Top Tips for using the Avaya Scopia Video conferencing device

The Avaya Scopia video conferencing device is an incredibly powerful piece of modern technology that helps to speed up your business communications and make them more effective.

The following top tips will help you use your video conferencing device more effectively:

Understanding your Video Conferencing Needs

Most people today have personal video capable devices in their iPhones, iPads, Android smart phones and tablets, but understanding and assessing your unique business requirements will ensure that you have the best possible mobile video conferencing solution and devices.

Consider these ideas:

Objectives

·        Why does your business require video conferencing and video conferencing devices?

·        Do you expect to achieve cost reductions?

·        Do you need to consider mobile and remote employees?

·        Are you wishing to reduce or eliminate expensive and inconvenient travel requirements?

·        Do you wish to enhance productivity?

·        Do you consider having high quality video conferencing devices important?

Requirements

·        How many people do you need to include in your video conferences?

·        How many video conferences do you need to have at one time?

·        Are you mainly interested in point to point (two party conferencing) or multi-party video conferencing?

Most business’s find that when high quality video conferencing is freely available amongst staff and employee’s, the use of this form of communication increases because it’s much quicker and more convenient. Because of this it’s a very cost effective measure for reducing inefficiencies and increasing overall output. This can mean you may need to scale up your total video conferencing capacity sooner that you might expect, so it’s advisable to take this factor into account when deciding on your requirements.

Mobility

You need to consider the types of mobile video conferencing devices you will need to be able to connect to, or support.

·        Are you going to require the ability to easily link your video conferencing to your customer’s, patients, students or suppliers?

·        In times such as these with the COVID-19 threat of forced quarantine and separation which can only be expected to become more common over time, will your video conferencing devices and your chosen system be adequate for your future needs?

Usage

Define the exact usage you require to avoid paying service you do not require

·        Do you need to share documents, spreadsheets and files?

·        Will you want to record video conferencing sessions on your device?

·        Are there any legal compliance issues?

·        What are your existing video conferencing capabilities and devices?

Bandwidth Requirements

Video can use a lot of bandwidth so it’s important to assess your current requirements and consider your future needs. Different data and video collaborations or conferencing solutions can manage your bandwidth requirements differently.

Most employees and customers will wish to connect over non-managed networks so you need to consider the quality issues this could present.

The Avaya Scopis Video Conferencing Device can adjust for different network conditions such as drops in data transmission flow or available wave width so that the received video quality is adjusted to ensure transmission continues.

The Avaya Scopia video conferencing device is extremely easy to use and very cost effective allowing for increased communication within your business and well as to your customer’s, patients, students or suppliers increasing your profitability.

Which Phone systems are best for small businesses

Modern small office phone systems have improved a lot recently; they’re much faster, cheaper and help boost productivity while keeping you in touch with your customers and suppliers.

With many small office phone systems to choose from, it comes down to choosing those with the features you require, so here are some of the top picks with some of their features:

Avaya Phone Systems

IP Office Powered by Avaya’s new lineup of devices is designed specifically to maximize your UC experience.

Our smart devices and phones provide the right combos of features, ease of use, and seamless integration for a variety of locations and user needs.

IP Office Powered by Avaya devices work with both IP Office Powered by Avaya and approved third-party UC call control platforms.

Nexgen

Nexgen boasts a strong network running speed which helps to ensure your phone system is always operational. They have a great helpful customer service as well as the features you would expect from a market leader, including voicemail, caller ID, unlimited calling, live chat, online surveys and analytics.

RingCentral

RingCentral offers its customers an all-in-one VoIP telephone communication system where your calls are transmitted on the internet rather than telephone networks. This helps to make them more flexible, reliable as well as customizable. They offer over 50 modern features and the ability to integrate your small office phone system with Dropbox, G0Suite and Microsoft.

Grasshopper

Grasshopper will turn your smart phone as well as your desk phone into your small business phone system so you can a make call anywhere while being on the go and switch between phones easily. They also have a great customer support team keeping you in touch 24/7 so are ideal if you often out and about.

Ooma Office Phone Systems

Ooma office phone systems are ideal for small business without a dedicated IT department. Their small office phone systems can be set up easily in 15 minutes. Their virtual receptionist can take calls when everyone is busy. It features more than 5 other useful apps like remote extension dialling and is very cheap to operate.

