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6 Reasons Why A Phone Conversation Is Better Than An Email

We all know that these days, businesses run almost entirely on email. If you're under the age of 30, you'll almost certainly be using smartphone apps to the fullest extent possible. However, neither an App nor an email can substitute for the importance of a phone conversation.

In today's corporate world, sending a quick email is considerably faster (and easier) than picking up the phone to speak with someone. To be sure, phone calls in the workplace should be used for communication rather than conversation.

A good old phone conversation, on the other hand, is worth its weight in gold if you want to develop genuine relationships with your colleagues, partners, or clients. The tone of your voice, intonation, and word choice can all make a big difference in a single phone call. To put it another way, the phone makes you more empathetic.

When your company's voice is heard, you want them to hear your success, not network noise or phone system static. That's whybusiness phone solutionsbyVivantare designed with your company in mind.

For a variety of reasons, a phone call is sometimes preferable over an email or text. But, if you want to preserve solid personal and professional relationships, here are six of the most critical ones.

6 times when a phone call is preferable to an email

  1. When the topic is sensitive:
    When emotions are running high, the easiest way to discuss the subject is over the phone. A warm, honest, or compassionate voice demonstrates to the other party that you care enough to work through the situation.Emailing sensitive discussion topics is a high-risk activity. In some cases, using an email to discuss sensitive topics may be considered impolite. You're much better off handling sensitive, personal, or potentially negative discussion topics in a one-on-one setting.Consider situations where you don't want to get it wrong, such as a poor performance review, illness, or death.
  2. When you anticipate that there will be questions:
    Eventually, you'll find yourself in a scenario where you'll have to respond to a flurry of inquiries. Having a real-time two-way dialogue with one or more people is the best method to cope with this.Emailing back and forth on a problem isn't particularly efficient. Rather than spending hours or days attempting to resolve an issue via email, a brief conversation may be able to accomplish more in less time.Attempting to address this via email results in time delays and the potential for misinterpretation as each party waits for a reply.
  3. When you want to foster a sense of community:
    In the workplace, camaraderie refers to the companionship and community that develops between coworkers, as well as the understanding, loyalty, and trust that develops. It all comes down to being able to collaborate effectively.Phone conversations, whether for networking or personal catch-up, are an excellent method to improve rapport.You could check up by email, but a phone conversation allows you to add layers of information to an engaged discourse. Camaraderie is inextricably linked to the exchange of emotions, and phone conversations may accomplish this far more effective than emails.
  4. When the subject is complex:
    There are occasions when a difficult topic emerges. Attempting to explain things via email takes a lot more time and work to type all of the responses and replies.A phone call is more efficient since you can interact in real-time. This way, questions, and answers are instantly shared.Everything may appear to be in disarray if you are still in the brainstorming and idea-hashing stages of your work project. Writing an email when you don't have a firm grasp on your ideas won't look good in this situation. In other cases, that email might end up somewhere you didn't expect or want it to.So, save yourself the headache and embarrassment and make a phone call to discuss it with someone. Calls allow you a lot more latitude for the kind of exploratory idea generation that leads to good results.
  5. When you need to address a problem quickly:
    According to recent studies, the average worker spends 28% of their workweek reading and responding to emails. Managing your emails requires a lot more time and effort than you might imagine. It takes a lot of effort to successfully organize your inbox and keep it as memory-friendly as possible.Urgent situations arise frequently. In these circumstances, waiting for an email response is neither practical nor wise. The easiest technique to deal with time-sensitive instances is to have a direct phone conversation so that there are no time delays.Of course, we're not suggesting that you make a phone call for every item with which you need to communicate. This could be interpreted as insecurity. Instead, reserve phone calls for urgent or time-sensitive matters.In these high-priority situations, opting for a phone call ensures that your message is not mixed in with the rest of an email queue.
  6. When you need to make sure the proper tone is conveyed:
    The majority of people are unconcerned about the text messages they send to close friends and relatives. Email communications in the workplace, on the other hand, can be tricky. Without laughing emojis, jokes might easily be misconstrued as an insult or worse.Even if you're careful, there's a lot of room for misinterpretation in the email messages you compose. A phone conversation, on the other hand, allows you to communicate beyond your words through back-and-forth communication. Your voice's tone and rhythm convey both meaning and emotion.

Vivant is the #1 choice for business phone systems

When it comes to powerful communication features and crystal-clear voice quality that exceeds industry standards, Vivant is head and shoulders above the competition.Get in touchwith our business phone experts today!

Read the blogThe Basics of a VoIP Business Phone System: Modernizing Communication

Why Your Company Requires a Backup Internet Connection

As more businesses rely on the Internet for critical operations, it's important to consider having abackup Internet connection. In the past, the Internet was mainly used for sales, purchases, and communication, but now, businesses depend on it for running essential systems like CRMs, HR systems, accounting, and video conferencing.

Having a single internet connection poses a risk. Relying solely on the internet leaves businesses vulnerable, as any disruption can lead to costly downtime. For instance, an internet outage can jeopardize access to important business data, resulting in financial losses.

