Let’s look at how your present business communication functions and compare that with future requirements.

If your workforce is at multiple locations, connecting everyone together has traditionally been a challenge. With current technology it is much simpler and more affordable. By bringing everyone together under one platform you will avoid isolation and facilitate collaboration. And, with the continuing trend to have remote employees and contractors, it becomes a mandatory requirement.

Capacity

The size of your company is a big factor that will help you determine the solution you deploy. For instance, companies with less than 20 users are more likely to employ a virtual system, because of the lower start-up costs. However, buying a PBX system can make perfect sense for larger organizations (or smaller businesses with a long horizon), because the cost of ownership can be less expensive in the long run than a virtual PBX. You also need to factor in any expected business expansion. A business communications solution is a long term commitment for most companies and you’ll want to assure that it can grow with you.

Present phone system

What type of telephone system is in place now? What’s working for you and what’s not.

Call handling

In order to create an effective solution for your company’s needs, we need to determine the number of simultaneous phone calls during peak calling periods. Your receptionist may be the best resource for this, or the information may be available in a report out of your present system.

How are calls typically answered by an automated attendant or someone answering the phones? From that point, how do calls get distributed? What happens to the call if the intended party is on the phone? What happens if they are out of the office?

It’s important to get feedback from your heaviest phone users and their managers. Typically, the sales and customer service departments are the groups who have the most intensive telephone users. They likely know your company’s communications challenges best.

With all this information, we can work with you to develop an efficient call handling process.

Contact us now for a complimentary evaluation: 1-800-898-3336.

Business Telephones and Other Terminal Devices

Today there are a plethora of terminal options from which to choose for your new business communications system. Let’s explore some of these.

Executive Telephones. These are larger phones with color screens, touch screens and one-touch feature access. Ideal for the power user.

Standard Desk Telephones. This is your regular office phone that offers some amenities, but not as many as the more expensive models.

Basic Business Telephones. Ideal for low-usage locations such as kitchens, libraries and lobbies.

Softphones. Software installed directly onto your computer, laptop or mobile device, allowing you to use your device. It’s as reliable as your computer, but it wins points for convenience and price.

Wireless Phones. Perfect for receptionists and employees who frequently move about the office, this allows them to always be within reach no matter where they are located.

Door Phones. These are typically placed next to security gates or access doors. With a direct connection to the receptionist or designated employee, they can screen the caller and even remotely unlock the gate or door.

Specialized Devices

Answering Position. These specialty phones are typically reserved for receptionists, because they allow the user to see the status of every phone user. Desktop options are available as an adjunct to the telephone set.

Audio Conferencing Unit. Quality hands-free speakerphone options are available: small units for the office, or boardroom size with options for extended microphones.
Voicestation 500

Fax Lines. Typically, these dedicated analog lines are already in place. They can be replaced by Internet-based solutions. You can even keep your fax machine if you want, but eliminate the analog fax lines. It’s another way to modernize and save money.

External Loud Ringer. Utilized within large spaces, where employees are able to hear a ringing phone throughout the building. These are great for warehouses, kitchens and manufacturing plants.

External Paging System. This allows phone users to access an external set of speakers and announce a message to a large area.
As you can see, there is an abundance of terminal devices available for today’s business telephone systems.

Please contact us for a complimentary consultation.

There are a number of things to consider before purchasing a new telephone system. It is important to cover the bases to ensure a solution that will fit your business needs and budget.

Evaluation Process

When planning to purchase a new telephone system, it is wise to thoroughly analyze your specific business needs. A well thought-out process will help ensure quality results and a solution that meets your expectations. Don’t fall into the trap of paying too much, selecting the wrong technology or the using the wrong vendor. Most business telephone solutions are long term commitments, so a mistake lives on for years. Be sure to employ an effective process that helps you select the best solution possible.

The following questions will assist in determining your business communications requirements.

What is motivating you?
While the most frequent answer is to replace an obsolete phone system there are actually several factors that could affect your final decision.

