xcorp

Seamless Mobility: How to Integrate Mobile Devices into Your Business Phone System

Wed, 13 Nov 2024 09:33:12 GMT

With flexible work becoming the norm, seamless communication across locations is essential for business productivity.

Integrating mobile devices into your business phone system can keep teams connected, improve responsiveness, and boost efficiency. This guide outlines the key benefits of mobile integration and offers practical steps to make it a smooth part of your communication strategy.

Below, we’ll explore the benefits of mobile integration, providing actionable steps to seamlessly incorporate mobile devices into your business phone infrastructure.

1. The Importance of Mobile Integration in Modern Business

With the rise of remote work and flexible schedules, employees need reliable communication tools that keep them connected, regardless of their location. Mobile integration ensures that your team can:

Stay Connected: Whether in the office, at home, or traveling, employees can access business calls and messages on their mobile devices.
Enhance Flexibility: Employees can manage their work-life balance more effectively by handling business communications on their personal devices.
Increase Productivity: Mobile integration allows for real-time communication and quick decision-making, essential for maintaining workflow efficiency.

2. Benefits of Integrating Mobile Devices into Your Business Phone System

Integrating mobile devices offers numerous advantages for businesses of all sizes:

a. Unified Communication

A unified communication system ensures that all business interactions—calls, messages, and emails—are accessible from a single platform. This consolidation simplifies communication management and reduces the chances of missed messages.

b. Cost Efficiency

By leveraging existing mobile devices, businesses can minimize the need for additional hardware, reducing overall communication costs. Cloud-based phone systems further enhance cost savings by eliminating the need for on-premises infrastructure.

c. Enhanced Collaboration

Mobile integration facilitates better collaboration among team members. Features like call forwarding, voicemail access, and conferencing can be managed directly from mobile devices, ensuring seamless teamwork.

d. Improved Customer Service

With mobile integration, customer service representatives can handle inquiries and support requests from anywhere, leading to faster response times and higher customer satisfaction.

3. Key Features to Look for in a Mobile-Integrated Phone System

When selecting a phone system that supports mobile integration, consider the following features :

a. VoIP Compatibility

Voice over Internet Protocol (VoIP) allows voice communication over the internet, making it easier to integrate with mobile devices. Ensure your phone system supports VoIP for optimal mobile functionality.

b. Mobile Apps

A dedicated mobile app can provide access to phone system features on smartphones and tablets. Look for apps that offer call management, messaging, and access to voicemail.

c. Call Forwarding and Routing

These features allow calls to be directed to mobile devices seamlessly, ensuring that employees never miss important calls, no matter where they are.

d. Security Measures

Protecting business communications is crucial. Ensure that your phone system includes encryption, secure login, and other security protocols to safeguard sensitive information on mobile devices.

4. Steps to Integrate Mobile Devices into Your Business Phone System

Follow these steps to achieve a smooth integration process:

a. Assess Your Current Communication Needs

Evaluate your existing phone system and identify the specific needs of your business. Consider factors such as the number of remote employees, desired features, and budget constraints.

b. Choose the Right Phone System Provider

Select a provider that offers robust mobile integration features. Look for scalability, reliability, and comprehensive customer support to ensure a smooth transition.

c. Implement a Cloud-Based Solution

Cloud-based phone systems offer greater flexibility and ease of integration with mobile devices. They eliminate the need for extensive hardware and provide seamless updates and maintenance.

d. Train Your Team

Provide training sessions to help your employees understand how to use the new phone system on their mobile devices. Highlight key features and best practices to maximize the benefits of integration.

e. Test and Optimize

Before fully deploying the integrated system, conduct thorough testing to identify and resolve any issues. Gather feedback from employees and make necessary adjustments to optimize performance.

5. Best Practices for Maintaining an Integrated Mobile Phone System

To ensure ongoing efficiency and security , adopt the following best practices:

a. Regularly Update Software

Keep your phone system and mobile apps up to date to benefit from the latest features and security enhancements.

b. Monitor Usage and Performance

Use analytics and monitoring tools to track system performance and identify areas for improvement. This proactive approach helps maintain optimal communication flow.

c. Enforce Security Protocols

Implement strict security measures, such as multi-factor authentication and regular password updates, to protect your business communications from potential threats.

d. Provide Continuous Training

Offer ongoing training and support to help employees stay proficient with the phone system’s features and any updates.

In Conclusion,

Integrating mobile devices into your business phone system is a strategic move that can enhance communication, boost productivity, and support a flexible workforce. By choosing the right phone system , implementing best practices, and continuously optimizing your setup, you can ensure seamless mobility for your team.

Ready to enhance your business communication? Contact X-Corp Business Solutions today to discover how our mobile-integrated phone systems can transform your workplace.

At X-Corp Business Solutions , we specialize in providing innovative communication solutions tailored to your business needs. Let us help you stay connected and productive, no matter where your team is.

Customizing Business Phone Systems for Different Industry Needs

Mon, 14 Oct 2024 09:33:30 GMT

Not all industries operate the same way, and their communication requirements vary significantly.

A one-size-fits-all phone system often falls short when it comes to delivering the unique functionalities businesses need. Whether you're in healthcare, legal, retail, or hospitality, choosing the right business phone system can enhance productivity, improve customer service, and meet industry-specific challenges.

In this blog, we'll explore how business phone systems can be customized for different industries and why it's crucial to tailor your communication tools to suit your business needs.

Healthcare: Ensuring Patient Care with Reliable Communication

In the healthcare industry, communication is the backbone of patient care. Medical facilities require a phone system that not only ensures smooth internal communication but also allows secure and reliable communication with patients and other healthcare professionals.

Key features for healthcare businesses include:

Secure communication : Ensure compliance with data protection regulations such as HIPAA (Health Insurance Portability and Accountability Act) through encryption and secure VoIP protocols.
24/7 availability : With emergency response teams and patient care centers operating round the clock, the phone system should offer reliable uptime with automatic failover options.
Call recording and monitoring : Monitoring interactions with patients allows healthcare providers to review and improve communication while maintaining compliance.

For healthcare professionals, choosing a VoIP system with features like advanced call routing, call recording, and real-time analytics can improve responsiveness and streamline operations.

Legal: Managing Client Communication with Confidentiality

For legal firms, secure and confidential communication is paramount. A tailored phone system should ensure that client-attorney conversations are private and well-documented.

Key features for legal businesses include:

Call encryption : Legal practices need robust security to protect sensitive client information. Encryption ensures that all communication is safe from unauthorized access.
Call recording and documentation : Accurate documentation is crucial for client cases. A system that integrates with CRM software allows for easy access and tracking of client calls and case history.
Auto-attendant and IVR systems : These tools help manage high call volumes efficiently, ensuring clients are routed to the right department without long wait times.

Implementing a secure, customizable VoIP system can help law firms maintain confidentiality while streamlining client interactions. Learn more about securing VoIP systems in our post on Securing Your VOIP System: Best Practices for Keeping Your Communications Safe .

Retail: Enhancing Customer Service with Multi-Channel Communication

The retail industry relies heavily on efficient communication with both customers and suppliers. A tailored phone system can integrate with other business tools, such as CRM and point-of-sale (POS) systems, to provide seamless communication across channels.

Key features for retail businesses include:

Omnichannel support : Customers expect quick responses, whether via phone, chat, or email. A unified communication platform that integrates all these channels improves customer service and satisfaction.
Call analytics : Monitoring call volume, customer trends, and employee performance helps retail businesses adjust their strategies for better customer engagement.
Scalability : Retailers need a flexible system that can handle seasonal peaks in demand without requiring extensive upgrades.

To enhance productivity and customer experience in the retail sector, a hosted cloud-based PABX system can provide the scalability and multi-channel support required for seamless operations. Check out our guide on Cloud PBX systems and how they transform industries like retail in How Cloud PBX is Transforming the Sales Industry.

Hospitality: Elevating Guest Experience with Efficient Call Routing

For hotels, restaurants, and resorts, communication plays a key role in delivering excellent guest experiences. Phone systems in the hospitality industry need to ensure prompt service and effective coordination between different departments, from front desk to housekeeping.

Key features for hospitality businesses include:

Automated call routing : Guests can be quickly connected to the right department, whether it’s room service, front desk, or concierge.
Multi-lingual support : For international hotels, having an auto-attendant that can operate in multiple languages enhances guest convenience.
Voicemail to email : Employees can quickly respond to guest requests by having voicemail notifications sent directly to their inboxes.

An integrated, scalable phone system with advanced call routing can significantly boost operational efficiency in the hospitality sector. Explore advanced call routing strategies in our blog Improving Customer Service with Advanced Call Routing .

Small Business: Cost-Effective Solutions for Growing Companies

Small businesses need communication systems that are both cost-effective and scalable. As companies grow, their communication needs evolve, making it essential to have a phone system that can grow with them.

Key features for small businesses include:

Affordability : VoIP systems offer a cost-effective solution for startups, eliminating the need for expensive hardware installations.
Scalability : As the business grows, it’s easy to add new lines or users without significant upgrades.
VoIP features : Tools like call forwarding, voicemail-to-email, and mobile integration help small businesses stay connected, even on the go.

Small businesses benefit from flexible phone systems that allow them to scale up without breaking the bank. For more insights on maximizing business communication, see our post on How to Choose a Business Phone System .

In Conclusion,

Customizing your business phone system to suit the unique requirements of your industry is essential for enhancing productivity, improving customer service, and meeting specific challenges.

Whether you’re in healthcare, legal, retail, or hospitality, X-Corp Business Solutions offers a range of solutions tailored to your needs. From secure VoIP systems to advanced call routing, we have the tools to help your business thrive.

If you’re ready to take your communication system to the next level, contact X-Corp Business Solutions to learn how we can customize a solution for your industry today.

How to Choose the Right Printer for Your Industry: Tailored Solutions for Better Productivity

Mon, 30 Sep 2024 12:13:00 GMT

Choosing the right printer for your business can be overwhelming with so many options available. However, not all printers are created equal, and your industry plays a major role in determining which solution will best suit your needs.

Whether you're in healthcare, legal, education, or retail, having a printer tailored to your specific industry can enhance productivity, improve workflow, and save costs in the long run.

Why Industry-Specific Printing Solutions Matter

Every business has unique needs, and this extends to your office equipment. The right business printer can streamline operations, safeguard sensitive documents, and even reduce your environmental impact . However, selecting the wrong printer for your business might lead to increased costs, security vulnerabilities, and workflow disruptions.

By understanding your industry's specific requirements, you can make an informed choice that positively impacts your productivity and bottom line.

Printers Tailored to Key Industries

Let’s take a look at how different industries benefit from tailored printing solutions:

1. Healthcare: Prioritizing Security and Compliance

In healthcare, protecting patient information is paramount. You’ll need a printer with features that safeguard sensitive data. Look for printers with built-in security features, such as encryption, user authentication, and secure printing, ensuring compliance with regulations like HIPAA.

Key Features for Healthcare:

Secure print release and PIN-based printing to prevent unauthorized access
Automatic document archiving for easy record-keeping
High-resolution imaging for medical records

Our Recommendation : Multifunctional Olivetti Copiers – With high precision and durability, these printers ensure that medical practices can reliably print patient records and sensitive documents without compromising on quality.

2. Legal : Handling Large Document Volumes Efficiently

Law firms and legal departments handle extensive paperwork, from contracts to case files. Efficiency and document management are critical in this field. You’ll need a robust printer that can handle high-volume printing, copying, and scanning while maintaining confidentiality.

Key Features for Legal:

High-speed printing and copying for large document batches
Secure document archiving for compliance and record-keeping
Integration with document management software to track case files

Our Recommendation : Olivetti Copiers offer advanced security features like user authentication, encryption, and audit trails, ensuring sensitive client information remains confidential while improving workflow efficiency.

3. Education : Managing Cost-Effective, High-Volume Printing

Educational institutions deal with constant printing demands - from lesson plans to student assignments. Schools need cost-effective solutions that balance high-volume output with energy efficiency. Managed Print Services (MPS) can help schools reduce waste while maintaining control over print usage.

Key Features for Education:

Multi-function printers for printing, copying, and scanning
Cost-control features to manage print quotas
Eco-friendly options such as duplex printing (double-sided) to minimize paper waste

Our Recommendation : RISO Duplicators & Printers – Known for their high-speed, cost-effective printing solutions, RISO printers are perfect for schools and universities that need to produce large volumes of materials without breaking the budget.

4. Creative Agencies: High-Resolution Colour Printing

In a creative industry, the quality of printed materials is critical, as it often reflects your brand’s capabilities. Whether you’re printing marketing brochures, design proofs, or visual presentations, a printer that offers excellent colour accuracy and high resolution is essential.

Key Features for Creatives:

High DPI (Dots Per Inch): For sharp, high-quality images and clear text.
Colour Management Tools: Printers with robust colour management features ensure the colour on the screen matches what’s printed.
Advanced Media Handling: Capabilities to print on a wide range of media types (e.g., glossy, matte, thick card stock).

Our Recommendation : A4 Colour Printers – These printers provide sharp, high-resolution color prints, ideal for marketing firms, graphic design agencies, and creative departments that need vibrant and accurate colour output.

5. Small Businesses: Compact, All-In-One Functionality

Small businesses often face space and budget constraints. Choosing a printer that offers multifunctionality - printing, scanning, copying, and faxing - saves both space and money while increasing operational efficiency. The right compact printer can meet all your office’s day-to-day needs without compromising on quality.

Key Features for Small Businesses :

Multifunction Capability: Look for printers that combine printing, scanning, and copying.
Compact Size: Small businesses with limited office space should opt for compact models that don’t skimp on features.
Cost-Efficient Consumables: Ensure the printer’s toner or ink costs remain manageable over time.

Our Recommendation : A4 Mono Printers : Compact yet powerful, these all-in-one printers offer high-efficiency printing, scanning, and copying, making them a great choice for small businesses aiming to maximize productivity on a budget.

Making the Right Choice for Your Business

While these industry-specific examples highlight how different businesses use printers to meet their needs, the key takeaway is to choose a printer that aligns with your day-to-day operations. Consider the following when selecting your printer:

Volume Needs: How many documents do you need to print daily?
Security: Do you handle sensitive information that requires protection?
Cost Efficiency: Are you looking for ways to reduce waste and save costs?
Integration: Does the printer integrate with your existing software or systems?

By answering these questions, you can narrow down your options and select a printer that not only meets your industry’s requirements but also helps streamline your workflow.

To conclude,

Choosing the right printer for your industry isn't just about finding a machine that works - it’s about investing in a solution that enhances your business’s productivity and efficiency. Whether you're in healthcare, legal, education, retail, or financial services, there’s a printer designed to meet your unique needs.

By understanding your industry's requirements, you can make an informed decision that will save you time, reduce costs, and ensure that your operations run smoothly.

Ready to find the perfect printer for your business? Contact X-Corp Business Solutions to explore tailored options that fit your industry and enhance your productivity.

How to Leverage VoIP Data Analytics for Better Business Decision-Making

Mon, 02 Sep 2024 13:20:46 GMT

Whether you're a business owner, manager, or someone tasked with improving your company’s operations, making informed decisions is crucial to success. One powerful (and definitely underutilized) tool is the data generated by your VoIP (Voice over Internet Protocol) system.

VoIP isn’t just about handling calls - it's a treasure trove of data that, when properly analyzed, can transform the way your business operates. With your VoIP data analytics, you can uncover insights that improve decision-making, enhance customer satisfaction, and boost efficiency.

Why VoIP Data Analytics Matters to Your Role:

VoIP data analytics involves collecting, analyzing, and interpreting data from your VoIP system - things like call duration, frequency, quality, and response times. But this isn’t just a pile of numbers - it’s actionable intelligence that can help you understand your communication patterns, customer behavior, and overall business performance.

If you're responsible for optimizing your company's operations, customer experience, or resource allocation, VoIP data analytics provides you with the insights needed to make smarter, data-driven decisions that lead to better outcomes.

Key Metrics You Should Be Monitoring

Call Volume and Duration

Are there times when your team is overwhelmed with calls? VoIP analytics helps you identify peak communication periods, enabling you to adjust staffing and resources accordingly. Whether you're managing a support team or working in customer service, ensuring adequate coverage during high-demand times is crucial for maintaining customer satisfaction and team efficiency.
Call Quality Metrics

Poor call quality can frustrate customers and lead to dissatisfaction. VoIP data lets you monitor issues like jitter, latency, and packet loss, helping you resolve problems before they affect your customers. By addressing these issues proactively, you can maintain high communication standards, which is especially important if you're in charge of customer support or IT.
Response Times

Quick response times are a key factor in customer satisfaction. VoIP analytics allows you to track how long it takes for calls to be answered, giving you the information needed to set benchmarks and improve performance. This is crucial whether you're directly managing customer interactions or ensuring your team meets its targets. Efficient call routing is another area where VoIP analytics can help, as discussed in our blog on advanced call routing .
Call Abandonment Rates

High call abandonment rates might indicate long wait times or inefficiencies in your call handling processes. By analyzing this data, you can pinpoint areas for improvement, such as implementing an IVR system to route calls more effectively, as we highlighted in our blog on the power of IVR . Reducing abandonment rates can improve the overall customer experience, which is vital if your role involves customer retention or satisfaction.
Customer Interaction Trends

Understanding customer behavior is key to improving service and developing new offerings. VoIP analytics can reveal trends in customer interactions, such as frequently asked questions or common issues. This data is invaluable whether you're responsible for training staff, managing customer service, or involved in product development.

How VoIP Analytics Can Improve Your Business Decisions

Optimizing Resource Allocation

By understanding when and where call volumes peak, you can ensure that your team is in the right place at the right time. Whether you're in charge of staffing, customer service, or operations, VoIP analytics helps you allocate resources more efficiently, leading to better use of time and improved customer satisfaction.
Enhancing Customer Experience

VoIP data can help you identify pain points in your customer interactions, allowing you to make adjustments that improve the overall experience. If you notice certain types of calls are being dropped or taking too long, you can tweak your processes accordingly. Happy customers are more likely to remain loyal, which is crucial if your role involves customer engagement or service improvement.
Boosting Marketing Effectiveness

VoIP data can also be a goldmine for understanding which marketing campaigns are driving the most engagement. By analyzing call data, you can see which campaigns are generating the most leads, helping you focus your marketing efforts where they’ll have the most impact. This is particularly useful if you're involved in marketing or sales strategy.
Making Informed Decisions

No matter your role, access to detailed VoIP data allows you to back your decisions with real-time information. Whether you're selecting new communication tools, refining customer service strategies, or planning for company growth, the insights gained from VoIP analytics provide a solid foundation for making well-informed decisions.

Unlock the Power of VoIP Data in Your Role

VoIP data analytics isn’t just a technical tool - it’s a key resource that can help you excel in your role, whether you're managing a team, improving customer service, or optimizing business operations. By monitoring key metrics such as call volume, quality, response times, and customer trends, you can make informed decisions that directly enhance your company's performance.

For more insights on optimizing communications, check out our blog on securing VoIP systems to ensure your data remains protected as you leverage these powerful analytics. Now’s the time to tap into the full potential of your VoIP system and drive better outcomes for your business.

Ready to take your business communications to the next level? Contact X-Corp Business Solutions today to learn how we can help you leverage VoIP data analytics for smarter decision-making and a more efficient operation.

Let’s work together to unlock new opportunities for your business.

Improving Customer Service with Advanced Call Routing

Wed, 07 Aug 2024 09:10:15 GMT

For businesses today, providing exceptional customer service is more important than ever.

One often overlooked aspect of customer service is the efficiency and effectiveness of a company’s phone system , specifically the call routing mechanism.

Advanced call routing techniques can significantly enhance customer satisfaction by ensuring calls are directed to the right person quickly and efficiently. Let's explore the importance of efficient call routing and some advanced techniques that can improve customer service.

The Importance of Efficient Call Routing

Efficient call routing is crucial for several reasons:

Reduced Wait Times: Customers are more likely to be satisfied when their calls are answered promptly and routed to the appropriate department or individual without unnecessary delays.

Improved First Call Resolution (FCR): Proper call routing increases the chances of resolving customer issues on the first call, reducing the need for follow-ups and transfers.

Enhanced Customer Experience: A seamless and efficient call routing system reflects well on the company, creating a positive impression and fostering customer loyalty.

Advanced Call Routing Techniques

Skills-Based Routing
What It Is: Skills-based routing directs calls to agents based on their specific skill sets and expertise. For instance, technical issues are routed to IT specialists, while billing queries go to finance experts.
Benefits: This technique ensures that customers speak with someone knowledgeable about their issue, leading to quicker and more effective resolutions.
Time-Based Routing
What It Is: Time-based routing directs calls based on the time of day or day of the week. For example, calls made after business hours might be routed to a 24/7 support team or voicemail.
Benefits: This approach ensures that customers receive the appropriate level of support regardless of when they call, enhancing accessibility and service continuity.
Geographic Routing
What It Is: Geographic routing directs calls based on the caller’s location. This can be particularly useful for businesses with multiple branches or service areas.
Benefits: Geographic routing ensures that customers are connected to local representatives who are familiar with regional issues and can provide more personalized service.
Interactive Voice Response (IVR) Integration
What It Is: IVR systems allow callers to navigate through a menu of options using their voice or keypad inputs, directing them to the appropriate department or service.
Benefits: IVR systems can handle a high volume of calls efficiently, reducing wait times and freeing up agents to handle more complex inquiries.
Priority Routing
What It Is: Priority routing assigns higher priority to certain calls based on predefined criteria, such as VIP customers or emergency situations.
Benefits: This ensures that high-priority calls are handled promptly, improving customer satisfaction among key client segments.

Implementing Advanced Call Routing

To effectively implement advanced call routing, businesses should:

Assess Current Call Handling Processes: Identify bottlenecks and areas for improvement in the existing call routing system.
Invest in the Right Technology: Choose a phone system that supports advanced routing features and integrates seamlessly with other customer service tools.
Train Staff: Ensure that staff are trained on the new system and understand how to handle calls efficiently.
Monitor and Adjust: Continuously monitor the performance of the call routing system and make adjustments as needed to optimize efficiency and customer satisfaction.

In Conclusion,

Advanced call routing techniques offer a powerful way to enhance customer service by ensuring that calls are handled efficiently and effectively. By implementing skills-based routing, time-based routing, geographic routing, IVR integration, and priority routing, businesses can significantly improve customer satisfaction, reduce wait times, and increase first call resolution rates. Investing in these technologies and processes not only boosts customer loyalty but also sets a company apart in a competitive market.

By focusing on efficient call handling, businesses can create a more responsive, knowledgeable, and customer-centric service environment, ultimately driving better business outcomes.

For more insights on improving your business phone systems and customer service strategies, stay tuned to our blog or contact X-Corp Business Solutions for tailored solutions.

Integrating Business Printers with Office Technology For Better Efficiency

Wed, 17 Jul 2024 12:29:50 GMT

Efficiency and seamless operations are critical for any business. One often-overlooked aspect of achieving this is the integration of printers with other office technologies.

When your business printers work harmoniously with your existing systems, you can significantly boost productivity, reduce downtime, and enhance overall workflow.

Here’s how integrating printers with other office technologies can create a more efficient and cohesive work environment.

The Power of Integration

Integrating your printers with office technologies isn’t just about convenience; it’s about creating a smarter, more connected workplace.

When your printers can communicate and coordinate with other office systems, you unlock a range of benefits that streamline operations and enhance productivity.

Enhancing Document Management

One of the most significant advantages of printer integration is improved document management.

Modern document management systems (DMS) can seamlessly connect with printers, allowing for easy scanning, storing, and retrieving of documents. This integration means employees can quickly convert paper documents to digital formats, store them in centralized locations, and retrieve them with a few clicks. It reduces the time spent searching for documents and minimizes the risk of losing important information.

Streamlining Workflows

Integrating printers with your office’s workflow automation tools can revolutionize how tasks are completed. For example, when a document is scanned, it can automatically trigger workflows that route it to the appropriate departments or individuals for further action. This automation ensures that tasks move smoothly from one stage to the next without manual intervention, reducing bottlenecks and speeding up processes.

Enhancing Security

Security is a paramount concern for any business. Integrated systems can enhance the security of your printed documents. By linking printers with identity and access management systems, you can ensure that only authorized personnel can print, scan, or copy sensitive documents. This integration helps prevent unauthorized access and reduces the risk of data breaches.

Leveraging Cloud Services

Cloud-based services have become indispensable in modern workplaces. Integrating printers with cloud storage solutions allows employees to print documents directly from cloud services like Google Drive, Dropbox, or Microsoft OneDrive. This capability is particularly useful for remote or mobile workers who need to print documents on the go. It also simplifies collaboration by enabling team members to access and print shared documents from any location.

Improving Cost Management

Cost control is always a priority in business. Integrated print management software can monitor and manage print usage across the organization. By analyzing print patterns and identifying high-cost areas, businesses can implement strategies to reduce unnecessary printing, switch to more cost-effective printing methods, and ultimately save money.

Facilitating Mobile Printing

The rise of remote work and bring-your-own-device (BYOD) policies has made mobile printing more important than ever. Integrating printers with mobile printing solutions allows employees to print directly from their smartphones or tablets. This flexibility supports a more dynamic work environment and ensures that employees can remain productive regardless of their location.

Simplifying IT Management

For IT departments, integrated systems mean easier management and maintenance. Centralized control panels allow IT staff to monitor the status of all connected printers, deploy updates, and troubleshoot issues from a single interface. This centralization reduces the complexity of managing multiple devices and ensures that printers are always up-to-date and functioning optimally.

In Conclusion,

Integrating printers with other office technologies is not just a technical upgrade, it’s a strategic move towards a more efficient, secure, and productive workplace.

By enhancing document management, streamlining workflows, boosting security, leveraging cloud services, improving cost management, facilitating mobile printing, and simplifying IT management, businesses can achieve seamless operations that drive success.

