Business VoIP and the Small Business: A Winning Combination
Business VoIP was made for the small business. Some might call business VoIP a hosted or cloud solution. That’s what we are talking about - using the cloud for your small business. Laying out a capital expense can be hard for a small business. You do not always have the cash to plunk down for an office phone system. That is when hosted is your answer. There is no need for a large capital outlay; in fact you pay just a monthly fee. So let’s learn more about why business VoIP for small business is a winning combination.
Business VoIP was made for the small business. Some might call business VoIP a hosted or cloud solution. That’s what we are talking about - using the cloud for your small business. Laying out a capital expense can be hard for a small business. You do not always have the cash to plunk down for an office phone system. That is when hosted is your answer. There is no need for a large capital outlay; in fact you pay just a monthly fee. So let’s learn more about why business VoIP for small business is a winning combination. Buy what you want, when you want
Maybe you are growing, and in the next 6 months anticipate adding 3 to 4 people, even a person every 2 months. With a traditional phone system you would be asked for your growth and sold a system that you can grow into for the next 3 to 5 years, requiring you to pay for that system upfront. Don’t get me wrong, a traditional system is great for many small businesses, but the big difference with a hosted/cloud solution is that you can buy just the 4 lines now and grow as you want; many times without the commitments of having to buy more. Just make sure you work with a provider who understands and prices you for starting small and growing at a slow pace.
Get big company features for a fraction of the cost
Maybe you are a small business who has 20 phones, but only 5 of them are used by sales folks. You have decided you need to record the calls of these 5 people. When you purchase a hosted business VoIP solution you have the ability to purchase a la carte options for your staff. One of these options can be recording. So now, instead of spending money to record all staff you only pay for the 5. Other options include contact center and on-demand conferencing. So look at what features you need for your business and then see if the cloud solution is the best one for you.
Still not sure if business VoIP is right for your small business office phone systems? Contact us for a demo or just to talk about a hosted system. We are here to talk to you about the options and we are a vendor that can provide you the right solution at the right time.
About Us
Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.
How Business VoIP & Unified Communications Bring Your Workers Together
Each day there are more and more articles and information about business VoIP and how you can get the most out of your business phone service, teaching how the next generation expects to work and what is really needed to have efficiency in the office. Gaynor Telesystems, Inc. proudly offers the ShoreTel solution as an option for Unified Communication and business VoIP.
Each day there are more and more articles and information about business VoIP and how you can get the most out of your business phone service, teaching how the next generation expects to work and what is really needed to have efficiency in the office. Gaynor Telesystems, Inc. proudly offers the ShoreTel solution as an option for Unified Communication and business VoIP.
Learn more in the article excerpt below:
Posted by: ShoreTel Blog
How Workers Benefit From Personal Unified Communications
When it comes to unified communications (UC), the idea is that all communications functions in an organization are unified to work seamlessly together on one common platform. However, this promise is now only being delivered due to recent advances in mobility.
As the workforce becomes more dispersed and remote, and expecting to work anywhere and from any device, UC has evolved to accommodate this evolution to become “Personal UC”, noted ZK Research in its white paper, Mobility Drives the Need for Personal Unified Communications.
“The new workplace is highly mobile and dictates that users have the ability to collaborate in real time from any location using any tool they wish,” the white paper states.
According to ZK Research, communications platforms must evolve into truly unified, personal solutions to meet the needs of the changing mobile workplace.
The benefits of such a UC system to the worker are many, including:
[Continue to original article: How Workers Benefit for Personal Unified Communications]
There are 4 main reasons to be looking at a business VoIP system that offers unified communications:
Simplified collaboration
Faster time to information
Greater utilization of collaboration tools
Optimized for generational differences
All of this centers on an easy-to-use and easy-to-manage system.
Once you understand your needs for a business VoIP solution and know that unified communications needs to be part of your business phone service, contact us at Gaynor Telesystems, Inc. to schedule a demo and see how you can benefit from this great solution.
About Us
Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.
