

What are the downsides for a growing company?

 

Although it supports real time conversations with customers, it doesn’t allow more than 4 active sessions at any given time. It’s compatible for up to 5 connected devices however, only 4 can be active simultaneously. This means connectivity to your business can be hindered because your team isn’t able to respond at the rate that is expected by customers. Especially as your business grows and the volume of inbound messages increases. Additionally, your agents need to manually respond to each customer when using WhatsApp Business. 

 

What is an API?

 

An API is an Application Programming Interface. It’s defined as a piece of code that allows two softwares to communicate with no user intervention. The code is programmable and essentially allows two softwares to become integrated. 

 

What is WhatsApp Business API?

 

The API is a piece of software that allows you to integrate WhatsApp Business functions with your company software. This means your company can access and integrate WhatsApp Business features to another customer service software you may be using such as a CRM platform. You can interact with the API in varying ways to suit your business’ needs. You may also wish to add functionalities such as a chatbot. 

 

What is the difference between WhatsApp Business and WhatsApp Business API?

 

The key difference is that WhatsApp Business is a standalone app whereas the API is the set of procedures acting as a gateway to features or data. When you use the API, you won’t have a WhatsApp Business interface. However, your customers will still be able to message your business through the WhatsApp Platform. Your business profile will also appear in the same format to customers as on the business app. Meaning your business can offer WhatsApp as a way for your customers to communicate with you while you manage the communications using your current customer service platform. 

 

The API allows you to incorporate WhatsApp Business services with your existing customer communications infrastructure. Utilising the API’s access to features may allow companies to create enhanced services. This makes the API a better tool for larger firms.

 

WhatsApp Business is free to use whereas you’ll need to apply and be approved to become a WhatsApp Partner to use the API. It is a paid for service and the cost will depend on your business needs. Companies are charged for each conversation per 24 hour session. Check out Meta’s official WhatsApp Business API pricing here. 

 

What are the key features of WhatsApp Business API?

Messaging templates:

Businesses can create pre-approved message templates for frequently asked questions or commonly sent messages to customers. These templates can be customised with dynamic fields to personalise the message for each recipient. They can be used for a variety of purposes, such as providing account information, order updates, or appointment reminders. 

 

Messaging templates are different from the automated message feature in WhatsApp Business. Automated messages are prewritten and cannot be edited. They’re usually messages such as out of office notifications. Messaging templates however can be automated replies to common questions eg. queries about return policies etc. Therefore making it easier for businesses to provide timely and relevant information to their customers through an external site/piece of software. 

 

Integration with other tools:

The API can be integrated with a business’s existing customer service software or CRM system to streamline communication and data management. This allows businesses to manage customer interactions on WhatsApp within their existing workflow. Businesses can view and respond to WhatsApp messages alongside other customer communications in a single platform, helping to improve response times.

 

Businesses can also access customer information and history in their CRM system, providing valuable context for customer interactions. This creates more personalised and effective support. Additionally, businesses can use the data gathered to enrich their CRM database, which can help to better understand customer behaviour and preferences. This data can then be used to inform marketing strategies and improve customer engagement across multiple channels.

 

Messaging analytics:

Messaging analytics provide businesses with valuable insights into the success of their communication strategy. Businesses can track message delivery and response rates, as well as overall engagement with their WhatsApp Business Account. This data can be used to evaluate the effectiveness of messaging templates, identify areas for improvement and adjust communication strategies accordingly.

 

Businesses can gain a deeper understanding of how their customers are engaging with them on this platform. With this information, businesses can make data-driven decisions about their conversational communication strategy, and continually improve the quality and relevance of their messaging.

 

Broadcast messages:

The message broadcast feature allows businesses to send a message to multiple customers at once. It’s particularly useful for businesses that need to send out a mass communication, such as a promotion or an update. The message can be personalised with the recipient’s name or other relevant information, making it more engaging and effective. 

 

Message broadcasts can also be scheduled to be sent at a specific time or date. Therefore allowing businesses to reach their customers at the optimal time for engagement. Additionally, businesses can track the delivery and read receipts of each message, providing them with valuable insights into the success of their communication strategy.

