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Good communication is an essential key to a successful case. When lawyers and clients interact, the clearest conversations can turn up the most accurate facts.

While new methods for professional conversations continue to emerge, the telephone still prevails over email or texting when it comes to learning client stories and understanding their needs. As modern communication shows no sign of slowing down, today’s law firms should understand their most important needs and choose the best technology for their business.

Hosted PBX, short for Private Branch Exchange, allows you to connect with clients while creating a modern reputation for your law firm. With a blend of traditional telephone features and innovative technology, these systems offer optimized channels for your most important communications.

Your firm may already use a traditional PBX consisting of a physical, on-site interconnected telephone network. Today’s Hosted PBX systems present reliable calling systems that keep up with current communication trends, better connecting you with partners and clients. With Hosted PBX, you can enjoy convenient features that allow you to make calls straight from your desktop computer, access softphones for out-of-office communications, and use call recording for future reference and fact checking.

Hosted PBX offers standard features such as Find Me/Follow Me, Softphones and Voicemail to Email, giving users added mobility and flexibility. You can also access enhanced features such as Call Recording, Call Queue Analytics and Web Receptionist, allowing users to completely control and manage their call data directly within the portal as needed. With the ability to view analytics, you can monitor statistics that show when calls are placed, call duration, and much more–giving you added control over your networks.

With Hosted PBX, your traditional office phones can work with your firm’s online connections to transfer calls to desktop phones, mobile phones, and “softphone” computer programs that can connect calls to a wireless headset. Your firm’s flexibility is improved through the capacity to make and answer calls from any location. Calls that begin at a desk can be taken out of the office and remain interrupted. The time you may normally spend waiting in one spot for a call can now be spent on meetings and projects in many places, without worrying you may miss an important conversation. In the event you do miss a call, convenient features such as the voicemail-to-email or voicemail transcription alerts you of incoming messages so you can respond immediately.

Wireless capabilities such as the remote calling provided by VoIP make telecommuting a more viable choice than ever and keeps anyone working from home involved in office happenings. Calls that are sent to a main workplace can be transferred to an alternate phone using “find me, follow me” features that cycle a client’s call through your work and mobile numbers until they reach you. The restrictions and responsibilities that once kept employees from work can now be conquered by turning any room into a personal office.

Hosted PBX can be scaled to fit the needs of small and large firms–and expand with those looking to grow. The system opens up your budget by using the internet connections already in your office and maximizing the devices you’ve already purchased.

Law firms can easily plan for future expansion by making it easy and affordable to add lines when needed. Since networks are maintained via the Internet, all you have to do is plug-and-play your new handset once your provider has added the new line. Also, since Hosted PBX allows for instant international calls without expensive incurred charges, your firm can add new staff from anywhere in the world. The ability to access new numbers in both domestic and overseas locations lets you represent your firm simply by connecting with a compatible IP phone. These features let you access into an international client base without uprooting employees or renting expensive office space.

With Hosted PBX, your conversations are not limited to one-on-one. Conference calling allows a small or large group of coworkers and/or clients join with the use of pin codes and conference bridges. Sharing information during a conference call keeps clients, partners, and coworkers on the same page while also saving time and reducing travel, as both in-office and remote parties can dial in to the same accessible bridge.

Video conferencing is conveniently accessible through computers and portable devices, and can help determine a client’s outlook and comfort levels. When talking to clients, even the longest traditional phone calls can restrict the important perspectives shown during in-person contact. Visual cues like body language and facial expressions, especially when discussing sensitive information, can help legal representation understand how a client feels and responds to case information. From the client’s perspective, video conferences can bring familiarity with their representative and an understanding of the representative’s legal skills and techniques.

Phone networks can experience downtime for a number of reasons, including bad weather, power failures, and technology malfunctions. Your Hosted PBX provider can implement disaster recovery protocols that prevent your business from suffering even if your systems fail. With features such as Auto-Attendant, Toll-Free Numbers, Simultaneous/Sequential Ringing, and Voicemail to Email, your business can still function efficiently no matter what. Even in the case of an incident, your clients will be able to reach you to receive the help and support they need.

Your provider can also offer vulnerability detection solutions, such as port scanning, to prevent any potential harm to your network. With solutions such as Smart Port Scan, open ports are consistently monitored to guard against data mining, malware, and downtime–ensuring your system and interactions are protected from threats. This leaves you and your clients free to share even the most sensitive information without worrying about outsiders gaining access to your data.

Solutions like e-fax can eliminate any concern over sensitive paper files. By sending and receiving electronic-format faxes, documents and emails remain safe and secure in computers or devices. This eco-friendly practice saves wait times and trips to the fax machine, and helps brand firms as a “green” practice in a sector known for paperwork.