How to Prepare Your Office for Business VoIP
You have heard the term business VoIP and are ready to look into the key components needed for a successful installation of a business VoIP system. These key components are:
You have heard the term business VoIP and are ready to look into the key components needed for a successful installation of a business VoIP system. These key components are:
Cabling Infrastructure
Network
Dial Tone
Budget
Cabling
If you have not remodeled your office since 1975 you may need to look at your cabling. Cabling comes in different types, CAT 3, CAT 5 and CAT 6. For a business VoIP system to work with IP phones you will need to have at least CAT 5e cabling. Yes your phone and computer can share a data drop, in cases where you have great computer cabling. It would be highly recommended to have a network test done to ensure the cabling will handle this new system.
Network
You do not have to have IT staff on site to have a business VoIP system, BUT you do need to have someone who can manage your network. If you are a small business and put in a do-it-yourself router and network, it may work for the day to day operations but not for business grade phone systems. Gaynor recommends routers by Adtran for the business grade quality. Your network will need QoS. Without QoS your call quality will suffer and you will be frustrated with the quality of phone call. Vendors like Gaynor Telesystems, Inc. work with network companies to ensure the business VoIP system you install will work on the existing network, or will make recommends to get your network up to standards for VoIP.
Dial Tone/Bandwidth
Business VoIP is dependent on your bandwidth to the internet. If you’re using DSL, you will not be satisfied with the QoS and your phone system will not work. If you are a high data traffic company and using 50+% of your current bandwidth you still may not have enough. It is recommended you have tests done to ensure the bandwidth will handle the call traffic you have. In order to determine your traffic you will need information such as number of handsets, number of users, how many inbound and outbound calls, how long are the calls, and what is your data usage. A good vendor will be able to take this information and confirm your current bandwidth will work or offer a solution on what will work.
Budget
Just like all electronics, IP or business VoIP is coming down in price, but is still more expensive on the hardware side than the traditional digital or analog systems. If you do not have the cabling, network or bandwidth already in place, look at the reasons why you want business VoIP. The reasons may give you the return on investment you want or you may find it is not the right time. Also look to see if you are wanting an operating expense or a capital purchase. Each has its own tax implications, so talk to your tax advisor on which is best for you. If you are looking for an operating expense, look at hosted Business VoIP or leasing and rolling into the lease all the needed items. For a capital purchase a premise based system will most likely meet your needs.
Still not sure? Contact Gaynor below to have an on-site consultation to review your needs, your current infrastructure and your budgeting. We can assist you with finding your path.
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Is My Budget Big Enough for a Business VoIP Phone System?
The end of year was good to you and this quarter is going even better. That long list of upgrades for your technology is becoming a reality. You sat down and prioritized what you need the most to grow your business. The next logical step for a major purchase is a new business VoIP system. You are not sure if you have the budget for it. Let’s look at the major pricing items that affect a capital purchase like this.
The end of year was good to you and this quarter is going even better. That long list of upgrades for your technology is becoming a reality. You sat down and prioritized what you need the most to grow your business. The next logical step for a major purchase is a new business VoIP system. You are not sure if you have the budget for it. Let’s look at the major pricing items that affect a capital purchase like this.
Infrastructure
Unlike a traditional phone system, the latest business VoIP technology requires working with your network. Taking stock in what your network looks like will be critical in your budget. Here are some questions to ask:
Do you have the actual cabling needed to run a VoIP System? - You will need at least CAT5 Cable for each location.
Do you have PoE Switches in Place? - If not, you will need to add, or have power supplies at each location.
Do you have network support?
Will you have to outsource your network programming? - This potentially means bringing in your IT vendor and having meetings with both your IT and communications vendors.
Have you ever had your network tested?
Does the current network meet the bandwidth requirements? - This can be a costly test if you have never done this before. At Gaynor we work with communications partners who can run a variety of tests, BEFORE you purchase the new business VoIP system.
Applications
Business VoIP solutions are all about applications. What are the most critical applications you need? Is recording a must have? Presence? Mobility? Remote Workers? Are you not even sure what you need? Start by looking at your problems and what you think the solution may be. Maybe mobility sounds great, but you know the sales and technical staff will not answer their phones when they are off site. So does it really make sense to invest in mobility now? You could buy the core system and know, since business VoIP is really about applications you can grow in the mobility in the future.
So you think you have a budget and you know what basics you need, but coming up with the capital might be a stretch. Here are some ways you can lesson your upfront costs.
