One2Call Blog

5 point checklist for your Christmas communications.

Dec 12, 2016 9:35:43 AM / by One2Call posted in Blog, checklist, Christmas, pbx, Phone, Phone systems, tips, guide

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Lots of businesses will close down entirely to customers at some point over the Christmas period, but in the ‘always on’ world that doesn’t mean you won’t still get calls. That's why it’s vital to ensure your phone system is fully prepared for the holiday period and is able to give your customers the maximum level of customer service, even when you’re not there! So One2Call have put together our pre-Christmas phone system checklist to help your holidays go smoothly.

1. Decide on the level of service you will offer over Christmas

Will you be running a skeleton staff, closing the office altogether or do you want to ensure customers can still get through in an emergency?

Things to consider:

  • Do you have a less well-know number you can use for emergency calls over Christmas and publicise only to key customers?
  • Some phone systems can be configured to let only specific named numbers through, such as key customers.
  • If you do have phones that need to be manned over Christmas, if you have a VoIP phone system (voice over internet) you could allow workers to take their handsets home with them and answer them from home.

2. Review your call routing, hunt groups and ring groups

Most people design their call routing around a full office, not a half full office, so when Christmas comes around you can end up with phones ringing in empty rooms!

Things to consider:

  • Work with managers/HR to see where areas may be left with too few people on a call group and plan how to reroute these calls.
  • Does your system support ‘presence’? Consider an additional training session before Christmas to ensure users are updating their status so that callers aren’t kept on hold too long.
  • If you have a company like One2Call maintaining your system for you, make sure you give them plenty of notice of your changes! Some system are more complicated to program than others!

3. Christmassify your Auto-Attendant/Hold Messaging

At its most basic this means re-recording your On Hold Messaging to include your Christmas opening times and service levels.

But why miss an opportunity spread a bit of Christmas cheer? Bring out the sleigh bells and the ‘ho-ho-ho’s’ and record an especially Christmassy message.

Or add an extra sheen to your customer’s experience with a slick professional production, like this one One2Call recorded for its customer WAcademy, which can cost as little as £70.

4. Record Christmas-specific voicemails

Remember that many of your customers will direct dial the people they’re used to working with, bypassing your Auto-Attendant altogether.

Encourage your teams to record a Christmas-specific message in advance of their last day detailing the days they will be in and out of the office, and who to call if they need to get in touch with someone. And don’t forget to remind everyone regularly to switch them on before they leave!

5. Clear your voicemail inboxes

A simple tip that’s easy to forget. If the first message of the holidays fills your voicemail, you won’t get any more!

Also, some systems share mailbox capacity across all users, so just clearing your own mailbox of recorded messages might not help – it needs to be a company wide effort!


 

We’d advise you to go through this checklist as soon as possible to ensure you have enough time to put everything into action before you break for Christmas.

If you’re unsure if your phone system supports some of the features mentioned above please get in touch with us and we’ll be happy to help.

And also don’t forget…

- To send your customer Christmas cards/gifts nice and early.
- Set our email out of office message before you leave
- Use your email signature to communicate your Christmas opening times
- To have a great Christmas!

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Panasonic releases UC Pro app for KX-NS series telephone systems.

Sep 15, 2016 2:00:37 PM / by One2Call posted in News, Panasonic, pbx, UC, Unified Communications

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Unlike similar apps from some other vendors, Panasonic's app will be compatible with Windows, Mac OS, Android and Apple iOS.

Panasonic's communications arm in North America has announced the release of a new app called UC Pro to enable business users to connect to anyone anywhere across multiple devices.

Designed to integrate with the Panasonic KX-NS series of IP-based communications platforms, including the KX-NS700, KX-NS700G or KX-NS1000, it is flexible enough to serve the needs of small to medium-sized business (SMBs) or larger enterprises, according to the company.

A single id allows users to bring all the functionality they would have on their desktop phone on their smartphone or tablet, including access to stored contacts and the ability to place calls through the application. The interface is designed to be user-friendly and fully customisable and brings with it features such as text chat, video conferencing, one-click calling and an integrated calendar.

At the touch of a button, users can share their location and save time chasing down unavailable colleagues by seeing their status and location.

Text, audio and video chat functionalities let users hold meetings at remote locations with video conferencing capabilities, and instantly connect to one or more colleagues through the text or audio chat functions.

Our reaction

"UC apps like this are a great way to extend the functionality of your phone system beyond the office, and to make your workforce more mobile.

We also find that customers like UC smartphone apps because they can, for instance, find out who is currently available in a vital department when they are in an important meeting with a client, rather than be sat reaching voicemails or nervously awaiting callback.

It can also help you get rid of separate work and personal smartphones since users get the benefit of being connected to the business whenever they want to be, but being in control of their presence status, they can send calls to voicemail or other extensions whenever they want to.

They are pretty much essential for any modern, mobile and flexible company."

The Panasonic UC Pro application is currently available through Panasonic authorized resellers, with downloads for both desktop and mobile clients available through the Panasonic Partner Portal, Google Play and the Apple Store.

Source: <a href="http://www.eweek.com/small-business/panasonic-launches-uc-pro-unified-communications-platform.html">http://www.eweek.com/small-business/panasonic-launches-uc-pro-unified-communications-platform.html</a>
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Recent hacking attempts in South Yorkshire.

Sep 23, 2015 4:36:51 PM / by One2Call posted in Blog, pbx, phreaking, security, voip, hacking

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Weak voicemail passwords used to access systems and dial international numbers.

We've recently seen an increase in calls from local businesses who had their phone systems hacked by the same method - exploiting weak voicemail passwords to gain access to the system and make calls to expensive international numbers.

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World's most advanced crime lab uses Cisco phone system...sort of.

Feb 2, 2015 4:32:21 PM / by One2Call posted in Blog, Cisco, pbx, Phone, Telecoms, TV

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Some of the technology used in TV crime drama CSI is not just cutting edge, it's science fiction, but the Cisco video phone technology seen in the latest episode is affordable to businesses of any size.

It's a terrible affliction to have your TV viewing pleasure interrupted because you've spotted a phone handset and you want to pause the TV to see what type it is, but such is the life of a phone system nerd.

Our latest spot was at the end of the latest episode of Channel 5's long-running techno-fetishist crime drama CSI in which silver-haired former Cheers hunk Ted Danson, AKA CSI Russell, was seen wrapping up that episode's storyline via a speakerphone conversation on a Cisco 9900 series handset (see picture).

The amount of technology the fictional CSI team use in solving even the most minor case suggests that they are extremely well funded, but we're bringing these high-tech solutions even to the smallest businesses with our recently added Cisco Small Business in a Box solution.

So if you want lift your businesses into the Hollywood A-league, at least in terms of phone systems, get in touch!

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One2Call adds Cisco and Avaya to complete 'Top 5 ' line up.

Dec 15, 2014 12:56:40 PM / by One2Call posted in Avaya, Cisco, News, Panasonic, pbx, Telecoms, UC, Unified Communications, Mitel, NEC, networks

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>> More about Avaya
>> More about Cisco

One2Call is proud to announce that has added the world's 2 biggest players in business telecommunications, Cisco and Avaya, to it's phone systems and business communications portfolio.

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Another satisfied phone system customer...Saxton Mee Estate Agents in Sheffield.

Jun 19, 2014 12:02:36 PM / by One2Call posted in Blog, pbx, Phone, phone system, Testimonial, ip phones

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It's great when you receive a nice testimonial about your services. Here's what Theresa Hurst, Associate Director with Saxton Mee Estate Agents in Sheffield said about One2Call :

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