All posts by SystemsNet Administrator

The Benefits of Voicemail to Email

Phone keys mobile communication - Voicemail to email concept

Can you get your voicemail when your not in the office?

Voicemail is an important part of business communication, but it can be a nuisance to manage. Why should you have to replay all your messages to find the one you need to hear again? What do you do if you press the wrong key and accidentally delete an important message? The good news is that there’s a VoIP feature that lets you receive all your voicemail in your inbox. This feature, logically, is called voicemail to email.
Messages in your inbox
When you enable the feature, your VoIP system forwards each message to your inbox as an audio attachment. The subject line and text will tell you when it arrived, what number, and the caller’s name if it’s available. You can choose to delete messages from your voicemail automatically when they’re sent, or to leave them there. Leaving them gives you extra flexibility, but auto-deletion guarantees your voicemail will never be full.
Once the messages are in your inbox, you can employ all the tools that are available for managing email. You can sort them into folders, mark them as high-priority, and forward them. You can set up filters to highlight messages from some callers and mark others as spam.
Sometimes an old voicemail message is the only place you have an important piece of information, such as a caller’s phone number. Being able to get back to it easily can save a business deal.
The limit on your messages is only the limit on your inbox. That’s usually a very generous cap, but voice attachments are large, so you may need to delete or archive old messages.
Messages as audio files
The attachment holding the voice message is an audio file, usually in MP3 or WAV format, so you can treat it as an independent file. This is useful for archival purposes. You can save the attachment as a file, delete the message from your inbox, and have a permanent record. This way you can save as many messages as you want, organizing them into folders using any scheme. For instance, you can save all voice messages from a supplier and save having to ask questions they’ve already answered.
Transcription to text
You can choose to have the VoIP system put a text transcription of each message into your email. This will save time when reviewing your messages, especially if you’re in a noisy environment where it’s hard to make out what the caller said. Copying down phone numbers while listening to voicemail is seriously annoying. Having the number in the transcription is much easier.
Not all voice transcriptions will be equally useful. If the signal-to-noise ratio is poor, the transcription could be spotty. Even so, it will often give you enough of the message to tell whether it needs your immediate attention or not. Sometimes the transcription could even pick up words that you have trouble identifying.
Extra convenience
Letting your VoIP service send your voicemail to your email makes the messages far more convenient to handle. All your communications are in one place. You can review the messages at your desktop as well as your phone.
If you know your associates are using voicemail to email, you can be more confident that they’ll get your voice messages and notice them. People are apt to ignore or lose messages on their phones, but if they’re getting them in email, they’ll pay more attention to them, and you’re more likely to get a response on the first try.
SystemsNet offers hosted PBX and VoIP, with features including conferencing, auto attendants, “follow me,” voicemail to email, and much more. Contact us to learn how you can have a better business phone system.

Six Ways Backups and Data Recovery Can Save Your Business (Part 2)

Data recovery on keyboard

Your business deserves a life line

Welcome back to the second half of our two-part article on backups and data recovery as an incredibly versatile set of solutions. The beauty of building a layered and comprehensive set of backups with smooth recovery procedures is the ability to recover from almost any setback that even remotely relates to your files. Last time we talked about a few of the often unconsidered risks to your files like failed software updates, failed services, and employee mistakes. These less flashy but far more common risks can put any file system at risk if there’s no way to restore mistakes and failed processes. Backups allow you to restore files back to a previous whole and working state. Automated backups can also help you track down exactly when and why a file corrupted or was changed. Let’s pick up where we left off at how backups can be used to quickly recover from and completely shrug off ransomware attacks.

4. Ransomware Attacks
The current generation of hackers have a personal favorite form of attack that not only ruins your day but also has a chance of getting them paid. You’ve probably heard of ransomware in the recent news because it has been used to terrorize a large section of the computer-using population world-wide. While the exact programs evolve like the yearly flu, the method involves infecting your network, maliciously encrypting every file, then demanding ransom payment in crypto-currency. Rather than paying them or losing your files, you can simply wipe the network and implement your data recovery procedures from a recent complete backup. This method also works for almost any other kind of malicious virus, spyware, Trojan, or malware attack.

5. Programming Errors
When programmers and the IT department make mistakes, the consequences often have a much greater effect than the mistakes of a single employee on their personal system. In many cases, a change to the way the company network or proprietary programs work can cause an error left undetected for days or weeks at a time. Here is where having a collection of regular backups is incredibly helpful. No matter how far back the error was made, a good data recovery system can restore the system to its pristine state before the oversight, allowing your team to fix the problem without a massive loss of data.

6. Device Failure
No matter how convenient remote servers and huge hard drives are, there is one final fact about computing that many people forget. Computers are physical objects and data is stored on disks that can break, fry, melt, warp, scratch, or otherwise become unreadable and unusable. While there are extensive recovery procedures that can sometimes extract data from dead equipment, you can be back to work almost instantly by loading a recent backup onto a new machine and reinstalling it into the company network in the old computer’s place.
The data used, processed, and stored by your company is important for continued functioning and any loss of data can set you back by days, months, or even permanently depending on the value and replicability of the data. Fortunately, there’s no need to risk losing your valuable digital assets, because even software installations and settings configurations can be saved. With a complete data recovery plan, you can restore a single document from backup or reinstall an entire computer after a malware attack, and clone a computer with all its data for new team members. Cloud-hosted backups are an important part of a comprehensive business continuity plan as they can be used both for asynchronous disaster recovery and for hot-loading a second environment while the first is repaired.