Trade In
Many manufactures offer trade in discounts on both the older models of their office phone systems or a trade in on a competitor’s. They want their new business VoIP system installed. They then give incentives like free licenses, extra years of software assurance, or port discounts. Even ask about loyalty options. It never hurts to ask.
Even if your communication vendor cannot give you a trade in, think about selling your system to another business, or even donating to a non-profit. There may be some tax advantages you can take. Be sure to consult your tax advisor first.
Leasing
This is a capital purchase of course, or did you want this as an operating expense? Depending on your lease and working with your financial team, you can purchase a business VoIP system on a lease. At Gaynor Telesystems, Inc we align ourselves with several leasing companies that assist businesses with obtaining credit. Normally the only down payment is 2 advance lease payments. That sure does beat a large cash outlay.
Are you concerned the technology will change fast and in the end of the lease you will be stuck with outdated equipment? Many leasing companies today have technology buy outs. So in 5 years you can continue a lease type payment, but upgrade to the latest and greatest.
No matter what your challenges are, there is a way to get that new business VoIP system. The key is the ROI. An experienced vendor, like Gaynor Telesystems can assist you with designing the system to your budget and helping to secure financing. Contact us today to learn more about budgeting and leasing.
Related Articles:
What is VoIP and Why Does My Business Need It?
Business, VoIP, & Office Phone Systems - Oh My!
To learn more about Gaynor Telesystems, Inc. and why we would make a good partner download our free offer below.
Schools and ShoreTel Business VoIP Solutions: A Winning Combination
School systems all around Northern California are looking for phone system upgrades.
School budgets have been slashed and E-Rate funding has dramatically changed. IT departments have been tasked with looking for a long term communication solution.
School systems all around Northern California are looking for phone system upgrades.
School budgets have been slashed and E-Rate funding has dramatically changed. IT departments have been tasked with looking for a long term communication solution.
Schools and ShoreTel are that winning combination. Here are some reasons to look at a ShoreTel Premise Solution for your business VoIP Needs.
Funding Options
Going out to a formal bid takes time, money and resources. Once you have narrowed down your VoIP communication options, you can look at purchasing methods for a new system.
ShoreTel is authorized for purchases via CMAS, WSCA/NASPO and PEPPM, just to name a few. These organizations allow purchases off the GSA and limit bidding requirements. (Check with your purchasing department for internal requirements).
So instead of getting bids from 20 different companies with 20 different solutions, you can narrow your search and have an idea of the pricing, as it has already been bid.
Central Administration
As the IT department, taking over the installation and maintenance of the business VoIP communication solution may be the last thing on your list. With the ShoreTel one-system architecture, you can have one main site and deploy your schools sites on your schedule.
You have options for integration of your current switches, so you can have a 2-3 year installation plan. With each site installation, you are adding parts to the site, but all the programming is done in a central location.
You can start the configuration and programming while schools are in session then deploy and cut over any lines over holiday breaks. No longer are you waiting for school holidays to do complete installs.
Special Pricing for Schools
ShoreTel wants to work with schools on their VoIP solutions. That is why a standard K-12 school gets an automatic $90 off list price for handsets. They have handset models in all shapes and sizes. The classic classroom IP phone will be $99 after the discount. No more $200 or $300 IP phones. When combining government discounts and handset discounts, you can save even more, allowing that IT phone system budget to do more. ShoreTel is committed to the lowest Total Cost of Ownership. To learn more, check out this article from Nemertes Research.
The key for any successful installation at a school is choosing a provider for the business VoIP solution. Gaynor Telesystems has been installing phone systems, VoIP solutions, and more in schools for over 30 years.
We have the ability to sell via the government programs, and the know-how on installation timelines, process, and maybe most importantly, we understand how to interface with both IT, school administration, and teachers.
To learn more, check out our success story with Modoc School District.
We are here to help schools choose the right solution. We know that budgets are squeezed, security is critical and timing is paramount. Contact us today, we can meet with you and review all your options for a business VoIP deployment, whether it is this summer, or next year.
About Us
Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We have the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.
What’s the Difference Between a Hosted Solution and Business VoIP?
