<p>Contrary to popular belief, over-the-phone customer service is not dead. In fact, phoning in for queries and troubleshooting can be more efficient than using a chatbot or sending back-and-forth emails. Thus, companies without a business phone number should consider enrolling one.</p>



<p>Business telephone numbers also work wonders for closing sales, receiving customer feedback, and doing market research. In this comprehensive guide, you’ll learn how to get a business phone number, how it works, and how much it costs.</p>



<h2 class="wp-block-heading">What is a Business Phone Number?</h2>



<p>Business phone numbers are for communication with a business or organization. Businesses use these numbers to connect customers, clients, partners, and other stakeholders to the company&#8217;s representatives for various purposes, such as inquiries, support, sales, and general communication.&nbsp;</p>



<p>Companies can choose from landline numbers provided by traditional telecommunication companies or <a href="https://blog.ultatel.com/what-is-a-virtual-phone-system">virtual phone numbers</a> offered by cloud-based communication services.</p>



<h2 class="wp-block-heading">Types of Business Phone Numbers</h2>



<p>Each business phone number serves various purposes and has differing features. Here are the different types of business phone numbers:</p>



<ul>
<li><strong>Local phone numbers: </strong>These numbers adhere to a local area code specific to a particular geographic location. Through local phone numbers, businesses establish a local presence and cater to customers in a specific region.&nbsp;</li>



<li><strong>Toll-free numbers: </strong>These numbers allow customers to call a business without incurring charges. In the United States, common toll-free prefixes include 800, 888, 877, 866, 855, and 844. Companies use toll-free numbers for customer support, sales inquiries, and marketing.</li>



<li><strong>Vanity numbers:</strong> These customized phone numbers spell out a specific word or acronym using the alphanumeric keypad. For example, you might see 1-800-FLOWERS or 1-888-PIZZA. These numbers are easy to remember, which can benefit branding and marketing efforts.</li>



<li><strong>Virtual phone numbers:</strong> These numbers aren’t tied to a physical phone line. Instead, they are cloud-hosted, compatible with any existing phone system. Virtual numbers are flexible and popular for businesses wanting to establish a presence in multiple locations without maintaining physical offices.</li>



<li><strong>International phone numbers:</strong> International phone numbers are useful for businesses operating in multiple countries. These numbers have country-specific codes and enable customers from different countries to contact the company without making an international call.</li>



<li><a href="https://blog.ultatel.com/did-number"><strong>Direct Inward Dialing (DID) numbers</strong></a><strong>: </strong>DID numbers are used in private branch exchange (PBX) systems to assign specific extensions or direct lines to individual employees or departments within a company. They allow external callers to dial a direct number to reach a particular person or team.</li>



<li><a href="https://blog.ultatel.com/what-is-voip"><strong>VoIP phone numbers</strong></a><strong>:</strong> VoIP (Voice over Internet Protocol) phone numbers use the internet to transmit voice calls. They are an alternative to traditional landline numbers and can offer cost savings, flexibility, and advanced features like call routing and virtual voicemail.</li>



<li><strong>Emergency Services numbers: </strong>In some countries, specific phone numbers are emergency services numbers, such as 911 in the United States. Businesses may have to comply with emergency service access regulations, primarily if they use a VoIP or virtual phone system.</li>



<li><strong>Sequential dialing numbers: </strong>These numbers are standard in call centers or telemarketing campaigns for automatic dialing in sequential order for outbound sales or lead generation purposes.</li>
</ul>



<h2 class="wp-block-heading">Why You Need a Business Phone Number</h2>



<p>Business phone numbers may seem frivolous if you already employ chatbots on your website. However, they can provide dozens of unexpected benefits, including the following:</p>



<ul>
<li><strong>They establish professionalism: </strong>Business phone numbers differentiate your communications from personal calls, instilling trust and credibility in your customers and partners. This separation improves organization and ensures recipients can make essential business calls amid private conversations.</li>



<li><strong>They are accessible to customers:</strong> You can enhance customer service by offering a dedicated channel for inquiries, support, and feedback, increasing customer satisfaction.</li>



<li><strong>They are powerful branding tools: </strong>Customers can easier recall your contact information and retain your brand identity in their minds.</li>



<li><strong>They can establish local presences if you operate in multiple locations:</strong> Local business numbers create a sense of familiarity and trust with customers in those regions.</li>



<li><strong>They prevent unnecessary charges:</strong> Thanks to toll-free numbers, customers won’t have to worry about potential costs, encouraging them to reach out for inquiries, support, or placing orders.</li>



<li><strong>They route and forward calls to the right people:</strong> Business phone systems ensure calls go to the correct departments or employees, improving efficiency and customer service.</li>



<li><strong>They are flexible, scalable, and mobile:</strong> Modern business phone systems, including VoIP and virtual phone numbers, are highly adaptable. Employees can make and receive business calls from anywhere with an internet connection, making remote work more feasible.</li>



<li><strong>They provide analytics and resorts: </strong>Advanced phone systems provide insights into call volume, peak times, and customer interactions. Handlers can use this data to improve customer service and optimize business processes.</li>



<li><strong>They integrate with vital communication tools:</strong> Business phone numbers integrate with other communication tools like <a href="https://blog.ultatel.com/what-is-a-crm">CRM systems</a>, email clients, and team collaboration platforms, streamlining workflows and enhancing productivity.</li>
</ul>



<h2 class="wp-block-heading">When to Get a Business Phone Number</h2>



<p>You should consider getting a business phone number as soon as you start or plan to start a business, as it can provide immediate benefits. Here are some other specific situations when you should get a business phone number:</p>



<ul>
<li><strong>You need to separate personal and business communications: </strong>Suppose you operate a small home-based business. If you use your personal phone number to take business calls, getting a separate number can improve organization and ensure you don’t miss critical calls.</li>



<li><strong>Your business is expanding to multiple locations: </strong>Getting local phone numbers for each area can help establish a local presence and cater to customers in those locations.</li>



