Business VOIP Services Westchester NY

Setting Up Your Business to Work from Home

Things are starting to get back to normal here in Westchester County NY. But the threat of another coronavirus wave or future pandemic continues to loom over citizens and businesses alike. This means that being able to move your business operations to your home and your employees homes so work can continue is a must. Not only is it important today, but it’s also important should we need to shelter at home again in the future. Here we’ll take a look at what is required to get your business running while working from home today and down the road if need be.

Outdated Business Communication Systems Won’t Cut It

best VOIP for Business Westchester County NY

best VOIP for Business Westchester County NY

If you are using an older business communication system, whether that be copper wired phone lines or cable or DSL internet connections, you may be really left out on a limb should you need to move operations out of the office. These older systems simply are not set up to be mobile and that can mean major slowdowns when it comes to keeping your business moving forwards. When you can only service business calls from your business line at the office, that is a problem. When important files can only be accessed from the computers at the office, that is a problem. Systems built prior to the early 2000’s will have major limitations when it comes to working in our digital fast paced world, especially when you can’t physically go to the office.

What VOIP for Business Offers

VoIP stands for voice over internet protocol. Essentially it is a phone or communication system which uses internet connected devices to make calls and conduct business like conference video calls and more. These systems can be used on laptops that can be taken home as well as personal or company smart phones which are by nature mobile. This means that should we have to shelter in place again soon or anytime in the future, your business is ready to adjust to working from home. As long as you have an internet connection, either through a cell phone service data plan or home wifi, you can use VoIP to conduct your day to day business functions. Keeping your normal business phone numbers and employee extensions.

You may be asking yourself, can’t I just use Zoom? Services like Skype and Zoom are VoIP systems except they are not suitable for businesses. We’ve all heard of Zoom conference calls being “zoom bombed” where hackers took control of the video conference gaining access to documents and user personal information. This is a major security risk for businesses. With proprietary internal VoIP systems you get all the best features at a far more cost effective way than traditional phone lines. Those features include:

  • Conference calling
  • Video calling + video conferencing
  • Working from home availability
  • Screen share & screen image capture
  • Voicemail
  • Multiple Lines (users)
  • Scalability (adding users not physical lines)
  • Call forwarding
  • Call recording
  • Local, national and international calling
  • Cost effective rates (far cheaper than traditional phones)
  • Additional security
  • and more

Using the Cloud + VoIP

Cloud storage and cloud computing allows you to store important business documents, software, and customer information on a protected and decentralized server system. The cloud allows you to access work files from any internet connected computer meaning that you can take your work with you. Either home, on vacation, or on the road. Storing important documents solely on computers or servers at the office has major limitations. Not only during a pandemic where we may be forced to shelter at home to conduct business, but also in normal circumstances. If an employee has to be in the office to make edits to an important legal document for your law firm (for example), then they can’t do work at home. This is just one way older communication systems are limiting.

Using a cloud communication system can be done two different ways. Either with VoIP as the connection protocol or through a PBX (Private Branch Exchange) phone system. This is a system that functions within the office phones but can also be used through the Cloud and VoIP at home. This essentially combines traditional phone systems with modern phone systems offering you the best of both worlds.

Low or No Work From Home Setup Fees

Prior to the pandemic many business owners never even considered that one day they would have to move their entire operation to their home and their employees homes. Many business owners were in fear of huge operating costs to get every employee properly and securely set up at home to conduct day to day work operations. That could not be further from the truth. Through the best dedicated business phone system companies like here at Top Line Communications, getting set up was as easy as scheduling an appointment. If you’re already paying for VoIP and the Cloud, your basically already set up to work from home.

Staying Positive

We won’t have to work from home forever and we’re already seeing signs of life coming back to a sense of normalcy, even if it’s a “new normal”. Be sure that you prepare properly and stay positive during this time period. Your employees will feed off that positivity and when the going gets tough can turn to you as a pillar of stability.