In the world of telecom words have different meanings. At Gaynor Telesystems we understand we talk a funny language, and we are here to help you navigate the differences and choose the right solutions for you and your company. When it comes to a hosted solution and business VoIP you may be talking apples to apples or you may be talking watermelon to kiwi. So let’s discuss hosted and business VoIP.
In the world of telecom words have different meanings. At Gaynor Telesystems we understand we talk a funny language, and we are here to help you navigate the differences and choose the right solutions for you and your company. When it comes to a hosted solution and business VoIP you may be talking apples to apples or you may be talking watermelon to kiwi. So let’s discuss hosted and business VoIP.
It is not wrong if you call a hosted solution a business VoIP solution, but saying business VoIP is hosted would not be correct. On the most basic level, business VoIP simply refers to using different protocols to run business phone systems. Hosted is having your phone system in the cloud, and only paying a monthly expense for the use.
Now the nuts and bolts. It’s okay if even after this you have questions. This is not a simple topic.
Business VoIP
As the industry is changing so is the meaning of the words. If you go up to a business associate and say business VoIP, you are talking a premise based solution. This is normally a capital expenditure and is a long term investment. It is also a solution that works with your network. It becomes a part of your network and uses network equipment. There are security measures in place to allow for business communications to happen without disrupting your data network.
When you decide you want a business VoIP solution, your vendor will ask for a network diagram, maybe even see if you want to have a network assessment done. These are important since you are integrating your phone system into your data network. Normally, your telecom vendor will work very closely with your onsite or even remote IT manager to make sure the new business communication solution does not negatively impact the data operations.
Hosted Solution
This is also known as a Cloud Solution. It really is that simple. The features and functions all happen in the cloud. As the business owner you pay a monthly contract fee to have telephone service. Depending on the service provider (ShoreTel Sky or NEC UCaaS) you can choose your dial tone type, rental of handsets, features and more. The set up and management of the system is done mainly remotely. The equipment that is located in your office is a couple pieces of networking equipment and the handsets on the desks of your staff.
Your bandwidth is the critical factor in your deployment of a hosted solution. Your bandwidth requirements will increase based on the number of handsets and your call volume. You are no longer having to buy/pay monthly for phone lines, you pay for bandwidth.
The reason why hosted is becoming such a wonderful choice for businesses is simply because it is an on-going expense, not a capital purchase. Since it is a monthly fee, there is no large upfront purchase price. The costs of good, reliable internet service has gone down, thus allowing this new type of communication solution to become affordable for clients big and small.
Our hope is to educate you on the basic differences of business VoIP and a hosted solution. We know you may still have more questions, and we are here to answer those! Feel free to fill out the form below!
About Us
Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.
How Multi-Site Phone Systems Can Benefit from Hosted VoIP Solutions
You may be a big company with 12 branches and 200 employees or you may be a small company with 4 offices and 20 employees. Either way, you need a multi-site phone system and hosted VoIP might be right for you.
You may be a big company with 12 branches and 200 employees or you may be a small company with 4 offices and 20 employees. Either way, you need a multi-site phone system and hosted VoIP might be right for you.
As a company with many offices, you try and appear as one company with one image. You may also want to share duties between offices. Here are 3 reasons why hosted VoIP might be right for your business.
Upfront Costs
With a hosted VoIP system you don’t have a large upfront cost for each of your sites. In the traditional world, you would buy a phone system for each site and maybe even voicemail for each site. With hosted you are all one site in the cloud. You simply advise what the address is for the locations and within days you can have a system up and running.
Time
Deployment of 6 locations may be a little much for a company to take on. This problem is solved with hosted VoIP because the hosted or Cloud Company does much of the programming and fine tuning. Yes, you have to actively be involved and provide addresses and phones numbers for each multi-site phone system, but once that is all programmed, it really is about sending the phones to each location and plugging into routers/switches. Simple and easy. No need to send IT to each location, saving you time and having your deployment go faster.
Ease of Changes
Maybe your business is seasonal, such as a tax business, and one of your locations grows from 5 people to 20 then shrinks again. With a hosted VoIP solution you can pay per month for those seats/phones you want. You can set up your monthly cost for the multi-site phone system knowing you will grow and shrink. You would then keep the phone handsets for each busy season, but the recurring pricing would change with the seasons.