<li><strong>You’re getting more calls: </strong>Having a business phone number with call routing and forwarding capabilities can help you handle a growing number of calls more efficiently.</li>



<li><strong>You’re launching a new marketing campaign: </strong>A dedicated business phone number can help track the effectiveness of various sales campaigns.</li>



<li><strong>You employ employees remotely: </strong>A virtual business phone number or VoIP solution can enable seamless communication among team members regardless of their location.</li>
</ul>



<h2 class="wp-block-heading">How Much Does It Cost to Set Up a Business Phone Number?</h2>



<p>The cost of setting up a business phone number varies depending on the type of phone number, the service provider, the features and functionalities you require, and the country or region in which you operate. Generally, a company phone number can cost between $20 and $30 per user per month. Physical setups typically cost more, while virtual phone systems are often more affordable, as they don’t require hardware. </p>



<h2 class="wp-block-heading">What Features Should Your Business Phone Number Have?</h2>



<p>The features your business phone number should have will depend on your operating goals and the nature of your business. However, most business phone numbers boast the following features:</p>



<ul>
<li><strong>Call forwarding: </strong>Route incoming calls to different phone numbers to ensure calls are answered promptly by the right person, even if they are not at their desk or are working remotely.</li>



<li><strong>Voicemail: </strong>Receive messages from callers when your team members are unavailable.</li>



<li><a href="https://blog.ultatel.com/how-call-recording-improves-sales-team"><strong>Call recording</strong></a><strong>: </strong>Use recorded calls for training purposes, quality assurance, and compliance with regulations.</li>



<li><a href="https://blog.ultatel.com/interactive-voice-response"><strong>Interactive Voice Response (IVR)</strong></a><strong>:</strong> Enable automated menus to route calls to the appropriate department or provide relevant information to callers and streamline the call process.</li>



<li><strong>Conference calling:</strong> Allow multiple participants to join a call for team meetings, client consultations, and group collaborations.</li>



<li><a href="https://blog.ultatel.com/call-center-analytics"><strong>Call analytics and reporting</strong></a><strong>:</strong> Get insights into call volumes, peak times, call duration, and other metrics to optimize business communication.</li>



<li><strong>Business hours and call routing:</strong> Set specific business hours during which calls are automatically forwarded to specific destinations, such as voicemail or an after-hours support team.</li>



<li><strong>Toll-free numbers: </strong>Allow customers to call your business without incurring charges to make it easier for them to reach out.</li>



<li><strong>Local phone numbers:</strong> Create a local presence and build trust with your audience from a specific region.</li>



<li><strong>Mobile and remote access:</strong> Connect to your business phone system to make and receive calls from anywhere with an internet connection.</li>



<li><strong>Integration with CRM and productivity tools: I</strong>ntegrating your business phone system with customer relationship management (CRM) software and other productivity tools can streamline workflows and enhance customer interactions.</li>



<li><a href="https://blog.ultatel.com/auto-attendant"><strong>Auto attendant</strong></a><strong>:</strong> Greet callers and offers menu options for different departments or services to improve call handling efficiency and professionalism.</li>



<li><strong>Call transfer:</strong> Allow employees to transfer calls to other team members or departments to facilitate better collaboration and customer support.</li>



<li><strong>Text messaging (SMS):</strong> Enable customers to send inquiries or receive updates via SMS.</li>



<li><strong>Call screening and blocking:</strong> Block unwanted calls and screen callers before accepting their calls to reduec disruptions and spam calls.</li>
</ul>



<h2 class="wp-block-heading">Tips When Choosing a Business Phone Number</h2>



<p>Choosing the right business phone number is essential for effective communication with your customers and partners. Here are some tips to consider when selecting a business phone number:</p>



<ul>
<li><strong>Decide on the type of business phone number that best suits your needs:</strong> Options include local numbers, toll-free numbers, vanity numbers, virtual numbers, and international numbers. Each type has its advantages, so consider the preferences and locations of your target audience.</li>



<li><strong>Choose a memorable phone number: </strong>Make it easy for consumers and team members to remember your phone number to reinforce your brand.&nbsp;</li>



<li><strong>Pick the features that will benefit your business most: </strong>Consider what matters most—is it call forwarding? Voicemail? Do you need an auto attendant to redirect a growing number of calls?</li>



<li><strong>Consider costs: </strong>Compare the costs and pricing structures of different phone number providers. Consider monthly subscription fees, call rates, and any additional charges for specific features or usage.</li>



<li><strong>Determine what business tools require integration: </strong>If you use customer relationship management (CRM) software or other communication tools, choose a business phone service that integrates seamlessly with these tools.</li>



<li><strong>Opt for mobile accessibility:</strong> Get a business phone service that offers mobile apps or web-based interfaces to enable your team to make and receive business calls on the go.</li>



<li><strong>Review state and country regulations: </strong>Ensure that your chosen phone number service complies with any relevant regulations and requirements in your industry or country.</li>



<li><strong>Take advantage of free trials or demos to test the service before committing:</strong> Free trials allow you to evaluate performance and features to ensure the system meets your business needs.</li>
</ul>



<h2 class="wp-block-heading">How to Get a Phone Number for Your Business</h2>



<h3 class="wp-block-heading">Choose a Business Phone Number</h3>



<p>Decide on the type of number you need (local, toll-free, etc.), and consider a memorable or vanity number if it aligns with your branding strategy.</p>



<h3 class="wp-block-heading">Purchase Your Business Phone Number</h3>



<p>Select a reliable service provider that offers the features you require, and sign up for a plan that suits your business needs and budget. Read customer reviews and testimonials before committing to a supplier long-term.</p>



<h3 class="wp-block-heading">Set Up Your Business Phone Number</h3>



<p>Follow the provider&#8217;s instructions to set up your business phone system, configure call routing, voicemail, and other settings to ensure smooth communication. Some providers facilitate the setup process for you.</p>



<h3 class="wp-block-heading">Optimize Your Business Phone Calls</h3>



<p>Train your team on proper call handling, use call analytics to gain insights, and integrate your phone system with other tools to enhance productivity and customer experience.</p>