The Critical Need for a Backup Internet Connection

Studies show that each minute of downtime can cost a small business anywhere from $137 to $427. Considering the impact on critical business processes and the potential wait time for service to restart, it becomes evident that having a backup strategy is crucial. Surprisingly, only 13% of firms have such a plan in place.

While larger businesses tend to lose the most money and productive hours in the event of connectivity failure, the consequences affect all types of businesses, regardless of their size. Therefore, having a backup internet connection is essential for maintaining uninterrupted business operations.

The benefits of adding a Backup Internet connection

Adding a second internet connection to your business offers several benefits. Internet outages can occur due to various reasons such as bad weather, faulty cables, or issues with your ISP's server. Since you have no control over when or how long the outage will last, having a backup internet service is crucial to maintaining stable connections in your office.

Why ISP Redundancy is Beneficial for Your Business Connectivity

Here are some of them:

  1. Redundancy/Failover:If one connection breaks, having a backup ISP can help you avoid downtime and keep your employees connected at all times, especially during server updates or network infrastructure work.

  1. Efficient management of bandwidth demands:By integrating both ISP connections into a single delivery pool using a Software-Defined Wide Area Network (SDWAN), you can prioritize bandwidth to meet the needs of users and processes, resulting in a faster network that can continue to function even if one of the ISPs goes down.

  1. Enhances the customer experience:Having a secondaryinternet service providercan help you maintain a reliable internet connection, which is crucial for providing prompt responses to customers via phone, email, or website chat. This can significantly impact lead conversion and customer retention.

  1. Segmenting your network for more security options:By using two ISPs, you can segment your traffic, putting sensitive information-holding devices on one ISP connection and guests and less secure devices on the other. This separation of traffic helps protect data from potential security risks.

Enhancing network reliability and speed with Vivant's backup ISP solutions

Vivant offers comprehensive support for setting up abackup ISP connectionfor your company. Collaborate with Vivant to access the fastest and most reliable internet solutions available in the market. Our ongoing commitment involves seeking out innovative ways to cut costs, enhance operational efficiencies, and drive innovation.Contact us todayto explore the possibilities.

New Tips Customer Service Etiquette: Phone, Chat, and Email

Ensuring your customers receive excellent customer service is crucial for growing a successful business. Maintaining customer satisfaction shows that they are getting the attention they deserve. This is exactly what Vivant's VoIP solutions can help your company with.

Customer service etiquette is crucial for enhancing customer interactions and demonstrating professionalism. It can improve communication, help make a positive impression, and develop professional relationships that may lead to sales. This article provides customer service etiquette, explains its importance, and offers 12 tips for delivering exceptional customer service with politeness and professionalism.

What is customer service etiquette?

Customer service etiquette involves using good manners to demonstrate professionalism and effective interpersonal skills when interacting with customers. It helps service professionals make a positive impression, deliver high-quality service, connect with customers, and understand their needs through good communication and listening skills.

Why is customer service etiquette important?

Good customer service manners are key to building strong, professional customer relationships and improving service quality.

Improve customer loyalty

Providing consistently positive and professional service can boost customer loyalty, leading to repeat business and a stable customer base, which increases long-term revenue.

Develop trust and respect

Building trust and respect between customers and service professionals leads to better communication, problem-solving, and personalized service, benefiting both parties.

Increase conversions

Excellent customer service can lead to more sales by turning potential customers into actual buyers, helping a business meet its goals.

Boost the company's reputation

Positive customer service experiences can lead to word-of-mouth recommendations, enhancing a company's reputation and increasing sales and customer base.

Discover 12 essential strategies for exceptional customer service etiquette

1. Be genuine and transparent

Being open and honest about a product's or service's value helps customers decide if it's right for them and leaves a good impression, even if they don't buy it.

2. Engage proactively with customers

Proactively engaging with customers involves initiating contact to offer help and being attentive and responsive during interactions to better understand and meet their needs.

3. Request feedback regularly

Regularly asking for customer feedback helps you understand what works well and what needs improvement, allowing you to enhance your service.

4. Personalize the conversation

Making conversations personal, like learning names and asking about their day, makes customers feel valued and improves service.

5. Practice active listening

Active listening is about fully focusing on the customer, which helps build a personal connection and encourages open communication. To actively listen:

  • Use nonverbal cues like nodding and smiling to show agreement.
  • Use verbal cues such as repeating questions to demonstrate you understand their needs.
  • Reduce background noise to better concentrate on the customer.

6. Show gratitude

Showing gratitude means thanking customers to make them feel appreciated. It's good to thank them for their time, patience, and interest, which can lead to a positive experience for them.

7. Demonstrate professionalism

Professionalism sets the right tone in customer conversations. It involves using respectful titles like ‘Mr.' or ‘Ms.', steering clear of casual language, and answering requests quickly and with courtesy. A professional demeanor makes customers feel valued and often leads to a mutually respectful dialogue.