At X-Corp Business Solutions , we specialize in helping businesses implement these integrations effectively. Our tailored solutions ensure that your printers work in harmony with your existing systems, providing you with a cohesive and efficient work environment. Contact us today to learn more about how we can help you optimize your office technology for maximum performance.

Ensuring Business Continuity with Robust Communication Solutions

Fri, 21 Jun 2024 11:17:25 GMT

Maintaining uninterrupted communication is essential for ensuring business continuity during emergencies or disasters.

A well-thought-out communication strategy can minimize downtime, protect data integrity, and keep your business operations running smoothly.

Here, we will discuss key strategies to achieve robust business communications, focusing on setting up backup systems, leveraging cloud-based tools, and creating a comprehensive business continuity plan.

1. Setting Up Backup Systems

Redundancy and Failover Solutions

Implementing redundancy and failover solutions is crucial for maintaining communication during unexpected disruptions. Here are some key components:

Backup Internet Connections : Ensure your business has multiple internet connections from different service providers. If one fails, the backup can take over, minimizing downtime.
Secondary Communication Channels : Utilize multiple communication platforms such as email, VoIP, and mobile networks. In case one platform fails, others can serve as a backup.
Power Backup Systems : Invest in uninterruptible power supplies (UPS) and generators to keep your communication infrastructure running during power outages.

Regular Testing and Maintenance

Regularly test and maintain your backup systems to ensure they function correctly when needed. Schedule periodic drills and update your systems as technology evolves.

2. Leveraging Cloud-Based Communication Tools

Cloud-based communication tools offer significant advantages in terms of scalability, flexibility, and disaster recovery. Here are some essential tools and their benefits:

Cloud-Based VoIP Systems

Scalability : Easily scale your communication capabilities up or down based on business needs without significant capital investment.
Accessibility : Employees can access the system from any location with an internet connection, ensuring seamless communication even if the physical office is inaccessible.

Unified Communication Platforms

Platforms like Microsoft Teams , Slack , and Zoom integrate various communication channels - (messaging, video conferencing, and file sharing) into a single interface. This integration ensures that your team remains connected and productive, regardless of their physical location.

Data Security and Compliance

Ensure that your cloud service providers comply with industry standards for data security and privacy. Encrypt your communications and implement strict access controls to protect sensitive information.

3. Creating a Comprehensive Business Continuity Plan

A robust business continuity plan (BCP) is essential for preparing your business to handle emergencies effectively. Here are the key steps to develop a BCP:

Risk Assessment and Business Impact Analysis

Identify potential risks and assess their impact on your business operations. Determine which communication systems are critical and prioritize them in your continuity planning.

Develop Recovery Strategies

Create detailed recovery strategies for your communication systems. This includes:

Emergency Contact Lists : Maintain updated contact lists for employees, clients, and service providers. Ensure everyone knows how to access and use these lists during an emergency.
Communication Protocols : Establish clear protocols for how and when to communicate during different types of disruptions. Define roles and responsibilities to ensure a coordinated response.

Training and Awareness

Regularly train employees on your BCP and conduct drills to ensure everyone knows their roles and responsibilities. Keep your plan updated to reflect changes in your business operations or technology.

Collaboration with External Partners

Coordinate with external partners , such as internet service providers and cloud service vendors, to ensure their disaster recovery plans align with yours. Establish service-level agreements (SLAs) to define expectations and responsibilities.

In Conclusion,

Ensuring uninterrupted business communications during emergencies requires a combination of strategic planning, robust technology, and continuous training. By setting up backup systems, leveraging cloud-based tools, and creating a comprehensive business continuity plan, your business can maintain resilience and continue operations smoothly, even in the face of unexpected disruptions.

At X-Corp Business Solutions , we are committed to helping businesses like yours implement effective communication strategies to safeguard against emergencies. For more information on how we can support your business continuity efforts, contact us today.

Cybersecurity Best Practices for SME’s: Securing Your Communications & Printer Systems

Tue, 28 May 2024 09:35:30 GMT

As more of our important information is being conveyed online and electronically - the risk of cyber threats increases.

And with this increase in risk - the importance of robust and reliable cybersecurity measures for modern businesses - cannot be overstated!

At X-Corp , we understand the unique challenges modern businesses face when it comes to protecting their information. For this very reason, we offer comprehensive solutions to safeguard against these kinds of cyber attacks and help businesses like yours prioritise protecting their communication and printer systems.

In this blog post, we will explore best practices for securing your communication and printer system s and how we, at X-Corp can help you enhance your cybersecurity posture.

The Importance of Cybersecurity in Modern Business

Cybersecurity is no longer just an IT concern - it's a critical component of any business strategy. Cyber threats (ranging from phishing attacks to ransomware) can lead to significant financial losses, reputational damage, and even legal repercussions. Protecting your communication and printer systems is essential as these are often overlooked vectors for cyber attacks.

Securing Your Business Communications

Communication systems , including phone systems and messaging platforms, are vital for business operations but can be vulnerable to cyber threats. Here are some best practices to secure these systems:

Encryption : Ensure that all communication is encrypted. This includes voice calls, video conferencing, and messaging. Encryption scrambles the data so that only authorized parties can read it.
Multi-Factor Authentication (MFA) : Implement MFA to add an extra layer of security. This requires users to verify their identity through multiple methods before accessing the system.
Regular Updates and Patches : Keep all communication software and hardware updated with the latest security patches. This helps protect against known vulnerabilities.
Secure Network Infrastructure : Use firewalls, intrusion detection systems (IDS), and secure VPNs to protect your communication network from unauthorized access.
Employee Training : Educate your employees about phishing scams and the importance of not sharing sensitive information over unsecured channels.

Securing Your Printing Systems

Printers are often an overlooked security risk. Modern printer systems are connected to the network and can store sensitive information. Here’s how to secure them:

Access Controls : Implement user authentication for printer access. This ensures that only authorized personnel can use the printer and access stored documents.
Regular Firmware Updates : Keep printer firmware up-to-date to protect against vulnerabilities.
Secure Printing : Enable secure print features where documents are only printed when the user is physically present at the printer. This prevents sensitive documents from being left unattended.
Data Encryption : Ensure that data sent to the printer is encrypted, reducing the risk of interception.
Network Segmentation : Isolate printers on a separate network segment to limit the impact of any potential breach.

X-Corp’s Cybersecurity Solutions

At X-Corp, we offer a range of solutions designed to protect your business’s communication and printer systems from cyber threats:

Unified Threat Management (UTM) : Our UTM solutions combine multiple security functions, including firewall, VPN, antivirus, and IDS, into a single platform to provide comprehensive protection.
Secure Communication Tools : We provide end-to-end encrypted communication tools for secure voice, video, and messaging services.
Printer Security Solutions : Our advanced printer security solutions include user authentication, secure print release, and regular firmware updates to protect against vulnerabilities.
Employee Training Programs : We offer tailored training programs to educate your staff on the latest cybersecurity threats and best practices for avoiding them.
24/7 Monitoring and Support : Our cybersecurity experts provide round-the-clock monitoring and support to detect and respond to threats swiftly.

In Conclusion,

In an era where cyber threats are becoming increasingly sophisticated, securing your communication and printer systems is crucial. By implementing best practices and leveraging X-Corp’s advanced cybersecurity solutions, you can protect your business from potential cyber attacks.

Stay proactive about your cybersecurity measures and ensure that every aspect of your business, from communication to printing, is safeguarded against threats. Contact X-Corp today to learn more about how we can help secure your business and provide peace of mind in a digital world.

Modern Business Communications: Integrating AI into Your Phone System with X-Corp

Wed, 08 May 2024 08:50:48 GMT

As technology evolves, so do the tools we use to connect with clients, partners, and colleagues. One such innovation that is reshaping communication within organizations is the integration of Artificial Intelligence (AI) into business phone systems.

We’re all about innovation at X-Corp and we believe strongly in empowering businesses to harness the power of AI. From streamlining operations to enhancing customer experiences - let’s have a look at some of the benefits of the integration of artificial intelligence into modern phone systems …

The Potential of AI in Business Communications:

AI has permeated nearly every aspect of modern life, and business communication is no exception. By integrating AI into phone systems, organizations are able to unlock a number of benefits that drive efficiency, productivity, and customer satisfaction.

1. Enhanced Customer Experience

Delivering exceptional service is paramount. AI-powered phone systems can analyze customer inquiries in real-time, provide personalized responses, and route calls to the appropriate department or agent swiftly. This ensures that customers receive prompt assistance, leading to higher satisfaction levels and increased loyalty.

2. Streamlined Operations

Traditional phone systems often rely on manual processes for call routing, voicemail transcription, and call logging. AI automates these tasks, freeing up valuable time for employees to focus on more strategic initiatives. By streamlining operations, businesses can improve productivity and reduce overhead costs.

3. Data-Driven Insights

AI-powered phone systems collect and analyze vast amounts of data on call volumes, customer preferences, and agent performance. This wealth of information enables businesses to gain valuable insights into customer behavior, market trends, and operational efficiency. By leveraging these insights, organizations can make data-driven decisions that drive growth and innovation.

How to Integrate AI into Your Business Phone System:

Integrating AI into your business phone system may seem daunting, but with the right approach , it can be a seamless and rewarding process.

1. Identify Your Needs

Begin by identifying your business objectives and the specific challenges you aim to address with AI-powered solutions. Whether it's improving customer service, increasing efficiency, or gaining insights into customer behavior, clarity on your goals will guide your integration strategy.

2. Choose the Right Solution Provider

Selecting the right solution provider is crucial to the success of your AI integration efforts. Look for a reputable provider like X-Corp Business Solutions with a proven track record in AI technology and expertise in business communications. Ensure that the solution aligns with your business requirements and offers scalability for future growth.

3. Plan and Implement

Collaborate with your chosen provider to develop a comprehensive implementation plan tailored to your organization's needs. Define key milestones, allocate resources, and communicate with stakeholders throughout the process to ensure a smooth transition.

4. Train and Educate Your Team

Provide comprehensive training to your employees to familiarize them with the new AI-powered phone system. Emphasize the benefits and functionalities of the system and encourage ongoing learning to maximize its potential.

5. Monitor and Optimize Performance

Continuously monitor the performance of your AI-powered phone system and gather feedback from users to identify areas for improvement. Regularly update and optimize the system to adapt to changing business needs and emerging technologies.

Embrace the Future of Business Communications:

As technology continues to advance, the integration of AI into business phone systems will play an increasingly vital role in shaping the future of communication. By embracing this transformative technology, businesses can stay ahead of the curve, drive innovation, and deliver exceptional experiences to their customers and employees alike. With X-Corp Business Solutions as your partner, the possibilities are endless.

Ready to embrace the power of technology within your business?

Feel free to Contact us at X-Corp - We’re with you each step of the way!

Tailoring Printing Solutions for Today's Remote Workforce: A Comprehensive Guide

Wed, 17 Apr 2024 09:33:36 GMT

Remote work has become a norm rather than an exception. With this shift, the needs of businesses and their workforce have evolved, including the demand for efficient printing solutions .

X-Corp Business Solutions recognizes this paradigm shift and is committed to providing tailored printing solutions to meet the demands of today's remote workforce.

Understanding the Remote Workforce's Printing Needs:

Remote work presents unique challenges, particularly concerning document management and printing. Employees working from home or other remote locations still require access to reliable printing solutions to maintain productivity and workflow efficiency. Factors such as connectivity, accessibility, and security are paramount in addressing these needs.

Tailored Printing Solutions for Remote Work:

X-Corp Business Solutions offers a range of innovative printing solutions designed specifically for today's remote workforce:

Cloud Printing Services

Enable employees to print documents from any location, using any device connected to the internet.
Seamless integration with popular cloud storage platforms ensures easy access to documents stored in the cloud.
Enhanced security features safeguard sensitive information during the printing process.

Mobile Printing Apps

Empower employees to print documents directly from their smartphones or tablets, eliminating the need for a physical connection to a printer.
User-friendly interfaces make printing on-the-go effortless and efficient.
Compatibility with various operating systems ensures accessibility for all employees.

Virtual Collaboration Tools

Integrate printing capabilities into virtual collaboration platforms, enabling teams to print documents directly from within their collaboration environment.
Facilitate real-time collaboration on documents, with the option to print and distribute physical copies as needed.

Remote Printer Management

Provide IT administrators with remote management tools to monitor and maintain printers across distributed locations.
Streamline printer setup, configuration, and troubleshooting processes to minimize downtime and maximize productivity.

Benefits of Tailored Printing Solutions:

By partnering with X-Corp Business Solutions for their printing needs, organizations can experience numerous benefits:

Increased Productivity

Seamless access to printing solutions from any location enhances workflow efficiency and productivity.
Employees can focus on their core tasks without being hindered by printing-related issues.

Cost Savings

Optimized printing solutions help organizations reduce printing-related costs, such as paper waste and energy consumption.
Consolidated management of printing resources eliminates unnecessary expenditures on outdated infrastructure.

Enhanced Security

Robust security features protect sensitive documents and data throughout the printing process, safeguarding against potential cyber threats.
Compliance with industry regulations ensures that organizations meet stringent data protection standards.

In Conclusion, In the era of remote work, the demand for flexible and efficient printing solutions has never been higher. X-Corp Business Solutions is committed to meeting the unique printing needs of today's remote workforce by offering tailored solutions that prioritize accessibility, security, and productivity. By partnering with X-Corp , organizations can empower their remote workforce with the tools they need to succeed in a digital-first world.

Transitioning to a Modern Hosted Phone System: A Smooth Move for Your Business

Thu, 04 Apr 2024 08:00:51 GMT

Today, we're diving into a topic that's vital for keeping your business communication game strong: Transitioning from your old-school business phone system to a slick, modern hosted one.

Now, any change can be a bit daunting, but when it comes to telecomunications, this shift is all about boosting your business efficiency and flexibility.

First off, why the shift? Well, picture this: your traditional phone system, with its clunky hardware and limited features, just can't keep up with the demands of today's fast-paced business world. But fear not! Transitioning to a hosted system means saying goodbye to all those headaches and hello to a world of benefits.

So, how do you make this transition without breaking a sweat? Let's break it down:

Making The Transition to Hosted

Assess Your Needs:

Take a good look at your current phone system and pinpoint its weaknesses. Are you lacking in features like voicemail-to-email or call forwarding? Do you struggle with scalability? Identifying these pain points will help you choose the right hosted solution.

Choose the Right Provider:

Now, this is key. Not all hosted phone providers are created equal. Look for one that offers the features you need, reliable customer support, and a track record of keeping businesses connected. Ask around for recommendations or do some online research to find the perfect fit for your business.

Plan Your Transition:

Once you've found your provider, it's time to map out your transition plan. Consider factors like downtime, training for your team on the new system, and any potential hiccups along the way. The smoother your plan, the easier the switch.

Migration Time:

When it's time to make the move, make sure you have a skilled team or your provider's support on hand to guide you through the process. This might involve porting over your existing phone numbers, setting up new hardware if needed, and configuring your shiny new features.

Train Your Team:

Don't leave your team hanging! Offer thorough training on the new system to ensure everyone knows how to use it effectively. This might involve workshops, tutorials, or simply hands-on practice.

Test, Test, Test:

Before fully committing to the new system, give it a thorough test drive. Make sure all the features work as they should and that your team feels comfortable using it. This is your chance to iron out any kinks before going live.

And Go Live!:

Once you're confident everything is running smoothly, it's time to officially switch over to your new hosted phone system. Celebrate this milestone with your team - you've just leveled up your business communication game!

By following these steps, you'll not only make the transition to a modern hosted phone system a breeze but also set your business up for success in the digital age. So, what are you waiting for? Take the leap and watch your business communication soar!

Ready to make the switch?

Feel free to contact us directly or head over to our Quick Quote Tool to get your own customised pricing.

X-Corp | Your Partner in Reliable Business Communications!

Simple Troubleshooting Tips For Common Printer and Copier Issues in the Workplace

Mon, 18 Mar 2024 10:14:10 GMT

Although encountering problems with printers and copiers is common in office settings, they should not be hindering productivity or impacting workflow!

Today we’re tackling some of the most common issues that plague business printers and copiers . Whether you're dealing with paper jams, connectivity problems, or mysterious error codes, we've got you covered with practical solutions to keep your office running smoothly.

1. Paper Jams: The Bane of Office Efficiency

Ah, the dreaded paper jam - a familiar frustration for anyone who has spent time working in an office environment. Fortunately, resolving paper jams doesn't have to be a headache-inducing ordeal. Here are a few steps you can take to quickly clear the jam and get back to business:

Step 1: Turn off the machine: Before attempting to remove the jammed paper, power off the printer or copier to prevent any potential damage.

Step 2: Locate the jam: Most printers and copiers have a clear indicator showing where the paper jam has occurred. Open the appropriate panels and carefully remove any visible paper fragments.

Step 3: Use caution: Be gentle when removing jammed paper to avoid tearing or causing further damage to the machine.

Step 4: Check for remaining fragments: After clearing the visible jam, double-check the interior of the machine for any stray bits of paper that may have been missed.

Step 5: Power on and test: Once you're confident that the jam has been cleared, power the machine back on and run a test print to ensure everything is functioning properly.

2. Connectivity Issues: Getting Your Devices to Play Nice

In today's digital age, connectivity problems can bring productivity to a screeching halt. Whether you're dealing with a wireless printer that won't connect to your network or a copier that refuses to communicate with your computer, here are some troubleshooting tips to help you get back online:

Check your connections: Ensure that all cables are securely plugged in and that there are no loose connections.

Restart your devices: Sometimes, a simple reboot is all it takes to resolve connectivity issues. Try restarting both your printer/copier and your computer to see if that solves the problem.

Update drivers and firmware: Outdated drivers or firmware can cause compatibility issues. Check the manufacturer's website for updates and install them as needed.

Review network settings: If you're dealing with a wireless printer, double-check your network settings to ensure that the printer is connected to the correct network and that the settings match those of your computer.

3. Error Codes: Deciphering the Language of Machines

Error codes are like cryptic messages from your printer or copier, often leaving you scratching your head in confusion. But fear not… With a little know-how, you can decode these messages and get to the bottom of the issue:

Consult the manual: Most printers and copiers come with a manual that includes a list of error codes and their meanings. Take a look at the manual to see if you can identify the code you're seeing.

Search online resources: The internet is a treasure trove of information, and chances are, someone else has encountered the same error code you're seeing. A quick search online may lead you to forums or troubleshooting guides that can help you diagnose and resolve the issue.

Contact support: If all else fails, don't hesitate to reach out to the manufacturer's support team for assistance. They can provide expert guidance and walk you through the troubleshooting process.

In conclusion, while printer and copier issues may be a fact of office life, they don't have to derail your productivity. By following these troubleshooting tips and staying proactive in your maintenance efforts, you can keep your office machinery running smoothly and minimize downtime for your team. Remember, a little troubleshooting know-how goes a long way in keeping your workplace humming along seamlessly.

Stay tuned to the X-Corp Business Solutions blog for more tips, tricks, and insights to help you optimize your office environment and maximize productivity. Until next time, happy printing!

Future-Proofing Your Business Communications: Why Hosted Phone Systems Are the Way Forward

Fri, 16 Feb 2024 09:03:12 GMT

In today's rapidly evolving technological landscape, businesses are constantly seeking ways to stay ahead of the curve and remain competitive. One crucial aspect of this endeavor is ensuring effective communication both internally and externally.

Traditional phone systems are becoming outdated and restrictive, unable to keep up with the dynamic needs of modern businesses. This is where hosted phone systems come into play, offering scalability, adaptability, and a plethora of features that can future-proof your business communications.

What are Hosted Phone Systems?

Hosted systems are also known as: cloud-based or VoIP (Voice over Internet Protocol) phone systems.

They operate through: secure internet connections, eliminating the need for cumbersome hardware and infrastructure.

9 Advantages of Hosted Phone Systems For Businesses in 2024:

1 - Scalability & Customizations:

Easily accommodate changing communication needs.
Scale up or down seamlessly, add or remove users, lines, and features with ease.
Personalizing call routing, greetings, and voicemail settings to suit your unique communication needs.

2. Adaptability - Enhanced Mobility and Remote Work Support:

Features like mobile integration, virtual extensions, and advanced call routing allow employees to stay connected and productive from anywhere, enhancing all-round collaboration.

3. Cost-Effectiveness:

Subscription-based models reduce upfront investments in hardware, installation, and maintenance.
Unified communications and integrated applications streamline operations and optimize expenses allowing for all-round cost-savings in your telecommunications .

4. Integration with Collaboration Tools:

Hosted systems seamlessly work with popular collaboration tools (like Microsoft Teams or Zoom) facilitating teamwork and communication among colleagues.

5. Global Reach and Expansion Opportunities:

With virtual numbers and international calling capabilities, these systems enable businesses like yours to expand globally and serve customers from anywhere.

6. Enhanced Customer Experience:

Features like IVR and call queuing improve customer service by efficiently directing calls to the right department or representative.

7. Integration with CRM Systems:

Integrating with CRM software provides easy access to customer information during calls, enhancing service delivery and satisfaction.

8. Future Trends and Innovations:

Emerging trends like AI-powered virtual assistants or voice biometrics authentication shape the future of business communication, offering exciting possibilities for efficiency and innovation.

9. Security & Disaster Recovery:

Designed with advanced encryption protocols and robust security measures to protect your sensitive data and communications.
Offer backup and redundancy features, ensuring uninterrupted communication during emergencies or network disruptions.

In conclusion:

Hosted phone systems offer a myriad of benefits that can future-proof your business communications in an ever-changing technological landscape. From scalability and adaptability to cost-effectiveness and security, these systems empower businesses like yours to stay agile, efficient, and competitive.

By embracing the latest advancements in communication technology, you can ensure that your business remains at the forefront of innovation, poised for success in the years to come.

Feel free to contact us directly for more information or check out our Quick Quote Tool for your own customized system pricing.

Troubleshooting Tips for #5 Common VoIP Problems

Wed, 07 Feb 2024 08:54:25 GMT

VoIP technology has revolutionized communication for businesses, offering cost-effective and efficient solutions. However, like any technology, VoIP systems can encounter problems from time to time.

Below we touch on some simple troubleshooting tips to help you resolve common VoIP issues quickly and get back to smooth communication.

Five Common VoIP Problems & How to Fix Them:

1. Poor Call Quality

Check your internet connection : VoIP quality heavily depends on your internet connection. Make sure you have sufficient bandwidth and a stable connection.
Prioritize VoIP traffic: If other applications are consuming bandwidth, consider using Quality of Service (QoS) settings on your router to prioritize VoIP traffic.
Update equipment: Outdated routers or VoIP equipment can lead to call quality issues. Ensure all hardware and software are up to date.

2. Choppy or Dropped Calls

Restart your equipment: Sometimes, a simple restart of your router, modem, or VoIP phone can resolve connectivity issues causing dropped calls.
Check for interference: Wireless networks or electronic devices nearby can interfere with VoIP signals. Move away from potential sources of interference or switch to a wired connection.
Adjust codec settings: Experiment with different codec settings on your VoIP system to find the one that provides the best call quality with your network conditions.

3. Echoes or Feedback

Reduce speaker volume: High speaker volume can cause echoes or feedback during calls. Lower the volume on your speakers or headset.
Check microphone placement: Ensure microphones are not too close to speakers, as this can cause feedback loops. Adjust the positioning for better sound quality.
Use echo cancellation: Many VoIP systems offer built-in echo cancellation features. Enable this option in your settings to minimize echo issues.

4. One-Way Audio

Check network settings: Incorrect network configurations or firewall settings can lead to one-way audio issues. Verify that your network settings are configured correctly for VoIP traffic.
Test with another device: If experiencing one-way audio, try using a different device or network connection to determine if the issue is specific to one device or network.
Contact your service provider : If the problem persists, reach out to your VoIP service provider for assistance. They may need to troubleshoot further or adjust settings on their end.

5. Call Setup Failures

Verify account credentials: Ensure that your VoIP account credentials (username, password, SIP server) are entered correctly in your VoIP device settings.
Check firewall settings: Firewalls can sometimes block VoIP traffic, causing call setup failures. Adjust firewall settings to allow VoIP traffic or use a VPN to bypass restrictions.
Test with another device: If experiencing call setup failures, try using a different VoIP device or softphone application to isolate the issue.

Remember, effective troubleshooting often involves a process of elimination. Start with the simplest solutions and gradually move to more complex ones if necessary. If you're unable to resolve the issue on your own, don't hesitate to seek assistance from your VoIP service provider, IT support team or ofcourse, contact us at X-Corp .

By following these troubleshooting tips, you can minimize downtime and ensure a reliable VoIP communication system for your business. Stay connected and productive with X-Corp's VoIP solutions!

Unlocking Efficiency: Top Copier & Printer Features to Look for in 2024

Wed, 31 Jan 2024 09:10:48 GMT

In 2024, copiers and printers have evolved beyond simple paper-handling machines. As businesses embrace digital transformation, the demand for advanced features that enhance productivity and streamline workflows is at an all-time high.

Welcome to the future of document management!

Whether you're upgrading your office equipment or exploring new options, here are the Top Features to Look for in Copiers and Printers This Year...

1. Wireless Connectivity:

In a world where flexibility is key, wireless connectivity is a game-changer. Look for copiers and printers that support Wi-Fi and cloud printing. This feature enables users to seamlessly print and scan documents from their smartphones, tablets, or laptops without the hassle of cables. Say goodbye to the limitations of traditional connectivity and embrace the freedom of wireless printing.

2. Security Features:

Data security is a top priority for businesses in 2024. Ensure your copier or printer comes equipped with robust security features such as encryption, user authentication, and secure printing. These features safeguard sensitive information and prevent unauthorized access, helping you maintain the confidentiality of your documents.