<h2 class="wp-block-heading">Get Your Business Phone Number Today</h2>



<p>Whether you’re new to the business scene or are an established name looking to build credibility, getting a company phone number has its benefits. Business phone numbers are essential for streamlining queries, connecting team members, improving communications, and keeping customers happy.&nbsp;</p>



<p>When choosing a business phone number, you’ll want to ensure it’s memorable, has the appropriate features your business needs, and comes from a reliable provider.&nbsp;<br><a href="https://ultatel.com/">ULTATEL</a> provides the best VoIP phone system for business owners of all niches. Not only are our systems affordable and easy to set up but are developed for longevity and usability.</p>


Business Phone Number Types, Cost, and How to Get One for Your Business

<p>Communication is the main pillar of any business that aims to grow and expand. So, if you are a business owner, you should consider having a SIP calling system. SIP is the modern alternative of the traditional phone system; it operates through the internet granting you better call quality, and saves you lots of money.</p>



<h2 class="wp-block-heading">What is SIP Calling?<strong>&nbsp;</strong></h2>



<p>SIP calling, known as Session Initiation Protocol, is the process of modern office&nbsp; phone system that transfers voice and video calls over the internet. Sip calling&nbsp; processes take place through sip trunk, which is the virtual form of a phone line. Sip&nbsp; calling is meant to eliminate the hassle of the traditional office phone system with all&nbsp; its cons. This article will take you through a must-have modern solution for your&nbsp; business, and answer all your inquiries about it.&nbsp;</p>



<h2 class="wp-block-heading">How Does a SIP Call Work?&nbsp;</h2>



<p>There are many differences between the SIP calling system and the traditional phone&nbsp; system in terms of working processes that will make you choose SIP calling, get to know these differences below!</p>



<p>So, traditional systems consist of the following:&nbsp;</p>



<ul>
<li>The on-site system that handles all the calls as known as <a href="https://blog.ultatel.com/what-is-ip-pbx">PBX or Private&nbsp; Branch Exchange</a></li>



<li>The chain that transmits any call to its destination as known as <a href="https://blog.ultatel.com/pstn-guide">PSTN or&nbsp; Public Switched Telephone Network</a>&nbsp;</li>



<li>The lines that act as the middlemen connecting calls to PSTN as known as&nbsp; PRI or Primary Rate Interface&nbsp;</li>
</ul>



<p>It has been decades since people started using this traditional system, and it does not cope now with the modern changes in the business world because this system is not flexible to use anywhere, costs lots of money especially when it comes to repair, and its call quality is not controllable.&nbsp;</p>



<p>On the other hand, SIP calling works as follows:&nbsp;</p>



<ul>
<li>It eliminates the usage of PRI lines&nbsp;</li>



<li>SIP calling starts through <a href="https://blog.ultatel.com/sip-trunk/">SIP trunk</a> that is virtually installed over the&nbsp; company’s internet connection&nbsp;</li>



<li>SIP trunk then connects PBX to PSTN through the cloud</li>
</ul>



<p>As a result, with SIP, you can:&nbsp;</p>



<ul>
<li>Make conference calls, video chatting, voicemail, and exchange documents</li>



<li>Use any preferred device to make the calls&nbsp;</li>



<li>Exchange multimedia files&nbsp;</li>



<li>Have inbound and outbound calls regardless of the location&nbsp;</li>
</ul>



<p>So, if you use different platforms to manage the above services and more, SIP is&nbsp; there to allow you manage them all through one system.&nbsp;</p>



<h2 class="wp-block-heading">Benefits of SIP Calling<strong>&nbsp;</strong></h2>



<p>If you want to know why you should have SIP trunk as soon as possible, check the&nbsp; following benefits!&nbsp;</p>



<h3 class="wp-block-heading">Expand without limits&nbsp;</h3>



<p>Whether you are hiring more employees or willing to expand in new locations,&nbsp; you don’t have to buy more physical lines or change the phone system. SIP trunk&nbsp; will allow you to get your different locations interconnected through one phone&nbsp; system. Also, the unlimited channels of SIP trunk will keep your communication&nbsp; efficient and quickly regardless of the number of calls or employees.</p>



<h3 class="wp-block-heading">Save costs drastically&nbsp;</h3>



<p>As long as SIP calls rely on the internet to grant you a virtual connection, it saves&nbsp; costs in terms of eliminating:&nbsp;</p>



<ul>
<li>Getting charged per minute, but unlimited calls will be granted with SIP&nbsp; through a fixed monthly fee&nbsp;</li>



<li>Subscription fees for various services, but all services through SIP will be in&nbsp; one system with a unified fee&nbsp;</li>



<li>Extra charges of international calls, but all calls through SIP are dealt with&nbsp; as local calls&nbsp;</li>



<li>High maintenance costs of traditional system that keep rising because it is&nbsp; becoming outdated&nbsp;</li>
</ul>



<p>So, you will pay much less money when you have SIP trunk, and you will get ideal&nbsp; quality compared to traditional phone system represented in PRI.&nbsp;</p>



<h3 class="wp-block-heading">Unified communications&nbsp;</h3>



<p>SIP phone system allows you to synchronize all your communication channels. As&nbsp; a result, SIP system will:&nbsp;</p>



<ul>
<li>Grant you a unified virtual communication system&nbsp;</li>



<li>Ease the communication among employees regardless of their number</li>



<li>Let your team make voice or video calls, exchange files and send instant&nbsp; messages&nbsp;</li>



<li>Make your employees become reachable wherever they are through their&nbsp; smartphones&nbsp;</li>



<li>Allow employees to show their working hours through marking themselves&nbsp; as online or offline&nbsp;&nbsp;</li>



<li>Transfer calls automatically to the available yet relevant employees Poor-quality is never an option&nbsp;</li>
</ul>



<h3 class="wp-block-heading">Poor-quality is never an option</h3>



<p>While traditional landlines may fail you, SIP phone system will never do.&nbsp;</p>