 

What features aren’t available?

 

The main 3 WhatsApp Business app features not available with the APIs are:

  • Video/voice calling (so users can only contact your business on WhatsApp by messaging)
  • WhatsApp groups
  • Business catalogues

 

How secure is WhatsApp Business API?

 

Messages exchanged using WhatsApp are always end to end encrypted. Meaning your communications with customers will be protected. When businesses use the API, WhatsApp ensures customer’s messages are delivered securely to the destination determined by the business eg. your CRM system. Once messages are received by the business, it will be subject to the business’ own privacy practices. 

 

How to sign up for the API?

 

There are 2 ways you can get access to WhatsApp Business API:

  1. Apply directly with Meta – You can do this through your Facebook Business Manager account. This process however can be complex depending on what you need for your business and takes a considerable amount of time for approval. 
  2. Apply for access from a Business Solution Provider – These are intermediate companies in partnership with WhatsApp Business who are authorised to provide access to the API. This is a more accessible and faster method of gaining access to the WhatsApp Business API.

 

What do I need to request access?

 

You will need: 

  • A Facebook Business Manager account (you can easily create one on Facebook’s business platform)
  • A WhatsApp Business account 
  • A line of credit for your WhatsApp Business account

 

You will also need a different phone number to the one you may have for your personal WhatsApp account. WhatsApp Business Accounts require a separate working phone number to set up.

 

Find out how to get a virtual number to set up your account with our previous blog post.

 

Which one is right for you?

 

Choosing between the two depends largely on your company size. For small businesses, WhatsApp Business app may offer sufficient capabilities to handle your business’ support queries. It’s a great solution for taking a conversational approach to customer support and allowing customers to reach you on a platform they’re already using. 

 

However medium to larger businesses may find WhatsApp Business API is a more suitable option. This is because the API offers a high level of customisation and more powerful tools that enable your business to greatly enhance customer service models. Choosing between the two will depend on your business’ specific needs and goals for communication on the platform. Furthermore, businesses should consider potential set up costs as installing and utilising the API will require technical skills.

 

Both offer great opportunities for businesses to connect with their customers on a personal level. WhatsApp Business is a great option for small businesses. On the other hand, the API is more suitable for medium to large businesses, as it offers advanced features better fit for larger customer support teams. While both options have their benefits, choosing the right solution for your business ultimately depends on your unique needs, budget, and goals. With the right approach, WhatsApp Business or WhatsApp Business API can be a valuable asset to your business and help you build strong customer relationships.

 

What are virtual numbers for business communications?

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Image of a phone with a VoIP app open on the contacts screen. A blurred image of a management portal dashboard behind the phone.

Virtual numbers are the best choice for businesses to streamline their business communications as we approach the BT landline cut-off. But where do you begin to make the switch? Let’s talk about what virtual numbers are and why Devyce is the smartest choice for your business communications. 

 

What are virtual phone numbers?

 

Virtual numbers shouldn’t be thought of as the same as telephone numbers.

Virtual numbers are those that reside in the cloud, which is a remote network of servers & databases accessed over the internet. They aren’t linked to a specific device like a landline phone or a sim card. Instead, they’re linked to an owned phone number (by a telephone network provider).

 

How do they work?

 

As virtual numbers aren’t tied to a specific device, it means you can access them from any device with an internet connection, anywhere in the world. Virtual numbers are often accessed using a Voice over Internet Protocol (VoIP) provider. These providers let you access and use your virtual number through an app on your phone or laptop/computer.

 

Benefits of using a virtual phone number

 

You’ve probably put it together now that virtual numbers can be used on your existing phone. Even though you probably already have a sim card you’re using. So you can have two working numbers on your phone! We’d say that’s one of the biggest advantages to virtual numbers and here’s why… 

 

Cost savings

Using a virtual number for business communications is significantly cheaper than traditional phone systems or buying second handsets for your team. Employees more often than not will already have a smartphone that they can simply download the VoIP app, allowing them to use a virtual business number. By eliminating the need for hardware, you could save up to 50% on your business’ phone expenses [1].