8. Get support from team members

A team-focused environment enhances customer service manners. High etiquette standards across the team boost motivation and support for providing top-notch service. Plus, trust in your team's help makes tackling customer service issues more manageable.

9. Use good interpersonal skills

Good interpersonal skills, like empathy and patience, aid in effective communication with customers. Being friendly and enthusiastic makes you more accessible, helping customers feel at ease seeking help. These skills foster positive customer relationships, benefiting both them and the business.

10. Maintain consistent communication

Maintain regular communication with customers. If there's a delay, update them on their request's progress. Keep in touch between visits, perhaps by sending updates or promotions via a mailing list.

11. Show confidence

Confidence in interactions can boost customer trust. Showcasing belief in your products encourages customers to try them. A confident approach makes you appear informed and supportive, enhancing customer reassurance in your expertise.

12. Choose the right words

When talking to customers, it's important to pick your words thoughtfully. Explain the benefits using clear, descriptive language and consider the customer's familiarity with your industry.

Customer Service Phone Etiquette

Phone calls are still a major method of customer service. To improve this experience:

– Use automation, such as Vivant'sPhone System, to make calls more efficient and connect customers with skilled agents quickly.

– Integrate with CRM systems to address customer issues directly without gathering redundant information.

– Answer calls promptly, within three rings.

– Listen carefully to understand the problem.

– Begin formulating a solution as the customer describes the problem.

– Ask for feedback at the end of the conversation.

– Follow up with solid solutions if there's a significant wait. These practices can lead to improved customer satisfaction and more efficient service.

Customer Service Email Etiquette

Email is an important customer service channel, but a high volume of tickets can be overwhelming for agents. To improve response times:

  • Use Vivant'sVoIP systemautomation to acknowledge inquiries promptly and provide a resolution timeline.
  • Ensure each query is logged in the system for efficient tracking.
  • This system reduces unnecessary follow-ups and keeps customers informed.
  • Staying responsive to client needs is crucial, and Vivant's reliable uptime helps businesses remain accessible at all times.

Chat Etiquette for Customer Service

Live chat is a popular customer service tool because it's cost-effective, compatible with many platforms, and offers immediate assistance. Clear and straightforward language is key to preventing misunderstandings and building trust. Informing customers about hold times due to agent collaboration ensures transparency. Vivant's live chat integrates timestamps and names in transcripts for easy reference, offering a convenient and preferred support option, bypassing the delays of phone or email communication.

Provide a next-level customer experience

By following these key practices of customer service etiquette, you ensure your customers receive the attention they deserve and increase customer loyalty. Since many businesses compete on customer experience, failing to recognize the importance of proper support etiquette can drive customers to your competitors.

Establish clear etiquette rules that are standard for all your employees, and invest in employee etiquette training. This will help your team treat customers like friends of your business and assist them with warmth and honesty.

When customers receive excellent customer service, they often develop loyalty to your business. Remember to follow up with a customer satisfaction survey after resolving their issue to find out if they are truly happy with your assistance or if there's something you can improve on. For more information about our VoIP phone solutions for your business,contactVivant now.

Read the blogStreamlining Success: Enhancing Efficiency by Integrating Phone System.

Why Your Small Business Needs a Professional Phone System

You might have a few business phones when you're starting out, but you will need to upgrade tosmall business phone systemsas you grow. Here are some reasons to upgrade to a professional phone system for your small business.

You Want to Stay Connected at All Times

You never know when a customer will call to inquire or place an order, especially in this century where businesses run 24/7. First impression matters, and customers will quickly judge you from how fast you respond to their calls.

A professional phone system connects you to your customers anytime and anywhere. So, whether you're working from the office or at home, you can easily manage calls with small business phone systems.

Excellent Customer Support

Small business phone systems project a professional image, benefiting small and medium-sized businesses with limited resources. You can easily collaborate tasks among employees within and outside the business premises.

Professional phone systems provide a wide range of communication channels, including a live chat, to help your customers reach you more conveniently. As a result, your customers will enjoy top-notch service.

A hands-Off Approach

Professional phone systemsare offered and managed by another entity that's not part of your small business. You can control your inbound and outbound calls from customers and clients without an internal network administrator. This allows you to focus on other core business activities.

Also, if your business call volume has increased, a professional phone system can help you keep up with the call volumes to satisfy your customers.

Access More Phone Features

Professional phone systems come with state-of-the-art features to allow integration and streamline your business operations. You can automatically place a caller on hold or route calls to an appropriate person in your business. This increases the efficiency of your calls while enhancing the customer experience.

Additionally, professional phone systems allow you to integrate your business phones with other platforms like your email or website. Some phone systems have enhanced analytics features to give you more insight into your business' call flow and collaboration process. As a result, you can quickly get a complete view of your customer interactions and business performance.

Need a Small Business Phone System?

Your communication needs will evolve as your business expands. Therefore, you should have a professional business phone system that offers flexibility and security to your calls.

With a modern phone system, you can manage all your business calls from anywhere and at any time. In addition, you have access to advanced features that allow you to integrate your business operations and offer excellent customer support service.Contact usfor modern small business phone systems.