<p>Some unexpected scenarios may cause the traditional phone system to go down.&nbsp; So, this may cause business disruption or revenue loss. On the other hand, SIP&nbsp; system has a built-in redundancy that extremely diminishes any chance of failure. However, if any outage happened, the SIP service provider reroutes the calls to&nbsp; other locations or mobile phones to provide you with the same quality. Thus, your&nbsp; business communications maintain their reliability and high-quality.&nbsp;</p>



<h3 class="wp-block-heading">Easily absorbed system&nbsp;</h3>



<p>SIP Phone system is characterized with:&nbsp;</p>



<ul>
<li>A simple interface that improves user experience&nbsp;</li>



<li>Smooth steps that allow employees to master using it&nbsp;</li>



<li>Easy maintenance procedures through the online control panel&nbsp;</li>
</ul>



<p>SIP service provider is responsible of implementing it in your office, training your&nbsp; employees on using such a system and making sure that they all are mastering it&nbsp; well.&nbsp;&nbsp;</p>



<h2 class="wp-block-heading">SIP Calling Requirements<strong>&nbsp;</strong></h2>



<p>SIP calling operates through a systematic internet process to start and end SIP&nbsp; calls as you wish. These are the technologies that are implemented within our SIP&nbsp; system to make connections happen.&nbsp;&nbsp;</p>



<h3 class="wp-block-heading">SIP Addresses&nbsp;</h3>



<p>SIP calling allows connections to happen from one location to the other, and in&nbsp; order for this to happen, there has to be a SIP address. SIP address functions as&nbsp; the destination to which messages and calls are directed to. You can link a SIP&nbsp; address to a certain individual or even a computer application, and proceed&nbsp; starting and receiving calls and messages. Further, during a SIP session, the&nbsp;system notifies you if someone joins or leaves the sessions. At the end of SIP calls,&nbsp; you can easily cut off the connection with the address.&nbsp;&nbsp;</p>



<h3 class="wp-block-heading">SIP Codecs&nbsp;</h3>



<p>In order for voice signals to be transmitted and sent through SIP phone system,&nbsp; there should be “codecs.” <a href="https://blog.ultatel.com/what-are-voip-codecs">Codecs</a> is an abbreviation for “coder decoder” that its&nbsp; main mission is to get the digital from of the analog voice signal so it becomes&nbsp; easier to transmit it. Codecs types are many but the most used types in the&nbsp; market are G.711 and G.729&nbsp;</p>



<p>The difference between them is that:&nbsp;</p>



<ul>
<li>G.711 provides a high quality of voice, but it requires much of bandwidth&nbsp; consumption in order to provide such quality&nbsp;</li>



<li>G.729 diminishes the voice quality a bit, but it is a better option in areas&nbsp; where bandwidth is not available that much&nbsp;</li>
</ul>



<h3 class="wp-block-heading">SIP Protocols&nbsp;</h3>



<p>Did you know what follows the encoding of the files we just talked about?&nbsp;</p>



<p>There are two protocols that get the mission done. If you could imagine that the&nbsp; internet is the things connects the sender and the receiver, you may be a bit&nbsp; wrong. There should a helper that takes what the sender wants to send and&nbsp; delivers it to the internet, and this is “RTP” or Real-Time Protocol so it mainly&nbsp; transfers things through the network. On the other hand, “RTCP” or Real-Time Transport Control Protocol is mainly responsible of maintaining the best quality of&nbsp; delivery of the things carried by the RTP.&nbsp;</p>



<h2 class="wp-block-heading">SIP Phone System vs. Other Communication Systems</h2>



<p>In order to settle on a decision, you need to go through the compare and contrast process. That is why ULTATEL brought to you this comparison between SIP and other well-known systems.&nbsp;</p>



<h3 class="wp-block-heading">SIP vs. ISDN <strong>&nbsp;</strong></h3>



<p>ISDN Calling, known as <a href="https://blog.ultatel.com/what-is-isdn">Integrated Services Digital Network</a>, is a phone system&nbsp; that provides more advantages compared to the traditional PSTN. So, it transmits&nbsp; voice and data over digital copper lines. In contrast with SIP trunk, ISDN grants&nbsp; only 64kbps rate when it comes to data transfer whereas SIP does not really have&nbsp; a limit as long as the connection allows the speed. Also, ISDN will make you pay&nbsp; for both voice and data on a separate basis because it has several service points.&nbsp; Moreover, ISDN will not help you scale up your business as SIP will do because it&nbsp; is limited to 23 branches per trunk.&nbsp;&nbsp;</p>



<h3 class="wp-block-heading">SIP vs. VOIP<strong>&nbsp;</strong></h3>



<p>VOIP is known as <a href="https://blog.ultatel.com/what-is-voip">Voice Over Internet Protocol</a>, and SIP complements many of the&nbsp; services you can get from VOIP. In many cases, you should have SIP and&nbsp; VOIP in your premises. SIP facilitates VOIP calls to let the communication become&nbsp; faster and more efficient. If your communication does really require anything&nbsp; more than voice, VOIP will be enough. However, when it comes to multimedia&nbsp; communication, SIP is a must for VOIP to function.&nbsp;&nbsp;</p>



<h2 class="wp-block-heading">Frequently Asked Questions&nbsp;</h2>



<p>There is more to know about SIP calling, so you have a full background that helps you decide whether you need it or not. So, you will find the most asked questions by our clients answered below.</p>



<h3 class="wp-block-heading">Can I make SIP calls on an iPhone/Android?<strong>&nbsp;</strong></h3>



<p>In order to make it easier for you and your staff, SIP allows you all to make calls&nbsp; through a device you have all the time whether it is iPhone or Android.&nbsp;&nbsp;</p>



<p>SIP calls on mobile phones will enable you to:&nbsp;</p>



<ul>
<li>Detach personal calls from business ones&nbsp;</li>



<li>Get the calls even if your device has various numbers&nbsp;</li>



<li>Have high performance calls even if the coverage is limited&nbsp;</li>
</ul>



<p>Both iPhone and Android will allow you to receive SIP calls through very easy&nbsp; steps in the settings that your SIP provider who is ULTATEL will help you with.</p>