3. Mobile Printing Capabilities:

As remote work becomes increasingly prevalent, mobile printing capabilities are a must-have. Look for devices that support mobile printing apps or have built-in compatibility with popular mobile platforms. This feature allows employees to print documents directly from their smartphones or tablets, promoting a seamless transition between office and remote work environments.

4. Cloud Integration:

Cloud technology has revolutionized document management, and copiers and printers are no exception. Seek devices with seamless cloud integration that allows users to store, access, and print documents directly from cloud services like Google Drive, Dropbox, or Microsoft OneDrive. This ensures that your team can collaborate effortlessly, irrespective of their physical location.

5. Automated Document Feeding:

Save time and improve efficiency with automated document feeding. Look for copiers and printers that feature advanced document feeders capable of handling large volumes of pages at once. This not only reduces the need for manual intervention but also enhances the speed of scanning and copying tasks.

6. Energy-Efficient Design:

In an era of sustainability, energy efficiency is a key consideration. Choose copiers and printers with energy-saving features such as automatic power-off, sleep mode, and quick start-up capabilities. Not only does this contribute to environmental conservation, but it also helps reduce operational costs.

7. User-Friendly Touchscreen Interface:

Simplify the user experience with an intuitive touchscreen interface. Look for devices that feature large, user-friendly touchscreens that make navigation and configuration a breeze. An easy-to-use interface promotes efficiency and reduces the learning curve for users.

In Conclusion:

As technology continues to advance, copiers and printers are evolving to meet the changing needs of businesses. By investing in devices with the features mentioned above, you can ensure that your office stays ahead in terms of productivity, security, and user satisfaction. Embrace the future of document management with copiers and printers that empower your team to work smarter, not harder.

Looking for more information? Reach out to our team at X-Corp - were here to help you find the right office copier system for your business. Or get your own customized printer system quote today through our Quick Quote Tool .

Maximizing Business Potential: The Power and Perks of IVR for A Seamless Customer Experience

Wed, 04 Oct 2023 08:40:15 GMT

In the fast-paced world of modern business, staying connected with customers and streamlining communication processes is paramount. One technology that has revolutionized the way businesses interact with clients is the Interactive Voice Response (IVR) system.

IVR has evolved far beyond its basic roots and has become an indispensable tool for enhancing customer experience and operational efficiency. With all this said, let’s dive into the roles and benefits of IVR in modern business phone systems and highlight why it's a must-have for businesses of all sizes.

Understanding IVR: A Brief Overview

Interactive Voice Response, or IVR, is an automated telephony system that interacts with callers, gathers information, and routes calls based on the caller's input. Through a combination of voice recognition, touch-tone keypad input, and pre-recorded voice prompts, IVR systems guide callers to their desired destinations within a company's phone system.

Roles of IVR in Modern Business Phone Systems:

Efficient Call Routing:

IVR systems act as a digital receptionist, efficiently directing calls to the appropriate department or individual. By presenting callers with options based on their needs, IVR reduces the need for manual call transfers and minimizes the chances of customers being bounced around.

24/7 Availability:

Modern business isn't confined to traditional working hours, and neither are customer inquiries. IVR ensures that customers can interact with your business round the clock, providing them with basic information, collecting messages, and even scheduling appointments outside of regular office hours.

Personalized Customer Experience:

IVR allows businesses to tailor their prompts and menu options to match their brand's personality and customer preferences. By addressing customers by name and offering personalized options, IVR adds a touch of familiarity to the interaction, enhancing customer satisfaction.

Data Collection and Analysis:

IVR systems can collect valuable data about customer interactions, such as frequently asked questions, call volumes, and customer preferences. This data can be analyzed to identify trends, improve processes, and optimize customer experiences.

Self-Service Capabilities:

For routine inquiries or tasks, IVR enables customers to find answers and complete transactions without the need to speak to a live agent. This empowers customers to be self-reliant, reduces wait times, and frees up agents to handle more complex issues.

Benefits of IVR in Modern Business Phone Systems:

Enhanced Customer Experience:

IVR ensures that callers are directed to the right resources quickly, minimizing frustration and wait times. A seamless and efficient interaction leaves a positive impression and fosters customer loyalty.

Cost Savings:

By automating the initial stages of customer interactions, IVR reduces the load on human agents, allowing them to focus on tasks that require a personal touch. This can lead to cost savings by optimizing resource allocation.

Scalability:

As businesses grow, managing a large volume of incoming calls can become challenging. IVR systems can scale effortlessly, accommodating higher call volumes without sacrificing service quality.

Consistency:

IVR ensures that all callers receive the same level of service and information, eliminating the variability that can occur with human agents. This consistency contributes to a unified brand image.

Time Savings:

Customers appreciate quick solutions to their inquiries. IVR's ability to expedite call routing and provide instant information saves time for both customers and agents.

Multi-Language Support:

For businesses operating in diverse markets, IVR can be programmed to offer prompts and options in multiple languages, broadening the reach and accessibility of customer service.

In conclusion , the roles and benefits of IVR in modern business phone systems extend far beyond simple call routing. IVR is a powerful tool that enhances customer experiences, optimizes operational efficiency, and contributes to a positive brand image. By implementing an IVR system tailored to their needs, businesses can ensure their customer interactions are seamless, efficient, and satisfying.

Ready to equip your business with a reliable phone system? Get your customised quote today or feel free to contact us at X-Corp | Your trusted partners in modern business communications!

Why Choose X-Corp For Your Hosted Phone System Solution

Thu, 07 Sep 2023 08:26:55 GMT

In today's fast-paced business landscape, having a reliable and efficient communication system is essential. Hosted phone systems have gained prominence as a cost-effective and flexible solution for businesses of all sizes.

When it comes to selecting the right provider for your hosted phone system, X-Corp stands out as a top choice. Below, we’ll touch on seven of the most compelling reasons to choose us for your businesses hosted solution!

Why Choose X-Corp For Your Hosted Solution?

1. Cutting-Edge Technology

At the heart of X-Corp's hosted phone system is the Bicom Hosted PABX Platform. This platform isn't just any run-of-the-mill solution… it's the same system trusted by NASA. And the fact that it's used by such a prestigious organization speaks volumes about its reliability and performance.

X-Corp's hosted PABX Phone Systems are hosted in Tier 1 data centers strategically located across the country. This ensures exceptional reliability, speed, and call quality (far surpassing smaller, inferior systems). Plus, with built-in redundancy, you can count on instant backup should any component go down, guaranteeing uninterrupted communication for your business.

2. Proven Track Record

With a decade of experience in the industry, X-Corp brings a wealth of knowledge and expertise to the table. What sets us apart is our impressive client retention rate. Most of our clients have been with us since day one, a testament to our dedication and the quality of services. When you choose X-Corp, you're partnering with a company that has stood the test of time and consistently delivers outstanding results.

3. Skilled and Certified Staff

Our highly skilled team comprises of certified professionals who are experts in installing and maintaining hosted PABX solutions. Their competence ensures that your phone system is implemented seamlessly and runs efficiently. Moreover, they take the time to train your employees on utilizing advanced features, ensuring that your team gets the most out of the system.

4. Nationwide Support

X-Corp boasts a national footprint which allows us to confidently and consistently support customers anywhere in South Africa. And our network of technicians is strategically placed to provide timely assistance whenever and wherever you need it. This commitment to comprehensive support ensures that your business stays connected and operational at all times.

5. Quality Over Price

While we may not be the cheapest option on the market, our focus is on delivering the best solution and after-sale service possible. X-Corp understands that investing in a reliable communication system is an investment in the success and efficiency of your business. With our hosted systems, you're not just buying a product; you're gaining a trusted partner dedicated to your long-term communication needs!

6. Robust Redundancy for Uninterrupted Communication

X-Corp understands that downtime is not an option when it comes to your business's communication. That's why we prioritize redundancy in our hosted phone system solution. With multiple redundancy options in place, your phone lines remain active even in challenging situations. Whether it's a power outage (got to love loadshedding), hardware failure, or unforeseen circumstances, X-Corp ensures that your phones keep ringing. This commitment to business continuity gives you peace of mind, knowing that your communication lines are always open.

7. Comprehensive Services Tailored to Your Needs

X-Corp doesn't just provide a one-size-fits-all solution - we offer a range of services tailored to your specific requirements. Our services encompass every aspect of hosted phone systems, from installation to ongoing support and maintenance .

Here's what you can expect:

Installation and Configuration: X-Corp's skilled team takes care of the entire setup process. We install, configure, and fine-tune your hosted phone system to ensure it seamlessly integrates with your business operations.

Training: X-Corp goes the extra mile to ensure that your team gets the most out of their advanced features. We provide comprehensive training sessions, empowering your employees to utilize the system effectively.

Remote Support: Around 95% of support queries can be resolved remotely. This efficient approach minimizes downtime and reduces costs, as many issues can be addressed without the need for on-site visits.

Telephone Management System: Gain insights into your communication processes with a user-friendly dashboard. Monitor call usage, track important call KPIs, and make data-driven decisions to optimize your phone system.

Advanced Features: X-Corp's hosted PABX system comes loaded with premium features , including music on hold, auto attendant, smart call routing, call hunting, email integration, voicemail, and more. These features enhance your communication capabilities and contribute to improved customer service.

To Conclude, At X-Corp, we’re commitment to providing a comprehensive hosted phone system solution that not only guarantees reliability but also ensures your business gets the support and services it needs to thrive.

Ready to equip your business with the best in hosted? Feel free to contact us directly or head on over to our Quick Quote Tool to get your customised pricing today!

The Riso SF5030 Duplicator: A Deep Dive into Efficiency and Versatility

steven@revcore.co.za (Steven Jonker) — Tue, 08 Aug 2023 11:47:13 GMT

In the ever-evolving world of printing and duplication technology, the Riso SF5030 stands out as a game-changer. This high-performance machine is a remarkable representation of Riso's commitment to providing tools that cater to varying needs, from educational institutions to businesses and creatives. Let’s take a closer look at the uses, specs, and benefits of the Riso SF5030.

Uses:

The Riso SF5030 is a dream come true for professionals looking for swift, high-volume printing. Ideal scenarios include:

Educational Institutions : For printing exam papers, notices, and reading materials.
Businesses : Producing high-volume office documents, flyers, and promotional materials.
Creatives : Artists and zine makers will find the Riso SF5030 perfect for creating unique and high-quality prints.

Specifications:

To understand the prowess of the Riso SF5030, let’s delve into its specifications:

Printing Speed: One of its most impressive features, the SF5030 can produce up to 130 pages per minute, ensuring your big print jobs are done in a flash.
Scanning Resolution : A high resolution of 600 x 600 dpi ensures your documents retain clarity and detail.
Print Paper Weight : Supports a wide range of 46-210 gsm, providing flexibility in choosing paper types.
Master Making Time : Approximately 14 seconds (for A4/Portrait), ensuring that your duplication tasks are done swiftly.
Ink Supply : Fully automatic (1000 ml per cartridge), making sure you have fewer interruptions during large print runs.

Benefits:

Why should one consider the Riso SF5030 over other duplicators? Here are its standout benefits:

Eco-friendly : The Riso SF5030 uses soy-based inks which are more environmentally friendly compared to many other inks used in the printing industry.
Cost-effective : When operating at high volumes, the cost per page becomes incredibly affordable.
Consistent Quality : Unlike some machines that may falter under the strain of large printing tasks, the Riso SF5030 offers consistently high-quality outputs.
Versatility : The SF5030 can handle a variety of paper types and sizes, catering to a wide range of requirements.
Reliability : Riso's reputation for creating durable and reliable machines is well earned, and the SF5030 is no exception.

In conclusion, the Riso SF5030 Duplicator is a stellar machine that combines efficiency, speed, and reliability. Whether you're in education, business, or the creative industries, this duplicator offers the versatility and performance to meet and exceed all your printing demands.

Understanding The Key Elements of A Modern PABX System

Mon, 31 Jul 2023 09:09:44 GMT

In the rapidly evolving world of telecommunications, a Private Automatic Branch Exchange (PABX) system plays a pivotal role in managing business communication efficiently.

The traditional PABX has transformed into a modern, feature-rich system, empowering organizations to streamline their communication processes, improve productivity, and enhance customer interactions.

In this ‘quick-read’ blog post, we will delve into the key elements of modern PABX systems and shed light on how they benefit businesses like yours, in the digital age.

What is a PABX System?

A PABX , also known as a Private Branch Exchange, is a telephony system that facilitates internal communication within an organization and manages external calls with customers, suppliers, and other external parties. Traditionally, PABX systems were manual or electromechanical devices, but modern PABX systems have evolved into highly sophisticated, software-based solutions.

Core Components of a Modern PABX System

1. Hardware Components:

*Central Processing Unit (CPU)

The brain of the PABX system, responsible for managing call routing, voicemail, and other functionalities.

*Trunk Lines

Physical lines connecting the PABX system to the Public Switched Telephone Network (PSTN) or Voice over Internet Protocol (VoIP) providers.

*Extensions

Internal numbers assigned to employees, allowing them to make and receive calls within the organization.

2. Software Components:

*Call Routing Algorithms

Advanced algorithms that intelligently direct incoming calls to the appropriate extensions or departments.

*Voicemail Integration

A feature that allows callers to leave recorded messages when the recipient is unavailable.

*Interactive Voice Response (IVR)

An automated system that interacts with callers, guiding them to specific extensions or information through voice prompts and keypad inputs.

*Unified Communications (UC)

Integration with other communication tools like email, instant messaging, and video conferencing, providing a seamless communication experience.

*Call Analytics

Advanced reporting and analytics tools that offer insights into call patterns, peak call times, and other vital statistics.

Seven Key Benefits of a Modern PABX System

1. Enhanced Flexibility: Modern PABX systems support both traditional PSTN and VoIP, offering the flexibility to choose the best communication option based on cost and quality.

2. Cost Savings: By consolidating voice and data communication, organizations can save on infrastructure costs and long-distance calling expenses.

3. Improved Productivity: Features like IVR, voicemail, and call forwarding streamline communication processes, reducing response times and increasing overall productivity.

4. Scalability: Modern PABX systems can easily scale up or down based on business needs, making them suitable for companies of all sizes.

5. Remote Work Enablement: With unified communications, employees can stay connected and collaborate effectively, regardless of their physical location.

6. Call Analytics and Insights: Access to call data and analytics allows businesses to make data-driven decisions to optimize their communication strategies.

7. Enhanced Customer Experience: With features like IVR and call queuing, customers experience quicker and more personalized interactions with the organization.

Four Factors to Consider When Choosing a Modern PABX System

1. Business Requirements: Evaluate your organization's communication needs, future growth projections, and budget to choose a suitable system.

2. Integration Capabilities: Ensure that the PABX system can seamlessly integrate with existing communication tools and business applications.

3. Scalability: Select a system that can accommodate your business's growth without major disruptions or significant investments.

4. Support and Maintenance: Consider the level of support and maintenance offered by the PABX provider to ensure smooth operations and quick issue resolution.

In conclusion:

A modern PABX system is a critical asset for businesses seeking to optimize communication, improve productivity, and deliver exceptional customer experiences. By understanding the key elements of a modern PABX system and the benefits it offers, organizations can make informed decisions when choosing the right solution for their unique needs.

Embracing the advancements in PABX technology will undoubtedly pave the way for a more efficient and future-ready communication infrastructure.

Ready to revolutionize your business' communications?

Get your own customized PABX pricing through our Quick Quote Tool today.

X-Corp | Advanced Business Solutions for Modern Businesses!

Maintain Uninterrupted Communications: Ensuring Business Continuity with a Hosted Phone System

Fri, 14 Jul 2023 09:45:13 GMT

At X Corp , we understand that in today's fast-paced business environment, uninterrupted communication is the lifeblood of any successful organisation.

Disruptions in phone services can have far-reaching consequences, affecting productivity, customer satisfaction, and ultimately, the bottom line. That's why we're here to shed light on how a reliable hosted phone system can be the key to ensuring business continuity in the face of unforeseen events.

In this quick-read blog post, we’ll explore Four Essential Considerations for Leveraging a Hosted Phone System to Maintain Seamless Communication Channels and keep your Business Connected.. Even During Crises.

1. Reliable Disaster Recovery:

Traditional phone systems heavily rely on on-premises infrastructure, making them vulnerable to natural disasters, power outages, or technical failures. In contrast, a hosted phone system, also known as cloud-based or VoIP phone system , operates through the internet, allowing businesses to mitigate risks and ensure smooth operations during crises - Offering robust disaster recovery measures, automatically redirecting calls to alternate locations or devices, minimising downtime and maintaining communication channels.

2. Seamless Remote Working Capabilities:

The rise of remote work has accelerated the need for flexible communication solutions. A reliable hosted phone system empowers employees to work from anywhere, maintaining connectivity through desktop phones, mobile apps, or softphone applications. By seamlessly integrating with remote working setups, these systems are able to that employees can access all phone system features and collaborate effectively, regardless of their location. This flexibility ensures business continuity even in situations that require remote operations.

3. Redundant Infrastructure for High Availability:

Reliability is a crucial aspect of business continuity. Hosted phone systems leverage redundant infrastructure to ensure high availability. In the event of a failure or outage, calls are automatically rerouted to backup systems, guaranteeing uninterrupted communication for your business. This redundancy eliminates single points of failure and provides peace of mind, knowing that your phone system remains operational even during unexpected events.

4. Scalability and Flexibility:

Business needs evolve over time, and the ability to scale your communication system accordingly is vital. With a hosted phone system from X Corp, scaling up or down is seamless and hassle-free. Whether you're opening new offices, expanding your team, or adjusting your communication requirements, our solutions offers the flexibility to accommodate these changes. This scalability ensures that your phone system can grow with your business and adapt to evolving needs without disruptions.

To Conclude:

A hosted phone system is an invaluable tool for ensuring business continuity in today's dynamic landscape. By leveraging reliable disaster recovery measures, seamless remote working capabilities, redundant infrastructure, and scalability, they empower businesses to maintain uninterrupted communication channels. Don't let unforeseen events disrupt your operations - Choose a hosted phone system that keeps your business connected, productive, and resilient.

Remember, X Corp is here to help you navigate the world of hosted phone systems and ensure your business stays connected. Contact us today to learn more about our reliable solutions for business continuity.

The Power of Printer for Hire: Six Benefits of Renting Your Business Printers

Mon, 22 May 2023 07:41:52 GMT

In today's fast-paced business environment, having a reliable printer is essential for any company. However, deciding whether to purchase a printer outright or opt for a printer for hire can be a challenging decision.

In this article, we’ll explore the advantages and benefits of renting a printer, highlighting why it may make sense to consider this option for your business needs.

Why Rent Your Business Printers?

1. Flexibility and Scalability:

One of the key benefits of renting a printer is the flexibility it offers. With a printer for hire, you have the freedom to upgrade or downgrade your equipment as per your changing requirements. Whether you need a printer for a short-term project or are anticipating future expansion, renting allows you to adapt to your evolving business needs without any long-term commitments.

2. Cost-Effectiveness:

Renting a printer can be a cost-effective solution, especially for small or medium-sized businesses. Instead of a significant upfront investment, you can allocate your financial resources towards other critical aspects of your business. Renting eliminates the need for maintenance and repair expenses, as these are typically covered by the rental agreement. Additionally, you can benefit from the latest printer technology without the burden of ownership costs.

3. Access to Advanced Technology:

Technology is constantly evolving, and renting a printer ensures that you always have access to the latest advancements in printing technology. Printer rental companies frequently update their inventory to include the latest models with improved features, speed, and efficiency. By opting for a printer for hire, you can stay ahead of the curve and enjoy the advantages of cutting-edge printing solutions.

4. Hassle-Free Maintenance and Support:

When you rent a printer , the responsibility of maintenance and support falls on the rental company. This means you don't have to worry about troubleshooting technical issues or arranging repairs. Rental agreements often include regular servicing and support, ensuring that your printing operations run smoothly. In case of any malfunctions or breakdowns, the rental company will promptly provide a replacement printer, minimizing downtime and maximizing productivity.

5. Testing and Evaluation:

Renting a printer allows you to test different models and brands before committing to a purchase. This hands-on experience helps you evaluate the printer's performance, functionality, and compatibility with your specific business requirements. By renting printers, you can make informed decisions based on real-world usage, ensuring that you invest in the most suitable printing equipment when the time comes to purchase.

6. Environmental Sustainability:

In today's environmentally conscious world, renting a printer aligns with sustainable practices. By renting instead of purchasing, you contribute to the circular economy by reducing electronic waste. Rental companies usually handle equipment disposal and recycling responsibly, minimising the environmental impact of outdated or obsolete printers.

To Conclude:

Renting a printer offers numerous advantages and benefits that make it a smart choice for businesses of all sizes. The flexibility, cost-effectiveness, access to advanced technology, hassle-free maintenance, testing opportunities, and environmental sustainability are compelling reasons to consider a printer for hire. As you evaluate your printing needs, remember to weigh these benefits against the potential cons and make an informed decision that aligns with your business goals.

For more information, feel free to contact us directly or head on over to view our wide range of reliable printers and copiers for hire .

Securing Your VOIP System: Best Practices for Keeping Your Communications Safe

Thu, 20 Apr 2023 09:55:31 GMT

From the scalability and flexibility these systems provide to their all-round cost-effectiveness, it’s no wonder VOIP is becoming an increasingly popular choice for businesses of all sizes.

And as with any kind of technology - there are potential security risks associated with using VOIP. Cybercriminals can exploit vulnerabilities in VOIP systems to intercept calls, access data, and launch other attacks.

Below, we’ve listed six of our best practice tips for securing your VOIP system and keeping your business communications safe..

VoIP: Six Steps to Ensure Safe Communications:

1. Use Strong Passwords:

The first and perhaps most important step in securing your VOIP system is to use strong passwords. Weak passwords are one of the most common ways that cybercriminals gain access to VOIP systems. A strong password should be at least 12 characters long and include a mix of uppercase and lowercase letters, numbers, and special characters. Avoid using common words or phrases, and don't reuse passwords across multiple accounts. You should also require that your users change their passwords regularly to prevent unauthorized access.

2. Encrypt Your Communications:

Another important step in securing your VOIP system is to encrypt your communications. Encryption ensures that your calls and messages are scrambled and unreadable to anyone who intercepts them. There are several types of encryption available, including Transport Layer Security (TLS) and Secure Real-time Transport Protocol (SRTP). You should ensure that your VOIP provider supports encryption and that it is enabled by default.

3. Update Your System Regularly:

One of the most common ways that cybercriminals exploit VOIP systems is by targeting known vulnerabilities. To prevent this, you should ensure that your VOIP system is updated regularly with the latest security patches and updates. This includes both your VOIP software and any hardware devices such as routers and firewalls. You should also monitor for any new vulnerabilities and apply patches as soon as they become available.

4. Limit Access to Your VOIP System:

Another important best practice for securing your VOIP system is to limit access to it. Only authorized users should be allowed to access the system, and you should ensure that each user has the appropriate level of access based on their job responsibilities. You should also consider implementing two-factor authentication (2FA) to add an extra layer of security. 2FA requires users to provide a second form of authentication, such as a code sent to their mobile device, in addition to their password.

5. Monitor Your System for Suspicious Activity:

In addition to taking steps to prevent unauthorized access, you should also monitor your VOIP system for any suspicious activity. This includes monitoring for unusual call patterns, such as calls being made to unusual destinations or calls being made outside of business hours. You should also monitor your system logs for any unusual activity, such as failed login attempts or changes to system settings.

6. Train Your Users on Security Best Practices:

Finally, it's important to train your users on security best practices. Your employees should be aware of the potential risks associated with using VOIP and how to identify and report any suspicious activity. You should provide regular training on password hygiene, email security, and other topics related to cybersecurity. You should also ensure that your employees understand the importance of keeping their VOIP system up-to-date and using encryption.

To conclude, securing your VOIP system requires a multi-layered approach that includes strong passwords, encryption, regular updates, access controls, monitoring, and user training. By following these best practices, you can help prevent cybercriminals from exploiting vulnerabilities in your VOIP system and keep your business’ communications safe.

Feel free to contact us directly if you have any questions. Our highly trained team are here to assist you in finding the best solutions in telecommunications for your business.

Looking to equip your business with a reliable VoIP system?

Try out our Quick Quote Tool to get your customised quoting.

X-Corp | Your Partners in Everything Office Automation.

Going Green: Four Printing Tips to Reduce Your Business’ Environmental Impact

Tue, 18 Apr 2023 09:26:37 GMT

At X-Corp, we believe in the importance of sustainability, and we know that many businesses feel the same way.

As a company that leases and sells printers to other businesses, we understand that printing can be a resource-intensive process that has a significant impact on the environment.

With this being said, we also believe that printers can play a role in sustainable business practices…

By implementing the below practices, you can reduce your environmental impact, save money, and create a more efficient workplace.

Four Printing Tips to Reduce Your Business’s Environmental Impact:

1 - Use eco-friendly materials:

Many companies are opting for recycled paper or paper from sustainable sources. By using paper that has been recycled or comes from responsibly managed forests, businesses can reduce their carbon footprint and minimise their impact on natural resources. Additionally, some printers are now offering vegetable-based inks as an alternative to traditional petroleum-based inks. These inks are not only better for the environment, but they also produce high-quality prints.

2 - Be energy-efficient:

Energy-efficient printers can reduce electricity usage, resulting in lower energy bills and a reduced carbon footprint. Many printers now come with energy-saving features, such as automatic shut-off or low-power modes. Choosing an energy-efficient printer can be a simple but effective way to make your office more sustainable.

3 - Reduce Paper Waste:

By implementing digital document management systems, businesses can reduce their reliance on paper and minimize their need for printing. Additionally, printers can be configured to print double-sided by default, reducing the amount of paper used for each print job. By reducing paper waste, businesses can save money, reduce their environmental impact, and create a more efficient workplace.