 

Easy scalability

Scaling up or down can be a costly process when using traditional phone systems. Mainly because of the associated hardware and set up costs. Alternatively, virtual numbers on your business’ network can very easily be added or removed (often instantaneously to within a day) depending on your business’ needs. Meaning little to no downtime for your business communications and huge cost savings. 

 

Facilitates remote/hybrid working

Remote/hybrid work arrangements are becoming a key part of any businesses’ strategies. Virtual numbers remove the obligation on you and your employees needing to be at any particular location. Making it easier to build a remote/hybrid business while maintaining your business’ reachability.

 

Enhanced privacy

Smaller businesses may be requiring employees to use their personal numbers to contact clients. Employees may not be comfortable with this and you could risk accidentally sending a follow up message with sensitive information to the wrong person. Alternatively, virtual numbers allow you to keep your business and personal contacts separate as your calls and texts are made from the VoIP app.

 

Access to integrations and additional capabilities

Unlike traditional phone systems, a virtual business phone network allows various integrations with software like Customer Relationship Management (CRM) tools. Additionally, virtual numbers come with a whole range of call features such as call forwarding, call summarisation, auto attendant and many more. Meaning you can level up your business communications with smarter, more advanced technology.

 

That’s right, virtual numbers are the future of business communications. However with so many emerging VoIP providers on the market, how do you know which is the best choice for your business? While many posts you may have read will tell you it depends on your business needs… we have a clearer answer. Devyce. 

 

The smartest choice for your business

 

VoIP already saves your business money. Devyce saves you even more. 70% more to be specific. How we do this is down to our exclusive deal with a UK mobile network. Remember virtual numbers are linked to an owned telephone number? Our partnership with a mobile network means we can provide numbers at a fraction of what other VoIP companies are offering because we don’t have to pay fees to get those phone numbers from a provider. 

 

Our pricing is transparent. Often VoIP providers have hidden charges. You may find yourself signing up and then needing a feature like auto attendant and having to pay an additional fee to add it to your package. So we keep it simple with our Teams Plan, offering you everything your team will need from the get go. Devyce plans are also not lengthy contracts so you can decide how long you want to stay. 

 

When you’re ready to make the switch to a smarter, more reliable work phone system, we’d be happy to assist you! Simply choose the plan best suited for you and sign up on our website.

 

 

References:

[1] https://telzio.com/blog/cost-benefits-switching-voip-service#:~:text=On%20Cost%20Savings%201%20Companies%20can%20reduce%20monthly,Thus%2C%20companies%20%2C%20rather%20than%20paying%20per%20user.

 

Best practices for multiple users on WhatsApp Business

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Graphic of a laptop and two smartphones next to it on a beige background. All displaying the WhatsApp Business logo.

Conversational messaging between brands and consumers is an up and coming trend in customer service. Allowing customers to reach you on the platforms they prefer opens up new opportunities. So you can connect with consumers on a more personal level. Meaning higher customer engagement and satisfaction with your brand. 

 

WhatsApp Business is a brilliant platform designed for this! Over 2 billion people already actively use WhatsApp so chances are, your consumer base is already prepared to meet you on this platform. Last week we dove into how you can share use of your WhatsApp Business account across 5 devices. Meaning your customer support is centralised to one support number. 

 

However, managing a shared account can be challenging. Particularly as the team grows. In this article, we’ll guide you through some of the challenges with having multiple users on WhatsApp Business and the best practices for your shared account. So you can get the best out of conversational messaging to elevate your customer experience. 

 

Challenge 1: Keeping track of conversations and follow ups

 

It can be easy for confusion to arise when multiple team members are responding to inquiries and support requests. Uncertainty over who answered which query and whether follow-up has happened can lead to frustration for both customers and team members. Potentially harming your business’s reputation. 

 

Best Practice: Create a tracking protocol

 

Set up a centralised log that all team members can access. This can be easily done with collaborative digital workspaces such as Google Drive or Notion. This can help to ensure team members track their communications by creating a process chart. Here’s an example:

 

A diagram of a flow chart describing the different steps in a conversation tracking protocol

A sample flowchart customer support team leaders can use to track their team’s workflow

 

We’d recommend tailoring this to your team’s needs and workflow. It’s important to have a system in place to track your team’s communications. This ensures that your team can provide consistent and efficient customer service, without duplicating efforts or overlooking important follow-up tasks. By creating a clear process chart, such as the one above, you create a standardised way of documenting communications, enabling your team to work together more seamlessly and efficiently.