<h3 class="wp-block-heading">Who uses SIP calling?<strong>&nbsp;</strong></h3>



<p>It doesn&#8217;t really matter whether you have a small business or an enterprise as&nbsp; long as you have a PBX system in your premises. We never deny that incorporating&nbsp; SIP phone systems in small businesses is much easier because the number of&nbsp; employees, branches and numbers are much less than those of enterprises.&nbsp; However, the more you postpone having a SIP system in your company, the more it&nbsp; will cost your company a lot later on. If you are still wondering why you should&nbsp; have a SIP system, look at the following reasons below!&nbsp;</p>



<ul>
<li>Makes users reachable easily&nbsp;</li>



<li>Guarantees the best contact with clients worldwide&nbsp;</li>



<li>Helps with managing time and collecting data a lot&nbsp;</li>



<li>Enables working wherever there is a connection with the internet • Connects you with anyone, anywhere and at any circumstances&nbsp;</li>
</ul>



<h2 class="wp-block-heading">Conclusion<strong>&nbsp;</strong></h2>



<p>As David Chappelle once said “Modern problems require modern solutions,”&nbsp; which is the exact thing that SIP trunk offers to the world of communication. Businesses in our modern world pretty much depend on communication, and&nbsp; unfortunately, telecommunications have been showing a great incompetence in&nbsp; fulfilling corporations’ needs and wants over the past couple of years. The fact&nbsp; that basic telecommunication services fail to meet the expectations of the&nbsp; modern world, the need for an internet-based communication service started to&nbsp; become more and more pressing, and this is the gap that SIP trunk has been&nbsp; trying to fill. SIP calling’s main goal is to facilitate communication among members&nbsp; of small and even big and extended businesses through depending fully and solely&nbsp; on the internet. It makes communication and collaboration happen in our modern&nbsp; corporations in an effective, smooth and problems-free way, which provided a&nbsp; solution to the issues that aroused from depending on outdated and&nbsp; traditional telecommunication services. Alongside being a smarter and more&nbsp; effective alternative to our normal and long-used telecommunications, SIP calling&nbsp;is an option that saves money and resources while maintaining a stable and solid&nbsp; quality of calls, video conferences and meetings. So, if you are looking for a way&nbsp; to keep your business up to the ever changing and ever developing modern&nbsp; world, contact ULTATEL and enjoy an experience of futuristic communication that&nbsp; will one day spread all over the world!</p>


What is SIP Calling and How Does It Impact Business Growth?

<p>Fax machines, when we hear of them, we often think of ancient bulky printing machines with telephones attached that give off squealing dot-matrix sounds at work. They are relics of the past, a bygone era of office setups that operate at a snail’s pace compared to the present. Or is it?</p>



<p>Nowadays, fax machines are still part of businesses, with newer models combining multiple functions into one piece of technology to form the complete package. Some have a continuous ink system while others have a photocopying feature. It makes other business owners wonder, “Are fax machines really obsolete?” If not, then what are the reasons why organizations still use them? How can it benefit your venture as well? And what’s new in the world in faxing that you can utilize to make your daily operations easier?</p>



<p>All of these questions will be answered below. But first, let’s take a trip down memory lane and discover how the fax machine evolved from a heavy and loud printing device to the silent and more compact ones we are familiar with today.</p>



<h2 class="wp-block-heading">History of Fax Machines</h2>



<p>The <a href="https://blog.ultatel.com/fax-machine-history">history of fax machines</a> dates back to the 19th century when inventors like Alexander Bain and Giovanni Caselli developed early versions of facsimile devices. However, the modern fax machine as we know it began to take shape in the mid-20th century.</p>



<ul>
<li><strong>Early Concepts (19th Century):</strong> The concept of fax-like transmission dates back to the 19th century. Alexander Bain, a Scottish inventor, is often credited with the earliest fax idea. In 1843, he developed an early facsimile machine capable of transmitting text in the form of images over telegraph wires.</li>



<li><strong>Pantelegraph and Caselli (1860s):</strong> In the 1860s, Italian inventor Giovanni Caselli developed the Pantelegraph, a device similar to Bain’s telefacsimile machine that could also transmit still images over telegraph lines. This marked a significant step toward practical fax technology.</li>



<li><strong>Wirephoto (1920s-1930s):</strong> During the 1920s and 1930s, advancements in fax technology continued with the introduction of wirephoto machines. These devices used the same telegraph or telephone lines as their predecessors to transmit photographs and other images.</li>



<li><strong>Xerox and the Birth of Modern Fax (1960s):</strong> It was not until the 1960s that the modern fax machine began to take shape. In 1964, Xerox introduced the Long Distance Xerography (LDX), capable of transmitting images over long distances. The Xerox Magnafax was the first commercial fax machine launched in 1966.</li>



<li><strong>Adoption and Commercialization (1970s-1980s):</strong> The 1970s and 1980s witnessed the widespread adoption of fax machines, especially in business environments. As technology improved, fax machines became more compact, affordable, and user-friendly.</li>



<li><strong>International Fax Standards (1980s):</strong> In the 1980s, international standards for fax transmission were established. The Group 3 fax standard, introduced in 1980 by the International Telecommunication Union (ITU), played a crucial role in ensuring interoperability between different fax machines.</li>



<li><strong>Peak Usage and Decline (1990s-2000s):</strong> The 1990s marked the peak of fax machine usage, with millions of units in operation globally. However, the rise of digital communication technologies such as email and the internet contributed to a decline in fax machine usage in the 2000s and beyond.</li>
</ul>



<h2 class="wp-block-heading">Are Fax Machines Obsolete?</h2>



<p>Fax machines have become largely obsolete in many industries due to the widespread adoption of digital communication technologies. Email, secure online document sharing, and other digital methods have largely replaced traditional faxing. The decline in fax machine usage is attributed to the convenience, speed, and efficiency offered by these modern alternatives.&nbsp;</p>