How Integrating Your Phone System to Your Business Management Platform Makes You Efficient

This is particularly true when it comes to Vivant VoIP business phone systems. OurVoIP phone systemsare unbeatable in terms of ease of use, cost savings, and vastly improved mobile communications capabilities.

Having an effective business management platform, on the other hand, is just as important in today's market to stay competitive.

Using numerous tools to manage all business activities isn't a major concern when a company is first getting started. However, as the business grows, the expenses of efficiency and time may begin to mount.

Business management platforms help companies address their expanding operations and growth.

Modern Business Management Systems Solutions

New business software solutions appear to be introduced into the market daily. Needless to say, now is an exciting time to look into business tools. The various ways in which they can be integrated into your VoIP business phone system are particularly exciting.

Vivant is an obvious choice for businesses looking for the bestVoIP phone serviceto integrate into their business management system. Our well-known 100 percent uptime guarantee ensures that your communications remain uninterrupted.

As a result, business owners can concentrate on what they do best: providing world-class service to their customers.

5 Ways a Vivant VoIP Phone System Can Help Your Business

The integration of Vivant's VoIP cloud telephone system with your business management platform adds a layer of functionality that enables quick and effective customer care. Let's look at how businesses can achieve success and maximize earnings by using these powerful technical solutions:

  1. Customer Relationship Management Software:
    Sales and support employees can anticipate a customer's demands in real-time thanks to CRM connectivity. A good CRM integration connects an agent to the profile of an incoming caller. For new callers, the system can simply create a new support ticket using the caller's details.This saves the agent time and allows them to focus on the customer rather than digging for information while on the phone.Sales professionals can use information from a contact's CRM profile to better understand the context of the interaction. Client information such as the number of website visits, the items seen, and previous purchases are all essential.This also cuts down on the time spent at the start of the call asking irrelevant questions. The agent can then get right to work on converting the caller into a customer.Using call data incorporated into yourVivant VoIP phone system, the marketing department can assess multiple tactics and gauge client satisfaction. CRM data can ultimately boost customer satisfaction by promoting>VoIP Integration with Business Management Platforms

    To summarize, VoIP integration is a technology that enables your Vivant VoIP phone system to interact with other corporate systems. As a result, you'll be able to get the most out of each of your current applications. To boost productivity, both employees and technologies should work together.

    Maintaining on-premises legacy systems wastes time and money that may be better spent helping the business grow.

    Business management tools refer to all of the systems that organizations use to adapt to changing markets. They help to maintain a competitive position and improve business performance. Integrating them with cloud-based VoIP solutions such as Vivant is critical for businesses of all sizes now and in the future.

    Contact ustoday to learn more about integrating your business management platform withVivantVoIP phone systems.

    Read the blogBusiness Phone Systems

Connectivity and Importance of Internet As a Utility To Any Business

Families with working parents and children who want to take online classes. All of this, combined with media consumption and gaming, has pushed connectivity to the ultimate test.

If it wasn't obvious before, it's now obvious that internet connectivity is required to thrive in today's environment. We could argue that internet connection is the second-most important utility, second only to electricity.

Vivant offers the best VoIP phone service options tailored to the business sector. Unlike most other VoIP system providers, our well-known 100 percent uptime guarantee helps us stand out.

This allows business owners to focus on providing outstanding service to their clients while we manage your communications.

Let's look at why your small business needsbusiness-class Internet access.

The Internet as a Business Utility

The internet is the lifeblood of today's business world. Your company requires business Internet connectivity that is fast, dependable, and high-quality at a reasonable price. Any delay on your part could be interpreted as disregard to the client's needs, or even worse, ineptitude.

For a wide range of businesses and organizations, a high-speed connection is essential.

Public WiFi can be good for business

Businesses that gave free WiFi to their guests were virtually unheard of just a few years ago. To be fair, financial, and legal ramifications precluded them from doing so. These days, however, businesses offering free Wi-Fi appear to be a common occurrence.

Several statistics and success stories have contributed to Wi-Fi being available to all. Stores, restaurants, and merchants have realized that providing internet to their customers and visitors is preferable. It is even feasible to monetize your Wi-Fi through advertising and marketing!

If your small business serves customers in any way, you'll need public WiFi. There are several business advantages. For starters, establishing a relationship with customers to make them feel at ease. This is a great way to motivate them to stay longer and spend more money.

As with air conditioning and proper lighting, providing such connectivity is becoming increasingly important. It's more of a utility than a nice little “extra.”

Your public WiFi is an important element of your client experience and should be a reflection of your brand, so make it great. By offering an access gateway and simplifying the login process, you can provide your guests with a memorable customer experience.

Improved Productivity and Flexibility

Telecommuting and remote work are growing more popular. High internet speeds enable remote teams to collaborate easily, regardless of distance. This can be through virtual office environments, video conferencing, and other means.