Comsource

Comsource is an Australian based one stop phone company with VoIP technology; they provide mobile apps cordless and corded conference phones as well as many features idea for small office phone systems.

8x8

8x8 is a cloud based small office phone system that’s ideal for companies that expect to grow quickly as it can be effortlessly upgraded to suit any sized business and offers all the features you need

Modern small office phone systems can be integrated with customer relationship management software (CRM) that helps give your customer s a better experience ensuring you more effectively manage and follow up all your business leads for a more harmonious relationship for both parties.

Features such as call distribution mean you customer are not kept waiting and can quickly reach the right person. Recorded information messages help customers find the right information and staff member to answer their queries.

When looking for small office phone systems to suit your business it really boils down to which services you require:

· Nexgen has proved to be a great all-rounder

· RingCentral offers the most advanced and useful features

· Grasshopper is ideal for those who spend lots of time out of the office

· Comsource offers advance conference features

· 8x8 is a leader for people who make a lot of long distance calls

With many, great small office phone systems it pays to take a good look at the different options each company provides and consider your own unique business needs then ask for quotes and assessments from the different providers.

How does video conferencing help in building good relations in businesses?

The way business has changed with the latest technologies means that we can access files and any information we need at any time. In Fact, we can do most of our work from anywhere we may be. But this does pose some unique problems; fortunately a video conferencing device can instantly bring your whole team together so everyone is involved and can add their input.

A video conferencing device has reduced the need for a lot of travel and all the related time and expense when you need to discuss thing in person with someone who is a long distance from you.

Why Video Conferencing Works

Whether you’re using one of the free videoconferencing tools available or you have one that is incorporated in your telephone system it can add a new dynamic to your business meetings and conferences so everyone gets more out of the event.

The Power of Having Face To Face Communication

Most people have experienced the difficulty of trying to understand the emotions behind an email or text message, and even phone conversations can lead to only a partial understanding. The real face to face benefits of using a video conferencing device means that we can pick up on the huge amount of non verbal clues we each exhibit when talking and get a much clearer understanding for a given conversation.

This is very important as it helps build team trust and promotes better working relationships both inside and outside the business. People always work better when they feel there is a mutual feeling of trust and respect

Boosting Morale

Especially in these times of personal restrictions because of the corona virus video conferencing helps build morale and keep business as well as personal relationships healthy.

More Purpose, Less Wasted Time

 Usually, it takes purpose and forethought to put together a video conference call with a group of people, so normally they will all be ready and attentive as well as being unlikely to be multitasking at the same time as they are in full view, Everyone can see each other and this makes it more likely everyone is more attentive so the meeting is likely to be more productive and efficient

Helping to Connect the Team

With regular video conferencing all team members feel a greater sense of unity and a much stronger connection to their colleagues. People feel part of the team and valued as if they were working in the main office

Building Relationships With Clients and Customers

Because video conferencing allows for a much greater degree of transparency and collaboration it’s a great way to joining with clients and prospective customers to introduce now ideas and products. Having the ability to talk face to face with your customers is great for any business. In this way you can help customers build trust in your brand and allow them to make informed decisions regarding your products and services.

Simplifying Team Work and Speeding Decision Making

Teamwork is vital in all businesses and using a video conferencing device allows all team members to place their card on the table and draw on each other strengths and counter any weaknesses by being able to work to gather and see things from each others perspectives

How Telephone Systems improve business processes

Today’s technological advances have given us enhanced telephone systems for small businesses that help increase productivity and give your company  competitive advantages over similar businesses while providing long term time and cost savings.

Communication with customers and remote workers is now much easier, some of the ways a modern telephone system’s improve business processes are:

·         Being Device Friendly

With multiple communication devices now commonly used at all levels of business communication, it’s vital that your small business telephone system can recognise and work seamlessly with any type of device. Many older systems need to have a multitude of expensive and sometimes unreliable apps to operate effectively.

Many small to medium business now encourage their employees to bring and use their own communication devices such as tablets, laptops and smart phones in the work environment. This means you need a versatile and adaptable telephone system throughout your small business that meets all the demands and challenges placed on it.