<p>However, it&#8217;s essential to note that the term &#8220;obsolete&#8221; can vary based on specific industry requirements, regional practices, and regulatory considerations, and some businesses or sectors may still use fax machines for certain reasons and purposes.</p>



<h2 class="wp-block-heading">6 Reasons Why Businesses Still Use Fax Machines</h2>



<p>Some reasons why businesses might still use fax machines include:</p>



<h3 class="wp-block-heading">1. Regulatory requirements</h3>



<p>In certain industries, there may be regulatory or legal requirements that mandate the use of fax for specific types of documentation or communication. This is particularly true in fields like healthcare and finance.</p>



<h3 class="wp-block-heading">2. Security and compliance</h3>



<p>Some businesses may perceive fax as a more secure means of communication for sensitive information compared to email or other digital channels. This is because fax transmissions are less susceptible to hacking or unauthorized access due to their analog nature.</p>



<h3 class="wp-block-heading">3. Established workflows</h3>



<p>In some cases, businesses may have established workflows and processes relying heavily on fax. Changing these processes can be time-consuming and costly, so they might continue using fax until a compelling reason arises to switch.</p>



<h3 class="wp-block-heading">4. Interoperability</h3>



<p>Thanks to “The Group 3 fax standard” of the 1980s, fax machines can communicate with each other regardless of the manufacturer, making them a universally accepted means of document transmission. Some businesses may find this interoperability beneficial, especially when dealing with partners, suppliers, or customers who still use fax.</p>



<p>Remember how annoying it is to edit an MS Word document because its format has changed when copied from the original creator? Or when files take too long to be received as the language its created with needs to be converted first? The interoperability of fax machines is the best solution for this problem.</p>



<h3 class="wp-block-heading">5. Perceived readability</h3>



<p>Some individuals and businesses might perceive fax as a more reliable form of communication compared to digital methods, particularly in regions with less reliable internet connectivity.</p>



<h3 class="wp-block-heading">6. Technological inertia</h3>



<p>Businesses may be slow to adopt new technologies due to inertia, resistance to change, or a lack of awareness of more modern alternatives.</p>



<p>It&#8217;s worth noting that the use of fax machines is generally on the decline, and many businesses are adopting more modern and efficient communication tools. However, the reasons listed above may still contribute to the persistence of fax machine use in certain contexts. For the most up-to-date information on this topic, you may want to check recent industry reports or news sources</p>



<h2 class="wp-block-heading">Online Faxing</h2>



<p>Going back to the issue of interoperability, it can be frustrating on the receiving end to receive a file/document that has its perfect format messed up compared to the original creator, especially if there is an urgent need for the document to be signed or printed out. This is where <strong>online faxing</strong> becomes a more convenient solution, eliminating the need to make any correctional editing.</p>



<p>Online faxing, also known as Internet or digital faxing, is a modern method of sending and receiving faxes using the Internet and email instead of traditional fax machines and phone lines. It converts/translates the signals/language from analog to digital and vice versa. So, it doesn’t matter if the file was sent from a fax machine or a modern device to a different piece of technology, the file formatting remains as it was and will be sent at a faster speed.</p>



<p>With online fax services, users can send faxes through a web interface or email, and received faxes are typically delivered as email attachments or through an online portal. This eliminates the need for dedicated fax machines, paper, and phone lines, offering a more convenient, cost-effective, and environmentally friendly alternative to traditional faxing methods.</p>



<p>Online faxing services often provide additional features such as cloud storage, encryption, and mobile access, making them versatile and streamlined solutions for businesses and individuals. To know more about <a href="https://www.ultatel.com/online-fax-service/">online faxing</a> and how to avail of a service for your business, visit us today.</p>



<h2 class="wp-block-heading">Summary</h2>



<p>Fax machines or faxing in general is not obsolete. It provides a variety of solutions for persistent modern-day printing problems such as file editing caused by format messing from being accessed by different devices.</p>



<p>In terms of storage, transfer speed, security, and additional interoperability issues, we have online faxing as a fix. So say goodbye to waiting for minutes when receiving a file or confusion when reading a jumbled document on your phone/tablet sent from a computer, we at Ultatel have solved that problem for you!</p>


6 Reasons Why Businesses Still Use Fax Machines in 2024

<h2 class="wp-block-heading">What is Customer Service?</h2>



<p>Customer service is a resource that provides support to your company’s clients. They are professionals that you can hire internally or through a third party. Customer service agents answer customers’ questions through many outlets, phone, email, chat, and social media. These professionals assure you of numerous qualities like active listening, empathy, problem-solving, and communication. This service will ensure your customers the guide they need to navigate whenever they have a problem. The best thing about having a customer service option is that your company can customize it to its visions and values.&nbsp;</p>



<h2 class="wp-block-heading">What are Customer Service Skills?</h2>



<p>Excellent customer service is the attribute and feature support a business and its employees provide to clients who use their service or buy their product. Every business needs to have the best customer service to be able to have excellent customer satisfaction. To offer the best customer service you must follow these four key aspects.&nbsp;</p>



<ol>
<li><strong>Personalized: </strong>To provide the best customer service, you must know your customer&#8217;s wants and needs. You can gather some information by asking questions, using social media, and providing your customers with seasonal surveys to collect all the necessary information.</li>



<li><strong>Proactive: </strong>Please don’t wait around for customers to reach out, take advantage of all your potential customers and give them a call. Mention everything you need; recommendations or assistance. This action creates customer loyalty.</li>



<li><strong>Opportune: </strong>There are many ways to communicate with your customers, like; phone calls, online chat, email, or in person. Study what your customers prefer in communication tools, so they can always return if needed.</li>



<li><strong>Professionalism:</strong> Being very knowledgeable about the company you own or work for is vital. To help your customers efficiently, you must know about all its products and services.</li>
</ol>