Employee productivity, motivation, and satisfaction improve when they have limitless Internet access, sufficient management, and monitoring. Employees can use the cloud computing capabilities of Vivant's hosted PBX system to collaborate with one another and with clients both near and far.

The cloud also stores data and documents that may be accessed from any location, at any time, and using any device. However, for any of this to work properly, you must have a dependable internet connection with an adequate bandwidth. The solution is business-class Internet by Vivant.

Phone systems, like all IT activities, have improved tremendously because of digital technology. Vivant VoIP services connect your phone system to your company's digital network. This enables it to enhance the efficiency of your data network and reduce the need to operate two networks.

We have assisted countless small company customers in saving tens of thousands of dollars per year in labor costs. Many of them can eliminate most issue tickets using the automation tools built into our VoIP services.

They even recovered 80 hours of production per week for the IT crew. Before the switch, they spent much of their time on routine duties and office relocation.

Faculty and employees can now transfer offices and simply plug their phones into the wall in their new location. All administration is handled by the system.

Cost savings

It's normal to believe that upgrading your phone system will cost a fortune. Fortunately, when switching to Vivant's Hosted PBX unified communications platform and VoIP phone systems, this isn't the case.
Many businesses prioritize enhancing other aspects of their operations before modernizing their communications infrastructure. A modern phone system, on the other hand, can provide a competitive advantage. You can use a mobile app or a web interface to answer inbound and outgoing customer calls while on the go.

Vivantincludes system maintenance and updates as standard. That means you'll save money by cutting down on the time and money spent on system updates and general equipment upkeep.

Another area where firms will save money is in hardware. Because a cloud communications system is software-based, you won't need as much hardware as you would with an on-premises solution.

The average savings experienced by businesses after converting to a VoIP system range from 30% to 50%. While the amount saved varies by company, practically all of them see a significant reduction in their telecommunication costs.

Companies who convert from an on-premise phone system to acloud-based VoIP systemlike Vivant's see the most significant expense savings.

Access to the internet is essential for businesses to succeed

As a small business owner, you may not be aware of your connectivity requirements. However, in 2021, it's critical to realize that you rely on the internet for almost everything.

Make sure you have a strong connection that can scale, service customers, and keep your team's workflow running smoothly. Consider upgrading to business-class connectivity with Vivant to accomplish this efficiently.

Having a dependable internet connection is essential, but outages sometimes occur due to accidents or external pressures. WithVivant's SmartCONNECT technology, you can be assured that you will never lose revenue due to an internet outage. At a low cost, this is an ideal choice for small businesses.

Contact Vivanttoday to learn more about how our VoIP solutions can help your business grow.

What is a VoIP Business Phone System?

How does VoIP Work?

In a nutshell, aVoIP service providerroutes a call between two or more callers over the internet.
When a call is made, the analog signals are converted to digital signals on the caller end. Then the signal takes multiple different forms available in the protocol on its transit to the receiver end.
The service provider has one or many VoIP server(s), which they use to connect calls to the internet and to Public Switched Telephone Network (PSTN)
In aVoIP telephone system, all that is required is a desk telephone on the user end and a call routing server for service providers. With this typical setup, there is no need for an on-site PBX system which saves money and provides a more resilient infrastructure.
Data management and security of telephone systems are made possible through cloud computing technology. This means that service providers can monitor and adjust the system remotely in order to scale or fix issues much faster without sending a technician on-site
When you use a business phone system, you are in effect saving your company costly expenses since most companies have a fiber or cable broadband connection that is already sufficient to operate a VoIP phone service

The Benefits

For most, if not all companies, the goal at the end of the day is to maximize profits by cutting down operational costs and maximizing efficiency. Internet phone service systems make this possible by providing your business with reliable and flexible services at a fraction of what it would cost in traditional systems.
While it may be tempting to have an in-house server dedicated to calls, the operational costs and lack of redundancy and scalability outweighs the saving benefits you would otherwise be aiming for.
Communication requirements in the workplace are ever-present, and this means that the communication channels should always be as reliable as can be. VoIP makes it possible for your staff to work from anywhere and everywhere if they have an internet connection through smartphone integration. This eliminates the need for a company to have their staff fixed at their work desks to use the company's communication channels. The work freedom makes it possible for staff to work out new and existing business prospects from where they feel most comfortable.
With the internet being widespread and almost a need in most business environments, it is safe to say that almost every company has a paid internet connection. While a business may not maximize its bandwidth allocation, mostInternet Service Providers(ISPs) charge a flat rate for their connections. Using a business phone service system ensures it makes full use of its bandwidth.
You can tweak the existing infrastructure of a company to enable use with an internet phone system. In analog phones, you can use an Analog Adapter to make it work with the new system.
Business phone systemseliminate the need for complex infrastructure to make communication possible. While landline technology came with the need to have cables run all over the premises, most devices come with wireless capabilities or utilize the existing internet wiring in place. You can see this even from the use of integrated personal devices like smartphones.
Using VoIP, you can get detailed caller insights such as the total number of inbound and outbound per each advertising channel, the number of answered, missed and voicemail calls, each user's activity per day and hourly, and much more actionable insights otherwise not available in a traditional phone system.