4 - Responsibly dispose of your printers:

Many printers contain hazardous materials, such as lead and mercury, which can be harmful to the environment if not disposed of properly. Companies can work with recycling programs to ensure that their printers are properly disposed of and recycled in an environmentally responsible manner. By responsibly disposing of printers, businesses can help to reduce their environmental impact and contribute to a more sustainable future.

At X-Corp , we're committed to helping businesses find solutions that work for them, whether that's through leasing or selling printers, or by offering advice on how to reduce their environmental impact. Let's work together to create a more sustainable future for all.

For more information, feel free to contact us directly to chat with one of our knowledgeable team members.

6 Simple Printing Tips to Increase Office Productivity in 2024

Thu, 02 Feb 2023 08:34:46 GMT

Everyone in your office will need to use the printer at some point, and often, multiple people will be using the same machine at once. This can become chaotic and hamper productivity among employees.

Being able to simplify or improve how certain print tasks are performed can have a tremendous effect on the overall productivity within your organization.

Below, we have listed *6 Simple Tips* to help you save time and money while creating a safe and secure print environment…

1. Secure Your Prints:

Secure Print is a feature that comes standard on most modern MF printers . If you are printing confidential documents or using a copier that receives many jobs at the same time, secure print can be used to keep these prints safe. By allowing you to send your print job with a unique code needed to release it, you will avoid mixing your print jobs as well as any confidential information being seen by the wrong people.

2. Separate Your Scans:

Scanning multiple documents as different jobs?

Many modern printer/scanners allow for Separate Scans by feeding all the documents into the printer at once and then splitting each document into its own file. This also gives users the ability to adjust the number of pages that will scan into one document where needed.

3. Minimize Bloatware:

Software that you’re not likely to use is often installed on printers (especially the all-in-one kind) hampering their performance levels.

To get rid of any unnecessary software, you can check for a Custom Option when installing your printer. Rather than opting for the Recommended option, choose to manually select the software you want to install. Alternatively you can download a minimal installation file from the manufacturer’s website and skip the CD altogether.

4. Print From Mobile Devices:

Many printers and copiers can now be linked to mobile devices. This means that (no matter your location) you can access a document from your phone or your tablet, and have it printed at your office.

You can find the document in your Dropbox, Google Drive, or other cloud storage and have your office printer print a copy right then and there or later on when you are at the printer.

By choosing to queue up these prints (while out of the office or away from the printer) and releasing them for printing when you are at the printer again, you’ll be able to ensure the security of your sensitive prints and minimize the risk of your prints being mixed up with others.

5. Warm Up Your Printer:

After weekends or periods where your printer has been on ‘sleep mode’ - Your device will need to go through a process to ‘wake up’. During this time, the printer enters its calibration mode (where the drum begins to warm up for efficient printing).

Often, during this period, we find ourselves in a hurry - pushing the copy button one too many times.

This is where a little patience can go a long way. Rather give your machine time to warm up, and once it’s been idle for a few minutes - copy a test page.

Allowing your copier sufficient time to warm up will reduce unnecessary damages and ensure consistent high-quality prints and copies.

6. Train Your Staff:

Modern office printers and copiers have changed a lot over the years, now offering more features than ever before. That being said, it’s always best to train your employees on how to get the full functionality of these machines.

Your service provider should assist in training your employees on how to use your printing system’s different features and functions. Chat to them about their Managed Print Services to find out how they can guide you and your employees through this process.

For further assistance, contact us at X Corp , we’re here to assist you in creating a fast and efficient printing environment that fosters productivity within each and every organization and department.

6 Ways VoIP can be Used to Improve Customer Service

Thu, 06 Oct 2022 07:09:53 GMT

Simply offering the best products or the best services just isn’t enough to stand out from your competitors. Customers today expect more. They expect the best in service - and they expect it 24/7.

Modern consumers are inundated with choice. And with endless options for every possible product and service - right at their fingertips - it’s no wonder they are pickier and harder to satisfy than ever before.

Just as crucial as having friendly and well-informed staff communicating with your customers - are the tools they are using. A well implemented VoIP Phone System for example, will allow your business to provide your customers with the best quality in modern customer service.

Six Ways VoIP Improves Customer Service:

1. The Customer Experience

As you’re already aware - Customer experience is everything!

Nothing is more frustrating for a customer than dealing with bad communication from a company or business.

VoIP phone systems are equipped with valuable features all designed to enhance telecommunications and user experiences. From crucial data analysis to automated attendants - Implementing a reliable hosted system will allow you to optimise each aspect of your communications in order to ensure the best customer experiences.

2. Never Miss Important Calls or Messages

With a VoIP phone system - you can ensure that no calls go unanswered and no customer goes unheard!

Rules can be set up to automatically route calls or redirect them to the next available rep, employees can redirect calls to their mobile phones when out of the office and auto attendants can be used to ensure that customers are able to easily communicate with your business at any moment in time.

Put simply - VoIP can take your business to the next level - the 24/7 customer service level!

3. Reduced Wait Times

We’re all impatient - and no one enjoys being put on hold or passed between multiple agents in order for their problems to be solved.

This is where a VoIP phone system comes into play. By making use of a hosted system - you can ensure your customer calls are answered and auto-routed to the relevant department or rep within seconds.

4. Multiple Points of Contact

VoIP systems provide far better accessibility for customers by consolidating multiple communication channels (like voice calls, emails and text messages) into a single interface.

They provide multiple points of contact as well as the ability to redirect any number (national or international) to your phone number.

This not only allows customers to choose their preferred method for communicating with your business but allows you to keep track of each customers communications from a single thread.

5. Improved Collaboration

VOIP features like real-time chat, instant file-sharing, and large file storage have been designed to improve coordination and help employees work together to create one efficient, high-performing system.

From virtual meetings between employees at different locations to a single interface providing relevant reps with important customer information - The use of a hosted phone system within your business can greatly improve your employee collaboration. And better employee collaboration means for higher productivity and more in-tune communications with customers.

6. Access to Important Customer Data

Modern VoIP systems provide businesses with the ability to easily analyse customer and employee interactions. With the use of advanced features like Call Analysis, agent efficiency can be analysed and optimised for better performance and customer services.

These virtual phone systems are also able to integrate with any existing CRM tools that your business may have - consolidating all customer information (and call records) to a single location for easy access.

Put simply - The use of VoIP eliminates the need to switch across different systems while providing employees and reps with instant and convenient access to important clients’ contact records and information.

To Conclude

In order to meet the high demands of customers and truly stand out from competition - Businesses today need to adapt and optimise their communications while focusing on customer satisfaction.

This is where Modern VoIP systems come in to play - offering businesses far more flexibility with advanced features designed to enhance customer experiences - and all at lower costs (when compared to traditional phone systems).

Ready to take your business communications to the next level?

6 Things to Consider When Looking For Office Copiers - For Small Businesses

Mon, 22 Aug 2022 11:26:54 GMT

On the hunt for a reliable printer system, one that will suit the needs (and budget) of your small business?

Your business printer system will form an integral part of your operations. And where the right system has the potential to optimise and enhance performance within your office space, the wrong system has the potential to hamper productivity while costing you far more than it should.

With that being said, the best thing to do, is to not rush into any decisions. Instead take the time to figure out what you will need in your copier system.

Below, we’ve summed up five things for you to consider in order to find a printer system that will best suit your business…

Six Things to Consider When Choosing Your Business’ Printer System

Before you choose a printing solution for your office space , you’ll first need have a look at the type of office space you have together with its printing needs (and habits)…

What is your Monthly Printing Budget?

(This includes consumables like paper, ink and toner)

What is your Monthly Print Volume?

(Roughly how much do you print per month?)

Will you be making High-Quality Image Prints?
Do you have in-house staff capable of managing your system?
Is Wireless Printing a Necessity?
What Functions & Features will you need?

1. Printing Costs:

In order to choose a copier that will help you keep your printing expenses down, you will need to factor in…

The initial investment of your printer.
The cost of its maintenance.
Any extra costs of consumables (like paper and toner).

When choosing your printer system - consider how economically it will allow you to print your items...

EnergyStar certifications - This reduces overall power consumption.
Multifunctional devices - Reducing any need to buy separate supplies or consumables.
Integrations with access control measures (to manage usage) Like MP’S agreements.
Ink and paper-saving settings.

To find out how you can further cut down on your printing costs, read our blog: Reducing Monthly Print Costs .

2. Print Volume:

If your business has a large monthly print volume, you’ll need a printer with a large paper tray that can churn out documents quickly. On the other-hand, smaller businesses (with lower print volumes) may not need to invest in printers with such large paper trays (this is unless they plan on printing higher volumes in the future).

3. Print Quality:

An important aspect to consider when choosing your business printer system is the print quality.

The print quality you’ll need is completely dependent on the type of prints you will be making, and what they are used for. Depending on your industry, you may require a system able to produce high quality prints.

With that being said, It’s important to remember that higher quality printers have slower outputs. And so, you may need to weigh out your printing needs and find a balance between print quality and output speeds.

Multifunctional Sharp devices like the MX-4051 are able to enhance productivity in any busy office environment in need of a balance between performance and quality.

4. Managed Print Services (MPS):

Have you thought about the maintenance and management of your printer system?

When choosing your business’ printers, it’s a good idea to consider an MPS agreement .

With one in place, your service provider will work to ensure your printing practices run smoothly and efficiently through direct maintenance and technical support as well as detailed analysis (like cost per page) to assist you in optimising your overall print environment.

Opting for an MPS agreement through when renting your copiers can reduce your operation cost by up to 30% (as your provider will troubleshoot issues and offer preventative maintenance while reducing any costly and unplanned downtimes.)

And when your machines reach the end of their life-cycles, a solid MPS agreement will mean for seamless upgrades.

For more info on our MPS Solutions at X Corp, feel free to contact us .

5. Connectivity:

When choosing your copier system, you will need to consider the type of connection that best suits your business’ environment.

Wireless printers (using WIFI or Bluetooth) may seem like a good option, they are however, susceptible to a variety of issues that your small business may not need or have time to deal with.

Wired printers on the other hand, are far more secure. They can only be accessed if logged onto a designated computer. And if needed, multiple computers (on the same network) can be granted access to your printer system.

6. Features & Functions:

The functions and features needed in a printer system differ from business to business. Take note of the features you may need to ensure you don’t end up paying for ones you don’t end up using.

Colour Vs Black & White Printing
Integrations with Software (specifically software you are already using)
Scanning capabilities
Security & Data Control Features
Finishing Functions (like stapling and booklet making)
Mobile Printing Functions

Should You Rent or Buy Your Business Printer System?

Choosing to rent or buy your copier system really depends on your business’ printing needs and budget. It’s important to note that both options come with their own advantages and of course - disadvantages.

Opting to buy your printer system would mean that you would have to pay an upfront fee. Once you have settled this payment, your business then takes on full ownership (and responsibility) of your machine.

Choosing to rent or lease your printers is a cost effective way of meeting your business printing needs without the need for large upfront investments. Printer rentals also come with the added benefits of easy life-cycle management and MPS agreements.

When renting your printer system, it’s crucial to choose a reliable printer partner - This partner will essentially be your service provider and will need to work with your business’s unique printing requirements.

To Conclude

Choosing a printer system that not only suits the needs of your small business, but promotes growth and optimises performance within your office space - can seem like a daunting task.

It doesn’t have to be. Taking the time to follow the above steps should assist you in making an informed decision - one that will benefit your business in the long run.

Contact us today at X Corp for further assistance or head over to our ‘ Quick Quote Tool ’ to get an accurate quote for your business’ printer system.

X-Corp | Aiming to bring high performance rates into the offices of our customers through our ever advancing machines and hands-on customer service.

How To: Reduce Your Business’s Telecoms Costs in 6 Simple Steps

Fri, 29 Jul 2022 10:37:47 GMT

When it comes to cutting down on unnecessary business expenses - one area that allows for significant cost savings is a business’s telecommunications.

It’s easy for companies to lose track of what they are actually paying for when it comes to their telecommunications.. Leading to bills that cost far more than they actually should.

Cutting down on your telecoms costs doesn't have to be a difficult process.

Below, we have listed six simple steps that you can follow to maintain effective communications - while getting rid of unnecessary expenses and reducing your business’ overall telecoms costs.

Reducing Telecoms Costs in Six Simple Steps

1 - Invest in VoIP:

VoIP ( Voice over Internet Protocol ) is an advanced (and inexpensive) modern telephone system that transmits calls over an internet connection. These systems are ideal for SME’s with simple inbound call needs - requiring little to no equipment or hardware and being customisable to each companies needs (and budgets).

To find out exactly how these systems can reduce your telecoms costs, read our blog: Seven Ways A Hosted Phone System Will Save You Money .

Ready to make the switch?

Visit our Quick Quote Tool to get your own customised virtual phone system pricing.

2 - Choose A Reliable Provider:

In order to ensure your systems run smoothly - your telecommunications require reliable and good quality support. With that being said, having a dedicated (on-site) IT support team requires large expenses.

This is where choosing a reliable telecommunications service provider is vital - one that has experienced knowledge regarding the particular system as well as the customised features your business will need.

By partnering with the right service provider - your business will gain access to constant IT support - without having to fork out large amounts for the service or employ in-house IT staffing.

3 - Think Business Connectivity:

Your business connectivity plays a crucial role in your telecoms costs. And in order to keep communications running smoothly - you’ll need a reliable solution.

With that being said - the introduction of fibre optic cables has completely revolutionised the telecommunications industry. Able to accommodate much higher data rates - without hampering connectivity.

Running a hosted phone system over a fibre network provides the ultimate business communication system and is a sure way to save on telecoms costs in the long run.

4 - Eliminate Unnecessary Services:

Many businesses with existing telecoms systems are paying for services or features they aren’t using. When starting these services, it’s often difficult to decide on which features are actually needed and which aren’t. And many features may even have become redundant as advancements in telecommunications have come about.

Going through the features of your system and doing a simple analysis of what you’re actually using and what you aren’t can assist you in pointing out any features that have become redundant as your business has developed. Cutting back on these unnecessary features and services can reduce your telecoms bill tremendously.

5 - Consolidate & Bundle Services:

Another simple way to reduce telecoms costs is to bundle your services.

Instead of paying individual rates from multiple providers - rather consolidate them under one (preferred) service provider. Not only is this a simple way to streamline your operations - you’ll get a significant discount on your business’ telecoms costs.

Though bundling services can mean for some limitations - for SME businesses with less complicated telecoms needs - the cost savings far outweigh the limitations.

6 - Go Mobile:

A simple way to cut telecoms costs in today’s modern times, is it go mobile!

Integrating mobile phones with your business telephone system can tremendously reduce hardware costs.

Providing employees and staff members with mobile phones instead of desk phones will allow them far more flexibility and works out to be much more cost effective in the long run. And by opting for a hosted or virtual solution - the entire system can be accessed directly from their smartphones.

To Conclude

Reducing your business’ telecommunications costs doesn't have to be a complicated process. It’s a simple matter of streamlining operations and adapting them to meet your needs.

For more information or to chat with one of our experienced team members, contact us at X-Corp - we’re here to simplify your communications.

Top Seven Hosted PABX FAQs: Answered in Simple Terms

Fri, 13 May 2022 08:17:08 GMT

It’s 2022 and let’s face it - Traditional phone systems are no longer keeping up with our modern business needs.

The time has come to do away with old copper phone wires and expensive call costs.

This is where the Modern PABX comes into play. But what are these phone systems and how could one benefit your business?

Our Top 7 PABX FAQs:

1. What is a Hosted PABX System?

A hosted or Cloud-Based PABX is a business phone system that does not require telephone lines or a physical PABX at your location.

2. What Are the Key Benefits of a Hosted PABX System?

Cost Saving:

No large upfront investments - Only pay for bandwidth and hostage space needed.

Scalability:

Can be scaled up or down, on demand, depending on current staffing needs.

Remote Working :

Employees aren’t tied to their desks. As long as they have Internet access - calls can be made.

Advanced Features:

Designed to optimise communications, automate processes and increase productivity and workflow.

3. Where are PABX Systems Hosted?

These business grade phone systems are hosted off-site by a Service Provider - the company from which the system is purchased. The SP not only hosts - but provides the necessary maintenance and support needed.

4. What is Needed For a Business to Use a Hosted PABX System?

For a PABX System to operate efficiently, you will need a solid internet connection .

These systems can be operated on many devices that you may already have (smartphones, desk phones, tablets and computers).

5. How Many Users Can I Have on One PABX System?

Ultimately - Your business can have as many users as needed on your single PABX system. Your package may include a certain number of users with options for additional users available if needed. These systems are easily scalable - meaning you can add or remove users and extensions with ease.

6. Can You Keep Your Existing Number When Switching to Hosted?

Your Hosted Service Provider should provide you with the option to either keep existing numbers or guide you through the process of acquiring a new number should you need one.

7. What Are Hosted PABX Features?

Hosted PABX systems are not simply ‘phone services’ but rather all-round virtual communication system consisting of an array of features that have been designed to automate processes and simplify operations.

Many of these features come standard with others being additional ‘add-ons’ (offered by the service provider) making them fully customisable to the needs of each business.

Some PABX Features worth noting include:

Auto Attendant (acts as a virtual receptionist)
Call Routing (organise and route all incoming calls to correct recipients)
Call Analytics (record and process call data and key metrics for quick reviews)
Call Recording (records and keeps logs of every call made over the system)
Advanced Call Management (hold, route, block and even prioritise incoming calls)
Video Conferencing (add multiple video callers to a conference call)
Three-Way Calling (allows three parties to participate on a single phone call)

To conclude

If you’re looking for a phone system that will help you streamline your processes - increase employee productivity and all round communications - all while lowering your operating costs and freeing up your monthly budget - then a Hosted PABX system just may be the right fit for your office.

Already made the decision? Try our Quick Quote Tool and get your own customised Hosted PABX pricing. Alternatively - Contact us at X Corp - we’re here to simplify your business communications.

VoIP & CRM Integrations: Benefits For Businesses

Thu, 12 May 2022 08:54:25 GMT

It’s without a doubt that Customer Relationship Management is an important aspect of any business.

This is where CRM tools come in. They are used to keep track of (and organise) all interactions with clients as well as prospects - Allowing businesses to better understand their customers, and in turn - provide them with better services.

What is VoIP?

Simply put ( Voice over Internet Protocol ) is a phone service delivered over the internet.

Instead of using a phone company that charges you for calls, VoIP uses a broadband connection to send both voice and multimedia sessions between people (through smartphone apps, traditional phones, computer software or any VoIP-enabled devices).

VoIP provides users with many advanced features and capabilities that go far beyond any traditional phone system.

What is VoIP & CRM Integration?

VoIP CRM integration is the process of connecting a VoIP or virtual phone system with your business’ CRM software.

This simple connection allows for the automatic syncing of all information - providing a single unified system able to manage and organise all customer and prospect interactions.

The Benefits of Integrating CRM & VoIP:

*Lower Operating Costs*

Integrating your VoIP system with your businesses CRM software will allow you to streamline and manage your client data and communications - ultimately saving you valuable time, resources and money.

Instead of managing and operating two separate platforms - having one unified system increases profitability (through customer satisfaction) and lowers labour costs by automating otherwise mundane processes.

*Real-Time Customer Data Updates*

Integrating your CRM with VoIP system eliminates the need to manually enter customer information. All customer data is updated automatically - in real-time.

This ensures that all details are entered correctly and avoids any human error - while freeing up time for your employees to focus on the more important aspects of their day to day operations.

*Call Monitoring Analytics*

Monitoring your call analytics is made easy through the integration of your VoIP and CRM systems. From tracking live call data, managing reports, and KPIs to retrieving historical call data - all metrics are accessible directly from your CRM account.

*Improved Productivity & Efficiency*

No caller enjoys having to repeat information or waiting for reps while they sift through and find necessary information. The integration of your CRM software and your VoIP phone system means that reps no longer have to switch between programs to access customer info - as this will all be in one place.

This saves them valuable time during calls when trying to find information and instead, allows them to focus on more important tasks - improving productivity and efficiency while maintaining a professional image.

*Organised Team Management*

Your VoIP and CRM integration allow managers to monitor team and individual activities by providing key metrics (from average call times and hang-ups to wait times and real-time activities). This valuable information can be used to make improvements and optimise workflow from both teams and individuals.

By providing your managers and team members with access to the same information on one unified platform, this integration is able to enhance communications and business processes from each end of your organisation.

*Enhanced Customer Experience*

Smooth communication and engagements allow businesses to form stronger relationships with their customers. .

CRM and VoIP integration provides instant access to customer information - This gives your reps and team members the ability to personalise and tailor their individual customer communications - Boosting customer loyalty and in-turn leading to increases profits, higher retention rates and increasing your customer lifetime value.

*Combining Sales & Marketing*

Integrating your CRM software and VoIP phone system creates a single unified platform that closes the loop between marketing and sales team members and allows them to work together as one cohesive system.

In Conclusion:

If you are looking for a way to streamline your processes, cut down on your operational costs and improve your overall communications - Integrating your CRM platform with your VoIP phone system (which can be done relatively quickly and easily) is your answer.

7 Simple Tips: Maintaining Your Office Copiers

Mon, 09 May 2022 07:35:15 GMT

It’s without a doubt that your office copiers and printers play an important role in your day to day operations - with that being said - It’s crucial that they run smoothly and efficiently.

Not only is it extremely frustrating having to wait for copies to be ready, but when these machines come up with errors or they malfunction - workflow is completely hampered.

A copier that is not maintained correctly - will not perform correctly - or to the best of its ability. Below we have summarised some of the simplest and most efficient methods and tips for keeping these machines well maintained and avoiding unnecessary breakdowns.

1 - Read the manual:

In order to care for and operate your copier correctly, you will need to first understand it and the best way to do this is to simply - read the manual. This is true for every user or employee who will be operating your copiers. An easy tip for this is to sumarise the most important aspects for your users to have on hand and near the machine.

2 - Set Office Copying and Printing Guidelines:

Chat with your managed print provider about setting guidelines and putting systems in place that will ensure your employees and all users follow best practices when operating your copiers.

3 - Choose the Right Managed Print Provider:

The most important thing you can do to guarantee the best performance from your copier and to ensure it’s longevity - is to choose a good managed print partner . The right partner will not only know their machines, they’ll also know how to equip your office with the best possible print solution. A good SP will ensure timely maintenance and routine check-ups in order to avoid any unnecessary prolonged damages.

4 - Let Your Copiers Warm Up:

Your copier needs time to ‘warm-up’ and calibrate whenever it is switched on. Ensure that users don’t get impatient and end up hitting the ‘copy’ button repeatedly, but rather give it enough time to start before beginning operations.

5 - Turn Your Copier and Printers Off:

Even when your copier goes into ‘sleep’ mode - it consumes energy (which will reduce its lifespan over time). Your copier needs to be completely switched off when not in use (at COB or over weekends).

6 - Load the Paper Properly:

Not only are paper jams a nuisance - repeated paper jams can damage your copier.

A simple way to avoid these jams is to load your paper correctly.

Don’t shove paper into the tray or overload it - rather take the time to align your stack of paper evenly.

7 - Clean Your Copiers Correctly:

Clean the Glass - Weekly

Both on the scanning area as well as the document feeder - never spray cleaner directly onto the glass but rather a paper-towel first.

Clean the Trays - Weekly

Wipe off the paper trays and areas where your paper loads and exits to remove any dust or debris that can build up over time.

Empty the Waste Toner Reservoir - From time to time

Avoid powder build ups and clogging by emptying out the waste toner reservoir carefully to avoid inhalation and mess.

Our Top Copier Maintenance Tips:

Schedule regular maintenances.
Keep clear communications with your service provider.
Regularly ensure that all settings are as they should be.
Ensure that all users are trained on how to correctly operate the copier.
Clean machines between maintenance checks.
Be aware of toner expiration dates,
Understand how to correctly clear paper jams.
Use the correct paper (stated in your manual).
Remember to power off when not in use.
Allow for sufficient time for your copiers to start up.
Keep the user manual close to your machines.

Looking for an experienced ad reliable service provider to help manage, maintain and take the worry out of your hands? Contact us at X Corp - Your partners in everything office automation.

VoIP Phone Systems: Benefits for the Hospitality Industry

Thu, 28 Apr 2022 11:26:24 GMT

Efficient communication is essential for any organization in the hospitality industry.

Expensive and rigid landlines or ‘traditional’ phone systems are becoming a thing of the past. Instead - businesses today (particularly those in the hotel and tourism industry) are opting for a more flexible and unified communication system and so - They’re switching over to VoIP .

This begs the question..

What is VoIP?

(Voice over Internet Protocol) is a business-grade phone service delivered over the internet.

Instead of using a phone company that charges you for calls, VoIP uses an internet connection to send both voice and multimedia sessions between people. These sessions can be transmitted through smartphone apps, traditional phones, computer software or any VoIP-enabled devices.

*The Benefits of VoIP for Hospitality*

The use of cloud technology allows for greater connectivity and more features - all with reduced costs.

First-Class Services:

Offering a satisfactory and comfortable experience for your guests is crucial. With that being said, each process within your organisation relies on the quality of your phone system - From customer calls and front desk operations, to your staff communications.

VoIP or hosted phone systems are able to revolutionize these communications - unifying your entire organisations communications and offering advanced features to both your staff and your guests.

During busy seasons - Hosted systems provide an array of powerful features that make dealing with high volume call periods far easier for your staff. Interactive Voice Response and auto attendant systems in particular - allow guests to access what they need when direct contact with an already-busy staff member is not necessary.

Not only do these systems cater for vacationing guests, they provide professionals on business trips with video conferencing and call bridging capabilities - all without the need for your business to make any hefty financial investments.

Scalability:

Whether your hospitality business is small or large - A VoIP or cloud-based phone system will be able to cater for seamless growth.

The adding (or removing) of new staff members or new rooms, or even additional locations requires no additional infrastructure and becomes as simple as a click of a button.

Meaning - You're able to could keep your staff and guests connected - at all times - without the need for additional wiring and the costs that come with it.