For the best VOIP for Business Westchester County NY, look no further than right here at Top Line Communications. We proudly support the WBC (Westchester Business Counsel) and live right here where we operate. Stay safe from the entire team and we can get through this if we work together! 1-888-426-8647

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Make Working From Home a Priority With Business VOIP

Business VOIP Services Westchester NY

No time has ever illustrated how important versatitlity in all aspects of your business is than right now during the global pandemic. Business (and life for that matter) looks a lot different than it did just three months ago and that means adapting to the current situation. If you are finding it hard for you and your employees to coordinate and effectively do work from home you are undoubtedly missing a huge opportunity other companies are taking advantage of. The sad truth is that may be working from home for quite a while here in Westchester County New York. So let’s see how you can prioritize your business communications so that no matter how long we’re working from home you keep moving forwards.

Establish A New Routine

Business VOIP Services Westchester NY

Business VOIP Services Westchester NY

Most businesses have established daily routines which keep the work flow moving in a linear fashion. Creating a new structure for daily business functions like meetings, conference calls, fullfillment, customer support and more is crucial. Let’s say prior to the pandemic you had staff meetings at noon on Mondays and Fridays. Are you set up to keep that schedule with your current business communciation system? Using services, like proprietary VOIP for business, allow you to conduct face to face meetings from home in the same fashion. You, management, and your employees will get connected through the internet to conduct business as though you were at the office. During the quarantine period days are blurring together for many. Creating and maintaining a structure similar to that prior to quarantine is great for employee moral and getting things done. But your system and your connections can make a huge difference and using free services like Zoom simply are not set up in a way to work well with businesses.

Set A Schedule

Piggy backing off the “establish a new routine” idea you should set or maintain the schedule from prior to the pandemic. For example if you always had certain meetings or certain functions at a set time of day on a set day of the week, maintain that even when working from home. This is good for workproductivity and maintaing a sense of normalcy is also good for mental health right now.

Keep Communication Active

It may seem harder to coordinate with other employees when trying to do work from home. It can feel less convenient than simply walking down the hall or to another cubicle but that should not be the case. When you’ve gotten used to using VOIP for business functions you will soon see that it actually makes everyone more accessible to one another. Need to hear what three people think of your proposal? No need to go to three different office rooms, simply invite everyone to a call and it’s like you’re all in the same place. Use the technology systems available now and you can actually increase internal communication which is always a plus for business.

Larger Companies & Working From Home

It’s simple enough to set up 10 or less employees when working from home but what about if you have 50? 100+? This is where having the right kind of business communication system will make or break your ability to function as a business from home. Here is where free programs like Zoom or Skype will really fall short as well. If you have over 100 employees who need to be able to call one another, share computer screens, video chat, share documents, edit documents, and more; your needs will be greater. It should not be left up to employees to figure it out as they go and having a dedicated business VoIP system established will do just that. The thing is, when we do get back to the office, VoIP for business will actually be far more suitable than a traditional phone service company anyway. The number of benefits to using VoIP as opposed to old network communications are many:

  • Cost reduction for local & international calls (compared to traditional phone services)
  • Conference calling
  • Video calling + video conferencing
  • Working from home availability
  • Screen share & screen image capture
  • Voicemail
  • Multiple Lines (users)
  • Scalability (adding users not physical lines)
  • Call forwarding
  • Call recording
  • Local, national and international calling
  • Cost effective rates (far cheaper than traditional phones)
  • and more

These are features that you should be using in the most normal of times and even more so during the pandemic stay at home experience.

Times Are Tough But We Will Overcome

Businesses, organizations, hospitals, school districts, and governments have been effected by the covid-19 pandemic. But there is also a great deal of opportunity to be had for those individuals and companies who manage to cope with the stress and establish a way to get things done no matter how long we are home. People have gotten very creative to keep moving forwards and we’re lucky enough that during this modern time we have the technology to make things happen. Stuck at home? No problem. With VoIP for business you can easily keep your work schedule and maintain forward progress. Take advantage of the time spent indoors and upgrade your businesses communication systems now. That way when we get back to normal you will already have all the tools in place to continue the pace you’ve set from home.