Outdated Technology. Perhaps adequate service, support and parts are difficult to obtain for your current equipment.

Available Features. If your current system is simply lacking the features that contribute to improving productivity and enhancing customer service, it may be time for a new solution.

Monthly Telephone Bill. Once a system is deployed, your costliest telecommunications expense may be the monthly telephone bill. Proper planning and coordination with your new system can often lead to lowering monthly costs.

VoIP. These days, with everyone relocating business services to the cloud, it might make sense for your company to consider a virtual PBX.

Expansion. If your company is in a state of growth, you may have outgrown your current system.

Relocation. When moving to a different location, it might be a good time to replace your technology instead of sinking money into moving an old system.

Do you have a date for completion? Often, the buying decision gets delayed in deference to handling day to day business operations. The result could be a system failure that makes the decision a more urgent priority and unduly hastens the decision process.

What parameters are important to you? These days, most phone systems offer the same features. It’s more a matter of whether you would prefer to purchase it as a product or a service. Regardless, there are still plenty of considerations to keep in mind, such as:

– Up Front Price
– Total Cost of Ownership
– Vendor Location & Reputation
– Fit
– Brand Recognition

Defining and weighing these parameters narrows your focus saving both you and potential vendors lots of time

Do you have a budget in mind?
It can be hard to be transparent with this information. You may fear that it will be used against you when it comes to making the purchase. However, having a budget in place beforehand can often save you time when it comes to looking for solutions within your price range. Also, vendors know that most customers are looking at multiple solutions and a solution with an inflated price won’t be considered.

If you don’t have enough information to create a budget, contact several vendors and tell them that you are looking to create a budget. Make sure to ask for a range of pricing. Most providers will share round numbers and you’ll get the sense of costs. Bear in mind that most everybody will be quoting their low end solution in hopes of remaining in the game when you become an active buyer.

Do you have any preferences? Would you prefer an on-site Premise PBX or a cloud-based virtual PBX? Both have their advantages.

Have you already considered any solutions?

Do you have a preferred provider? Often, customer loyalty rests with the equipment manufacturer, the product brand or the local value-added reseller. Do you care about the brand name, or are you open to considering all providers?

Is There an Implementation Time Frame?
If you’re working against a hard deadline, it may affect the time you have to explore potential vendors or compare different technologies and therefore change your evaluation process.

Contact us 1-800-898-3336 for a free consultation.

www.nutecelectrotel.com

Don’t let your business be held to ransom. With the growing number of Ransomware attacks on businesses of all sizes, there has never been a more important time to protect your business, assets and its future.

Businesses are no longer safe. Ransomware is quickly becoming the largest IT threat to business. It silently creeps into your network, encrypts files, folders and even entire disks – then it issues a ransom demand.

What does ransomware do?

There are different types of ransomware. However, all of them will prevent you from using your PC normally, and they will all ask you to do something before you can use your PC.

They can target any PC users, whether it’s a home computer, endpoints in an enterprise network, or servers used by a government agency or healthcare provider.

Ransomware can:

– Prevent you from accessing Windows.

– Encrypt files so you can’t use them.

– Stop certain apps from running (like your web browser).

Ransomware will demand that you pay money (a “ransom”) to get access to your PC or files.

There is no guarantee that paying the fine or doing what the ransomware tells you will give access to your PC or files again.

Cyber“Cyber-criminals are investing up to 40 percent of their stolen funds in improving and modernizing their techniques and criminal schemes according to a recent report issued by cyber-experts at the Russian Ministry of Communications.” ~ OODA ANALYST

Is your business equipped to fend off this security threat?

AVG Business has simplified security. Now your business can be protected with a multi-layered approach to detecting and eliminating Ransomware. With a variety of recognition and quarantine approaches, that’s what makes AVG’s award-winning security technology stand out.

Contact us now to find out how AVG Business Security Solutions can help protect your business from Ransomware, viruses and malware threats.