You need a system that is working for you and can monitor all communication ensuring that customers and business calls are made and answered promptly and efficiently

·         Mobile

Having a mobile communication system allows for more flexibility, geographical freedom and multitasking capabilities of all employees

·         Security

A modern telephone system for small businesses allows for heightened security using features such as a multiple active device manager to provide security and protection of data

·         Easier Collaboration

When you integrate all your small business telephone system needs it greatly simplifies file sharing, collaboration, group and conference calling as well as messaging to create a more efficient and effective team dynamic around your business

·         Integrating Business and Personal communication

Modern telephone systems for small business allow you to integrate your employee’s communication systems, whether they are on the job or on their own time. This gives them more freedom and responsibility, but at the same time shows your trust in them

·         Full Wi-Fi Capabilities

By having Wi-Fi capabilities your business is accessible anytime from anywhere, making you truly competitive and available to all your contacts and customers. Your employees are also easily able to find the right information needed to collaborate, communicate and excel

Some real advantages and ways a modern telephone system for small businesses can improve processes

·         A real time presence

This allows you to know instantly which of your employees is available to look after a customer so they are not kept waiting needlessly which could improve sales

·         File sharing

Having the ability to instantly produce facts and calculations for customers and team mate allows you to provide the best possible service

·         Team messaging

This allows a team member to ask a question and get a multitude of answers providing a range of solutions to any given problem

·         Business Analytics

This allows you to make informed decisions regarding productivity and training as well as efficiencies

Easy and application

A modern telephone system is easy to use and install, requiring minimal amounts of wiring or all on a cellular level requiring no wiring at all.

Today’s telephone systems for small business are user friendly and totally adaptable to suit your unique business requirements so you have seamless and instant communication between you your customers and employees. This ensures customer satisfaction on all levels and improved sales.

Things to consider while choosing a telephone system for small business

When looking for a telephone system for small business, there are a lot of choices. Which system is best for you, depends on the type of business you have and your operating conditions.

The following options to consider may help you decide which is best for you.

What are Your Options?

You can choose between an analog landline system,  a virtual phone system, VoIP on your premise system or a VoIP cloud hosted system.

Landlines

These have been around for years and are still very reliable and provide a high call quality. Most businesses have a landline as this is still the most common form of telecommunication most of your customers are using.

Some businesses require a more complex system such as Private Branch Exchange especially if they have lots of operators. For this system, you need a large amount of expensive equipment that takes up a lot of room. It’s expected that business landlines will soon become totally obsolete because they offer a very limited service compared to the more modern telephone systems for small businesses that are now available.

They also tend to be rather expensive with toll call charges and equipment rentals. Landline systems have the advantage of being easy to use, but they are not really very flexible or suited to the digital age.

Virtual Phone Service

These are really a sophisticated call forwarding service and are only suitable for use between two callers, they are ideal for freelancers and entrepreneurs, but although inexpensive are of limited use for business as they are limited with no room for expansion.

Cellular, Mobile Systems

These systems are more suited to home use and being part of a VoIP System than to be used as a sole telephone system for small businesses.

VoIP On-Premise Solutions

It does not rely on wire lines, but uses data packages transmitted via the internet. Its limitations come in where it still, just like the Private Branch Exchange systems used for landlines you need to have a lot of equipment in order to operate it, equipment that you have to maintain and service yourself.

As this system uses VoIP technology, it’s reliable, flexible and much more suitable for modern companies that landline or cellular mobile phone systems.

Cloud VoIP Services

It appears that this will be the telephone systems for small business technology of the future as it is totally scalable and suitable for any size business for a one-man band to large business and multi-corporations.

Because all the services are delivered through the cloud there is no additional hardware or software that you need to purchase maintain or trouble shoot. The whole system is serviced and maintained by your service provider. Everything is included in the one monthly fee.

These types of telephone systems for small business do not require a large investment or expertise to operate and can be set very quickly.

When considering which telephone systems for small businesses you should choose some of the main things are affordability, usability and scalability. The modern VoIP telephone systems are very adaptable to suit most personal as well as business applications. With landline expected to soon become obsolete, most businesses will be relying on the internet for all their communication needs.

How telephonic communication is important for small businesses

The importance of having a telephone system for small business still remains, even with the rapid technological changes that have happened over the last few years. People still and probably always will prefer the personal touch of being able to talk with each other directly, both socially and for business.

When you are actually speaking with a person rather than using messages it’s possible to get a far better understanding of the conversation and their intent, than you can from the written word. It also has the advantage of saving time as understanding and replies are instant.