For the best Business VOIP Services Westchester NY, look no further than 30 years of local expertise with Top Line Communications. We live where we operate right here in the lower New York region and are proud members of the WBC (Westchester Business Counsel). Call us today for a consultation and see how we can upgrade your businesses communications and save you money at the same time. Stay safe from all of us here at TopLineCommunications.com 1-888-426-8647

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VOIP for Business and Working from Home

VOIP For Business Westchester NY

It’s no mystery that we’re in some difficult times right now. Many businesses have seen their doors closed, employees furloughed, and profits all but disappear. But for other businesses this can be seen as an opportunity as certain economic sectors are doing well if not better. If you’re running a business and have no capabilities for you and your employees to work from home securely, you will lose countless weeks and months to the coronavirus. Let’s see what it takes to get you set up at home.

Your Business Communication Provider

This is really the place you should be starting. You most likely already have a business phone and communication company that provides you the services you use during day to day business activities. If you are using traditional lines, software, and hardware, you could find yourself hard pressed to keep the ball rolling right now. Using free VOIP services like Zoom or Skype also won’t cut it. They don’t offer the level of security that proprietary VOIP for business systems use when they are controlled internally. What about the cloud? Are your systems, documents, programs, and functions running on the cloud? If they are not, you should seriously be looking at this time to change your business communication provider.

Why VOIP for Business?

VOIP For Business Westchester NY

VOIP For Business Westchester NY

VOIP, also known as voice over internet protocol, is a decentralized system regarding voice, video, and data communication. There are some incredible tools that come along with VOIP but its main assets include a few key things. First of all, anyone on the network can contact another user at little or not cost per minute for both voice and video calls. Secondly, video calls can be done in a conference style setting where users can all see one another similar to an office meeting. Thirdly, users can be added with no issues (unlike a traditional phone system where you have to get a new line and phone installed at the office). Fourthly, employees and management can stay connected and busy from the safety of their own homes. Fifthly, employees can share eachothers computer screens when they need to all be looking at the same document, program or email. There are more benefits to using a VOIP communication network for your business but these are the immediate benefits.

Why the Cloud ?

It is rather straightforward. The Cloud is a server that is decentralized where items can be accessed from anywhere in the world to conduct work. It means you don’t have to be in the office to access files and information that is stored locally on the actual physical hard drive of an individual computer. This is important for a few reasons. First of all, you can do work from home through a secure connection and access the cloud as though you were at the office. Secondly, there is no damage from loss of information or data from an accidental coffee spill on a laptop, water damage, or fire damage at the office. Cloud is the way of now and the way of the future, if you’re not using cloud services you are being left behind.

Beyond Working from Home

The benefits for VOIP and Cloud when working from home are obvious. But what about benefits beyond that? These systems allow for multiple advantages that traditional business phone systems don’t allow. For example, scaling and adding employees. Instead of needing new lines and hardware (phones) you can simply add users to the network and they can access it immediately. Scaling up to another office location or adding an office location? You don’t have to worry about re-wiring or installing new wire and can get up and running immediately just by adding users.

The Cost Benefit

This is going to be a huge advantage to using VOIP and Cloud. It is far less expensive than traditional communication platforms. If you conduct a lot of business through the phone (either with customers or internally) you need to have the best rates possible. Make a lot of international calls? Traditional phone companies will charge you and arm and a leg per minute. Now it is true those rates have come down in recent years but they still do not even come close to the low costs of VOIP for business services. Increased productivity at lower costs with greater functionality, that sums up VOIP in a nutshell.

How Long Will We Be At Home?

This is the unknown question right now. Some projections are a few weeks some are a few months. Will your business survive not being able to work from home over the course of weeks or months? Many companies are already struggling to keep moving forwards during this time period and that is something we all have to adjust to for the time being.

Get the ball rolling now and make the most of the time at home where you can.

For the best VOIP For Business Westchester NY, look no further than 30 years of local expertise right here at Top Line Communications. We proudly support the WBC (Westchester Business Counsel) and live right here where we operate. Stay safe from the entire team and we can get through this if we work together! 1-888-426-8647

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Is Your Westchester Company Using Business VOIP?

Business VOIP Services Westchester NY

Voice over Internet Protocol (VOIP) has become one of the most popular modern tools for effective inexpensive business communication. It can be used like a normal phone for voice calling but as it uses the internet instead of a hard line it is capable of providing many other avenues for communication. Companies of different shapes and sizes have adopted this technology because of the benefits it provides right off the bat. If you’re company is still stuck using outdated hard lines for your internal and external business communications, it’s time to seriously consider adopting VOIP for business.