Toll Free: 1-800-898-3336

canstockphoto27765724Today many organizations are taking advantage of the benefits and savings derived from using GPS fleet and asset tracking systems.

Your fleet and assets can be efficiently and affordably tracked with GPS. Discreet powered and self-powered GPS tracking units are available to suit every situation. All devices are viewable on an interactive tracking map. Reports are customizable for individual assets or groups with locations and date logs. Reports can be emailed to you daily weekly and/or monthly as required.

Benefits your drivers:

Proof of service, increased security, protection, reduced paperwork, navigational aid, rewards hard work

Benefits your customers:

Faster service, reliable service, accurate service, efficient service, affordable service.

Benefits to Management:

Increased revenue, increased productivity, improved customer service, fewer accidents, helps win new business

Benefits Sales Reps:

Improved territory management, increased security, driver protection, navigational aid.

Industry Applications:

Appliance Repair
Construction
Contractors
Delivery
Electrical
Equipment Rental
Equipment Service
Food Service
HVAC
Janitorial
Landscaping
Municipalities
Oil Field Service
Pest Control
Plumbing
School Districts
Security
Street Sweeper
Transit Systems
Waste Management
Wrecker Services

Contact sales@nutecelectrotel.com for a complimentary consultation

Companies have used 2-Way Radios as a primary source of communications between employees for many years. Unlike cell phones, radios provide instant communication at the click of a button. Other features that make two-way radio communication powerful include:

• Instant Access to All Personnel

Thanks to repeater networks, the limits of radio signals can be greatly expanded so everyone within range of a repeater can hear the communications.

• Improved Customer Satisfaction

Less disruptive communication around customers.

• Faster Service

Greatly reduces go-between time! Unlike a cell phone, you don’t have to wait for a call to connect, nor do you have to spend time dialing the right number. With a push-to-talk feature, users are able to communicate instantly with anyone or an entire user group on the network.

• Increased Efficiency

Multiple staff can be dispatched or relocated promptly without having to be called individually.

• Quick Schedule/Task Changing

Rescheduling and work-load delegating becomes easy and prompt.
• Higher Productivity

Projects can be reassigned as they occur, backtracking is greatly reduced, and locating staff takes mere moments. The end result is a lower cost-per-project.

• Lower Operating Expenses

Some companies reported saving as much as 35% in vehicle mileage due to improved communications by utilizing 2-Way Radios. Reduced mileage also lowers maintenance costs and increases the life of field service vehicles. There are no monthly fees or per minute airtime costs regardless of your talk time usage amount.

• Simplified Tracking

Voice communications and GPS tracking of personnel, vehicles and equipment are in one unit, making it easy to service and maintain.

• Lone Worker Safety

2-Way Radios equipped with Man Down motion/tilt sensors give workers and employers peace of mind when working in hazardous environments.

Contact us today at sales@nutecelectrotel.com

Even if you are filing most documents electronically, in virtual filing cabinets, there are almost always physical documents to be processed. Organizing your system of filing would be a topic all of its own. Here we will address a couple of the physical elements of document management.

Managing Business Documents

Copiers & Printers

One of the more common issues we hear about is paper jams. This can be really disruptive to productivity and may be caused by any one of a number of issues. In the past, this was often a major problem with some copiers. Today`s machines are much more reliable and usually operate with fewer paper jams.

Properly loaded paper can help eliminate some of the paper jam problem. Instead of loading a whole ream (500 sheet package) of paper at once, try separating it into thirds. Fan each of these and square them up before loading them in the machine.

Use quality paper. Sometimes lower cost paper varies in quality from batch to batch. However, there are some brands of budget priced paper that work very well. Find one that gives you the best experience.

If you have problems with printing to thicker paper, such as card stock, be sure to check the specifications of your device to ensure it is designed for the paper you chose. In most machines, if card stock is supported, it should be loaded in the by-pass tray.

If you continue to have problems, you may require a technician to check it out.