The use of the telephone has reduced and been replaced with texting emails and imaging for personal use by a lot of people, but has remained relatively steady for business use, especially with small businesses.

The devices we now use to make phone calls are very different than those of the past, but the basic friendliness and trustworthiness of the telephone call remains the same.

Why telephone systems for small business are still important:

·        Talking to customers on the phone is more personal

Talking face to face is a great way to do business, but using the phone when you are unable to meet is the next best thing. It has a much more personal feeling than using social media, texting or email. It also helps develop business friendships and promotes trust.

·        Tone is important

Part of effective communication is the tone of voice as this gives the other person many clues to what you’re thinking. It’s very difficult to convey the same impressions in written communication. By speaking directly you can increase your effectiveness and trustworthiness.

·         Speedy response

Often decisions are made quickly during a telephone conversation, but with the time it takes to send a message and wait for a reply, opportunities and or business can be lost which can be a big reason for having a good telephone system for your small business.

Customer services

Customers are usually much happier when they get a human response on the telephone.

·         The advantage of voice mail

With the telephone you have the advantage of voice mail where, if the phone is unattended or in use you can leave a voice mail to convey the urgency for your request. Plus, it’s much easier than texting or messaging.

·         It’s better to handle sensitive issues by phone

Confidential and sensitive issues are better handles using the right telephone systems for small businesses. Disciplinary issues and condolences as well as confidential information are all best done with the confidentiality and personal conditions a telephone offers.

·         Legal Documents

Once you send a text or any other form of written messages, it becomes a permanent record and can be used in court as evidence. Although many people record telephone conversations they are far more difficult to authenticate and more confidential than written messages. A written message can be intercepted or discovered by other people not just the intended recipient.

What is the best video conferencing equipment for business?

Today, modern businesses require the best possible telecommunication services and the best video conferencing device that suits their individual and unique situation. A video conferencing device needs to be affordable, reliable and totally compatible with all other systems on the market worldwide, as many businesses have branches or customers in different regions and countries.

It’s vital that whenever you engage your video and audio functionalities for any type of conferencing, whether one to one or with a room full of people that everyone has clear and audible reception as well as broadcasting capabilities. This allows everyone to involved to effectively and effortlessly communicate with everyone else and be part of the conversation.

Below are some specifically selected, video conferencing devices that are available in Australia:

Panasonic Phone Systems

Combining the advantages of the more traditional side of telecommunications with converging UC and IP technology, Panasonic offers a range of useful features to give users greater flexibility from their very affordable entry level phone systems to their highly advanced systems designed for small to the more medium sized business without needing a large budget.

Avaya Phone Systems

Avaya provides an IP Office System, which is stackable and scalable. This single small business PBX phone system is very cost effective and able to grow with your business. Using a variety of, or a combination of digital and analog IP equipment, it gives the user complete flexibility in their set up and structure.

This ensures you will enjoy a completely trouble free and engaging experience regardless of the types of devices you or the other parties are using for video or voice.

It helps to promote more responsive working relationships and increase productivity by giving better communication opportunities and virtualized software that’s easy to manage, use and of exceptional value to improve your business with the right video conferencing device.

Samsung Phone Systems

The Samsung, OfficeServ. IP phone systems are designed to make your business more responsive and agile, helping your staff to increase productivity and efficiency with better business wide communications.

Integrate the latest IP innovations for VOIP or voice over protocol for office systems and the stability of the traditional telecommunication technologies to enhance the total office communication systems for use in small to large businesses.

Broadsoft Unified Communications (UC)

A multi-device integration program, allowing businesses to adapt quickly to new and emerging technologies to allow them crystal clear video and sound communication via the internet.

Broadsoft is a world leader in cloud based communication services with a range of innovative solutions to address any issues businesses have with all their IT communications needs. They deliver a totally scalable platform that allows for third party integration.

Commandacom is a cloud based, Cloud Hosted PBY system that’s designed to run your whole office phone system through the internet. Loaded with PBX features it includes mobile connections with an integrated phone solution system, giving you a complete real time phone maintenance service system, video conferencing, network cabling SIP and VOIP solutions.

Choosing the right video conferencing device for your business is important and depends on your particular unique business situation, but you always need to ensure you have a system that is clear, easy to use and adaptable to today’s ever changing technologies.