Features VoIP Has to Offer

Using this type of system not only makes high-definition voice calls possible, but it also opens up a wide array of possibilities, all made possible by the internet.
Here are some of the features and benefits your company will get to enjoy when you switch to a business system:

Conference Calling

It is possible for you to have simultaneous communication with many people without loss in voice quality. Depending on the package you have subscribed to, the service providers can configure it to let you make conference calls with varying numbers of participants.

High-definition Voice-call Quality

Compared to landline technologies, VOIP lets you enjoy clear voice quality in your calls. These advancements in communication technologies make the connections less prone to external interferences, therefore, improving call quality.

Unlimited Calling

When making calls over the internet, you are not limited by the bounds of the physical locations of the connection lines. While in landlines, calls were only possible within the connection range, calls span through the breadth of the internet itself. This makes it possible for you to enjoy even international calls at near-negligible rates when compared to other technologies like landlines.

Call Queueing

Depending on your subscription, you can tweak your service to queue your calls whenever your team is held up automatically. This makes it possible for you to keep your customers engaged and patiently waiting at times when no one in your team can get to the phone.

Voicemail-to-Email

For any company, continuity is essential, and any revenue loss is not good. When using our services, the voicemails you receive can be routed to any email account, making it possible for it to be acted upon promptly, therefore maximizing your team's efficiency

Smartphone Integration

Our systems can be integrated to work on devices other than desk phones. This is possible using apps for both Android and iOS, giving you access to the communication systems whenever and wherever if you have an internet connection. You can also use built-in phones in your browser to provide you with a complete unified communication system no matter where you are.

Read the blogThe Role of a Robust Phone System in Business Performance

Why Having a Redundant Network Is a Must For Any Business

Businesses rely on their internet provider for a service that allows them to carry out cloud processing, marketing, outsourcing, eCommerce, client relationship management, video conferencing, remote operations, data storage, and communication. Consequently, a breakdown in this internet connection can cripple the business resulting in heavy losses.

The apparent problems resulting from internet breakage and downtime have necessitated an innovative solution. Therefore, redundancy is a vital consideration for all firms that have a framework that relies on a steady connection. This connection forms a vital part of business operations, and it ensures this connection runs optimally despite unforeseen mishaps and externalities. Network redundancy entails incorporating additional networking devices and configuration to ensure that the business enjoys an uninterrupted internet connection throughout its operations. This article looks at why having network redundancy may be one of the most worthwhile investments for your business.

What causes internet downtime

There are numerous possible causes for these troublesome internet breakages; a provider may be affecting infrastructural or firmware upgrades resulting in internet breakages. These outages may also result from a failed link between your devices and the internet provider. This broken link may be due to a storm or any other externality. Faulty or worn equipment can also be a notable culprit. Internet providers quite often rely on backbone networks which can interrupt internet connections when they go out. Power outages may also result in internet breakages as most internet frameworks are dependent on the availability of power. Given their nature, hardware components tend to wear out over time, resulting in failures that can sever internet connections. Upgrades may also cause problems in internet connectivity, especially when incompatible components are being used for firmware and hardware. It is a competent way of ensuring that these hazardous instances do not vastly impact the performance and productivity of your business.

Benefits of a redundant network

Having a redundant network is vastly beneficial for a business firm with notable bandwidth demands. A single connection may not be able to handle these tasking demands, resulting in slow connectivity and lagging. Processing large tasks become next to impossible in this case. Setting up a redundant network such as a Software-Defined Wide Area Network (SD-WAN) allows you to merge various ISP connections into one that can handle the business's bandwidth requirements. Not only will it be faster, but it will also be able to operate optimally in case one ISP connection goes out.

Internet interruptions can be quite costly for any business. The internet tends to go off for moments at a time, which can interfere with your firm's productivity levels. Once this connection is severed, it takes a considerable amount of time to return to optimal levels of operation. Utilizing technology such asSmartCONNECTallows your business framework to switch to another connection in case of internet outages seamlessly. This switch allows the business to run smoothly and consistently.

Effecting network redundancy allows you to better prepare for sudden internet outages that can last for long periods. It is not uncommon for internet providers to have downtime lasting up to 24 hours or even more. These long periods without connectivity can be quite detrimental to any business. Clients will not be able to reach your business, and you will not be able to offer your products and services in a timely and efficient way. Having a redundant network allows you to operate consistently, even with externalities that interrupt your steady internet connection.

“Redundant ISP connections allow you to keep operations even when other competitors are unable to. Offering uninterrupted services when other similar businesses can't do the same gives you an absolute advantage on the market scene. Your business will be able to pull in more clients as they seek out the next most reliable option. Clients tend to find the consistency and reliability of any business quite appealing, and this could vastly improve your sales”.

It is commonplace for businesses to lose their clients as a result of unavailability and inconsistency. A poor internet connection makes it hard for businesses to reach you and may also worsen customer experience. Bad customer experience is one of the most notable causes of any business's decline, hence the need for an efficient customer support framework.

