Calling All Businesses—Online Answering Services Are The Next Big Thing

Technology just keeps getting better and better. Twenty years ago, we were jotting down messages on a note pad; ten years ago, we relied on the answering machine. Now, corporations, small businesses, and even businesses in the home are starting to rely on an online answering service. The next big step in business communication, an online answering service is diverse enough to serve the needs of all of these business types. With all of the features this service offers, little is left to human capabilities—making for a decrease in human error and an increase in business productivity.

Internet Options Increases Organization

An online answering service is an easy way for businesses of all sizes to manage their communications. An online control panel provides options for controlling incoming calls. The service can be used to log in and prioritize all incoming calls, note who recorded the phone call, and what action was taken on each call. Lastly, an online answering service archives all calls, which enables employers and employees to refer back to the records if necessary. In short, an online answering service is easy for companies to manage, and it leads to better administration and organization for businesses.

A Popular Product

Online answering services have become extremely popular due to a number of factors. First of all, there are many companies that provide these services, as well as similar alternatives. Some businesses that want to take management of this service into their own hands invest in online answering software, which provides a service similar to an online answering service. For those looking for the real deal, the first step is to investigate communications providers online.

Another factor that contributes to the popularity of online answering systems is the low cost. It is fairly inexpensive to utilize online answering services; the price generally varies depending on the company providing the service.

Lastly, online answering services are popular as a result of their widespread applicability. The services have a place in small businesses, as well as home businesses. It can even be used in larger corporations by applying it in a specific department. The versatility of online answering services makes them extremely popular among businesses big and small.

Everlasting Efficiency

Online answering services provide the perfect solution for businesses looking to gain better control over their communications. There is no middle man—only the company, their callers, and their computers.

Better Business With An Authentically Automated Receptionist

Human receptionists have long been an important yet under appreciated part of any business, big or small. Receptionists can set the tone for the office, and determine how customers respond to services. The little tasks that receptionists perform are ones that allow any company to function on a day-to-day basis. Yet, as technology improves, receptionists are becoming somewhat redundant. Machines are now able to perform the jobs of people in a more efficient manner—and this is where the automated receptionist system comes into the picture.

Taking The Typical Tasks To The Next Level

An automated receptionist system can perform all the tasks and duties of a human receptionist, and do so much more than that as well. An automated receptionist system enables any business owner to control calls from an online base. The automated receptionist system provides management of all extension lines, as well as voicemail, call forwarding, call screening, and dial-by-name directory services.

Getting Things Done At Home Or On The Go

For people who run small businesses out of their homes, or for those who are constantly traveling, an automated receptionist system is the perfect solution to staying organized. Not only does the automated receptionist system accomplish the mundane tasks that nobody else wants to do, but it does them very efficiently.

One feature of the automated receptionist system is the dial-by-name directory, for example. It efficiently allows callers to dial by first name or last name, and it is completely auto generated. A visual or verbal Caller ID system allows the business owner to screen calls—which helps businesses to run more efficiently.

An efficiently running business has other implications for the business owner and employees. The fact is, the more efficiently a business is running, the more flexibility the owner has when it comes to choosing hours and holidays. While working, owners and employees can focus on completing important tasks without being distracted by insignificant phone calls and messages.

Cost Efficient

What is perhaps most appealing about the prospect of using an automated receptionist system is that it eliminates the need for a human receptionist. Why pay someone to do the tasks that can be more efficiently completed by an automated receptionist system? Investing in this system allows business owners to save money, which is always a positive prospect for people running new businesses.

Making Real Receptionists Redundant

Automated receptionists are slowly taking the place of humans who have long performed the tasks that are essential for any business. It was only a matter of time before technology got this good.

The freedom and independence of working from home for professionals can be the Christmas Wish that finally came to be. This absolute desire to Telework requires managing strategies that adapt for the virtual workforce. In 2005 approximately 22.2 million Americans teleworked, that is they worked from home or another location distinct from their main office. According to The Telework Coalition, this stat increased 30% from 2004. Given environmental concerns and the desire for Professionals and Companies to seek out productive alternatives to the standard way of growing a business, this figure will surely increase in the years ahead.

Close examination of the advantages and disadvantages of Teleworking reveal the potential obstacles as well as opportunities both Management and the Teleworker may face.

Fundamental advantages for the Teleworker are:

1. First and foremost is the absolute savings in precious time and commuting costs.

2. With the saving of time normally lost on the commute, the Teleworker can get off to a quicker start in the morning, using that time more efficiently.

3. Reduced Absenteeism due to the flexibility factor.

4. The self starter, which would be a trait of the Teleworker, would have the freedom to plan their work tasks to perfectly fit their day.

5. Without the commute and with the ability to tackle their tasks without intrusion, the

6. Teleworker may experience higher job satisfaction.

Disadvantages the Teleworker may face:

1. Without a separate home and work environment, the Teleworker may come to feel they are never away from their work.

2. Family and all the distractions that come with them are inevitable, therefore the Teleworker must learn to fairly divide their time between the two.

3. Strangely enough, overworking when working from home can happen. The Teleworker does not begin nor end their day the way the average worker does, so their is discipline required in knowing when to “shut down”.

4. Being away from the office can cause the Teleworker to be less aware of changes in the company.

5. The Teleworker may be concerned that they will not receive their proper share of guidance and expertise from management, being that they are not physically visible everyday.

6. Of course, there’s the feeling of being isolated that can overwhelm as well.

Tips for how to Manage Teleworkers:

The Virtual Office, Staying Connected: The proper use of technology can assist the virtual worker in feeling connected to the staff and provide them with a sense of collective problem solving. Utilizing tools such as Internet Seminars, PowerPoint, Online Meetings, Workshops and Remote PC Access, are some of the teleworking tools available today. Clearly this technology has been available for years and employers are just now getting a sense of their powerful benefits.

Virtual face time is another real asset of these technologies as they are able to see and hear their co-workers. The video and audio conference call are ideal for tools for this. So finding ways to implement video conference calls, is important.

As indicated above, the Virtual Worker can feel isolated. Therefore, management must make an active effort to stay in communication with the teleworker. It could be as simple as acknowledging their accomplishment on a project via a complimentary email, or the occasional phone call to say hello and review projects coming up. Probably the most important aspect of this is for management to be sincere and meaningful when they contact the teleworking employee.

Have the IT Department ready to help with the computer crisis that may overcome your virtual worker. Just because they are not in the office, doesn’t mean their broken computer drives them less crazy.

Choose the Right Type of People to be Teleworkers: Sounds simple right. Choosing the independent minded, self starter who can take a task from A to Z without their hand being held through the process, is a great start. If you’re not making a lateral move with someone, and are hiring for a Telework position from the outside, people with a background in consulting, Independent Contracting, Sales and Marketing are a brief example of individuals who can possess the fundamental traits for Teleworking.

Management must Trust their Decision that they Selected the Right Person for a Telework Position: If you call and the teleworker is not at their desk, don’t assume they’re “loafing around”. They could be taking a break, stretching their legs, or having lunch. Distractions at the office are plentiful, such as personal emails, water cooler chit chat, be-laboring issues, and more, so always keep in mind that getting the job done is a lot more important than where the job gets done. Trust your decisions, and allow your Teleworker the space you’ve given them.