Support & Maintenance:

The up-keep, maintenance and call routing of your VoIP system are all managed by your provider (in an off-site location) - Eliminating the need for you to rely on employees or technicians to perform upgrades or maintenance. Not only will this ease your mind but save on IT staffing and third-party technician costs.

Seamless Integration:

Hosted phone systems allow for seamless integration with your current systems.. Like any CRM Tools. By integrating with your current CRM system - your VoIP system will allow you to personalise each guests experience from the moment they make contact with your business.

Unify Your Communications:

Let’s face it… Good hospitality depends on good communication among staff.

An advanced VoIP system will bring your entire staff together onto a single communication solution, optimising the way they collaborate and stay on top of their day-to-day work.

The Cost Savings of VoIP for Hospitality:

VoIP Is Inexpensive: Where traditional phones require you to purchase hefty equipment - VoIP systems can be rented, allowing for a return on your investment.

Lower Startup Costs: As they make use of an internet connection, VoIP systems do not require additional physical hardware. When making use of a hosted system, ‘equipment’ is hosted by the provider and so, is their responsibility.

Save on Labour Costs: VoIP is equipped with advanced features that automate many processes.

The Automated Attendant, for example - has been designed to handle the work of a receptionist, programmed to greet, advise and even route callers to relevant rooms or departments. All at a fraction of what it would cost to employ and train someone to work your telephone system.

What to look for when choosing a VoIP system for your Hospitality Business:

A VoIP Service Provider with experience in the hospitality industry.
Call Volume Capacity. Find a system that could easily handle the call volume. (Check your call capacity as well as bandwidth options)
Specific Features . Decide which capabilities you want and need before choosing a system. (What do you want to offer your guests and what do you need for your staff?)

In Conclusion:

When compared to a traditional phone system, VoIP consists of a host of superior benefits all designed to create the best communication experience possible - Something that comes in great value when your business relies heavily on efficient customer communications.

Check out our Quick Quote Tool for your customised VoIP system Quotes or feel free to contact us at X Corp - we’re here to simplify your communications.

How to Choose Your Business Phone Number

Thu, 21 Apr 2022 07:30:47 GMT

Your business’ phone number is typically the first point-of-contact that customers will have with your organisation.

Though the process of getting your business phone number is quite simple, consideration needs to be taken when it comes time to choose the phone number that will represent your business.

There are different types of numbers with varying costs and services available to businesses and so - in order to choose the right number for your business - it’s important to first understand your options.

Types of Business Phone Numbers:

Toll Free vs Local

**Toll Free**

Toll free telephone numbers allow callers to call your business for free while you - the recipient are responsible for the bill.

Why Choose a Toll Free Business Number?

The biggest advantage of choosing a toll free number is that by removing the costs of calling - customers will be more inclined to contact your business.

The benefits of choosing a toll free business number:

Convey a larger-scale, national image.
Easy to get - As area codes are limited.
Excellent for marketing.
Provide business credibility.

**Local**

Local business numbers include an area code - telephone prefix - and a line number.

Businesses get their local numbers through local phone companies and VoIP number providers.

Why Choose a Local Business Number?

Most businesses opt for local numbers as they provide a sense of familiarity to customers - making them feel local and in-turn, trustworthy.

The benefits of choosing a local business number:

Give a hometown - familiar image.
Provide local impression - whether a physical presence or not.
Project trustability.

Consider Vanity Numbers

Vanity numbers are customisable and can be either local or toll-free. These business numbers are unique in that when dialled on a keypad - they spell out certain words that make them easier to remember.

Advantages of Vanity Numbers:

Increase brand awareness.
Easy to remember - easy for customers to make contact.

Disadvantages of Vanity Numbers:

Can be difficult to create - as most common terms for vanity numbers are already registered.
The more memorable your vanity number - the more expensive it will be to purchase.

Tips For Choosing Your Business Phone Number:

*Keep it simple - The more random or complicated your number - the tougher it will be for customers to remember.

*Come up with some options before chatting to your phone service provider - they can then search for your chosen combinations availability.

*Get creative when choosing vanity numbers - look for related or similar terms.

If you’re still not sure how to go about getting your business phone number, be sure to contact us at X Corp - We’re here to simplify your business communications.

7 Benefits of VoIP: For Accounting Firms

Tue, 12 Apr 2022 10:33:53 GMT

A strong and consistent communication system is essential for accounting firms to operate efficiently and for their CAs to be able to provide the valuable business intelligence needed to help their clients make insightful decisions.

How VoIP Assists Accounting Firms:

The use of VoIP provides accountants with an array of advanced abilities, from being able to record and monitor calls, transcribe voicemails to text and even prioritize incoming calls. And not to mention that this can all be done remotely on mobile devices.

1. Data Protection & Security:

Trust is an integral part of any accountant-client relationship. This is where the use of VoIP communications shine - through advanced security capabilities.

VoIP systems highlight data security by making use of encryption methods to ensure the safety of sensitive client information.

2. Accessing Client Information:

VoIP systems make keeping track of client information effortless by allowing integrations with other software solutions (like the software your firm already uses).

By integrating your VoIP system with your CRM software, your firm will be able to streamline - collect, store and manage all of your important customer information.

3. Team Collaboration:

Through virtual communication, accountants, their clients and team members are able to connect through voice, video, file sharing and even text - Instead of being limited to voice calls only (as with traditional phone systems).

4. Remote Communications:

The use of VoIP makes it possible for accountants to work remotely (which given the circumstances we’re facing - can mean the difference between business continuity and business closure).

With VoIP software providing enhanced audio and video conferencing capabilities, high quality client and team calls can be taken remotely - from any location - off any device.

5. Scalability & Flexibility:

Allowing for lines to be added or removed, remotely and at the click of a button - VoIP systems can be scaled (up or down) far more easily than traditional systems can - Making them the perfect fit for small to medium sized accounting firms.

6. VoIP Cost Savings:

Opting for a virtual phone system is one of the simplest ways to reduce your firm's communication costs. As you are communicating over the internet - you’ll no longer need to pay those high call rates that you’re used to.

VoIP systems require little to no hardware (depending on whether handsets/headsets are used) as they can be operated over any internet-connected device (like cell phones or tablets).

Thanks to the advanced technology of VoIP, your firm will no longer need to spend large sums on infrastructure and maintenance issues - as everything can be handled remotely.

7. Features Fit For Firms:

VoIP is not simply a phone system or service but rather an all-round virtual communication system consisting of an array of features that can be customised according to your firms size, budget and requirements.

CPA’s alike benefit from many of these features, from automated attendants (replacing the need for multiple receptionists) and call analytics to streamlined call tracking, reporting, and client billing capabilities.

To Conclude:

X-Corp assists firms like yours in choosing the best telecoms solutions (considering both budget and needs). Let us help you make the right decision and equip your firm with a virtual phone system - one that will transform your communications.

Head over to our Quick Quote Tool for your own customised phone system quote or feel free to contact us directly - We’re here to simplify your system!

Managed Print Services: Everything You Need to Know about MPS Agreements

Fri, 08 Apr 2022 07:08:16 GMT

Battling to keep track of and organize your printing environment?

Printing is an essential function in most organizations. With that being said, most companies don’t actually know how much time and money they spend on document processes and printing devices.

This is where Managed Print Services come in…

What is a MPS?

A Managed Print Service (often referred to as an MPS) is an agreement between a business and a Managed Print provider . These agreements generally include the lease or purchase of print equipment and supplies (like toner and ink cartridges).

A service agreement is also included for the installation and connection of these machines to your network as well as training, maintenance and repairs during the overall term of the contract.

An effective managed print provider will assess your current print equipment to understand how your organization uses it, how supplies are stocked, as well as the expected lifespan of your equipment.

Once everything has been set up, the provider should offer user training, ensure that proper security protocols are in place, and then set up automated processes to assist with the workflow and productivity of your printing environment.

How Can an MPS Agreement Benefit Your Business?

Security:

After thorough assessments, Your Managed Print provider will see that the necessary security measures are put in place in order to ensure the protection and security of your devices, documents and data. Your provider will also stay on top of any software security updates - so that you don’t have to.

Time:

The amount of time your employees spend on printer-related tasks can be exhausting. Nevermind the process of printing, scanning, copying or faxing documents…

There is also the time spent fixing device malfunctions and replacing ink cartridges and toners.

A Managed Print Service provider should identify and resolve any problems with your devices and free up staff time to focus on the more important aspects of day to day operations.

Productivity:

With a Managed Print Solution, potential problems are often handled before any issues arise. Paper, ink and toner supplies are replenished, upgrades are performed and preventative check ups are regularly performed.

Efficiency:

The printing needs of various departments within an organisation can vary. After the initial assessment of your organisation’s current and future needs, your MPS provider should be able to recommend a customized programme for each of these departments.

Cost savings:

MPS agreements can save your business up to 30% on printing costs.

By connecting your devices to one monitoring system, your MPS will ensure the timely delivery of replacement toners and repairs.

Through a thorough print audit and assessment, your MPS provider will identify ways to consolidate your hardware, calculate the true cost of an ad hoc approach as well as identify ways to make further savings.

Opting for an MPS will reduce wasted paper, supplies and downtimes. This combined with the predictable fixed monthly payments of your MPS agreement will allow you to free up and even out your monthly print budget.

Maintenance & Support:

Your Managed Print Provider will perform regularly scheduled maintenance and check-ups which will ultimately result in fewer service calls, downtimes and other issues.

To Conclude:

Your printing environment doesn’t have to be chaotic and definitely does not need to cause you any added stress.

Contact us at X Corp today to chat about our MPS offerings, we’re here to simplify your printing processes by providing your business with a tailored print solution fit to perfection.

VoIP: Hard Phones vs Softphones

Thu, 07 Apr 2022 06:51:11 GMT

Both Hardphones and Softphones are forms of VoIP (Voice over Internet Protocol) communication systems that allow businesses to make phone calls and communicate using the Internet.

Why Do Most Businesses Choose VoIP?

Reduce their overall phone bills.
Upgrade their communication features.
Enhance their client communications.
Increase employee collaboration.

What’s The Difference between Hardphones and Softphones?

The features of both are often similar, and so the actual differences come in their costs, functions, and their user interfaces. Put simply - Hardphones can be seen as physical devices and softphones as software applications.

Hardphones - What You Need to Know:

Also known as IP or hardware-based phones, hardphones are physical devices (looking and acting much like traditional desk phones).

Unlike their traditional counterparts that make calls over copper wires, hardphones dial out over an IP network (the internet). They also include an integrated display and an advanced operating system with capabilities ranging from ‘mute / forward and record’ options to video calling from built-in cameras.

These devices provide a handheld receiver that lifts off a base, just like any other telephone.

The Upside of Hardphones:

Greater Uptime & Stability.

More Consistent Call Quality

As the device is dedicated only to handling your VoIP calls. Where Softphones tend to be running multiple applications in the background.

The Downside of Hardphones:

More Expensive.

Considering the purchase of physical hardware.

Slower to Implement

As they require physical installations.

Hardphones do not have as broad a range of customisable features.

Softphones - What You Need to Know:

Softphones are not physical devices but rather pieces of software installed on a computer, tablet or smartphone, thus giving these devices the capabilities of a VoIP phone.

These software applications generally include all the features you’d expect from a VoIP phone.

Softphones consist of software packages with graphical user interface (GUI) elements (Like software dial pads made up of buttons that users can click on a screen.)

The Upside of Softphones:

Lower Costs

No expensive hardware to install and maintain.

Flexibility

A softphone can work on any Internet-capable communication device as well as integrate with other applications.

Mobility

Softphones are not wired down to your office desks, allowing remote communications between employees and team members.

The Downside of Softphones:

Onboarding / Training

Though many people find softphones easy to use, they can sometimes require some form of onboarding / training for new users.

Often additional headsets may be needed in order to achieve a higher call quality.

To Conclude:

Both softphones and hardphones have their own importance in workplaces.

Depending on the type of communication channel your company is looking to establish, you may prefer the consistency and stability of a hardphone system or the affordability and mobility of a softphone system. You may even want to incorporate the two into one unified communication system.

Contact us at X Corp to find out more or try our Quick Quote Tool to get your own customised business phone system quote.

Olivetti Copier: Overview and Benefits

Mon, 04 Apr 2022 10:37:09 GMT

The Olivetti brand was founded in Italy in 1908. Today, they continue to grow, offering advanced digital printer and copier solutions to companies of all sizes across the world.

More often than not, Olivetti is the first choice for businesses looking for powerful and reliable copiers & printers that are able to handle large monthly print volumes.

From their lower energy consumption to their little maintenance needs, let’s have a look at some of the many reasons companies around the globe are continuing to choose Olivetti Copiers for all of their printing needs.

The Benefits of Choosing An Olivetti Copier:

Cost Savings:

Olivetti printers and photocopiers are generally easy to maintain. Spending less on repairs and other service related charges can have a great impact - cutting down on your overall printing costs.

These powerful machines also have incredibly small energy consumption. This, together with an array of eco-friendly options, make for lower operational costs.

User Friendliness:

Olivetti have managed to combine both appearance and usability, offering ‘easy-to-use’ printers and photocopiers that provide optimal performance for all authorised users and employees within your business.

Environmentally Conscious:

Printing does not have to have such a negative effect on our environment, Olivetti has mastered the perfect balance between technological innovation and protection of the environment. Awarding them the ISO14001 certification (the international standard for environmental management).

Experience & Reliability:
Having an office copier that is reliable, is vital for your operations to run smoothly.

Olivetti’ have been in the business for quite some time. With over 100 years of experience in manufacturing office automation products, they are able to provide printers and copiers that are top-of-the-range in both quality, functionality and most importantly, reliability.

Olivetti Black & White MFP Printers:

Olivetti MF A4 (B/W)

These compact devices' powerful print controllers support PCL5, PCL6 and KPDL3 (PostScript compatible) and optimise printing processes while working with all main operating systems.

Low operating costs and consistent output are both guaranteed by the long-life components that make up these compact copiers.

Olivetti MF A3 ( B/W)

These copiers are equipped with a broad range of options that enable their systems to be custom tailored to each companies’ specific needs (cutting out unnecessary waste and optimising overall productivity).

Olivetti B/W MFP Features:

Copy, Print, Fax and Colour Scanner
High print speeds
Rapid monochrome and colour scanning
Management of paper weights (from 60 to 300 g/m²)
Longer intervals between maintenance cycles (and less down-time)
Broad range of options for customisable printing.

Olivetti Colour MF Printers:

Olivetti Colour systems feature some of the most advanced print functions for the automatic processing of professional documents (in colour and black and white).

Olivetti Colour MFP Features:

Intelligent communication and application software options
Scanning speeds up to 78 ppm
Paper weights of up to 300 g/ms
Advanced security functions
Short warm-up times
Wide range of advanced options.
Scan-to-eMail, FTP, SMB and user boxes
Scan-to-USB / mobile box

In Conclusion ; Whether it comes down to their incredible user-friendliness, reliability, insane practicality and functionality or their noticeable cost effectiveness, Olivetti products are rated among the best in the world.

The question you need to ask yourself… Why sit with old, outdated equipment when you can have the latest technology, functionality and speed at an affordable price?

Contact us at X Corp for more information on Olivetti Copiers and our related brands / products or visit our Quick Wizard to get your own copier pricing quotation today.

3 Ways to Improve The Productivity of Your Virtual Meetings:

Wed, 16 Mar 2022 07:12:07 GMT

Looking to improve both the quality and productivity of your virtual meetings?

In light of recent times, it’s no wonder that such a significant number of businesses and organizations are opting for a more virtual approach when it comes to their communications.

This is especially true when it comes to meetings, conferences and training sessions.

Whether it be to cut down on the high costs of travel or purely due to the flexibility that virtual conferencing provides… ‘Remote’ meetings have become a regular part of our workflows, and they’re here to stay.

With that being said, how do we ensure the productivity of our Virtual Meetings?

1 - Use Reliable Platforms & Tools:

Facebook Messenger and WhatsApp video calls can be useful when you want to chat to friends or family members, but they’re not ideal for business meetings.

The sound and video aren’t very predictable and can be easily hampered, you cannot add many participants, and they lack many of the features needed for effective conferencing.

Modern Virtual Phone Systems , on the other hand, offer many features that can be used to create effortless virtual meetings. Two of the most important being:

*Video Conferencing

Increases all round collaboration by allowing users to add multiple video callers to a conference call and letting new callers easily ‘call in’ and join the video conference.

*Hot Desking

Allows users to log into any shared device and automatically have access to personalized profiles and configurations. Ideal for the live sharing of files during meetings.

2 - Don’t Forget Your Virtual Call Etiquette:

Make sure that your lighting is not behind you. Is your lighting too dark (that your face is not clear) or too light (that it blinds others)?
Look members in the eye when they talk - just as you would if you were face to face.
Provide undivided attention to the person talking.
Prior to the meeting - make sure that your sound is turned on and adjusted correctly.
Make use of a chat box during meetings and be sure to give each speaker time to finish what they are saying.
Dress appropriately and professionally, as you would for a face to face meeting.
Keep your device muted when you are not involved in a conversation and be sure to minimize any background noise in the room you are physically in during the meeting.
Offer your full attention and don’t multitask during meetings.

3 - Position Yourself Accordingly:

When it comes to communication (be it virtual or face to face) body language makes up for 55% and tone 38%.

Step back and allow for some distance between you and the camera (creating a 3D space).
Replicate the seating positions of a face to face meeting and stand at an acute angle to the camera.
Make use of a whiteboard behind you to take notes and capture the conversation.
Speak as if you are presenting (from your diaphragm) to extend the range of your voice.

Ready to take your virtual meetings to the next level? Consider switching to a Hosted Business Phone System, one that will allow for flexibility and growth while providing you with the features you need to keep your communications and operations running smoothly.

Contact us at X Corp, your partners in everything office automation. Alternatively, try our Quick Quote Tool for your own customized Business Phone System Pricing.

The RISO SF5030: Benefits and Features

Mon, 14 Mar 2022 09:51:01 GMT

Is the RISO SF5030 digital duplicator the right fit for your workspace?

From forms, envelopes and leaflets to flyers and even teaching materials, the RISO SF5030 digital duplicator offers high quality (and high speed) printing regardless of the type of document you wish to print.

Together with their advanced eco credentials and a wide range of cost-reducing functions, these machines deliver a balance of benefits that provide ideal printing and duplicating solutions for offices and workspaces of all sizes.

Before we have a look at their benefits in more detail. Let's first answer the question..

What Are Risographs?

Risographs are digital duplicators (modern-day mimeograph machines or stencil printers). They deliver ‘perfect imperfections’ and provide a cheaper, environmentally conscious method for reproducing work in large quantities (like posters, prints and zines).

These duplicators are able to deliver some of the best colour and texture found in print and have essentially bridged the gap between a standard photocopier (which is cheaper up to about 50 copies) and an offset press (which is cheaper over roughly 10 000 copies).

Main Features of the RISO SF5030 Duplicator:

A4-size format
20 seconds or less to create first copy
Print speed of 150 pages per minute
Paper capacity of approximately 1,000 sheets
User Friendly LCD screen operation
Zoom functions
Uses new Rice Bran ink
Network card option
Direct printing from USB
Energy Star Award assures energy efficiency

Benefits of the RISO SF5030 Duplicator:

1. Savings:

This digital duplicator makes prints from a master. As a result, the more pages generated from each master the lower the cost per print, making it highly economical for medium to high volume printing.

Energy Savings

Between 700-1000 watt, these RISO machines consume incredibly low amounts of power (even less than a hairdryer).

Standby, sleep mode plus and automatic power shut-off allow users to schedule when the printer is powered on and off.

Ink Savings

With a smart auto-colour mode, ink consumption is minimised when the printer detects the absence of colour.

Paper Savings

The blank page removal function reduces time, paper and running costs.

2. Ease of Use:

RISO SF5030 printers are incredibly easy to operate. With an LCD colour touch screen (much like a tablet) giving you access to customisable settings.

The RISO console is a total management system that improves convenience by integrating apps into one place. All products, consumables and system information can be checked easily on your PC.

3. RISO SF5030 Speed:

A conventional colour office printer will take around 25 minutes to print 1000 full-colour (single-sided) pages. The Riso SF5030 duplicator is able to do it in less than 7 minutes. Equipped with high-capacity feeders and stackers that allow for high-volume print runs to roll out both unattended and uninterrupted.

4. Advanced Security:

RISO works with a PIN code so only you can authorise confidential documents and view print jobs.

The RISO SF5030 offers enhanced security with an optional IC card activation kit. This allows only an authorized user to perform prints and is effective in preventing divulging information from secret documents.

5. Quick Master Making Mode:

A new function of these duplicators, the speed priority mode, shortens the master-making time while still maintaining high image quality.

Achieving 1000 pages printed in approx. 8 minutes. This surprisingly rapid rate can effortlessly support heavy paperwork requirements.

6. Heavy-Load Paper Feeding:

The paper trays of these duplicators have a capacity of 1000 sheets* for both feeding and receiving, which ensures uninterrupted printing over a much longer period.

7. High Quality Printing & Scanning:

The RISO SF series offers an improved resolution of 300 x 600 dpi for both scanning and printing, providing sharp and clear output with the highest image quality.
The newly designed scanner of the RISO SF Series attains smooth tonal gradation even with photo images.
The advanced image-processing function decreases image deterioration with improved image processing, delivering clearer output and higher quality results.
The RISO SF5030 offers four image processing modes: Line, Photo, Duo, and Pencil.

8. Risographs are Economically & Environmentally Friendly:

The SF series consumes 1/10th the energy, compared with energy star guidelines.

ENERGY STAR® qualified and RoHS certified
Complies with the ErP directive in Europe
Consumes less power and produces less heat
Energy-saving system

Rice Bran Oil Ink:

The use of rice bran oil ink instead of regular toner cartridges contributes to these duplicators environmental sustainability. Rice bran (which would otherwise go to waste, is a raw material with no VOCs, so after the oil is extracted for the ink. It can subsequently be used as fertilizer or even animal feed.

In Conclusion:

THE RISO SF5030 digital duplicator is a powerful, unique machine with a surprisingly rapid print rate, able to effortlessly support heavy paperwork requirements while remaining economically and environmentally conscious.

Contact us at X Corp Today to speak to one of our dedicated team members and find out whether a RISO machine will be the right fit for your workspace.

How to Choose a Business Phone System in Seven Simple Steps:

Fri, 11 Mar 2022 08:22:41 GMT

Looking for a phone system for your small business?

Selecting the right Business Phone System (one that meets both your current and future financial and operational needs) is crucial.

In order to find the right system for your business, you will first need to do some planning and research (as you would when purchasing any other office equipment).

7 Simple Steps To Choosing Your Business Phone System:

1. Assess Your Staffing Needs:

Assess the current and potential call volume for your business based on employee count.

Look at your business plan…

How many staff members require a phone?

How many of them require desk phones and how many of them communicate mobily?

2. Consider Scalability:

Consider scalability when it comes to the future growth of your business.

Your phone system should be able to serve your current needs as well as any future growth.

3. Think About Your Locations:

Examine your company's geographic locations. Businesses with multiple locations or branches will need a solution quite different from those of businesses operating in single locations.

4. Assess Existing Infrastructure:

You may already have existing infrastructure… And if so, will the phone system you’re looking at work with your existing infrastructure? Or do you have older equipment that will need to be replaced or upgraded?

5. Consider The Features You Will Need:

Modern business phone systems offer a variety of features (some standard and some as optional add-ons).

Make a list of any essential features that your business may need as well as any features that you do not see necessary - use this when comparing systems.

6. Think Support:

Choosing a business phone system involves choosing a service provider who will provide the support you need to keep your system up and running while performing troubleshooting and providing maintenance when any issues arrive.

Be sure to examine your prospective providers offerings carefully. What do they include? And ultimately, opt for a provider with a clear track record of excellent customer support and service.

7. Consider The Type of Phone System:

When choosing a business phone system, the most important choice you will make is the Type of Phone System you choose.. (landline, VoIP or virtual) and where you want your equipment hosted (on-premises or in the cloud).

Will you need a full phone system that includes physical desk phones? Or would your business better fit a virtual phone service that relies on mobile devices? These are all important aspects you will need to decide on before you can make the choice and equip your business with the right phone system.

Now that you have considered your business’ telecoms needs, you can…

Allocate a reasonable budget for the phone system.
Make a shortlist of your options.
Research the track records of service providers
Request for demos and stress test the shortlisted services before signing up.
And finally, equip your business with the right phone system.

For more information or further assistance choosing a phone system for your organization, Contact us at X Corp - We’re here to assist you with everything office automation.

Alternatively, try our Quick Quote Tool to get your customized phone system quote.

How to Find the Best Printing Solution For Your School:

Mon, 07 Mar 2022 07:33:18 GMT

Looking to equip your school with a reliable printing solution without breaking your budget?

Between printing student booklets, worksheets and tests to classroom materials and administrative paperwork, it’s no wonder the education industry is one of the most paper reliant.

This means it is crucial to choose a reliable printer that can meet your school’s printing needs while also improving your staff and student productivity and of course - not spending too much on your monthly printing budget.

When it comes to finding the best printer for schools and educational facilities alike, there is no single choice that will work for everyone. Different schools have different and unique printing requirements.

With that being said, in order to find the right printer for your school, you’ll first need to consider your printing needs.

Things to Consider When Choosing Your School's Printer:

Before you purchase a printing solution for your school, you need to ask yourself…

What is your overall monthly printing budget?

(Including consumables like Ink/Toner and paper)

What is your monthly print volume?

(Roughly how much do you print per month?)

Are you needing to make high-quality image prints?
Do you need a scanner or copier built into the printer?
Do You need to print wirelessly?

1. Print Speed

Speed can be an important factor for many schools, but not all. If speed is critical (in schools with a large number of students and intensive printing needs) we highly recommend opting for a RISO Duplicator like the RISO SF9490. At speeds up to 190 sheets-per-minute (while being able to maintain superior quality) the SF9490 is the world’s fastest digital duplicator.