Packed with convenient features and benefits, Hosted PBX is certainly gaining traction as the major key to the success of businesses, especially law firms. From start to finish, legal proceedings need working, accessible channels to ensure shared information is clear and accurate. These dependable networks eliminate any worries over contact availability and sensitive information transfers, and let you fully concentrate on your important cases, not your network. When cases go well, clients are happy, and likely to recommend a successful firm to friends or family who need legal aid.

As your business grows, your Hosted PBX can grow and expand right along with you to make sure you keep up the constant communication your clients come to expect. With innovative opportunities for improved conversation, the right Hosted PBX system is key. When you finally make a selection, make it a “smart choice.”

Why Businesses Need to Leave POTS Behind

When SmartChoice started selling VoIP solutions in 2003, the skepticism of IP-based telephony was at an all-time high. People simply could not get on board with the idea of Voice over IP (VoIP), and many times it felt as if they thought I was selling them quicksand.

Keeping this in mind, we devised a solution called Voice Over Private Line (VOPL) which eliminated the need for internet and guaranteed our customers the 99.999% they were used to with their POTS and PRI’s. This allowed them to see the potential of internet-based services and helped to change their minds about the longevity of POTS. Even back then we strongly believed POTS would someday be antiquated and that VoIP would become the norm.

Today, the “Internet of Things” seems to be the hottest topic. VoIP leads the way in the realm of telecommunications, and it is widely recognized as the standard solution. Considering SmartChoice’s forward-thinking back then, it is clear we made the right investment.

I can’t say I believe Plain Old Telephone Service (POTS) should completely go away. There are many users who rely on landlines and analog phones for various reasons such as lifeline services (hearing/vision), elevators, fire safety, etc. They already have existing phone lines and jacks in place, and can use their traditional analog phones to make calls directly.

Also, in rare instances where users do not have power, traditional POTS lines can be a great benefit. Since POTS use copper lines which do not require AC Power, users are able to make and receive calls in case of a major outage. Whether in the phone or office, these traditional POTS lines can really save the day when needing to communicate in the event of unfortunate power loss.

Although POTS is still a working (yet outdated) option, nothing quite beats IP Telephony. The list of IP Telephony features continues to grow and the convenience is just unmatched. Being able to manage voice, internet and video capabilities on the same network allows for increased productivity and better communications within the business environment.

When it comes to POTS, let’s consider a few questions. Since POTS systems are dependent on copper wire phone lines to maintain connectivity, where’s your backup if lines get cut? What happens when your legacy equipment fails and you have to search for older parts that are difficult to find? Also, repairs can take time and be costly; and there is no guarantee they won’t go down again.

Let’s consider how much VoIP has evolved since it was introduced. In the early days, VoIP came with broken calls, echoes and delays. These issues are rarely seen today, and if they are, it may be time to get a new provider. Utilizing VoIP gives users an abundance of features allowing for efficient communications and enhanced productivity. With all the innovations and advancements in technology today, don’t get left behind while your competition leaves you in the dust.

Given today’s world of Internet and high-speed data, it might be time to upgrade to a more advanced option for your business communications. When looking to switch to a more reliable and up-to-date solution, Voice Over Internet Protocol (VoIP) stands out as the obvious choice.

VoIP allows users to make calls over the Internet instead of traditional or analog phone systems. The numerous advantages of VoIP can be utilized by companies of all sizes, helping to maximize efficiency and boost productivity. VoIP allows you to combine and integrate your voice, data and video seamlessly, giving you added flexibility and convenience. Here are four benefits VoIP can provide for your business:

By utilizing VoIP telephone systems, businesses have virtually no geographical boundaries. Companies have the advantage of making international calls easily and conveniently with VoIP. As long as they have Internet access, companies have the ability to use their VoIP telephone remotely, anywhere and anytime. Whether they are using mobile phone, tablets, laptops or desktops, they can easily access their VoIP systems allowing salesmen, CEOs and employees to contact clients whenever they need to. Making important phone calls with VoIP-enabled devices gives businesses flexibility and the ability to enjoy the quick and easy communication they need to maximize their productivity.

Since VoIP systems connect via Internet, businesses can expand phone systems with virtually no downtime. Businesses can add lines and access points, and adjust user settings without disturbing normal business activity. This is a great benefit for growing companies that are expanding locations or looking to add more staff.

Since VoIP phones are software-based, many businesses’ VoIP systems come with superb calling features that can enhance users’ productivity. Some common IP phone features include display screens with name directories, auto-attendants, ring groups, and integration with PCs that lets users call numbers directly from web browsers or email clients such as Outlook. They can also integrate with other popular software and CRMs, depending on your VoIP provider.

VoIP gives businesses the best of both worlds by providing quality, reliable and secure systems at a cost-effective price. VoIP plans are affordable, and offer numerous more features than traditional phone service at a fraction of the cost. Long distance calls are also much cheaper when using VoIP because calls are routed over the Internet, allowing businesses to correspond globally without overinflated international charges.