<h2 class="wp-block-heading">Why are Customer Service Skills Important?</h2>



<p>Businesses thrive because of their excellent reputation. If your clients frequently have bad experiences with you, they will not want to buy your product or use your service. Customer service skills are fundamental because they generate revenue; if your company provides excellent and consistent customer experience, your customer satisfaction rates will instantly increase.</p>



<p>According to many studies, U.S. companies lose more than $62 billion annually due to bad customer service, and seven out of ten consumers say they’ve invested more money to do business with a company that provides excellent customer service than one that doesn’t.</p>



<p>Companies must constantly provide support by keeping in touch through monthly newsletters and services, even when clients do not ask for it.&nbsp;</p>



<h2 class="wp-block-heading">17 Essential Customer Service Skills</h2>



<p>To become an experienced customer service agent, you will need a number of skills. In the following list you will find 17 essential customer service skills that will boost your customer service techniques.&nbsp;</p>



<h3 class="wp-block-heading">1. Active listening</h3>



<p>What is active listening? It is the ability to focus 100% by understanding the message and the information and concerns the customer gives and replies with all the information you’ve received during the conversation. It would be best if you made your customer feel heard.&nbsp;</p>



<p><strong>For example: </strong>When a patient calls a clinic to make an appointment, the customer service agent should listen and make the customer feel heard. An agent could ask “When would be the best time you would like your appointment? Is this an emergency?” Make them feel like you are concerned, this action will make them stay loyal.&nbsp;</p>



<h3 class="wp-block-heading">2. Adaptability</h3>



<p>What are adaptability skills? These skills mean that you can adapt to any situation. Being able to work under pressure or quickly respond to your customer inquiries even when it’s challenging conversation. A great way to become more adaptable is to work on your soft skills, communication skills, creative thinking, and problem-solving skills.&nbsp;</p>



<p><strong>For example: </strong>A customer contacts a dentist&#8217;s office and informs them they will run late. As a customer service agent, you must think on your toes and tell them next time that you will send them a message and an email to remind them of their appointment so that they will always be on time.&nbsp;</p>



<h3 class="wp-block-heading">3. Patience</h3>



<p>Becoming patient takes practice. Dealing with all kinds of customers, specifically if they are frustrated, rude, or hard to understand can get frustrating as an agent. As a professional agent you can not get into a heated argument with a customer, if you cannot control your frustration the reputation of the company can diminish. Practicing sympathy with your customers can help you present a positive attitude and will eventually calm them down and honor the fact that you were patient with them.</p>



<p><strong>For example: </strong>A customer leaves your hair salon, and it starts to rain outside; they return instead of turning them away. A great way to keep them loyal is by being patient with them and winning them over. “Let’s get that hair fixed right away.” This way, your customer will be satisfied, and you will have kept her loyal to your business.</p>



<h3 class="wp-block-heading">4. Technical Expert&nbsp;</h3>



<p>Every customer service professional must be knowledgeable about the company’s technical side. Agents should be up-to-date on all brand details, the purchasing process, product or service usage, and the company’s policies. Knowing all the company’s details can be a great tool to upsell a product or a service.</p>



<p><strong>For example: </strong>A car salesman helps a customer choose which car is the best choice for them specifically. This salesman knew everything about the vehicle, its capabilities, and various details because he was an expert car salesman. This builds clients’ trust, knowing that they are dealing with professionals.</p>



<h3 class="wp-block-heading">5. Problem-solving skills&nbsp;</h3>



<p>Having the skill to solve problems quickly is an essential customer service skill that every agent should have. Picture a customer contacting the business with a problem or a complaint; the only thought going through the customer’s mind is solving this problem as soon as possible. As a professional customer service agent, you are trained to experience hostel customer calls, so you must be patient and compliant and respectfully solve their problem any way you can.&nbsp;</p>



<p><strong>For example: </strong>A customer sends a message on the company’s chat and has difficulty logging into their account because they forgot their password. The agent then performs a manual password reset and walks the client through creating a new password so they can log into their account.&nbsp;</p>



<p>Being an expert really helps in problem solving scenarios.&nbsp;</p>



<h3 class="wp-block-heading">6. Conversational skills</h3>



<p>Conversations occur on a daily basis and in many different ways, through numerous platforms and channels. However, good communication skills should be clear and straight to the point. Language plays a huge part in communication; when speaking to your customer, you should inform them of new products and company policies directly and help solve their problems calmly and transparently. Body language should be positive and welcoming when speaking to a customer face-to-face.&nbsp;&nbsp;</p>



<p><strong>For example: </strong>When a customer calls to order dinner, your customer service representative answers with a cheerful and welcoming tone that sets the mood for the entire conversation.</p>



<h3 class="wp-block-heading">7. Time management skills&nbsp;</h3>



<p>Every excellent customer service has quick responses to every customer inquiry. Today, customers expect instant replies, specifically on online chat. Providing customers with adequate information is crucial; no one wants to waste their time.&nbsp;</p>



<p><strong>For example:</strong> If you are an online representative, you must reply within seconds of your customer&#8217;s inquiry. Online chat was created for a faster and more accessible customer experience.&nbsp;</p>



<h3 class="wp-block-heading">8. Collaboration skills&nbsp;</h3>



<p>In the work environment, collaboration occurs when teams work together to achieve the same goal. Good collaboration skills are when you can work well with others and set the same goals and objectives for the company.&nbsp;</p>



<p><strong>For example:</strong> Every team member should have a strength the other teammate doesn’t so they can achieve better outcomes. Imagine you and your colleague working on a project, you create the ideas, and they execute them.</p>



<h3 class="wp-block-heading">9. Writing skills&nbsp;</h3>



<p>Writing skills give you the advantage of communicating clearly with customers. Writing is an essential tool used in all companies and corporations worldwide. An agent must have a range of writing skills that can provide more opportunities in any industry to become popular enough to generate new employees and clients.&nbsp;</p>



<p><strong>For example:</strong> While applying for any job, an applicant must fill out an application that requires the simplest writing skills.&nbsp;</p>