However, if there's typically no rush when printing (which can be especially true for smaller schools who have tighter budgets) then the focus should rather be on reliability. This is where you may want to opt for an Olivetti Printer like the D-Color 2554MF .

2. Usability

When looking for a print solution for your school, it’s best to choose one with an easy to use interface, one with remote support for machine usage. This would ensure that your staff can print their documents efficiently and without depending on any IT’s assistance. A variety of Canon MFPs come with incredibly easy-to-use interfaces, including the DX C3735i MFP with its 10.1″ LCD Colour Touch Panel.

3. Print Quality

An important aspect to consider when choosing a printer for your school is the print quality. Maintaining high print quality through clear and concise printouts is essential for educators and students. That being said, often higher quality printers have slower outputs.

This is where a multifunctional Sharp device like the MX-4051 is able to enhance productivity in any busy school that needs to find a balance between performance, quality and versatility.

4. Print Volume

Like most educational facilities, your school is more than likely printing at a fairly large volume. And so, you’ll need a printer with a large paper tray that can churn out documents quickly.

5. Connectivity

When choosing your school's copier system, you will need to consider the type of connection that best suits your school environment. Wireless printers (using WIFI or Bluetooth) may seem like a good option but these can be susceptible to a variety of issues that your school may not need or have time to deal with.

Wired printers are far more secure, as they can't be accessed unless you are logged into the computer. These printers can also be shared with other computers on the same network.

6. Managed Print Service

We highly recommend chatting to your service provider about their MPS agreements .

These services help schools keep track of and manage their monthly printing budgets by providing a detailed analysis of the cost per page in order to optimize their print environments and save money.

7. Renting Vs Buying Your Schools Printers:

Deciding whether to rent or own your printer really depends on your school's copying needs…

Choosing to buy a copier for your school would mean that you would have to pay an upfront fee. Once you have settled this payment, your school then takes on full ownership of the machine. This option does however come with quite a few disadvantages which is why as many as 80% of schools are choosing to lease their printers instead of buying them.

Choosing to rent or lease your printers and copiers is a cost effective way of meeting your printing needs without the need for large upfront investments.

Benefits of Choosing To Rent Your School's Printer:

Cost Savings - Renting provides a variety of options for payment plans.
Tax Efficiency - Rented copiers are fully tax deductible.
Maintenance - Taken care of by your provider.
Flexibility - Easily scale or upgrade your print system.
Managed Print Services - Accessible through your provider.
Consumables - Renting your printer provides access to cheaper toner cartridges and consumables directly from your service provider .

Types of Printer For Schools

1. Laser or Inkjet:

Inkjet printers print by spraying tiny droplets of ink onto the paper. They tend to be more affordable than laser printers and can print crisp text documents and high-quality photographic images. Schools who value high-quality image printing will benefit from inkjet printers. They are however slower than their laser counterparts.

Laser printers are a great value for schools where picture quality is not the primary focus. These printers can print large volumes of copies very quickly and can handle quite intensive printing needs.

2. Multifunctional Printers for Schools:

Multifunctional printers offer scanners, copiers, printers, and often faxes in one. This saves you space and provides your school with everything in one device. These devices are more often than not, the first choice for educational facilities due to their versatility and functionality.

MFP are compact and powerful and will be incredibly useful if your school has a smaller copy room.

3. Risograph Duplicators:

These innovative duplicators offer low-cost, high quality (and high speed) printing along with an array of cost-reducing functions. RISO have designed their products to deliver a balance of benefits that provide ideal printing and duplicating solutions for educational institutions of all sizes.

What are Risographs?

Risographs are digital duplicators (modern-day mimeograph machines or stencil printers) recognized for their incredible speed, reliability, artistic flexibility and eco-conscious qualities. They use Rice Bran oil ink (which would otherwise go to waste) instead of regular toner cartridges which contributes to their environmental sustainability

Duplicators For Schools:

Riso Duplicators are a good choice for educational institutions, they deliver some of the best colour and texture found in print and come with an array of multi-function finishing's (stapling, punching, booklet-making and folding). Viewed as ‘perfect imperfections’, Riso duplicators provide a cheaper, environmentally conscious method for reproducing work in large quantities (like posters, prints and zines).

These duplicators are incredibly user-friendly and easy to operate, which comes in handy when prints are being done by a variety of users (teachers, admin staff and students alike). With LCD colour touch screens (much like those of a tablet) that give users access to advanced, customizable settings. That being said, security will never be a worry as RISO works with a PIN code so that only designated administrators can authorize confidential documents and view print jobs.

When it comes to printing or copying many duplicates (more than 20 copies of the same content - which let’s face it - is a pretty regular occurrence at most schools) Risograph prints are generally less expensive (per page) than a traditional photocopier, laser printer, or inkjet printer.

To sum things up:

The best printer for your school is whichever one lets you and your staff do your jobs most effectively. If you have a large number of students, you’ll want a high-capacity printer. If you’re often printing artwork or photos, you’ll want a high-quality colour printer.

For further assistance in equipping your school with the right printing solution, contact us at X Corp to chat with one of our knowledgeable team members. Alternatively, try our Quick Quote Tool to get your own custom copier pricing today.

How to Choose the Right Copier For Your Law Firm - Features to Look For:

steven@revcore.co.za (Steven Jonker) — Tue, 01 Mar 2022 09:46:43 GMT

Looking for a copier system that’s able to keep up with the precise printing and scanning needs of your practice?

Having the right equipment is crucial in the fast-paced environment that is any law firm. This is especially true when it comes to copier and printer systems.

As you may already know, law firms have distinctive, rigid requirements for printing infrastructure which go beyond what any other typical small business may require.

And so, the best copier for your law firm will need to be able to keep up with your high volume of prints while supporting efficiency and meticulously meeting the stringent needs required by the legal industry.

What to look for in a Copier for Your Legal Practice:

A centralized print environment which supports your firm's workflow.
A system that is able to consistently handle large amounts of data.
Integrated software that lets users access the printer from their workstations.
Next-gen digital security which keeps documents safe (whether they’re being printed, scanned, faxed or emailed).

Factors to Consider When Choosing Your Firm's Copier:

In order to choose a copier system that will handle the specific printing needs of your practice, you’ll need to consider the features, functions and the capabilities offered by these machines as well as the requirements of your firm. This will ensure you don't end up paying for unnecessary features that won’t be used.

First, ask yourself..

What is our firm's monthly print volume?
What are we currently spending on our printing (either outsourced or in-house)?
How often does the need to print in colour arise?
What software is our practice currently using?
Are there any specific features (like stapling functions) that your firm may need?

Now consider the features you will need...

Printing Method:

Laser printers use toner, they’re generally faster than their ink counterparts and are common in business settings. These copiers are often the first choice for offices that practice law as they’re able to easily withstand high volumes of prints.

Paper Storage Capacity:

Unlike many businesses, the legal world still uses large amounts of paper - with most practices going through multiple reams each day. Remember to take the machine's storage capacity into consideration when choosing your copier. It should be able to store at least enough paper for several days’ worth of usage at a time.

Printing Speed:

With case briefs and documents running into the ‘hundreds of pages’, your practice needs to print jobs quickly and efficiently. When looking at output speed, consider the types of jobs your firm handles (how many people will be using the machine and how long with their prints take).The best printers for small law firms should be able to print at least 50 pages or more each minute in order to avoid slowing down any other operations.

Data Security and Compliance:

For any business, being able to secure data safely is crucial, this is specifically true when it comes to any firm practicing law as they’re responsible for adhering to associated compliance regulations. When choosing your firm’s copier, it needs to be able to accommodate these regulations.

The right copier for a law firm contains features which specifically address the security of data passing through its hard drive.

For more information on these security specific features, contact us at X Corp.

Colour or Black and White:

When deciding whether to invest in a colour or a regular mono copier you need to consider the amount of colour copies you generally make. If you’re going to do anything promotional or visual, or you deal with case reports that contain large numbers of photos (which would need the same quality as the text) it is best to opt for a colour printer capable of at least 600 dpi (dots per inch) resolution for scanning photos.

If you rarely need to print in colour, it would make more sense to invest in a mono machine and outsource colour specific jobs.

Printing Costs:

Document processes like printing and photocopying make up a significant portion of a practice's expenses. In order to choose a copier that will help you keep these expenses down you will need to factor in the initial investment of your printer, the cost of its maintenance, and any extra costs of paper and toner.

Choose a printer based on how economically it will allow you to print your items.

A copier that...

Is EnergyStar certified - This reduces electricity usage and overall power consumption.
Is part of a multifunction device - This eliminates the need to buy separate supplies and consumables.
Has ink or paper-saving settings.
Integrates with other access control measures to reduce the amount of usage (Like MP’S agreements).

For more information on how to spend less on your firm’s printing costs, check out our article on Reducing monthly printing costs for your business .

Workflow Integration & Document Management:

While many copiers are able to interface and connect with a variety of products, it’s always best to do the research and ensure that the copier system you’re considering works well with the software that your firm already uses.

Paper size:

Lawyer firms and offices generally use letter (8.5″ x 11″) and legal sized (8.5″ x 14″) paper. Many office copiers and printers come with these as standard options. So, unless your firm uses larger sizes, like ledger (11″ x 17″) It’s best to make sure you don’t end up paying extra for that functionality.

Print Quality & Legibility:

As you are well aware, cases, reports, and letters all contain pages upon pages of text that require pristine legibility. Your firm's copier will need to have a high print quality, capable of meeting these requirements.

Managed Print Services:

When purchasing a printer it’s a good idea for busy firms and offices to consider MPS agreements. With these in place, your service provider will work to ensure your printing practices run smoothly and efficiently. The use of MPS through copier rentals can reduce your operation cost by up to 30% as your provider will troubleshoot issues, offer preventative maintenance and reduce any costly and unplanned downtime on your printing equipment.

For more info on our MPS Solutions at X Corp, feel free to contact us .

Why Choose to Rent Your Firm's Copier System?

Once you have decided on a copier system for your law firm, you will need to make another decision... Will you be buying or renting your machine ?

Whether it comes down to being able to keep up to date with the latest technology, the need for large capital outlays being eliminated or the peace of mind of maintenance, as many as 80% of companies (with many of them being leading law firms) are choosing to lease, rather than buy their printers. And so...Why are they choosing to do so?

Advantages of Leasing Your Firm's Copier:

Tax Efficiency:

Copier rentals are fully tax deductible. VAT is also paid monthly with each installment instead of being capitalized for upfront.

Budgeting & Money Saving:

Rental agreements ensure that each month a fixed monthly value will be budgeted and paid for by your firm. Leasing also alleviates the risk and pressure of any large capital expenses.

Maintenance:

When leasing a printer for your practice, you will not have to worry about any maintenance. This will be taken care of by your service provider , allowing you to focus your attention to the more important aspect of your day to day operations.

Life Cycle Management:

Like any IT hardware, photocopiers and printers depreciate and become outdated over time. A well implemented rental agreement will ensure that your law firm enjoys maximum value from your copiers while ensuring they’re upgraded at the correct time in their life cycles.

Flexibility:

Copier rentals allow for early upgrades, easy budgeting and the addition of new technology as and when it emerges. When leasing a printer, you will be able to scale your systems according to the growth of your firm.

Looking to rent a reliable and robust copier system that can handle the heavy workloads of your firm's copy needs? Contact us at X Corp for further assistance.

Multifunctional Printers for Law Firms:

Law firms, as you are well aware, are document-intensive enterprises. With the average lawyer generating up to 100 000 printed documents every year of practice. And considering the average law firm embodies several lawyers, these numbers can accumulate very quickly.

Multifunction printers (MFPs) embody productivity. While being able to handle high speeds, they remain reliable and economical. MFPs are the first option that offices with demanding print environments turn to when they need a dependable machine.

In Conclusion.

By now you know that you should never just pick a copier. Instead, do the research and get a copier that’s best suited for your law firm. One that has rigorous document capabilities to support your everyday operations while still remaining compliant to an array of legal regulations.

Contact us today at X Corp for further assistance or try our ‘ Quick Quote Tool ’ to get your firm's own custom copier pricing. We’re here to bring the best in service and overall office-automation to our customers throughout South Africa.

Why Rent Your Office Copier System? Seven Benefits of Copier Rentals for Small Businesses:

Thu, 24 Feb 2022 09:01:33 GMT

Choosing to buy and own a copy machine can be a financial burden for many small businesses. Supply costs and maintenance fees aside, coming up with the initial capital to purchase your copier can stretch your budget way beyond profitability..

This is why as many as 80% of companies are choosing to rent their copiers instead of buying them.

Renting multifunctional printers and copier systems is a cost effective way of meeting your printing needs without the need for large upfront investments.

Before we have a look at the major benefits of renting your office copiers, let’s first see whether renting is the right choice for your office space...

Office copier rentals are a good solution for:

Small to medium sized businesses and office spaces looking for a print solution to handle day to day operations.
Temporary offices, sales offices, engineering and construction projects.
Learning institutions, governing bodies and charities.
Meeting short-term requirements for high quantity document productions.
Special events that need to produce documents in bulk (like conventions, and trade shows).

Contact X Corp to begin your copier rental process and find an agreement that suits your operational needs as well as your budget.

7 Benefits of Renting Your Office Copier System:

1. Tax Efficiency

A major benefit of renting your copiers is that they are fully tax deductible. Instead of VAT being capitalized for upfront, it’s paid monthly with each installment.

2. Cost Savings

Minimal Up-Front Costs:

Choosing a rental agreement for your office copier system alleviates the risk and pressure of large upfront costs and allows you to keep your capital for other business expenses. This is particularly important for start-ups or companies that are unsure about their printing and copying requirements long-term.

Instead of making one large payment at the time of purchase, leasing a copier allows for a set schedule of much smaller payments, which allows you to better arrange your business’ financial resources.

Flexible Payment Plans:

There are many different payment plans and options to choose from when renting copiers. You may even choose the length and terms of your lease arrangement to gain the most payment flexibility.

Fixed Monthly Payments:

Rental agreements are structured and efficient, ensuring that each month a fixed value is budgeted and paid for by the business and no unplanned expenses are incurred.

Supply Costs:

Rental agreements generally include the cost of supplies, further reducing both initial and monthly costs. Local suppliers that rent out their copiers provide ink toners and cartridges at much lower prices. Buying these supplies from retail stores can cost as much as five times more.

3. Hassle Free Maintenance

Leasing a printer takes the worry of maintenance and repairs out of your hands as most providers rent out their printers and copiers with maintenance plans. This means that the technical support or repairs needed in case of any system malfunctions will be taken care of by your dedicated service provider .

4. The Flexibility

As rental agreements allow for early upgrades, easy budgeting and the addition of new technology as and when it develops. When leasing your copier system, you are able to scale your fleet according to the growth of your business

And if you aren’t sure which type of copier would work best in your office, renting is a great way to try a model and see how it fits (this also allows you to see what features are necessary and which you would benefit from actually not paying for).

5. Life-Span Management

Printers and copiers, like any IT hardware, depreciate in value and become outdated over time. Renting a copier gives your business the ability to upgrade (to a newly released and more advanced model) at any point in your rental period. When the need for an upgrade arises, choosing a well implemented rental agreement will mean that you can upgrade and improve your print device without needing to lay down any significant new costs.

If your business only needs the system for a particular length of time or you get to the stage where you’re no longer in need of your copier, you can give it back without having to go through the process of finding a buyer.

6. Training and Installation

As part of the rental agreement, your service provider will deliver, install and train your workforce on how to use the equipment efficiently. This simple training will enable your employees to get the most of your copy machine’s functionality and without it, you’d be wasting valuable time trying to figure out the ins and outs of your copier.

7. No Responsibility of Ownership

Buying a printer system requires resources that most small businesses don't have. And this goes beyond the initial costs... Having to self-maintain your copier system comes with increased costs (from purchasing your own ink and toner to the cost of repairs).

Costs aside, when it comes down to getting rid of outdated equipment, if you own it, the hassle falls on you. Either that or you sit with equipment that you aren’t using.

Renting on the other hand, takes all of this responsibility out of your hands (as this will all be handled by your dedicated service provider ).

Still not sure as to whether renting a copier system is the best option for your business? Check out our blog on Renting Vs Owning Copiers for more information on each option.

Click here to find out more about our Copier Rentals at X Corp, or try our Quick Wizard Tool to get your own customised copier quote. We supply copier systems to offices of all sizes across SA and we’re here to bring you the best experience in overall office automation.

The Benefits of A Single Hosted Phone System for Multi-Branch Businesses:

Wed, 23 Feb 2022 08:14:00 GMT

If you own a business that has offices or branches in different locations, you need a phone system that will unify your employees and provide seamless communications, without breaking the bank.

As you are already aware, traditional onsite PBX systems are no longer suitable for businesses with multiple branches. Not only are they complex and costly but they lack many of the key features needed to keep up with the needs of these fast paced, ever growing businesses.

Having multiple telephone systems for different branches is far more complicated and expensive than having one centralized business phone system that’s able to integrate valuable features and provide inter-branch calling at no cost.

This is where a hosted or Cloud-Based PABX Solution comes into play. Making the switch to a virtual phone system that makes use of an internet connection through a service provider is an affordable way of optimising communications across branches and increasing efficiency for your business as a whole.

How Can A Hosted PABX System Benefit A Business With Multiple Locations?

Accessing The Virtual Phone System:

In order to access the features of your cloud-based phone system and make high quality voice and video calls, all that is needed for users at each branch is access to a reliable internet connection and VoIP-enabled devices like softphones , traditional phones, computer software and even smartphones and tablets (using mobile applications).

Employee Collaboration & Unified Communications:

For businesses with multiple sites, it’s crucial to have a reliable communication system in place for branches and mobile workers to be able to stay connected and collaborate efficiently.

A multi-location, cloud-based business phone system will facilitate communications between all of a business’ locations and branches. Many of the features of these systems have been designed with the goal of collaboration in mind, from real-time chat, instant file-sharing, version control and conference bridging.

Cost Savings of VoIP for Multi-Branch Businesses:

Hosted PABX systems offer even a variety of cost savings for companies that have business in more than one location by providing a single, unified phone system that is able to seamlessly operate across multiple branches and locations.

Some of the most notable cost savings that businesses with multiple locations benefit from when choosing a hosted phone system include:

Inter-branch calls can be made the same way internal calls are.. at no cost.
The need to employ multiple receptionists at each location is eliminated with the automated attendant feature.
There is no need to purchase separate on-site phone equipment for each location.
No call out fees as technical issues are solved remotely.
As cloud-based communication systems are customisable, there is no need to pay for features that certain branches may not need.

A Single Communication Platform for all Branches:

Having multiple branches on the same cloud-based PBX system allows businesses to link every branch via one central online hub. The entire telecoms system can be managed via one platform and through a single reception desk, as opposed to having one assigned to each branch. This not only cuts on costs but simplifies the call routing process and increases efficiency within multi-branch businesses dealing with high call volumes.

Sales & Support:

As all calls are routed to one centralised point on a hosted VoIP system, there is no need to have a sales support team in every province or at every branch. Cloud-based systems eliminate the need to switch across multiple systems and provide employees working in sales with instant and convenient access to important customer’ contact records and information.

Remote Support & Reduced Downtime:

With a hosted phone system, downtime is reduced tremendously as everything is hosted in the cloud instead of relying on a physical PBX tied to one office location. A great benefit of this is that most technical issues can be handled remotely instead of technicians having to be sent out to specific locations which can be both time consuming and costly.

Minimal Hardware:

As virtual phone systems are cloud-based, there is near-to-no hardware setup at every branch, no central server is needed, and physical handsets are optional.

Scalability & Flexibility:

Virtual phone systems allow for anything from three to over 1000 extensions to be easily added to (or removed from) one centralised multi-branch hub. This can be incredibly useful when dealing with multiple branches that are scaling at different rates.

Customer Relationship Manager:

Cloud-based PABX phone systems are able to integrate with CRM (Customer-Relationship Manager) tools in order to log any calls made. This will enable your sales, marketing and customer service teams to access and manage key metrics in real time and across multiple branches.

Valuable VoIP Features For Multi-Branch Businesses:

By now you have most likely realised that a hosted phone system is not simply a phone service but rather an all-round virtual communication system consisting of an array of features.

Many of these features will come standard with others being additional ‘add-ons’ offered by your chosen Service Provider .

Below we have listed some of the most useful features that have been designed specifically to optimize collaboration and workflow while unifying communications in businesses with multiple branches or franchises;

Auto Attendants

This feature acts as a ‘virtual receptionist’, replacing the need for a human switchboard or receptionists at each branch by automatically answering, escalating, and routing all incoming calls.

Advanced Call Routing

This feature is highly valuable for businesses with multi-site branches, allowing users to organise exactly how and where incoming phone calls are directed, no matter the branch or location. Letting you easily route your inbound calls by customer type, purpose, issue or even staff performance and availability throughout your business.

Advanced Call Management

This feature supports a high call quality and reduces customer frustration by allowing you to hold, route, block and even prioritise incoming calls to be directed to intended agents or employees throughout your branches.

Real-time Sharing

Using this feature enables users to share sales contracts and other important documents regardless of their location or branch.

Find Me/Follow Me

‘Find Me’ lets your employees receive calls anywhere, no matter the site or branch and ‘Follow Me’ lets customers reach the right agents across multiple phone numbers or multiple branches. Both of these call forwarding VoIP features enable calls (with just one number) to be routed to any number or device throughout your business’s multiple locations.

Call Analytics & Call Recording

The call analytics and recording features record and process every call (and its data) made over the system for you to easily review. As your VoIP system will run on many different devices (desk phones, tablets, smartphones and softphones) across your various branches and sites, these features will assist you in managing disputes and liabilities, training employees and monitoring call quality across each and every branch, site or location.

Conference Bridge

This feature can be used to hold multi-party conversations by enabling users to add more than three people to a single call (no matter their location or branch). Conference bridging can be used to hold meetings with dozens of participants across different locations, promoting teamwork and collaboration between departments and branches.

Video Conferencing

Video conferencing increases all-round collaboration while eliminating the need for travel between branches by allowing users to add multiple video callers to a conference call and letting new callers easily ‘call in’ and join the video conference from their VoIP enabled device.

Hot Desking

The hot desking feature creates a single portal for all employees, allows users to log into any shared device and automatically have access to personalized profiles and configurations, no matter their branch or location.

VoIP Switchboard

A VoIP switchboard is a digital control panel that allows you to organise receive, send, and transfer calls via the internet. And with this feature, you’ll be able to keep communications running throughout your multiple locations whether employees are at their desks or on the go.

To Conclude:
If you own a business that consists of multiple branches with various locations, you will need an affordable phone solution that is able to unify your communications, and the answer to this will always be a virtual phone system .

Considering making the switch to a virtual solution? Get your custom Hosted PABX Quote today.

Still not sure whether a hosted phone system is the right choice for your business? Contact us at X Corp to chat to one of our dedicated team members, we’re here to bring you the best in overall office automation.

PABX & Covid: The Future of Virtual Communications for Businesses

steven@revcore.co.za (Steven Jonker) — Tue, 01 Feb 2022 09:29:29 GMT

When the pandemic hit and employees were sent to work from home, business owners were left in a panic. Trying to find new solutions just to be able to keep operations running somewhat smoothly.

Now that most businesses are opening back up, many have moved to a more permanent work from home model or some type of hybrid working model. And so, the need for a more adaptable, virtual phone system is more evident than ever before. The answer to this is without a doubt - A PABX Cloud-Based Phone System .

These virtual phone systems have revolutionized the way many businesses communicate and allowed for them to keep their operations running - despite the hardships that the pandemic has brought about.

What is a Virtual PABX Phone System?

A Cloud PBX (also known as Virtual or Hosted PBX) is a type of IP (Internet Protocol) phone system, hosted on a single or multiple safe (off-site) data centers.

These virtual phone systems make use of an internet connection to a VoIP service provider instead of traditional copper wires. The service provider takes care of everything from installations and training to day to day procedures like the routing of all incoming and outgoing calls.

The Benefits of PABX for Businesses During the Pandemic:

From their significant cost savings, the numerous features they offer and most notably - the fact that they allow for efficient remote working, let’s have a look at how your business can benefit from a virtual PBX phone system…

Reduced Costs - No up-front costs / No installation fees / Low monthly service fees
Low-Cost International Calling
Quick Set Up and Activations
Remote Working & Flexibility
Unified Communications
Remote Support
Keep Existing Business Numbers
Excellent Voice Clarity
Rich in Features

Reduced Costs of PABX in Businesses:

The pandemic has had a heavy financial impact on businesses and individuals across the globe. That being said, budgeting and saving on costs wherever possible has become more apparent now than ever before.

Communications make up a large part of any business’s expenses. And so, switching to a phone system that is going to save on costs is pretty much a no brainer. PABX phone systems have proven to save businesses who make the switch up to 55% on their overall and monthly telecom bills.

Now let’s have a look at how these Cloud-Based Phone Systems can Reduce Your Telecom Costs :

Switching to a modern PBX system eliminates the need to pay upfront for expensive installations while saving on other expenses in the form of repairs, downtimes and maintenance.
You will be charged on a usage basis (paying only for the hostage space and bandwidth that your business actually needs).
You will no longer need to pay any additional physical hardware, software, maintenance or upgrade costs as virtual PBX systems make use of an internet connection.

Remote Working & Flexibility With PABX:

Flexible communications have always been important, and the COVID-19 pandemic has put even more of an emphasis on this. Ongoing communication is important for those who work from home as they need to be as productive and engaged as traditional employees.

Virtual phone systems are able to provide employees with phone numbers that can be used anywhere (and on any device) as long as they’re connected to the internet. Employees can answer calls on their laptops, VOIP phone handsets, or through apps installed on their smartphones, all while using the same number they would use when in the office.