Challenge 2: Overlapping team activity

 

Having multiple users active on the account at the same time could cause overlapping activity resulting in a customer receiving the same message twice. This can make your brand appear less professional. 

 

Best practice: Create a schedule and delegate tasks

 

This is also why having a conversation tracker is crucial as, you can see what needs to be done and assign tasks to relevant team members. In conjunction you’ll also need to set up a schedule to ensure team members active at the same time aren’t responding to the same queries as another team member.  

 

Challenge 3: Repetitive or mixed messaging

 

For small businesses using WhatsApp business as one of their main customer support channels, you may find that common questions will arise. It can be time consuming for your team to respond to each query with the same answer. Or worse, if your team is responding with different recommendations to different customers.

 

Best practice: Set up automated responses

 

Firstly establish your standard processes for common queries that customers have and ensure all team members are up to date. Then it can be helpful to set up automated responses for your WhatsApp Business account. This can easily be done on your WhatsApp Business settings and if you need some guidance, check out this helpful article. 

 

Setting up auto reply saves your team time and ensures a fast response to customers. Therefore enhancing your customer service experience as 69% of consumers judge the quality of customer service based on the speed of response they get [1]. Also creating a unified customer experience. 

 

Challenge 4: Maintaining a consistent brand voice

 

The aim of using platforms like WhatsApp to communicate with customers is the ability to take a more personal and friendly approach. Because this channel of communication is more conversational, it can be challenging to maintain your brand voice and professionalism. With multiple users on the account, inconsistencies with brand tone and style of messaging may occur. 

 

Best practice: Establish clear messaging guidelines

 

Create clear guidelines for customer communications, taking into account brand tone and your target audience. Even the small things like how many emojis to use (yes, there can be too many!) are important to consider for messaging guidelines. Then ensure all team members are provided training on how to effectively communicate with customers through WhatsApp Business. By doing so, you can ensure that your brand’s voice and message remain consistent, no matter who is responding to customer inquiries.

 

Challenge 5: Data security

 

Sharing an account across multiple devices can create security vulnerabilities, especially in remote or hybrid work environments. For instance, if a team member loses their device with WhatsApp Business logged in, sensitive customer and company data could be at risk of compromise. It’s important to take steps to mitigate these risks and safeguard the account and its data.

 

Best practice: Set up multifactorial authentication & log out after every session

 

Multifactorial authentication (MFA) and logging out after every session can be tedious. However it greatly reduces the risk of security breaches. MFA adds an additional layer of protection as it requires employees to verify their credentials before logging them in. This is a feature that can be set up in your WhatsApp Business settings by following these steps: 

 

  1. Go to your setting tab on the WhatsApp Business app (bottom right corner for Apple users, 3 dots on the top right corner for Android users)
  2. Tap ‘Account’
  3. Tap ‘Two Factor Authentication’ and enable it
  4. Set up a 6 digit pin code (make sure this is not a generic sequence of numbers but simple enough for employees to remember)
  5. Enter your business email address and follow the instructions in an email WhatsApp will send to you to confirm the email address

 

You’ll be notified when MFA is activated. Then every time a user attempts to sign in, they’ll be prompted to enter the pin code. Make sure only those in the relevant team are provided this code. It’s also in your company’s best interest to ensure employees log out of the account once their session concludes. This ensures the account is not left open and vulnerable to unauthorised use.

 

Sharing a WhatsApp Business account among team members can be an effective way to streamline customer communication and improve efficiency. However, it’s important to establish clear guidelines and best practices to ensure that the account is being used effectively and securely. With careful planning and attention to best practices, sharing a WhatsApp Business account can be a valuable asset for any team looking to improve their customer communication and engagement.

 

References:

[1] https://workingsolutions.com/fast-customer-service/

 

 

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