In this age of technology, it is necessary for organizations to utilize their internet services and networks efficiently to maximize productivity. Companies must determine which type of connection will work best given their specific needs and objectives. When looking for a connection that offers fast speeds, flexibility and scalability, fiber is often an option that is greatly considered. With future expansion of your business in mind, investing in dark fiber may be the key to your company’s success.

Fiber connectivity is widely considered to be the most reliable and redundant internet connection available today. Optical fiber cables consist of extremely thin glass strands that transmit digital data with light pulses, known as “lit fiber,” instead of electrical currents used with cables such as ethernet and coaxial.

Dark Fiber is simply optical fiber infrastructure (cabling and repeaters) that is currently in place but is not being used. These cables lay dormant with the expectations of being connected or “lit” in the future. The term “dark” refers to the absence of light pulses in these unused fiber cables.

Dark Fiber is ideal for businesses who need to increase bandwidth due to rapid or unexpected traffic on their network. Companies often invest in dark fiber because they want to future proof their networks by implementing plans for scalability and expansion. Scaling up is fast, easy and the bandwidth availability is virtually unlimited.

The benefits of using Dark Fiber are abundant. By investing in Dark Fiber, businesses can provide the optimal speed on their network, making operations smooth and efficient. Dark fiber also gives companies complete network customization capabilities including control of design, protocols, latency and upgrades. With the superb reliability and built-in redundancy of lit fiber in mind, the ability to scale up bandwidth can supercharge your network and create the ideal experience for your customers, increase productivity and boost performance.

Looking for a Dark Fiber Solution? Contact SmartChoice today for more information on how you can implement Dark Fiber into your network!

As Managing Partner and CEO of SmartChoice for almost 20 years, I was sure I knew all the ins and outs of the sales process. Identify a lead, meet with decision makers, present the solution, make the sale. Simple enough, right? Well thanks to a seminar hosted by the team at Inc. CEO Project and Hunt Big Sales, I humbly admit I had some more to learn…

The buying process has definitely changed.

The seminar taught me the importance of preparing for each step of the sales process. In order to grow, you shouldn’t just rely on the “handshake agreement.” While your contact can certainly get your name to the right people, you have to remember: the larger the company, the larger the risks. The further you get in the sales process, the tougher the decision makers become. To them, anything can be perceived as a risk–even if it’s the greatest thing since sliced bread!

Making the necessary adjustments is absolutely essential.

The sales process consists of three cycles: Executive Sponsor, The Buyer’s Table, and Eels in the Deal. The first stage is where the initial excitement of the benefits and results come into play. We secure the buyer’s engagement and identify them as a potential lead.

The second stage, The Buyer’s Table, consists of a larger group of people. At this point the benefits and promises of the sale are examined. However, this stage also allows the buyers to express their primary concerns and fears in completing the deal. Because of this, we become less focused on selling our advantages, and more focused on addressing the concerns of the members of The Buyer’s Table.

The final stage, Eels in the Deal, is usually where the deals stall out, become delayed or completely shut down. The “Eels” are the strongest resistors who want to ensure the complete safety and protection of their respective organization. Their concerns are exponentially greater than those at The Buyer’s Table, requiring the utmost focus and attention within your sales plan. In order to succeed, you must be absolutely prepared to successfully attack each cycle of the process–especially the final stage.

Formulate a plan and you will yield better results.

After sharing these new insights and perspectives with my team, we have changed the way we approach new prospects and tackle the stages of their buying process. By understanding the stages of the process, we are able to anticipate the necessary tools, information and people we need to bring at each step of the stage to achieve a successful outcome. In less than a month, we have successfully applied these principles to our sales strategy and have experienced significant growth.

“Before anything else, preparation is the key to success.” – Alexander Graham Bell

If you’ve ever received an email from a SmartChoice team member, you may have noticed “SmartRing” in their signature. You may have wondered, “what is SmartRing exactly?”

Smart Choice gives you the ability to stay connected in or out of the office. SmartRing (also known as Find Me/Follow Me or Call Hunt) allows you to route office phone calls to your other devices so you can be accessible wherever you are. The best part is, since calls are routed to your mobile devices, one phone number is all you need to be reached anytime.

• Never Miss a Call – Customize settings to allow you to receive calls no matter where you are.
• Call Forwarding – Determine exactly how you want to route your incoming calls when the line is busy or when a call goes unanswered. Certain incoming calls can also be redirected to specified destinations depending on your preferences.
• Simultaneous Ring – Conveniently set up incoming calls to ring on multiple devices or extensions at the same time.
• Sequential Ring – Arrange your designated devices or extensions to ring in a specified sequence.
• One Number For All Devices – Your SmartRing number can be routed to all mobile devices, allowing access to your business contacts without having to give out your personal number.
• Manage All Settings in OMNI – Access all settings within your OMNI portal. You can customize and make changes to your setup at anytime.