Unified Messaging

Chapter 2

Unified Messaging could also be called Unified Communications, Integrated Communications, Centralized Communications, etc.

Unified Messaging the combining of multiple communications methods (such as landline/telephone, cellular, wireless, fax, e-mail, paging, instant messaging, etc.) into a system which works together and is simplified in order to keep you in touch and be more efficient with your business.  Don’t worry, although we explain all of this thoroughly, it’s really EASY to get started and organized. We’ll show you.

If you lack communication, you are lacking business. In today’s “I want it now and at my convenience” environment - people are going to do business elsewhere if you don’t help them right away, or at least provide enough information automatically to help them decide to make a purchase or do business with you.

Getting in touch with you or your representative personally is the best way to do business. However, everyone needs a break and humans don’t work 24 hours a day and 7 days a week.

The solution is with Unified Messaging.  First, you make yourself as available as possible while you are physically able to during your chosen regular business hours (or part-time schedule - if you are running a part-time business). Secondly, when you are not available (part-time schedule, sleeping, day off, out of town, dinner, whatever) - you should have an automated method of presenting as much information as possible to potential customers.

• There are 3 ways for people to initiate business with you;
• In person.
• If you have an accessible physical store or office where people can just walk-in off the street - this is your best bet.  However, more businesses are going to a low overhead structure and doing business in the following ways.
• By Telephone.
• This has been very successful over the past few decades - but can still carry higher overhead costs than the internet.  You have to advertise in physical media or internet to get your phone number out there.
• Through the Internet.
• Currently, many very successful businesses are exclusively via internet. Some start out on the internet and then open a few stores or offices when business is good enough.  You still have to have a telephone line to provide one-on-one help to customers if they are unable to find answers online - or if they just want to talk with who they are buying from.

As you can see from the above, each method (or a combination of them) requires a telephone to do business.  So, it is logical that you start with a telephone number and build your unified messaging structure from there. 

Secondly, you should have a web site to inexpensively advertise your phone number and showcase whatever it is you are offering to customers.  Remember, we are trying to make you efficient, which also means saving money. So please keep an open mind.

“O.K. so where do I start?” you say.

1. Get a toll free (best) or local phone number with a unified messaging system.
• You can order a monthly Virtual Office package of Unified Messaging which includes a toll free number or local number AND an auto attendant for as low as $9.95 per month. These systems dispatch all communications and are already set up to unify almost all your communications equipment (phone, fax, e-mail, etc.).  You would simply program this Virtual Office, via simple web site control panel - or calling in to your system via your access number and pushing buttons on your phone. See our Provider Listings for companies who sell these packages.
• Or, you can separately buy a phone line, PBX/Key system, auto attendant and unifying software for as low as several thousand dollars - to upwards of tens of thousands of dollars. This is very expensive and extensive - requiring professional installation and set up.  See our Provider Listings for companies who sell PBX/Key Systems and equipment.
2. After purchasing a PBX/Key System OR renting your Virtual Office System, you should select the “satellite items” such as telephones, cellular, wireless, e-mail, fax, etc., which you would like to tie-in to your new Unified Messaging system.  The method in which you tie them all together will depend on which Virtual Office package you select, which software comes with your PBX/Key System and which satellite items you want to use.
3. Examples of tying in your “satellite items” to your Unified Messaging System are as follows and are also described in other areas of our web site;
• Land Line Telephones - (Office, Home Telephones - you’ll program your system to forward to your office phone or several phones if you have more than one extension. You can program the forwarding to your home while protecting your privacy - as the caller uses your chosen business phone number (toll free or local) but is routed to your home.
• Cellular Telephones - you can have your system try ringing your office first, then try your cell phone if you wish.  Again, this protects your privacy - while making you extremely connected and available.
• Pagers - after trying your voice phones, most systems are capable of paging you after they have gone to voicemail and alerting you immediately of a message - or actually calling your cell phone and playing the message back to you.
• Fax - most systems can provide the caller and option of selecting an extension to send you a fax which is then stored on your system as a file for you to save, forward via e-mail or print.
• Wireless - using a constantly connected or on demand connected PDA, laptop, web enabled cell phone or other device for e-mail - you can get e-mail messages which contain a sound file of your voicemail messages.
• E-mail - most systems can send an e-mail of voicemail messages via a sound file which can be played back, stored or forwarded AND include caller id capturing.
• Web site - you’ll advertise your phone number on your web site - while making available your e-mail address. This is the final closure in the loop of unified messaging.
4. Now you have an understanding of the structure of your Unified Messaging System and can get started once all items are in place. 

Continue to Chapter 3. PBX,Key Systems, Virtual Offices to decide which is best for your business>>>>>

 

[Home] [Getting Started] [Unified Messaging] [PBX/Key/Virtual Office] [The Power of Toll Free] [Office Phone Set Up] [Fax/Fax Forwarding] [Setting Up A Web Site] [Automated Selling] [Cellular/Wireless/Paging] [Protecting Privacy & Security] [Making Systems Pay You] [Provider Listings]

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