Worried that hosted VoIP is too costly for a multi-site phone system? Give us a call today, and we can show you a demo or send you a quote. We can show you how much it will cost on a monthly basis and help you decide the best route for your company.
About Us
Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.
7 Cool Features Your ShoreTel Business VoIP Phone System Provides
Being the leader in the Industry, ShoreTel offers a Business VoIP solution for small to large businesses.
You commonly hear a phone is a phone is a phone. That is true. Your basic office phone system functions will be available on each system. The difference is how you use them. The basic ShoreTel Business VoIP solution provides not only these basics, but some pretty nifty enhancements:
Being the leader in the Industry, ShoreTel offers a Business VoIP solution for small to large businesses.
You commonly hear a phone is a phone is a phone. That is true. Your basic office phone system functions will be available on each system. The difference is how you use them. The basic ShoreTel Business VoIP solution provides not only these basics, but some pretty nifty enhancements:
Music on Hold
Conference Calling – 6 Way
Whisper Page
Color Display
Call Recording
Emergency Notification
Speaker Phone
1. Music on Hold
Music on Hold or MOH as it is known to some insiders. In the olden days, you hooked up a radio or discman. If you had the radio going, you hoped a competitor did not play an ad while your customer was on the line. Now with a business VoIP system, you can download WAV files. Maybe you are the hip new company on the block and you created your own theme music. You simply download the WAV files. Or maybe you are the auto repair shop and you have weekly specials, you can just record the specials and then download them each week. How easy and simple is that?!
2. Conference Calling
Yes, you have to have enough phone lines to have each person (if they are outside callers) on the call, but with most businesses that have a PRI attached to their business VoIP system six outside lines is manageable. Most phone systems offer ¾ person calls as standard. With ShoreTel you get six. Easy, easy. By using the communicator program, managing and making those conference calls is simple. Just a few clicks and you have a conference. If you need more than six, the business VoIP solution has add-on modules that allow for larger conferences.
3. Whisper Page
Think soft voices in your head. Not the crazy kind, the good kind. This application is not widely used but can be an efficient tool when someone is not really computer savvy. Most of the time you might send a quick email or send a quick instant message. You can also Whisper Page. This feature has been around for many years, but the popularity of it keeps it coming back to business VoIP phone systems. This allows an inside extension to dial your extension and speak to you while you are on the phone. The good news is the outside caller never hears what is happening. So rather than walk to your co-worker's door and tell him the next client is waiting in the lobby, whisper page to him that information.
4. Color Display
What if each day you saw the image of the beautiful beach or your brand new baby each time you looked at your phone. With the New ShoreTel phones on your business VoIP system you can have that color picture.
5. Call Recording
Your customers never lie and your employees are always truthful on what they say to clients. With call recording you can trust but verify. Not only is call recording important to clarify actions from clients and employees alike, it provides an invaluable training tool. When you have a new hire and they start answering your calls, you simply do not have the time to monitor each call. But if the calls are recorded you can easily and simply listen to a couple of calls a day and check the quality control. With the ShoreTel Business VoIP Solution call recording just got easier.
6. Emergency Notification
Emergency notification is something you never want to use, but in reality you need to know how it works. With the ShoreTel Business VoIP solution you have many levels of emergency notification. A simple way is when someone calls 911, an email goes out to a distribution list and the caller information is sent to as many people as you care to have in the distribution list. If you need screen pops there are add-on modules that can alert many people’s computer monitor and cell phones. It truly depends on your level. With a multi-site application, the ShoreTel System has a local trunk connected and all the extensions in that location use that local trunk. So the Chico Fireman does not show up when you need the fire department in Stockton.
7. Speaker Phone
What is simply the coolest Shoretel feature that everyone gets? The speaker phone. In our demo we show you how incredible the speak phone sounds. You can really hear a pin drop from across the room.
At Gaynor Telesystems, Inc. we are able to provide the best solution for your application. For the ease of use, the ease of administration, and the speaker phones we recommend the ShoreTel Business VoIP solution to many of our clients. We do recognize not all clients are the same. So at Gaynor we get to know you and the features and applications that are important to you so we can provide the right solution to you. Get to know us better by downloading our free offer below or give us a call - we would be happy to meet with you and help you navigate the world of business VoIP.