Unified Communications:

PABX systems offer a single platform that is able to support multiple forms of communication. They allow for better employee collaboration as well as simplify the way that businesses connect with their customers (whether employees are working from home, on the go or at their office desks).

These applications allow employees and team members to easily send in-meeting messages, initiate video calls with colleagues, quickly capture urgent information by initiating call recordings, or make telephone calls directly from CRM dashboards.

Remote Support & Fewer Downtimes

Downtimes can be disastrous in any business environment. When a traditional phone line or on-premise PBX goes down, on-site technicians are needed in order to repair any issues. This can waste valuable time and lead to a halt in your practice’ communications. And not to mention - mean for unnecessary contact with technicians.

Making use of a modern business phone system will allow for your support requests to be handled remotely and resolved within minutes. With the ongoing pressure to limit contact during this pandemic, remote support can mean safer and far more efficient operations.

PABX Features For Businesses Facing The Pandemic:

Virtual phone systems come with many advanced features , some being standard and some being additional ‘add-on’ features. These features have been designed to optimize and ease communications and workflow, with many of them dedicated to simplifying remote working situations which is increasingly important in times like these.

Automated Attendants

The auto attendant feature allows each business to set up their own ‘virtual secretary’ according to their company's brand image. This advanced feature will ensure that no call ends up being left in the dark and will be able to automatically connect each caller to the right department or person whether they are working from home or in the office next door.

Conference Calling

In times like these, with more and more employees working from home and travel becoming increasingly difficult, the ability to conduct reliable conference calls is becoming a necessity. Conference calling allows users to add multiple callers to the conference and callers to ‘call in’ and join the conference. This feature eliminates the need for travel (which in many cases, the pandemic has proven impossible) and allows people to collaborate effortlessly.

Find me/Follow me

This feature is ideal for remote working situations, from sales reps working ‘on the go’ to employees working from home. In order to keep your business’ operations running, you may need to optimize your mobile work possibilities. And your employees will need to be contactable, no matter where they are. This is what the Find me/Follow me feature of a hosted PABX system has been designed for, enabling calls (with just one number) to be routed to any number or device. And so, whether an employee is using a mobile device, landline or desktop, working from home or still regularly coming into the office, they can always be reached.

Call Transfers

With employees and team members no longer being ‘fixed’ to their desks, Hosted PABX systems will allow for calls to be transferred quickly and effortlessly to the correct people within your organization (whether they’re in the same office, another building, at home or in another country)..

Call Forwarding

The call forwarding feature of a virtual phone system allows for fluent ‘remote working’ by making it possible for employees to be ‘on call’ anywhere and at any time by giving them the ability to forward calls directly to their mobile devices. If the original extension is ‘busy’ or left to ring for a certain amount of time, the call will be forwarded, ensuring quality customer care and eliminating the risk of missing important calls unnecessarily.

In Conclusion:

Gone are the days of the traditional 8-5 office working model. The pandemic has brought about a change in the way businesses operate and in order to keep up with the times (and keep operating), business owners are being forced to innovate.

Business telecoms are vital in any organization and let’s face it, traditional copper lines are just no longer cutting it. Virtual phone systems are becoming essential and equipping businesses with the features they need to thrive in times like these when we don’t actually know (from one day to the next) what the pandemic will bring.

Looking for a PBX Phone System for your business? Contact us at X Corp for further assistance or feel free to try our Quick Quote Wizard to get your own custom PABX pricing today.

18 Useful VoIP Features

steven@revcore.co.za (Steven Jonker) — Mon, 24 Jan 2022 09:17:29 GMT

Traditional copper wire telephones are becoming an outdated thing of the past with more and more businesses switching over to VoIP (Voice over Internet Protocol) - A modernized phone service that is delivered entirely over the internet.

Instead of using a traditional phone company that charges you for calls, VoIP makes use of an internet connection to send voice and multimedia sessions between people. These sessions are flexible and can be made through softphones , smartphone apps, traditional phones, computer software and any other VoIP-enabled devices .

That being said, VoIP is not simply a phone service but rather an all-round virtual communication system consisting of an array of features.

Many of these features come standard with others being additional ‘add ons’ offered by your VoIP Service Provider . Below we have listed 18 of the most useful VoIP features all designed specifically to optimize workflow and operations within businesses…

18 Useful VoIP Features Explained:

1. Auto Attendant

This feature acts as a ‘virtual receptionist’, replacing the need for a human switchboard by automatically answering, escalating, and routing all incoming calls.

2. Call Analytics

As your VoIP system will run on many different devices (desk phones, tablets, smartphones and softphones) the call analytics feature will be able to record and process a variety of call data for you to easily review (from call session metrics and behavioral trends to individual employee performances).

3. Call Routing

Advanced call routing will allow your company to organise exactly how and where your incoming phone calls are directed. Letting you easily route your inbound calls by customer type, purpose, issue or even staff performance and availability.

4. Call Queueing

This is a vitally important feature for companies who handle large volumes of calls, allowing calls to be automatically queued based on priority and availability while notifying callers of their placements within the queues.

5. Call Transfer

This valuable feature allows for calls to be easily and professionally transferred to the correct people within an organisation.

6. Advanced Call Management

Advanced call management lets you hold, route, block and even prioritise incoming calls. This feature supports your front desk operations and reduces customer frustration by maintaining a high call quality.

7. Custom Music on Hold

The music on hold feature lets you play generic or even customised music for your customers who are waiting for their call to be answered.

8. Find Me/Follow Me

‘Find Me’ lets your employees receive calls anywhere and ‘Follow Me’ lets customers reach the right agents across multiple phone numbers. Both of these call forwarding VoIP features enable calls (with just one number) to be routed to any number or device.

9. Instant Messaging

The instant messaging feature of a VoIP system comes in handy, allowing for quick messages to be sent in place of emails and phone calls (as most modern customers prefer using instant messaging apps over making phone calls).

10. Three-way Calling

A standard VoIP feature that allows three parties to participate on a single phone call.

11. Voicemail

The basic voicemail feature allows callers to leave a short audio message if their call is not answered. Custom greetings can be set so that callers know what to expect after leaving their messages. The system then notifies agents of any new messages.

12. Voicemail to Email

This valuable feature automatically transcribes and sends voicemail messages to the inbox of any relevant parties, ensuring that no caller gets left in the dark.

13. Voicemail to Text

Similar to the voicemail to email feature, this handy option sends detailed voicemail-to-text transcriptions directly to the inbox of any relevant agents.

14. Video Conferencing

Video conferencing increases all round collaboration by allowing users to add multiple video callers to a conference call and letting new callers easily ‘call in’ and join the video conference.

15. Push-to-Talk

VoIP’s ‘push-to-talk’ feature allows coworkers to connect and communicate easily, at the push of a button, providing an intercom-like means of communication.

16. Call Recording

Managing disputes and liabilities, training employees and call quality monitoring are made easier with this simple VoIP feature that records and keeps logs of each and every call made over the system.

17. Mobile App

These mobile applications bring all the benefits of the VoIP system onto your mobile smartphones, meaning that you can run your office virtually on your smartphone by simply installing a VoIP app.

18. Hot Desking

Hot desking (or hotelling) allows users to log into any shared device and automatically have access to personalized profiles and configurations.

In Conclusion

Equipping your office with a hosted telecom system will allow you to customize your communications, opting for features that your business will find useful and leaving out any unnecessary ones that you may not need. Working together with a dedicated service provider will assist you in getting the best out of your VoIP system in terms of both features and costs.

Considering switching over to a virtual communication system?

Contact us at X Corp today for more information on our VoIP services or to chat to one of our knowledgeable team members about making the switch. Or try our Quick Quote Tool to get your own customized VoIP quote today.

Cons of Purchasing Retail Store Printers for SME’s

Mon, 06 Dec 2021 13:25:40 GMT

Why purchase your printer from a local dealership instead of a seemingly convenient retail store?

Looking for a printer copier for your small to medium sized business? You may have considered turning to a major retail store for the simple convenience of being able to just walk in and buy or even order online off of their website.

Though this may seem like the easiest and most efficient way of purchasing your office copier system, if you are planning on consistently printing fairly large quantities, you might want to think again.

Cons of Purchasing a Printer/Copier Through a Retail Store:

Higher Costs - In the Long Run:

Many businesses choose to buy their office copiers through familiar retail stores in order to save money - only to end up paying more in toners and ink cartridges in the long run.

While printers from major retailers can seem cheaper, the prices they charge for cartridges are generally far more expensive than what local dealers charge (as much as five times more).

The costs of any downtimes are also a major factor to consider when looking at retail-bought printers. Buying a copier through a retailer will also mean that you may end up having to pay for replacements when your printer systems require any servicing.

Downtime & Servicing

Printers and copiers, like any office equipment, can break down. And if you have purchased your office printer from a retail store, these ‘breakdowns’ can be disastrous.

Either you will sit with your employees (who aren’t printer-specialists) wasting their valuable time trying to find and repair the problem or you will need to send your machine back to the store (who don’t actually specialise in repairs). The retail store will have you ship your printer off to technicians for servicing. This process can take weeks or even months and end up costing quite a lot as you pay for a ‘one-time job’.

Even if you have dedicated in-house IT staff, you would rather have them focus on system improvements and upgrades instead of wasting their valuable time and energy on getting your printers working properly.

You May End Up Sitting with Outdated Equipment:

Printers and copiers, like any IT hardware, depreciate in value and become outdated over time.

Choosing to purchase your MFP through a retail store may seem like the most convenient thing to do at the time. As they generally don’t come with any upgrade agreements - you’re going to be sitting with your copier, even after it has reached the end of its lifecycle.

Reliability, Workflow and Collaboration

‘Reliability’ is a pretty big deal when it comes to printers. For your operations to run smoothly, you will need printers that can print in multiple formats, from multiple sources. Your PDFs, reports, presentations and statistics should all be accessible through a reliable print system.

The same can be said for collaboration. With a reliable printer system, you should be able to scan, copy, email and share any physical document - in a few steps. Unfortunately, and all too often, retail printers require you to tediously switch from scanner to computer - to printer, and back again. And if your scanned document isn’t good enough... then you’ve wasted time and valuable resources.

Why Purchase Your MFP System through A Local Dealership ?

Cost Efficiency:

Retailers know that a customer may only need a cartridge every couple of months.. And so they charge exorbitant prices.

Local dealers try to maintain these margins through their service contracts. In an effort to consistently have business with you as a customer, they will keep their cartridge prices low and make them much more affordable.

Customer Service:

The level of customer service you experience with a local dealer cannot be compared to that of a major retailer. These small local businesses consist of lean teams that are dedicated to personalizing your experience. They’re able to consistently follow up, ensuring your needs are addressed and that you’re getting the full usage of your printer system.

Local dealerships generally handle all the ‘nitty-gritty’ things for you. From training your employees on using the systems correctly to servicing them when any issues arise. This allows you to focus your time and energy on the more important aspects of running your business.

Servicing & Repairs

When it comes to printer repairs and maintenance, purchasing through a local dealership is the obvious choice.

Local dealers generally include service pricing in their contracts and so, any repairs will already be budgeted for. Many dealerships also offer optional SLA’s that provide loan units to reduce downtimes.

As these dealerships are in close proximity, they’re able to send technicians to fix your machine that same day (without having to ship it off to another location). This will mean for minimal downtimes and less unplanned repair costs.

Upgrade at Ease:

When purchasing your office printer system through a local dealership, you can rest assured knowing that you won’t end up sitting with any outdated equipment. A well implemented rental agreement lets your business enjoy the maximum value of your printers while ensuring they are upgraded at the correct time in their life cycles.

In conclusion: Though it may seem like the quickest way to equip your office with a copier, opting for a retail store-bought system will end up costing your business in the long-run.

Looking for an office copier system through a trusted local dealership? Contact us at X Corp or try our “ Quick Quote Wizard ” to get your own custom copier pricing. With over a decade in the industry, for us - office automation is everything and we understand the crucial value that having a reliable copier/printer machine has on your business.

What is a Softphone and How will one benefit my Small Business?

Mon, 06 Dec 2021 13:23:01 GMT

From sales and marketing to collaboration and client communications, we all know the essential role a phone system plays in the day to day operations of any business. And so, investing in a reliable phone system that’s able to keep up with and ease your operations, is vital.

Traditional phone systems are becoming a thing of the past with more and more businesses switching to internet-based communications. And so the question you need to ask is, does your business need a softphone and will it benefit your communications?

Before you can ask the right questions, you need to understand what these systems are as well as what is needed for your business to get the best out of your own softphone system...

What is a Softphone?

A softphone is a communication system that works like a traditional phone, only instead of using copper cabling, it uses an application to function.

Put simply, a softphone is an ‘app’ that’s installed on an internet-connected device and used to make and receive both voice and video calls.

A softphone is not a standalone product, it’s directly connected to a VoIP business phone system. Typically provided by a Voice over Internet Protocol (VoIP) service provider (SP), Softphones provide user-friendly interfaces that function the same as regular phones, only with more features.

Softphones are compatible with all major platforms including Windows, Mac, iOS and Android.

What You Need to Setup & Use A Softphone:

Setting up your phone is as easy as following the program’s built-in setup process which will have your system up and running within minutes. Before this can happen you will need to ensure that you have the necessary equipment and connections...

1. A Stable Internet Connection

As mentioned before, this communication system is internet-based. You will need to ensure a stable internet connection throughout your setup process and thereafter in order to make and receive your calls.

2. The Hardware (or internet connected device)

You will need one of the following devices in order to use your softphone application:

A laptop or desktop computer system
A smartphone or tablet
A VoIP handset
Any other device that can connect to the internet

We recommend making use of a VoIP headset (or access to a microphone & speaker combination on your device) in order to get the best possible audio quality for your calls.

3. The Software Application

You will need to install your softphone software (the VoIP app from your provider) on your chosen hardware device. This process is simple and quick to do...

How to install your softphone app:

The VoIP program can be downloaded directly onto your device from your provider’s web page.
Follow the simple steps to install and set up the software on your device.
You will then be ready to use your softphone to make and receive calls and access the other advanced functionalities offered by your SP.

A reputable service provider will ensure that this process is simple and efficient.

Softphone Features

Softphones are able to access and enhance all of your VoIP features (which can be customized according to your business’ needs). This is something that traditional phones (even with adapters) aren’t able to do. Many providers have built their own softphone interfaces for their VoIP phone service.

13 Advanced Features For Softphones:

Softphones are able to provide many standard and more additional advanced features (opposed to those of a traditional phone system). Below we have only listed a few, for more information on these VoIP enabled features click here .

3-Way Calling
Drag and Drop Call Transfers (transfer to any extension)
Blind, Warm, and Voicemail Transfers
Show Caller ID
Visual Voicemail
Voicemail in email
Offer Call Waiting
Presence (shows employee availability)
Incoming Call and Voicemail Notifications on Smartphones
Call Forwarding (set up rules and ring strategy)
Video Calls and Conferences
Review Call History
Instant Messaging

Benefits of Using a Softphone for Your Small Business

Ease of use aside, using a softphone will eliminate the need for your business to purchase expensive hard phone equipment while increasing your employee flexibility.

Let’s have a look at some of the advantages of these systems and how they can benefit your business even further...

Reduce Upfront and Running Costs:

Softphone systems are most often implemented by businesses looking to save money in various ways...

Cut Infrastructure Costs
Lower Calls Costs - When compared to traditional phone systems and especially when it comes to long distance calling.
Lower Maintenance Costs - The lack of equipment needed eliminates most future maintenance costs.
Eliminate Upfront Costs - As no installations are needed.
No Dedicated Lines - Allow for saving in terms of fewer downtimes and less equipment costs.
Video Conferencing - No need to pay for expensive conference room hardware or add-ons features.
Fewer Downtimes - Keeps your business running and minimizes loss.
No Reinstallation Costs - You never have to worry about the cost of moving or reinstalling equipment. A quick program download and your communications are back.

We recommend signing up for your Voice over Internet Protocol (VoIP) through a trusted service provider . This will help you access a softphone program for a lower cost (as opposed to a traditional phone system).

Scalability:

Softphones systems are able to scale according to the growth of your business.

With traditional phones, any new phone lines require cables to be laid in order to connect with the hardware. Softphones on the other hand, allow for extra lines to be added by configuring the dashboard. It’s as simple as logging into the dashboard and making the necessary changes.

Unified Communications:

Softphones offer a single (user friendly) platform that supports multiple forms of communication. They allow for better employee collaboration as well as simplify the way that businesses connect with their clients.

These applications allow users to easily send in-meeting messages, instantly initiate video calls with colleagues, quickly capture urgent information by initiating call recordings, or make telephone calls directly from CRM dashboards.

24/7 Connectivity & Remote Working:

Unlike traditional phones which leave employees fixed to their desks, softphones are mobile, allowing users to connect and do business 24/7 from any location. All that is needed is a portable device and a stable internet connection.

Less Equipment:

Softphone applications require far less hardware when compared to traditional phone systems. They also do not need dedicated phone lines which makes them far more reliable.

Less Downtimes & More Reliability:

During updates and upgrades, any on-premise system generally goes offline. With a cloud-based phone (a softphone) everything is handled by your provider. All updates will be managed remotely with no additional charges or interruptions to your business operations.

Softphones Vs Hardphones for Businesses:

Both hard and soft phones have important roles within businesses. A hard phone is a physical phone where softphones are able to mimic the functions of phones using VoIP technology. Many users and employees have valid reasons for preferring one or the other or even a combination of the two. Which is why a good provider should understand the need to have both available in a single telecoms solution.

Looking for a softphone system that will enhance your business’ communications while simplifying your operations? Contact us at X Corp to chat to one of our experienced team members. We’re here to bring you the best in service and overall office automation.

How a Modern PABX Phone System Can Improve Your Medical Practice

Thu, 25 Nov 2021 12:29:56 GMT

If you are involved in the running of a busy medical practice, you know how important your phone system is. You also know that in order to guarantee the long-term success of your practice, your communications need to be prioritised and can always be improved.

Your practice would benefit tremendously from a reliable phone system that provides the advanced features needed for effective communication while keeping your communication costs down. This is where a modern PABX system comes in.

We’re seeing more and more doctor and specialist offices as well as various practices and clinics making the switch to these business phone systems. And so the question that you need to be asking... Are you ready to make the switch and bring advanced, effortless communications into your practice?

Firstly, What is a Modern PABX Phone System?

Modern PABX systems eliminate the need for outdated copper wire telephony. Also known as cloud-based or hosted PABX, these systems are provided and accessed completely via the internet. Hosting a variety of advanced features, PBX solutions are able to unify communications on to one user-friendly platform.

So, Is a Modern PABX System the Right Fit For Your Practice?

Feeling swamped by the number of calls you are facing each day?
Patients complaining that your phone system is difficult to navigate?
Spending too much on your monthly telephone bill?
Feel that you could improve on your practices in-house and patient communications?

If any of the above apply to you, it may be time to consider making the change to a business phone system .

The Benefits of Modern PABX for Medical Practices:

The benefits of a hosted PBX system are endless. From improved collaboration between staff members to better patient experiences - Let’s have a look at how these phone systems can improve your practice:

Integration with Patient Data & Health Records:

Modern Cloud-based PABX systems can be seamlessly integrated with your EHR (Electronic Health Record) and Practice Management Systems (PMS).

Patient data, appointments and other relevant information can be set to pop up on the screen as a patient calls.
This system can intuitively assess the level of urgency by analyzing a patient’s response code and the frequency of recent consultations.
By simply clicking a button (and without the hassle of having to print or fax) patient data can be easily transferred to necessary recipients.
The system can be programmed to remind patients of appointments, overdue payments as well as appointment scheduling.

Practice Flexibility with Modern PABX

As medical practices are ever evolving, they need to have flexible and adaptable communication systems that can evolve with them. With a modern PBX system, calls are made and received using the internet and so the network doesn’t rely on hefty cabling or an internal server. This allows for new extensions to be added quickly and easily.

As long as your medical practice has a stable internet connection, calls can be made using a variety of devices, from mobile phones and tablets to desktop phones and even your computers.

Remote Support & Minimal Downtimes

Downtime can be disastrous in any healthcare environment. When a traditional phone line or on-premise PBX goes down, on site technicians are needed in order to resolve any issues. This can waste valuable time and lead to a halt in your practice’ communications. Making use of a modern business phone system will allow for your support requests to be handled remotely and resolved within minutes.

Cost Saving of Modern PABX Phone Systems:

Business PABX phone systems have proven to save medical practices who make the switch up to 55% on their telecom bills as

Switching to a modern PBX system eliminates the need to pay upfront for expensive installations while saving your practice on expenses in the form of repairs, downtimes and maintenance.
You will be charged on a usage basis (only paying for the hostage space and the bandwidth that your practice actually needs).
As they make use of an internet connection, these systems require no additional physical hardware as well as no software maintenance or upgrade costs.
Modern PABX allows for seamless connections between multiple branches within a practice while allowing free inter-branch calls.

The Reliability of Modern Technology:

Traditional copper cable lines are susceptible to a number of factors (bad weather conditions, hardware failures, electrical outages and software issues). Hosted PABX systems are far more resilient to these external factors. As long as you have a reliable internet connection (with fibre optic cabling being the most resilient) your PBX phone system should experience little-to-no downtimes.

Six ‘Must Have’ PABX Features For Any Medical Practice:

1. Call Queuing

Making use of this feature allows receptionists to take their time with active calls and play a message for patients within the queue, informing them of their placement in the line.

This way, every patient gets the time they deserve, and your office staff will be equipped to handle busier time periods efficiently.

2. Auto Attendant

This advanced feature will allow you to set up your practice's own ‘virtual secretary’ that puts your callers through to the correct department or member of staff before the phone has even been answered. By prioritising the call and routing it based on automatic prompts you will be able to speed up your communication process. This benefits your reception staff, as they do not have to spend their time transferring loads of calls.

3. Call Recording

Call recording is a simple feature that will allow you to review any interactions your staff have had with patients and callers - In doing so, you can monitor your practices call quality, improve communications and sort out any discrepancies or liabilities.

4. Call Transfers

These business phone systems allow for calls to be transferred quickly and effortlessly to the correct people within a medical practice (whether that be within the same office, in another building or even in another country).

5. Call Forwarding

Call forwarding makes it possible for members within your practice to be ‘on call’ anywhere and at any time needed. With the ability to forward calls directly to mobile phones or any given number, your practice’s communications are guaranteed to run smoothly.

If the original extension is ‘busy’ or left to ring for a certain amount of time, the call can be set to automatically forward, ensuring optimal patient care and eliminating the risk of missing important calls.

6. Voicemail Options

A modern PABX will allow your practice to add your own personal touch by creating a custom greeting so that patients know what to expect after leaving their messages. You can also manage your voicemails by accessing them online or by choosing to receive emails with the recordings attached.

For more information on these and other advanced features offered by modern PABX phone systems, visit our article on The Best Features of A Modern PABX System .

In conclusion, compared to a traditional phone system, a modern PABX system has a host of superior benefits that will improve your practice by saving on valuable costs while enhancing both your staff and patient communications.

For more information or further assistance, get in touch with one of our highly trained team members at X Corp today, or try our ‘ Quick Quote Tool ’ to get your custom pricing.

Renting Vs Owning Your Copiers: Which Option Do You Choose?

Thu, 25 Nov 2021 12:26:54 GMT

Looking to invest in a Printer/ Copier that’ll support your growing business? Stuck on the decision between renting and owning?

Deciding whether to buy or rent a copier machine really depends on your business and copying needs. Below, we have created a quick summary of these two options, outlining the benefits of each, in order to help you make a choice that’s best suited to your business.

Why Choose to Rent/Lease Your Copier?

Choosing to rent or lease your MFPs and copiers is a cost effective way of meeting your printing needs without the need for large upfront investments. Today, as many as 80% of companies are choosing to lease their printers instead of buying them. Let’s have a look at why this may be...

Benefits of RENTING Opposed to Owning Your Copiers and Printers:

1. Tax Efficiency with Copier Leasing:

A great benefit of renting your copiers is that they are fully tax deductible. Instead of VAT being capitalized for upfront, it’s paid monthly with each installment.

2. Cost Savings of Printer Rentals:

Choosing a rental agreement for your office MF Copier alleviates the risk and pressure of large capital expenses. There are many different payment plans and options to choose from when renting copiers and by leasing these machines, businesses can better control their total cost of ownership. Rental agreements are structured and efficient, ensuring that each month a fixed value is budgeted and paid for by the business.

3. Copier Rentals & Maintenance:

Leasing a printer takes the worry of maintenance and repairs out of your hands as this technical support is taken care of by your dedicated service provider.

4. The Flexibility of Copier Leasing:

When leasing your copier fleet, you are able to scale your printer systems according to the growth of your business as rental agreements allow for early upgrades, easy budgeting and the addition of new technology as and when it develops.

5. Managing Your Copiers Life-Span through Rental Agreements:

Printers and copiers, like any IT hardware, depreciate in value and become outdated over time. When choosing a well implemented rental agreement, you can rest assured knowing that your business will enjoy the maximum value of your printers while ensuring they are upgraded at the correct time in their life cycles.

6. Cash & Finance Options:

Rental agreements allow for a variety of payment options.

At X Corp , we have various bank and internal finance options available to allow you to lease your office printers and copiers.

Why Choose to Buy / Own Your Business Copier?

Choosing to buy a copier for your business would mean that you have to pay an upfront fee. Once you have settled this payment, your business takes on full ownership of the machine.

Benefits of OWNING Opposed to Leasing Your Copiers and Printers:

1. The Investment of Owning Your Copiers:

Choosing to buy a copier is an investment and offers long-term value for your business.

2. Buying Costs Less In the Long Run:

Although most businesses choose to rent their printers in order to eliminate the need for large capital expenses, renting does cost more money in the long run.