<h3 class="wp-block-heading">10. Persuasion skills&nbsp;</h3>



<p>Persuasion is a skill people use to convince people to act or agree with an idea they propose. Customer representatives that operate persuasion to persuade customers to purchase a new product or switch phone plans hold great skill. Influencing others to act on actions professionals recommend will significantly impact your company&#8217;s sales.&nbsp;</p>



<p><strong>For example:</strong> When a customer calls the company’s hotline, an agent helps them with their inquiry, but before they hang up, that agent doesn’t forget to introduce new products and services of the company and persuades that customer to upgrade to a new plan.&nbsp;</p>



<h3 class="wp-block-heading">11. Creativity skills</h3>



<p>Creativity is essential; an agent needs to think on the spot. Using your imagination to create new ideas for the company is an excellent skill. This skill will increase employee attraction and retention, improve teamwork and collaboration, and enhance productivity and problem-solving.&nbsp;</p>



<p><strong>For example:</strong> Every week there is a team meeting and your entire team gets together, it’s brainstorming time. You started bouncing off ideas with your teammate and suddenly a new idea comes to mind. Brainstorming is a great way to awaken your creativity skills.</p>



<h3 class="wp-block-heading">12. Acting skills</h3>



<p>Situations where you have to act occasionally happen as an agent during one of your shifts. Sometimes things happen that are outside your control; for example, a customer who is having a bad day and taking it out on you will occasionally occur. Every excellent customer agent needs basic acting skills to keep up with occasional hiccups with a customer.&nbsp;</p>



<p><strong>For example:</strong> A customer calls, and it’s your first shift of the day; they seem angry and must calm down. Your first instinct is to try to have them lower their voice, try to console them, and keep stating that they are correct; that is when acting comes in handy. It would help if you remembered the customer is always right, think on your toes, and satisfy your customer.&nbsp;&nbsp;</p>



<h3 class="wp-block-heading">13. Open-Mindedness</h3>



<p>Open-minded people are known to be good listeners without being judgmental. They picture different opinions and don’t overanalyze them. As an agent, you must be open-minded because you never know who is on the other line, stay professional, and listen. Becoming open-minded means being more insightful about various beliefs, lifestyles, and cultures worldwide. There are many benefits to being open-minded, like gaining compassion for other people, developing great personal confidence, building mental strength and knowledge from the conversations you’ve had, and becoming more honest with your emotions.</p>



<p><strong>For example:</strong> As a customer service representative, you will receive many unique encounters. One day, while sitting at your desk at work, a customer comes up and starts speaking a different language that doesn’t seem familiar. This is the time to open your mind and try to calm them down, start trying to communicate, be creative, grab a pen, and start drawing. Maybe in the end you will understand them.</p>



<h3 class="wp-block-heading">14. Critical thinking skills</h3>



<p>Critical thinking is a skill that helps you analyze facts to understand the problem and come to a solution. There is a process with critical thinking; you must gather information and data, ask specific questions and generate possible solutions.&nbsp;</p>



<p><strong>For example:</strong> If there is a conflict between two of your team members, you can use critical thinking to understand both points of view and decide which action to take to resolve the problem between them.</p>



<h3 class="wp-block-heading">15. Ability to read customers</h3>



<p>It is crucial that you understand simple principles of behavioral psychology. This knowledge will provide you with an understanding of different customers’ emotional states during a phone or face-to-face interaction. Try to watch for clues while communicating with your customer, read their mood to see which direction your language should take. The ability to read customers will go a long way with them.</p>



<p><strong>For example:</strong> A customer couldn’t&nbsp;</p>



<h3 class="wp-block-heading">16. Goal-oriented&nbsp;</h3>



<p>A customer service agent always needs to be goal oriented. There is a career path to becoming an agent; you don’t just stop at being an agent. There is always a better position and more to learn. Set a career timeline, set goals, and see what you can achieve. You never know; this could be the encouragement you need.</p>



<p><strong>For example:</strong> A great way to achieve your goals is if you can do it as a team. Set a meeting at the beginning of the month with your team, set individual and team goals and encourage each other to achieve them.&nbsp;</p>



<h3 class="wp-block-heading">17. Tenacity skills</h3>



<p>You must be eager to accomplish all your tasks for the day. A great work ethic is a key skill when giving the kind of service that people rave about. This skill will make your customers have positive feedback and will impact the company tremendously.&nbsp;</p>



<p><strong>For example:</strong> Whenever an agent finishes their shift, they don’t go home; they stay after hours and work on new ideas to increase product sales.</p>



<h2 class="wp-block-heading">How to Develop These Customer Service Skills</h2>



<p>Here are four tips on how to develop the customer service skills listed in this article.</p>



<h3 class="wp-block-heading">Learn new skills</h3>



<p>You can enhance your skills like empathy and patience with everyone you interact with, in and outside the office. You should also update your product or service knowledge so your solutions will improve when you speak to your customers about their inquiries.&nbsp;</p>



<h3 class="wp-block-heading">Ask your manager for feedback</h3>



<p>Your manager is there for you in any work-related task or interaction. A great way to develop yourself is to send your conversation reports to your manager so they can support you on your strengths and points you need to improve.</p>



<h3 class="wp-block-heading">Follow up on customer feedback reports</h3>



<p>If your employer provides customer feedback forms, take the chance to review them to see what needs to be worked on. Following up on customer’s feedback can benefit you. Also, at the end of every call you can ask your customers for their feedback to see if they were satisfied with their call.</p>



<h3 class="wp-block-heading">Set career goals&nbsp;</h3>



<p>All customer service agents should set years objectives and goals for their career, work at achieving those goals, and learn from them. This is a great way to grow in your field.</p>



<h2 class="wp-block-heading">Conclusion</h2>



<p>An excellent customer service representative has to work on many qualities to ensure 100% customer satisfaction. Using the 17 essential customer service skills, should help grow your customer service career path.&nbsp;</p>


17 Essential Customer Service Skills and How to Develop Them

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