Capalon Blog

This is Capalon Communications blog posts on phone systems and web services.

Being Business Wise with Smartphones

Being Business Wise with Smartphones

Mobile communication has already come a long way. Aside from the physical evolution of handheld devices, their significance in the modern society have also advanced. From the basic call and text messaging, a lot of features have also been added to make these devices more versatile with the basic goal of being able to place everything that a person would need in one portable device. This is the very reason why smartphones have become an entrepreneur’s best friend next to the computer. These devices have made it possible for businessmen to bring their operation with them anytime and anywhere. Here are some of the top reasons why every businessman should have a trusted smartphone with them wherever they go. Never miss customer queries. Customers need to be attended to, no ifs and buts. However, some businesses cannot afford to have additional manpower or outsource services for off-site customer service support. With smartphones, one can easily access the off-site customer service feature in the company website and respond in real-time to customer concerns. Stay in sync with business information. If the smartphone is integrated with the business system, business information can easily be accessed. You are away from the office and a customer calls to follow-up an order she has placed. Since you can readily access the database of your deliveries through your mobile phone, you can update your customer right away. Always be reminded of schedules. Businessmen are busy. If they do not have any meetings with clients and partners, they have to make sure that they timely deliver their services or goods to the customers. And they need to keep track of all these. Instead of hiring a secretary, get a smartphone to do it for you. It can manage all these schedules and can be customized to help in scheduling delivery, errands, among others. Free useful business apps on the go. There a lot of business applications that can be downloaded and used right away. There are some paid apps while there are those that can be used for free. These apps are designed to assist businesses in managing their operations. There are apps that help in the finances, customer service, among others. It is just a matter of choosing which one would best suit your needs. These are just some of the reasons and more why businesses are integrating their smartphones in their whole operation. Whether you have been in business for a long time or just starting up, these devices will definitely help save you time, money, and...

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Advantages of Web Services for Start-Up Businesses

Advantages of Web Services for Start-Up Businesses

The modern market has made it very conducive for anyone to build their own business given the right financial investment, product, service, goods, and would-be clients. With enough determination and hard work, anyone has the chance to make it big in the business world. Another advantage that this modern age has for entrepreneurs is the availability of much more affordable promotion and advertising tool – the Internet. It has so much to offer especially to start-up businesses. By setting a website, start-up businesses are given the opportunity to build their online presence, thus increasing their chances of making sales and earning revenue. Given the crucial role that websites play, it is very important for start-up businesses to avail of proper and efficient web service. Other advantages include the following: Affordable marketing and advertising. Compared to the broadcasting service fees of the newspaper, television, and radio for advertising, the price you pay for web services is comparably much cheaper. And, the website stays in the Internet for so long as the hosting and domain name are regularly paid. However, putting up a web site is not enough to guarantee that a business gets substantial online presence. The website also has to be advertised by incorporating various strategies to rank it decently in search engines. Wider audience reach. Since a website is accessible through the Internet, it has boundless audience reach. This means that it can be accessed by anyone, anywhere, and anytime. However, again, the challenge is to promote the website to your target audience – to people who will ensure that your online presence will translate to sales and revenue. Virtual office space. Among the challenges of some businesses that are still starting-up is looking for capital and the big bulk of the money often goes to the physical office space. If you avail of web service, you can already set-up a website which will serve as your office where your customers can be accommodated. Legitimate systems in place. Anyone can set-up a website. It’s just about finding a nice name, buying the domain name, paying a reliable hosting service, and building up the site. However, getting a professional to do the web services for you will not only save you time and effort, it will also help ensure that the website is secured and has all the needed legitimate systems in place. Professionals know better what you need depending on the kind of business you run and they will make sure that you get the best web service there is. If you are an owner of a start-up business and you are already contemplating on building your online presence, make sure to get reliable web services that offer round-the-clock support, reasonable pricing, and effective strategies in search engine...

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Advantages of Getting Telephone Solutions for Your Company