Network redundancy can be used as a security measure for your business. Quite often, businesses allow their clients to connect to their internet via unknown devices. These devices pose an apparent risk as they can allow for espionage, infiltration, and malware attacks. Having numerous ISP connections allows the business to segment each sector based on their different connections. Therefore, clients can be given a dedicated connection that will not interfere with the business's vital sectors. Internet security is very important, and segmentation coupled with it can be quite formidable in shielding off apparent vulnerability. Having a redundant network will also keep internet traffic from different endpoints separate. Sensitive information from one department will not be relayed across the same network, which unauthorized parties can easily access.

Tips on how to set up a redundant network

A well set-up redundant network has vast benefits, as seen above. Setting up redundancy is an intricate process that professionals should do for the best results. It would be best if the entire network were made fully redundant. There should be backups for power, ISP, devices, cables, and even VoIP. This backup framework should be as simple and neat as possible to make repair and maintenance easy. Businesses may also consider using 4G as a viable alternative for backing up primaryinternet service providers. These measures will ensure that your business gets the most out of setting it up.

Conclusion

Internet downtime can result from a myriad of factors, including technological errors, natural phenomenon, or simply human error. For a business to avoid these costly implications resulting from internet downtime, it would be best to employ a reputable internet wireless provider who guarantees unlimited uptime or a competent fixed wireless provider. In the long run, internet redundancy is a worthwhile investment as it provides a competent buffer against losses resulting from a broken internet connection.

For more information about Vivant'sSmartCONNECTtechnology orSD-WANofferings, please refer to the linked pages.

How to Improve Remote Work Virtual Collaboration

Vivant's business virtual collaboration tools will allow your teams to collaborate from different locations. Most importantly, they will be able to incorporate the same technologies into their work processes that they would if they were in their office.

According to arecent report, over 40 million workers in the United States alone will be fully remote by 2025. That represents a 5% increase in remote work from just two years ago. As remote work becomes more common, the need for a solid framework for virtual collaboration has become an urgent business requirement.

Still, too many employers fail to provide reliable tools to help employees collaborate virtually. As a result, they frequently experience issues such as delays, decreased productivity, and a reduced revenue stream.

Vivant VoIP can facilitate virtual collaboration

Choosing a virtual collaboration platform for your company can be a lot trickier than it seems. There are many suppliers on the market, but choosing the wrong one could cause more problems than it solves.

Vivant offers professional-levelbusiness VoIP phone serviceat consumer-level prices. What distinguishes us from the competition is that our VoIP plans include all of the features and functionalities you require right out of the box.

Let's take a look at how our virtual collaboration tools for business can help make your teams more productive and your business more profitable.

What is virtual cooperation and how does it work?

Virtual collaboration allows people to share information and ideas online or when they're working from separate locations. Video conferencing, emailing, and instant messaging are just a few of the tools that businesses and individuals can use to communicate with one another remotely.

Do you have teams that work from international locations? No problem! Vivant makes it easy for offshore workers to use the same technology and virtual communications tools to simulate the benefits of in-person interactions.

Here are a few examples of how you can use virtual collaboration to help you share ideas and complete tasks:

  • Video conferencing:Video conferencing increases productivity, saves time, lowers travel costs, and promotes overall collaboration. The advantage of video conferencing is that it allows for all of these benefits to be realized without the need for constant travel for face-to-face communication.
  • Instant messaging:Collaborators can connect quickly and securely using instant messaging. Some communication platforms allow users to form groups to organize communications and collaborate with specific group members on a case-by-case basis.
  • Tools for online collaboration:Some online collaboration solutions allow users to view shared files and make real-time modifications. Authorized members can also impose restrictions or limit access to information to certain contributors.

Tips to help you improve your virtual collaboration

Despite the numerous advantages that virtual collaboration can provide for businesses, it is not without its own set of challenges. The good news is that we're about to provide you with some helpful tips to help you overcome these common issues.

As you'll quickly discover, a few tweaks here and there and virtual collaboration will become an indispensable tool for your day-to-day tasks.

  1. Use visual tools to increase collaboration:According to studies, visual thinkers account for more than 60% of the population. In other words, we process words as a series of images and learn more effectively through visual means.It's critical to consider the function of visual thinking tools in ideation, workflow, and collaboration to guarantee we're communicating as effectively as possible.

    Using a virtual whiteboard can help your team members become more engaged.

  2. Keep in touch via video:To bring their distributed teams together, an increasing number of businesses are turning to enterprise video communication tools. Without a regular check-in cadence, effective virtual collaboration is nearly impossible.Having quality video conferencing capabilities allows colleagues and direct reports to get some essential facetime. This allows each party to clarify project details, reinforce the team's objectives, and ask any other questions they may have.

    Modern video conferencing tools come with HD video and audio right out of the box. They also come with built-in collaboration features such as screen sharing, co-annotating, and fully integrated chat.