Multifunction Printers (MFP)

MFP machines combine the functions of copier, scanner, printer, and optional fax all in one device. Depending upon your device model, you may be able to scan documents for printing, scan to a file, scan to email and ⁄or scan to secure encrypted storage on the hard drive of your MFP machine.

These machines range in size and scope from meeting the basic needs of a small office to full scale publishing machines with built-in document servers. From a practical perspective, the best tip to offer here is that you utilize a maintenance agreement to handle everything so you only need to provide the required paper products.

For a free download of Business Technology Hints and Tips, please click here: Free Download

Nutec Electro Tel provisions business technology solutions that are custom-designed to meet your requirements now and into the future.

Allison Boccamazzo of WebRTC World composed an interesting article entitledSix Key Benefits of WebRTC That You Need to Know. This was a panel subject of the ITEXPO 2014 which took place in August 2014 at The Rio in Las Vegas.

Here’s a summary of what she wrote:

Disruptive technologies are changing the face of real-time communications, especially including Web real-time communications, or WebRTC. Today’s  ITEXPO panel, “The Economics of WebRTC,” presented by Doug Green, editor and publisher of “Telecom Reseller,” explored the potential of WebRTC and why thought leaders are looking at it to heighten business processes.

The panel opened the conversational floodgates by posing the question, “Is WebRTC the destroyer of worlds?” According to Green that is not case, which leads us to ask the question: If WebRTC is not necessarily destructive, can it be innovative? WebRTC provides ample value add for those businesses looking to build off of its potential, meaning there is certainly room for ingenuity. But its ability to be a creative lens is just one advantage of WebRTC. Green presented six other key competitive advantages of the technology:

  1. It’s free: “WebRTC is democratic,” said Green. “It is accessible and, even better, it’s not charging fees.”
  2. Platform and device independent: Green explained that, because it is a browser-based technology and platform and device independent, WebRTC is simple to use and relatively easy to program.
  3. Advanced voice and video quality: Video is one of the most exciting aspects of WebRTC as it grows and sophisticates, making the technology even more appealing. For example, think of customer service and agent-customer communications.
  4. Secure voice and video: At the same time, however, WebRTC also provides secure voice and video. It is in this way that you can really have the best of both worlds—security and incomparable quality.
  5. Adaptive to network conditions: Due to the flexible, browser-based nature of WebRTC, the technology is adaptive to a wide array of network conditions—a huge competitive advantage.
  6. Interoperability with VoIP and UC solutions: Last but certainly not least is that WebRTC is interoperable with VoIP and unified communications solutions, meaning it can be seamlessly integrated into virtually any company’s existing technology infrastructure.

Looking forward to WebRTC in 2016

Web RTCWebRTC promises to continue being a very popular tool for business. The Real Time Web Solutions Conference coming up August 1 to 4, 2016 in New York City will include a significant focus on WebRTC along with a full range of capabilities and components to deliver a complete web communications solution.

With today’s economy, it is even more important for business to embrace WebRTC as part of their initiative to reduce costs and remain effective and competitive. Nutec Electro Tel is pleased to offer our clients the ability to communicate and collaborate securely – anywhere, anytime on their various devices and applications of choice. WebRTC may soon become an integral part of your overall telecommunications strategy.

Contact Nutec Electro Tel for details:

www.nutecelectrotel.com  email:  sales@nutecelectrotel.com

There are some great telephone tips and training available from officeskills.org. Here are a few of them:

Tips for the Receptionist or Secretary

  1. Presenting a professional image, both in person and on the telephone, is very important in the Office Skills profession. Taking care of your customers over the telephone and making them feel well informed and appreciated is essential. Whether you are the front office receptionist or an executive secretary, the following phone tips should always be followed.
  2. Speak clearly. A picture paints a thousand words but the caller on the other end of the phone can only hear you. They cannot see your face or body language. Therefore, taking the time to speak clearly, slowly and in a cheerful, professional voice is very important.
  3. Use your normal tone of voice when answering a call. If you have a tendency to speak loud or shout, avoid doing so on the telephone.
  4. Do not eat or drink while you are on telephone duty. Only eat or drink during your coffee break or lunch break.
  5. Do not use slang words or Poor Language. Respond clearly with “yes” or “no” when speaking. Never use swear words.
  6. Address the Caller Properly by his or her title. (i.e. Good morning Mr. Brown, Good afternoon Ms. Sanders). Never address an unfamiliar caller by his or her first name.
  7. Listen to the Caller and what they have to say. The ability to listen is a problem in general but it is very important to listen to what the caller has to say. It is always a good habit to repeat the information back to the client when you are taking a message. Verify that you have heard and transcribed the message accurately.
  8. Be patient and helpful. If a caller is irate or upset, listen to what they have to say and then refer them to the appropriate resource. Never snap back or act rude to the caller.
  9. Always ask if you can put the caller on hold. If you are responsible for answering multiple calls at once, always ask the caller politely if you may put them on hold. Remember that the caller could have already waited several minutes before getting connected to you and may not take lightly to being put on hold. Never leave the person on hold for more than a few seconds or they may become upset and hang up.
  10. Always focus on the call. Try not to get distracted by people around you. If someone tries to interrupt you while you are on a call, politely remind them that you are on a customer call and that you will be with them as soon as you are finished.

Telephone et2Making Calls

  1. Always identify yourself properly. When calling a client or customer, whether in person or when leaving a message, always identify yourself properly by providing your name, company name and contact telephone number. For example, “Good afternoon Mr. Brown, this is Ms. Brown from Nutec Electro Tel. My telephone number is 800-898-3336.” Always be aware of confidential information when leaving messages. Also, be aware of people around you while talking on the phone. Be discreet!  Someone next to you might overhear confidential information that could negatively affect your business.
  2. Avoid leaving long winded messages. Remember, someone has to listen to your message, write it down and then act upon it. Your message may be just one of many messages that need to be handled. It is often a good habit to write down or type out your message in advance. Keep it brief and to the point.

Credits and gratitude to officeskills.org

Emails are a well established method of communicating with prospects and customer. Leslie Ye offered the following important tips to help make this process a successful component of your sales activity.

1) Draw a connection between you and your prospect.

Hook your prospect within the first two sentences of your email. An unsolicited email is inherently interruptive, so don’t throw away your shot to connect with a weak intro.

Examples:

  • “I see you’ve been consistently reading our blog posts.”
  • “You just downloaded our guide to the most popular floral arrangements for summer weddings.”
  • “Congratulations on the new position! I see your previous company used to use our software.”
  • “You fit the profile of many of our most successful customers.”

P.S. If you can’t think of a single good reason why you’re reaching out, don’t.

2) Provide immediate value.

Follow up on your reason for reaching out and offer guidance or suggestions, establishing yourself as a trusted advisor.

Examples:

  • “Have you seen this article addressing Y problem you tweeted about last week?”
  • “We’ve seen success in X area with A, B, and C strategies.”
  • “Companies like yours who follow X strategy often fall short in the areas you’re researching. Try A, B, or C instead.”

3) Leave them with food for thought.

If you have additional resources or more insight to offer, that’s great! But don’t write your prospect a dissertation. Include one or two links to additional articles or attach a more in-depth resource that digs deeper into the issues you’ve already brought up.

For example, if you’ve offered advice on social media strategy and you see your prospect is strong on Twitter but not LinkedIn or Facebook, you could include a more in-depth guide to getting started on either of those social networks.

4) Include a call-to-action that’s aligned with their buyer stage.

There’s no easier way to appear too salesy than to ask for too much. If your prospect has downloaded research, ask for a preliminary call to talk about their needs and their problems to see if you can help. On the other hand, if they’ve downloaded bottom-of-the-funnel content, feel free to ask for a call to discuss whether you’re a mutual good fit.

Credit to: Leslie Ye | @lesliezye