Advantages of Getting Telephone Solutions for Your Company

Effective communication is a pre-requisite for success and this holds true especially among businesses. That is why it is very important to establish strong and efficient communication systems between a business to its customers, to fellow players in the business industry, and most especially among its management and employees. Among the most important elements in company communication is the use of telephone solutions to improve communication efficiency in the office. In these solutions, businesses are provided with their private brand exchange or PBX system, Interactive Voice Response (IVR), internet dialtone, among others. A PBX allows customers to share a line and route calls internally. It first started with the switchboard, evolved to automation, and now, it uses Internet Protocol (IP) and hosted Voice over IP (VoIP). With this system in place, a company can better manage the influx of external calls including the internal communication among employees in the office. A PBX is also a great way for companies to reduce communication cost as it will only have to get an integrated telephone system with one invoice instead of having to manage multiple phone accounts. With the coming of PBX, businesses have been able to customize their in-house and external medium for communication to better suit their needs. While some businesses go for the more traditional office PBX systems, more and more companies have found it more practical to secure hosted PBX because of its versatility. Why? Not only does it require relatively lower investment than its traditional office counterpart, it can be used by both local and remote workers, does not require office space and power, and could easily be transferred with the business wherever it may go. Telephone solutions also come with IVRs. This technology programs computers to interact with customers for specific services. Depending on what the customer needs, a pre-recorded message or dynamically generated audio can direct customers on how they will be assisted by the IVR. With an IVR in place, a company does not have to hire more employees for customer support. The IVR can already screen, respond, and attend to basic customer concerns such as bill inquiry, service updates, among others. Also, having an IVR makes a company’s customer support accessible round-the-clock without having to detail additional personnel for this purpose. Lastly, telephone solutions also allow companies to maximize the use of their Internet lines by utilizing it to provide virtual phone lines in the office. This means that companies can reduce communication expenses because they can already use the online technology for their local, domestic, and even international calls. Given all these advantages, getting telephone solutions will not just improve communication in the workplace. It will also help companies maximize the use of technology to improve operation...

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Windows Server 2003 End-of-Life

Windows Server 2003 End-of-Life

With frequent advances in new technologies, we know and expect old software to become obsolete. For many businesses, however, the expiration of Microsoft’s support for Windows Server 2003 poses special challenges – and offers special opportunities. TNT: You can’t say you didn’t know it was coming; Microsoft published its last Service Pack for Windows Server 2003 eight years ago, and mainstream support ended five years ago. Nonetheless, WS2003’s end-of-life at the end of July remains very significant. The most important point is that after July, Microsoft will no longer issue security patches in response to vulnerabilities discovered in the software. This means that if a hacker discovers a vulnerability (or chooses not to tell the world about it until) after July 14, servers running 2003 will remain permanent security risks to your computer network until they are disconnected or upgraded. WHAT TO DO: In the past, upgrading was the obvious choice in most cases. With cloud services becoming more common and less expensive, however, this is no longer true. Whether you are using your WS2003 server primarily for file storage, hosting a database or running custom software, cloud solutions may be most cost-effective while also providing additional peace of mind. After doing extensive research into cloud backup solutions, we entered into an agreement to resell Ross Backup. We found a winning combination of advantages to their solution: it is extremely easy to install and operate, it runs without taxing your computer (you can schedule it to go overnight, as well), you can choose what to backup down to individual files and folders, and it will alert you automatically about a problem if your backups are not operating correctly. All of this for under $5 per month per computer – it’s certainly worth trying out. Their small business VIP service provides backups for up to ten computers, along with an extra shared virtual drive – which you can mount like any hard drive and access both in the office and on the road. Please contact us to discuss, or just visit http://rossbackup.com/ for a free trial. Enter affiliate code CAPALON for a discount when you buy. If you are using WS2003 for other purposes, there are likely to be cloud solutions which will get you out of the business of upgrading your software. Please contact us for a consultation, it’s what we’re here...

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Business Continuity Planning means Peace of Mind

Business Continuity Planning means Peace of Mind

What do you need to do, to be sure your business keeps operating when you can’t get to the office? Plan, Implement and Test — now, rather than (too) later!

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The Critical Staff Person We Never Hired

The Critical Staff Person We Never Hired

We set up an extension for a new staff person who saves us more than 15 minutes per week of time, and a lot more on aggravation. Total cost? $5. TNT: When my secretary announced that she’s leaving (to move out of the country), it was time for us to rethink how we were handling incoming phone calls. Because of our work with phone systems, we thought a little bit out of the box, and the lessons we learned could help your business as well. A significant number of our incoming calls are from salespeople offering their services, the majority of which are not a good fit for our business model or our clients. Besides the five minutes each one chews up, they have a knack for finding one of us at a poor time to be distracted — a recipe for aggravation. Wouldn’t it be great if someone else would take those calls? It turns out that you don’t need to hire someone to do it. Rather, we got someone to record a voicemail message very cheaply (at fiverr.com), and that’s all we needed to set up our “purchasing department.” Recorded messages come directly to me, so if it’s a service we want, I’ll know they’ve called. This is, in the end, helping persistent salespeople get on to more productive calls — and letting us get back to work. We also broke down the rest of our calls, to determine how we can route clients, potential clients, vendors and others to the right people, without secretarial assistance and with minimal aggravation for callers. In each circumstance we looked for the minimum number of digits to press, and informational messages that can be interrupted with desired options. In the end, we not only improved routing for ourselves, but enabled faster access to technical support at all times — from the wee hours through the evening, someone should be able to help you. [Even so, we still encourage you to send email first!] WHAT TO DO: I’d be happy to work with you personally to develop a better call flow for your business. Please let me know, and we’ll set up a...

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