Dramatically Improves Affordability

Business VOIP Services Westchester NY

Business VOIP Services Westchester NY

Traditional phone lines operate where every call (internal, local, or international) has a paid rate per minute or per call through a telecom provider. VOIP allows you to use the phones you already have in office which are connected to the internet to enjoy small or no cost calling, no matter where the person receiving the call is. Need to talk to an employee or supplier on the ground in China? No more expensive international calling rates or limitations to your call volume. VOIP allows users to connect to one another at little or no cost per call. With traditional phone companies you pay a monthly fee for the service and then you also pay for the minute. VOIP eliminates that entirely where you only pay for the service, you don’t pay additional per minutes fees. This is a huge money saver and not just for companies who make international calls. Local and United States bound calling also has reduced costs through VOIP.

Video & Multiple Calls At One Time

The benefits of switching your Westchester business to VOIP phone services go beyond the reduced costs. Because it uses the internet to connect, you can now utilize conference call functions, video conferencing, and computer screen sharing. This dramatically increases productivity and allows for employees to work as if they are in the same room, even if they are thousands of miles apart. Right now many companies are trying to adjust to the coronavirus pandemic we find ourselves in. Instead of paying for an expensive group calling phone function on top of your communication costs, VOIP has all of that included within its systems already. We are unsure how long we will have to stay at home so if you want to keep your business moving forwards during this time period you have to adjust. That means upgrading to VOIP as soon as possible.

Reduction in Hardware & Software Expenses

There is no other way to say it than traditional phone hardwiring is expensive. Not only the huge cost to get these intricate systems wired throughout a building but also the routers, breakers, and software required to then run these systems. To put it simply, this is the old way of doing business. It is outdated and all but obsolete today. Because VOIP can be used on existing computers you already have in the office, it can be used on existing phones (including personal cell phones), you do not have additional expenses to simply get going. If you are paying for internet (which every business does) you are ready to start using VOIP. No need for more hardware, no need to rewire the building, and no need to wait as the communication company installs and tests everything. Consider a tree falling on the lines leading to your office. With traditional phone lines if the lines are damaged you cannot make calls. Because VOIP uses the web you can even connect from your wireless cell phones data during a storm or in a pinch.

Scaling Up & Adding Lines

Traditional phone companies require you to install new phones and often lines to add a new phone number. That means that if you’re looking to expand (let’s say to a new building) you’ll have to get the entire new building wired up. This is not conducive to business growth. Not only because of the additional costs in getting wiring and new phones but also in the time wasted by having to wait for this to get completed. VOIP eliminates that entirely. Moving to a new location? Adding a new office? Adding new employees? Simply add new users in the VOIP system, that’s it. It makes no difference if its at a new location or in the same office.

VOIP Provides Features Traditional Phone Systems Don’t

It’s either that the traditional wired phone system simply cannot offer these additional features or the company will want to charge you for each and every additional service you need to add. With VOIP, that is not the case. Though services can vary from one VOIP provider to another, the standard features included are:

  • Caller ID
  • Call Waiting
  • Call Blocking (block numbers or IP addresses)
  • Call Forwarding (to mobile phones or any other phone number)
  • Fax / Internet Fax
  • 411 Directory
  • Redial

There are also further features which include:

  • Speed Dialing
  • Call Recording
  • SMS or Text
  • Area Code Selection
  • Call Transfer
  • Return Calling
  • Adding Multiple Users / Lines
  • Ability to Scale Up
  • Work Remotely

These are just some of the added benefits beyond the cost saving that VOIP phone systems provide businesses. You get the idea from this article some of the many reasons that traditional hard wired phone systems are being phased out. They cost too much, they can be limited by outside factors, they need too much maintenance, and to put it flatly they have way too many limitations. If you’re Westchester business is not using VOIP today, you could seriously be paying too much and be hurting your ability to conduct business from home during this time period and beyond.

For the best Business VOIP Services Westchester NY, look no further than three decades of local expertise here at Top Line Communications. We are proud members of the WBC (Westchester Business Counsel) and live where we operate. Call today and see how we can reduce your costs and keep you moving forwards during this time period. Stay safe from the entire team and we can get through this if we work together! 1-888-426-8647

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