  3. Make a schedule and stick to it:Many businesses struggle to keep their scheduling processes efficient and practical. When you factor in the difficulties of different time zones and conflicting calendars, things get much more problematic.Thankfully, companies like Vivant have stepped in to fill the void with advanced scheduling tools that remove the guesswork and virtually eliminate back-and-forth. Scheduling meetings with these tools is as simple as sharing your calendar link and allowing contacts to see your availability and reserve a slot for themselves.
  4. Eliminate the background noise:Most of us remember to keep our microphones muted, but it's easy to forget to eliminate background noise. Use a service that can detect and activate the microphone only when the loudness reaches a predetermined threshold that you may control.This way, the microphone will only turn on when it detects your voice. Of course, finding a quiet space or soundproofing your walls, if you have your own office, is the best option.
  5. Standardize software access:Providing equal access to software is one of the most significant barriers to efficient virtual collaboration. This is critical because employees must be able to do their duties efficiently whether they are on-site or working from home. To avoid compatibility difficulties, they must also use the same software.

Get world-class virtual collaboration tools with Vivant VoIP

When it comes to workplace collaboration, traditional phone systems have many limitations. The benefits of implementing technology to better your business, particularly Vivant's hosted VoIP solution, promote a more collaborative environment for businesses both inside and outside the workplace.

Vivant VoIP enables organizations to take advantage of mobile, wireless, and Internet technology to meet today's business needs.Contact ustoday to take advantage of the flexibility and collaboration that Vivant VoIP can offer.

The Unsung Hero of Online Business: VoIP Phone Systems

Setting ambitious objectives and dreaming big is, of course, a fantastic thing. Surprisingly, many prospective entrepreneurs and business professionals at various stages of business development either do not understand or are unable to comprehend what it takes to attain their goals.

Your VoIP (Voice Over Internet Protocol) phone systems are a vital but often unsung hero in your online business's success. Consider the case of traditional phone communications: your employees used to spend most of their days at their desks, always available.

Nowadays, it is normal to observe employees working while on the go, whether at a nearby park or a nearby cafe. When you switch to Vivant VoIP (Voice over Internet Protocol) phone systems, your staff will be able to accept calls and voicemails regardless of their location.

UsingVoIP phone systemsallows you to stay in touch with clients while still running your business. Many business owners, however, put off investing in communication for far too long. As a result, they miss out on numerous opportunities to improve strategy formulation.

Accelerated Digital Transformation with VoIP Phone Systems

As the lines between strategy and operations continue to blur in an increasingly fast-paced world, communication all too often falls between the cracks. It is commonly regarded as the final mile between the strategy team and the rest of the world.

Consumers have shifted considerably to online channels during the pandemic, and businesses and sectors have responded in kind. The significant move toward interacting with customers through digital platforms is confirmed by recent polls.

Our team at Vivant has earned a reputation as one of the industry's premier technological solution providers. We believe that using simple yet powerful technology can help a company become more efficient, save money, and improve the end-user experience.

VoIP phone systems can boost your online business

Vivant VoIP phone systems can assist you in scaling up your internet business to the level you want in a variety of ways. The following are some of the reasons why it can be effective:

Improves flexibility and mobility

One of the most huge advantages of the Vivant VoIP phone system for online businesses is that it saves money by lowering operating costs. Most traditional phone carriers would charge extra for features like caller ID, call waiting, call transfer, and three-way calling, which Vivant VoIP phone systems deliver for free.

Businesses can be more mobile thanks to VoIP technologies. Users may take their VoIP adapters with them wherever they have a stable internet connection, making it simple to make phone conversations in new offices or while traveling.

This is a huge benefit for folks who work in the field or who travel a lot and aren't tethered to a desk. It also enables you to rapidly set up your phone while transferring to a new working location.

Customer information/sales history integration

According to a Google study, 61 percent of customers believe the click-to-call button option is the most important when buying something online. Customers aren't the only ones who benefit from the click-to-call feature; your online business will as well.

It's a lot easier for your company to provide excellent customer service when they have all of the customer's information at their fingertips.Vivant VoIP solutionsmake it simple to combine your CRM and business apps with your existing phone system on a single platform.

As a result, when a client phones in, the employee will be able to instantly retrieve that customer's history. This allows them to better direct the call and reduce unnecessary chats, saving everyone time and stress.

IVR and Auto Attendant Capabilities

Long hold times, irritating background music, and a slew of transfers to different reps. Nothing is more irritating than a bad customer service experience, but it happens all the time.

To make matters worse, the customer is required to repeat their story to each new employee they speak with. This is a complete waste of both the customer's and the employees' time.

To address this issue, Vivant VoIP provides two options: Auto Assistant and Interactive Voice Response (IVR). These ensure that a customer's call is answered instantly, even if no one is immediately present to speak with the consumer.

It's similar to having a virtual assistant who can answer the phone and follow voice commands to guarantee that the first staff member the consumer speaks with is the correct person.

Vivant Phone Systems

Pleasecontact usright away if you're looking to upgrade your present phone system or save money. Vivant has a VoIP phone system that will meet your company's needs.