For more information on backups and cybersecurity, contact us today!

Six Ways Backups and Data Recovery Can Save Your Business (Part 1)

Backups and Data Recovery concept on laptop with business man drinking coffee

Having a plan is crucial to business survival

Data loss in the business world is not something to take lightly. Whether you save things on the cloud, on local company servers, or in personal devices, data is everything to a modern business. Every company has an impressive number of files to defend ranging from your own financial records to the regulation-protected personal information of your clients. Working with computers makes this vital data easy to collect, store, manage, and analyze but it also makes it more accessible and easier to destroy than paper documents. Fortunately, you can make sure your data is safe from both mistakes and attacks the same way you would with paperwork: with backups. When considering your backup and data recovery plan, it may help to think about all the things you might have to recover from. Your business needs a comprehensive business continuity plan is ideal and cloud-hosted backups are an important part of any contingency plan because they can help your business recover and survive through different kinds of disaster.

1. Failed Software Updates

Most businesses use some combination of business management software through which they run almost all internal data. An ERP to manage your assets and inventory, a CRM to store and track all your client and sales data, and your finance department’s preference of economic software all hold vital proprietary and personal information that is necessary for the company to continue functioning. You rely on this software to store your data and make sure to update regularly. However, sometimes an update goes sideways, causing partial or complete corruption of the data stored by the program. Instead of trying desperately to piece together the garbled database entries, a backup can simply bring back the program and all its data to its pre-updated state.

2. Loss of Service

Does your business rely on B2B SaaS services? If so, consider how much are you trusting them to keep important company data safe. Even if they are entirely reliable and trustworthy business partners, it’s a risk to put the responsibility for your data security on anyone else because you never know when the other company might face some massive interruption of service or loss of the data they store. While their services may be incredibly valuable to you, make sure that any important data being stored by another company is also backed up somewhere safe that you have control over. This way, if you suddenly lose access to your B2B services, your company can access its data and serve its own needs until your business partner gets back on their feet.

3. Your Own Mistakes

No long-term computer user has gone through the years completely mistake-free. We’ve all typed something in incorrectly, mis-clicked a menu-button, and slipped up right before an auto-save. Many of us have accidentally hit ‘save’ at the wrong moment or inadvertently copy-pasted over something that does not have an ‘undo’ function. In that moment of panic as you realize that important data has been permanently altered in error, having a complete recent backup is a huge relief. With a comprehensive data recovery system, you can quickly access the file you accidentally altered and be back to work in minutes instead of scrambling for a way to revert your changes.

A good backup and recovery plan is an incredibly important aspect of modern business. Everything from minor employee mistakes to hacker-inflicted destruction can be quickly and smoothly recovered from with the right layered backups and practiced recovery plans. Of course, this is only the first half of our two-part article. Join us for part two next time and we’ll talk about how backups can also help you in the face of ransomware, bugs, and device failures! For more information about how to build the right backups infrastructure for your business, contact us today!

Have You Made The Switch To VoIP In Your Call Center?

The businessman chooses VOIP button on the touch screen with a futuristic background .The concept VOIP

Are you ready to make the move?

If you are currently operating an in-house call center and you are still using legacy contact center solutions to perform all your communication tasks, we think it is time for you to rethink your situation. When you adopt Voice over Internet Protocol technology, you will immediately be able to notice the difference. Voice over Internet Protocol technology can do amazing things for your business and you will have the powerful tool you need to deliver outstanding customer service and functionalities to your call center.

VoIP services will provide you with the dependability, flexibility, and mobility you need to reach a high level success in the modern business world. A Voice over Internet Protocol solution will route the different voice communications over your internet connection. The solution will also use the same lines that can be merged on your utility bills.

Not only will Voice over Internet Protocol technology give you the opportunity to reduce costs, you will be provided with a variety of capabilities and features that you will not be able to get on the traditional phone systems you are currently using.

Monitoring Tools

If you want to make sure your call center agents are taking the proper approach when they are answering phone calls, you can use the reporting and monitoring tools to listen to conversations. When you hire new employees, you can also use these tools to give them an understanding of what the right approach should be. When you upgrade your communications to a Voice over Internet Protocol call center, you will be equipped with a variety of monitoring and reporting tools that will provide you with the data you need to serve your customers better.

On The Go(Mobility)

You will not have a strong call center if you do not have strong and productive employees. Your call center is going to need to retain your star employees for as long as possible. When you use Voice over Internet Protocol technology, you will be able to retain those employees even if they move or become remote workers. A hosted PBX solution will allow them to do everything they would do if they were actually in the office. Since calls are routed through the internet, your employees will be able to work from any location, as long as a strong internet connection exists. When you can create a great team of remote workers, you will have a strong and productive call center.

UC(Unified Communications)

When you have multiple ways to interact with your customers, they will be more likely to reach out to you because they will be able to contact you using a method they are comfortable with. The right cloud technology will allow you to integrate unified communications. When you properly integrate a Unified communications strategy, you will be able to use messaging, email, chat, social media, voice, and other communications methods to interact with customers. Not all customers are comfortable reaching out to business over the phone, but when you give them more communication options, they will be able to choose their preferred method of communication.

When your Voice over Internet Protocol is going to be provided by an outside supplier or vendor, you will need to make sure you will receive the best services. You are going to need a supplier and provider who will make sure your call center will stay online, even during outages or bad weather. Are you ready to always be there for your customers, especially during the times of the year when calls are constantly coming in? Do not hesitate to contact us today for more information on VoIP.