3. Owning Your Copier Eliminates the Need for Contracts:

Buying a copier means that you’re not legally bound to a contract. Once the copier machine is purchased by you, you become the sole owner of it and can do with it as you please.

4. No Unplanned Penalty Fees:

Rental agreements come with a risk of penalty fees (issued in the event of a termination of a contract). Choosing to own your multi-functional printers or copiers eliminates the risk of any of these penalty fees.

When it comes to leasing and purchasing printers and copiers, it is important to choose an option that works best for your business. That’s where we come in...

For further assistance, feel free to contact us at X Corp or visit our Quick Wizard to get your custom copier quote. We’re here to bring you the best experience in office automation.

Samsung Copiers In South Africa: Exit, Servicing and Alternative Options

Thu, 18 Nov 2021 14:48:17 GMT

Yes, what you’ve heard is true. Samsung copiers and printers have pulled out the market in South Africa. But what does this mean for you? Whether you are on the search for a new copier or you already own a Samsung machine, we have created a quick summary in order for you to better understand your options.

Already Own a Samsung Copier?

Firstly, resist the urge to panic.

Though we may not recommend buying a new Samsung copier now that they have left the Market in SA, this does not mean that if you currently own one, you’ll be doomed for all eternity.

Your Options:

Servicing Samsung Copiers in South Africa:

If you currently own a Samsung Copier that you need fixed or maintained, we will gladly assist you. Our technicians at X Corp are still highly trained in servicing these machines.

Trading in Your Samsung Copier:

You may want to consider trading in your current Samsung copier for an equally reputable brand. This will allow you to keep up to date with any new advancements that may otherwise be missed with your current machine due to the fact that certain parts will no longer be brought into the country.

There is no need to sit with old, outdated equipment when you can have the latest technology and functionality with a brand that is active locally. Feel free to contact us at X Corp , we would be happy to assist you in trading in your current Samsung copier/s.

Alternatives to Samsung Copiers In South Africa:

As we have already mentioned, it’s not the wisest decision to purchase a Samsung copier now that the brand has pulled their copiers and printers out of the country. In order to stay up to date with advancements and have easy access to consumables, it is best to choose a printer/copier brand that has an active presence within the country.

At X Corp, we provide a wide range of top-of-the-range multifunctional printers from reputable brands including Canon , Sharp and Olivetti .

For assistance in servicing or trading in your current Samsung copier feel free to visit our site or call us directly on 087 150 8055

Alternatively, check out our Quick Wizard to spec your new printer.

6 Benefits of RISO Printers and Duplicators

Thu, 18 Nov 2021 14:45:48 GMT

From low-cost, high quality (and high speed) printing to their advanced eco credentials and a wide range of cost-reducing functions, RISO have designed their products to deliver a balance of benefits that provide ideal printing and duplicating solutions for offices and workspaces of all sizes.

1. Savings With RISO:

Energy Savings

RISO machines consume incredibly low amounts of power (between 700-1000 watt).

Functions including; Standby, sleep mode plus and automatic power shut-off allow users to schedule when their printers are powered on and off, thus saving on unnecessary power consumptions.

Ink Savings

With a smart auto-colour mode, RISO printers are able to minimise ink consumption when they detect the absence of colour.

Paper Savings

Multi-up printing puts multiple pages onto a single printed page while the blank page removal function adds to these savings by reducing time, paper and overall running costs.

2. RISO’ Speed:

A conventional colour office printer will take around 25 minutes to print 1000 full-colour (single-sided) pages. A Riso printer is able to do it in less than 7 minutes. Equipped with high-capacity feeders and stackers allow for high-volume print runs to roll out unattended and uninterrupted.

3. Multi-Function Finishings:

From stapling and punching to booklet-making and folding, RISO printers do it all. Within each finishing function, you’ll find various options (like choices of one or two corner staples and 2/4 hole punchings.

4. Advanced Security:

RISO works with a PIN code so that only designated administrators can authorise confidential documents and view print jobs.

5. Designed For Users:

RISO printers are incredibly user-friendly and easy to operate. With LCD colour touch screens (much like those of a tablet) giving you access to advanced, customisable settings.

6. It’s in The Looks:

To put things plain and simply, RISO print jobs look good. Thanks to their newly developed ink technology, you can expect to see insanely high print qualities with improved black ink density as well as reduced ink see-through occurrences.

Risograph Digitial Duplicators:

What Are Risographs?
Risographs are digital duplicators (essentially modern-day mimeograph machines or stencil printers). These machines deliver ‘perfect imperfections’ and provide a cheap, environmentally conscious and easy method for reproducing work in large quantities (like posters, prints and zines).

How Do Risographs Work?

Best described as ‘digital screen printing’, Riso machines internally create a stencil that is then laid onto a drum (filled with ink) which spins at high speeds - forcing the ink through the stencil and onto the paper. This simple process produces uniquely textured prints that cannot be replicated.

What are Digital Duplicators Used For?

The distinct printing style of the Risograph does not guarantee perfection, which makes each piece unique. They work best for large jobs in single colours (where every image needs to be identical).

The Best Industries For Risographs:

Schools
Clubs
Churches
Artistic
Colleges
Political

Risograph Advantages:

RISO duplicators are recognised for their incredible speed, reliability, artistic flexibility and eco-conscious qualities.

Renowned for delivering some of the best colour and texture found in print, the risograph has bridged the gap between a standard photocopier (which is cheaper up to about 50 copies) and using an offset press (which is cheaper over roughly 10 000 copies)

Risographs are Environmentally Friendly

One of the most considerable advantages of these digital duplicators is tha all of Riso’s inks are vegetable oil-based, drying through absorption into uncoated paper stock (rather than through heavy chemical dryers or heat). Thanks to this unique process, power consumption remains very low throughout the print process.

Risographs conform to a variety of certification marks and environmental labels:

Color Universal Design Certification
Certified with the "Eco Mark" issued by the Japan Environment Association
Conforms to the International Energy Star Program
Conforms to the Green Purchasing Law
Complies with the European RoHS Directive - restricting use of specified hazardous substances from the production to the disposal of products.

Saving Costs on Duplicate Prints:

When it comes to printing or copying many duplicates (more than 20 copies of the same content) Risograph prints are generally less expensive (per page) than a conventional photocopier, laser printer, or inkjet printer.

Still not sure whether RISO is the right choice for your business?

For further assistance with choosing the best printer for your office space, feel free to contact us or use quick wizard to get your own custom copier pricing.

Business Phone Switchboard Systems South Africa

Thu, 18 Nov 2021 14:42:28 GMT

In need of a Hosted PABX phone system or a unified VoIP solution for your business? Whether you’re looking to update your outdated phone system or wanting to set up your office's first telecoms solution, we’re here to make the process as affordable and swift as possible.

Get a custom proposal for your Business Switchboard System through our Quick Quote Wizard .

What is a Switchboard System?

Switchboard systems interconnect several telephones (generally in business environments). These systems allow for a smooth communication process flow, from the sending and receiving of real time voice transactions to the use of more advanced features (like Auto Attendants and Call Queuing).

IP PABX Switchboards:

These ‘hybrid’ switchboards are able to connect to traditional Telkom PSTN phone lines while providing a native integration to a VoIP provider (using SIP VoIP Telephone Line Trunks).

Acting as servers, using an internet connection (Internet Protocol) to route all incoming and outgoing calls.

Low operating costs
High quality voice calls
Minimal hardware
Easy to scale up or down by adding & removing additional lines when necessary
System is configured in-house
Remote support

Hosted PABX Switchboards (or Cloud Based PBX):

These advanced switchboards make use of VoIP technology - providing fully managed and customisable PABX solutions for businesses.

No up-front costs
No installation fees (there is no need to purchase a physical device)
Low monthly service fee
High quality voice calls
Remote support
Rick in features

Does Your Business Need A Switchboard System?

Wanting to save on your businesses communication costs?
Tired of using old, outdated telephone equipment?
In need of customisable features, specific to your businesses needs?
Looking for a telecom system that is scalable to the growth of your company?
Wanting a solution that can be handled remotely, from upgrades to maintenance?

Why Choose X Corp For Your Businesses Switchboard System?

It’s all about our service. With over a decade in the industry X Corp have placed a great value on our customers. Our highly trained and dedicated team aims to bring the best in performance, service and support to each and every one of our clients.

Our Competitive Switchboard Prices:

We may not be the cheapest on the market - And we do not want to be. We strive rather to offer our clients the best solution in telecoms and after sale service possible.

Leading Switchboard Brands:

We offer switchboard systems from leading and reputable brands in South Africa.

Our Payment Options:

Our switchboard systems are offered through a variety of payment options from Rentals to Leases and Cash Payments.

Maintenance and Support:

We strive to create ongoing relationships with our clients by offering the best in support and maintenance. Our skilled team will install, setup and configure your switchboard system as well as assist your employees in getting full usage of some of the more advanced features.

The Latest Technology in Telecommunication:

At X Corp, we provide businesses of all sizes with the latest technology in telecoms. Our Hosted PBX / VoIP systems and Switchboards are top-of-the-range in terms of functionality, quality and reliability.

How Cloud PBX Is Transforming The Sales Industry

Thu, 18 Nov 2021 14:40:04 GMT

Only businesses with the best sales processes can survive in today’s competitive technology-driven market. And at the foundation of any fluent sales process, lies the most important factor of any business.. A reliable and effective communication system.

With more and more businesses realizing the unparalleled flexibility of the cloud in supporting their sales communications and remote working abilities, the past year has seen a remarkable increase in cloud PBX deployments globally. That being said, we can safely say that ‘the cloud’ represents the future of business and sales communications.

Before we have a look at how the introduction of cloud based PBX systems is rapidly transforming the sales in SME’s and large businesses across the globe, we first need to understand what these telephone systems are and how they work.

What is a Cloud PBX?

A Cloud PBX (also known as Virtual or Hosted PBX) is a type of IP (Internet Protocol) phone system, hosted on a single or multiple safe (off-site) data centers.

These virtual phone systems make use of an internet connection to a VoIP service provider. The service provider takes care of everything from installations and training to day to day procedures like the routing of all incoming and outgoing calls.

So, how exactly are cloud PBX systems changing the way businesses handle sales?

Cost Savings:

A cloud-based phone system allows these businesses to have virtually unlimited incoming and outgoing calls - without having to worry about the bandwidth concerns experienced when using a cell phone service.

Cloud PBX systems also have lower start-up costs than traditional IP PBX systems as they require no additional staffing and generally no additional equipment.

Features such as unlimited local/long-distance calls and international calling save these businesses up to 70% of their overall internal and external communication costs

Employee Collaboration:

Businesses that are making use of cloud based technologies are seeing increased levels of collaboration and communication amongst their employees. This technology is breaking down the barriers between departments and increasing all round participation.

Cloud PBX uses VOIP features like: real-time chat, instant file-sharing, version control and large file storage to improve coordination and help employees work together to create one efficient, high-performing system.

Remote Working:

Thanks to the versatility and flexibility offered by cloud communication systems. These businesses have realised that remote working is not only a viable option, but one that can actually enhance employee productivity.

With the use of Cloud PBX, employees are always able to make or take valuable customer calls, no matter their location. This has a huge impact on customer service levels and business reliability, which we know, can be key to making essential sales and creating long-lasting customer relationships.

Cloud PBX - Transforming Sales

As you know, Increased customer engagement (through strong and reliable communication) is an important factor, essential for any conversion.

Cloud Based PBX Applications and Sales:

Businesses making use of cloud based communications are able to better approach prospects and potential clients. With an array of smart user-friendly applications, they are able to calculate the margins of every deal (in advance) as well as other important revenue-based metrics.

Customer Relationship Manager:

Cloud PABX phone systems integrate with CRM (Customer-Relationship Manager) software and are able to log any calls made.

Call History Reports - Enhancing the Sales Approach:

The built in call history logged by a cloud-based phone system provides important information regarding sales performances. This allows sales team members and management to easily extract reports (on an individual, department or location basis).

Having quick access to this vital information increases sales performance almost immediately within organisations that are making use of cloud-based PBX systems.

Unified Communications Improve Sales:

Cloud-based systems eliminate the need to switch across different systems. Providing employees working in sales with instant and convenient access to important clients’ contact records and information.

Reliability and Sales:

As these systems are hosted, they are highly reliable (for both the business and their clients). Even if the lines to a location are cut, customers are still able to reach automated phone systems and employees are still able to access all calls (re-routed to their cell phones).

Video Technology and Sales:

Cloud PBX provides sales members with the ability to deliver interactive and customised demonstrations to prospects.

Real-time sharing lets users share sales contracts and other important documents regardless of their location. Eliminating the need for unnecessary travel (and the expenses that go with it).

Live Chat and Sales:

Businesses that make use of hosted PBX systems have found that using the ‘Live Chat’ feature has a great impact when making sales. When sales members are dealt with important questions (that can make or break a sale) they are able to utilise this instant communication in order to gather information and provide quicker feedback (rather than sending emails that have a greater chance of being overlooked).

Customer Calling-ID

We all know that building a strong relationship with a customer is essential.

Businesses make use of this feature in order to allow sales team members to identify existing or returning customers opposed to new ones. In doing so, they are able to greet existing customers on a more personal level.

In Conclusion:

Hosted telephony takes care of almost every aspect of an organization's communication needs, all while being far more reliable and cost efficient - Businesses that have made the switch, are seeing the results.

We live in a time that allows us to communicate and collaborate no matter where we are, which allows more flexibility than ever before. The question you need to ask yourself is.. Are you ready for your business to transform your sales through a unified communication system?

Contact us today at X Corp to chat to a member of our highly trained and dedicated team - We understand the critical value your communications have on your sales.

How to choose a VoIP Service Provider in South Africa

Thu, 18 Nov 2021 14:37:17 GMT

VoIP - A term that’s trending in office spaces across the globe.

As of 2021 this communication method has become the preferred business phone systems solution for workgroups and businesses of all sizes. And so comes the question... Which service provider do you choose for your business?

VoIP is growing at an increasingly rapid rate. With countless VoIP providers to choose from in South Africa, it can be difficult to find a company you like, one that offers solutions specific to your business’ needs.

There are several considerations to keep in mind as you navigate your options. Just as not all business phone systems are the same, not all Service Providers (SPs) are the same. It’s important to know what sets them apart and what to look for when choosing an SP for your office communication needs.

In this ‘quick-read’ blog, we have summed up some of the most important things to consider when looking for a VoIP service provider.

What is VoIP ?

Before we discuss how to go about choosing the best SP for your VoIP communications, we first need to understand what this service is and how it works.

(Voice over Internet Protocol) is a phone service delivered over the internet.

Instead of using a phone company that charges you for calls, VoIP uses a broadband connection to send voice and multimedia sessions between people. These sessions can be transmitted through:

Smartphone Apps
Traditional Phones
Computer Software
And VoIP-enabled devices

What is a VoIP Service Provider?

A VoIP provider is a business entity or company offering the VoIP services directly to consumers or businesses.

A trusted VoIP SP will handle everything for you, from call routing

Understanding Your Business' VoIP Requirements:

How many users will be using this service?
What is your current monthly call volume (incoming & outgoing)?
How much are you willing to pay for service fees and equipment?
Do you already have existing infrastructure or hardware?
Are you needing cordless or desktop phones?
Or are you wanting to use the VoIP service with a software application on your computers or smartphones?
Are there any specific features you want?

Finding Your VoIP Service Provider:

Now that you have figured out what your business’ specific VoIP requirements are, you are able to start comparing your potential service providers. When comparing these providers, the below factors need to be taken into consideration;

Reviews: Do they have proven reliability with minimal downtimes?
Fine prints: What T’s & C’s apply. (Check websites or ask the provider directly)
Prices: Remember, cheaper does not always mean better. You will be paying for a long-term service and in essence, entering into a partnership with your chosen provider.
What features are included in their packages.

Things to Look When Choosing a VoIP Service Provider:

Do they offer user training?
Do they offer live support available 24/7?
Are there multiple, redundant data centers?
Do they offer optional professional services?
Can they provide examples of clients in a similar industry?
Are they compatible with your network?
Do they offer any free demo’s?

NB. Ask your prospective providers if any specials are currently available.

The Benefits of VoIP For Your Business:

Cut Communication Costs:

Needing no new connections, VoIP makes use of the internet connection that you already have. And so, you’ll only pay for data charges (no additional costs). In actual fact, many consumers and businesses alike have achieved substantial cost savings and lowered their phone bills by more than 60%.

Distance No Longer Matters:

As VoIP uses your internet connection, the prices of long distance calls are minimal or even free. If you have a stable internet connection, the quality of your calls will be high and reliable (no matter the distance).

Your employees will not be limited to their desks. As VoIP makes use of bandwidth and not copper wires (As long as users have an internet connection) their communications will move with them.

Advanced Features:

VoIP provides users with an array of features (both standard and optional). From call forwarding, call waiting, find me/follow me and 3-way calls to customisable virtual assistants. For more info on these features, feel free to read our blog on Hosted PABX / VoIP Features .

In Conclusion:

For us at X Corp, office automation is everything. With over a decade in the industry, we understand the crucial value that having a reliable office communication system has on your business’ overall performance. We aim to bring high performance rates into the offices of our customers and thanks to our highly trained and dedicated team, we are able to provide our customers with the best service possible.

If you are looking for a reliable company that meets all the requirements mentioned in the above article, contact X Corp today. We are here to guide you through the entire VoIP process.

Printer Hire Companies: What to Know to Choose the Right Partner

Mon, 25 Oct 2021 07:50:23 GMT

Looking to lease a new copier or replace your existing machines? There are several considerations to keep in mind as you navigate your options. Just as not all copiers or printing machines are the same, not all copier companies are the same. It’s important to know what sets them apart and what to look for when choosing a dealership for your printer rentals.

In this ‘quick-read’ blog, we have summed up some of the most important things to consider when looking to rent an office copier.

Advantages of Printer/Copier Leasing:

Whether it comes down to being able to keep up to date with the latest technology, the need for large capital outlays being eliminated or the peace of mind of maintenance, as many as 80% of companies are choosing to lease, rather than buy their printers.

Let’s have a look at some of the advantages of choosing to lease an office copier system:

1. Tax Efficiency

Copier rentals are fully tax deductible. VAT is also paid monthly with each installment instead of being capitalized for upfront.

2. Budgeting & Money Saving

Rental agreements ensure that each month a fixed monthly value is budgeted and paid for by the business. Leasing alleviates the risk and pressure of large capital expenses.

3. Maintenance

When leasing a printer, you do not have to worry about any maintenance. This is taken care of by your service providers.

4. Flexibility

Copier rentals allow for early upgrades, easy budgeting and the addition of new technology as and when it emerges. You are able to scale your printer systems according to the growth of your business.

5. Life Cycle Management

Like any IT hardware, photocopiers and printers depreciate and become outdated over time. A well implemented rental agreement ensures that your business enjoys maximum value from your printer while ensuring that it is upgraded at the correct time in its lifecycle.

Choosing The Right Dealer For Your Printer Lease/Rentals:

Now for the big question… How do you choose the right company to lease your printer from?

The dealership you choose will essentially be your service provider. It’s vital to choose a company that is reputable, transparent and willing to work with your company's unique requirements. Your copier dealer should value a long-term business partnership with you rather than a one-time transaction.

Questions To Ask Dealers When Looking To Lease Your Printer:

There are many questions you will need to ask your prospective dealers, from typical response times and billing processes to what is or is not included in their service agreements. Let’s summarise them to make things clearer...

What is Included in the Lease Agreement?

Pricing
While low cost proposals may be attractive, all too often, the low cost providers are not investing in their service and supply departments.
Leasing Terms
What are the length of the rental agreement terms?
Flexible Leasing Options
Aim to lease equipment through a dealer that has multiple longstanding finance partnerships with leasing companies. This will increase the options that the dealer can offer you.

What Happens At The End Of The Lease?

When your lease ends, what will your options be? Will you be able to upgrade to new technology, extend the term of the current equipment or purchase the equipment at Fair Market Value?

What Does Their Service and Support Entail?

Where does the dealer rank when it comes to servicing machines? Experience goes a long way with service technicians, so you will want to work with a dealer that employs highly experienced service technicians. If or when an issue arises, you need to know that your organization can be back up and running quickly and timeously.

Are their technicians and trainers certified experts on the products and services that they offer?
What are the average service response times?
Can they provide you with their customer satisfaction statistics?
Do they charge for additional training?
Do they offer free loan units if needed?
Do they offer unlimited site visits?

Do They Offer Any Guarantees?

Premium copier companies provide guarantees beyond the manufacturer, ensuring you have peace of mind that your investment is protected and protecting your business from unforeseen downtime.

Do They Offer MPS (Managed Print Services) Agreements?

Under MPS, your service provider’s (SP’s) team will work to ensure your office printing practices run as smoothly and efficiently. The use of MPS can reduce your operation cost by up to 30% as the SP should troubleshoot issues, offer preventative maintenance and reduce any costly and unplanned downtime on your printing equipment.

At X Corp, we provide MPS Solutions as part of our office automation support services. We are here to optimise, oversea and maintain your printing environment in order to reduce your print-related costs and allow your business to focus more resources on other priorities. For more info on our MPS Solutions, feel free to contact us.

What Brands Do They Work With?

You want to trust that the brand you are choosing will continue to offer support and parts for your copier well into the future. Choosing a company that offers reputable brands is a way to ensure quality performance of your equipment.

Do Your Own Research:

Reputation and References

Always remember to do ‘background research” on any company you wish to draw up a lease agreement with. Are they reputable? Contact references and speak directly to clients that have made use of their services.

Transparency and Assistance

Is the company that you are looking at leasing a printer from transparent? Are they willing and eager to assist you? As leasing office equipment requires a long term commitment and relationship with your chosen dealer, we recommend that you make sure the company you choose will support you throughout your leasing process and beyond.

Rental/Leasing: Choosing The Right Copier

Once you have established a trustworthy dealer, you will need to decide on the right TYPE of printer/copier system.

Not all printer/copier machines are the same and with so many types of these machines on the market, it can be difficult to choose a system that suits your office printing needs.

Below we have listed some aspects to consider when choosing your printer.

The format and size of the printer you will need:

Will you need prints in A4 only or both A4 and A3 paper?

Demand:

How much printing do you do in a given month?

The performance of the copier:

How fast do you need your printer to run in order to meet your daily copy needs?

Whether you will need prints in black and white (mono) only or both colour and mono.

The type of finishing options or extras you want or need.

The functions you will need:

What tasks will you be using your copiers to complete?

Your Budget:

Your leasing budget will play a large part in the types of printers you will need to look at.

(mono A4 printers usually cost considerably less than A3 Colour machines)

Check out our Smart Quote Tool to spec your copier today.

In Conclusion:

For us at X Corp, office automation is everything. With over a decade in the industry, we understand the crucial value that having a reliable copier/printer machine has on your business. We aim to bring high performance rates into the offices of our customers through our ever advancing machines.

If you are looking for a reliable company that meets all the requirements mentioned in the above article, contact X Corp today. We are here to guide you through your printer rental/leasing process and see it flows smoothly and efficiently.

7 Quick Ways To Instantly Reduce Monthly Printing Costs For Your Business

steven@revcore.co.za (Steven Jonker) — Thu, 21 Oct 2021 12:17:15 GMT

1. Use Eco Friendly Fonts

Though the ‘Ariel’ font may seem like the ideal choice for printing documents, it is not very eco-friendly. This default font uses much more ink than many of the other font options available at the click of a button. Fonts like Century Gothic, Times New Roman, and Ecofont are far more economical and are able to save users on up to 30% on their ink usage (when compared to Ariel).

2. More Black & White, Less Colour

Colour print cartridges can cost 40% more than black print cartridges. Not only does colour printing take longer, it consumes more power. If you are wanting to cut down on your monthly printing costs... We recommend printing in colour only when it is absolutely necessary.

3. Preview Before You Print

Always remember to use the ‘print preview’ feature to look for any layout issues or typographical errors. If an image is too big to print on the paper, you can adjust sizing as needed. You can also look for page breaks, extra spaces, or inefficient gaps in your documents and correct them all before printing. Taking this extra step can save you tremendously on wasted prints and expensive reprints.

4. Put Your Printer To Sleep

Copiers and printers consume energy when they’re running (as do all devices and appliances). You can avoid this by setting your device to ‘sleep mode’ when not in use and when your offices are closed (during holidays and weekends). This will help you avoid unnecessary power consumption.

A good practice is to let it sleep after 15 minutes of non-use. Canon multifunction copiers , Sharp Printers and Samsung Copiers have built-in ECO features like this.

5. Lease Your Printer & Implement A (MPS) Solution

Under MPS, your service provider’s (SP’s) experienced team works to ensure that your office printing practices run as smoothly and efficiently as possible. The use of MPS can reduce your operation cost by up to 30% as the SP troubleshoots issues, offer preventative maintenance and reduce any costly and unplanned downtime on your printing equipment.

6. Print In Draft Quality

You’ll use less ink and print faster without sacrificing quality.

7. Print Only The Text That You Need

If you’re printing pages from the internet, copy and paste into a word processing document and adjust the content to fit as few pages as possible.

Bonus Tips for Saving Money on Your Printing Bill:

8. Opt For Multi-Page Printing

When you CAN fit 2-4 pages or more onto a single sheet of paper, the math is pretty simple. This is especially useful when printing files that are rarely accessed or reviewed.

10. Scan More Copy Less

Instead of copying a document and leaving it on someone’s desk or in their mailbox, scan it and email it to them.

11. Encourage Printing On Both Sides

Printing on both sides of the page can reduce paper consumption by as much as 30% in enterprises. Again, this is a no-brainer for rarely accessed files and records.

12. Have Patience When Printing

If your document hasn't been printed, check the printer queue status before you retry. It may just be waiting behind other print tasks.

What is a Telephone system and what types of systems do you get?

steven@revcore.co.za (Steven Jonker) — Thu, 07 Oct 2021 12:09:28 GMT

When referring to a business telephone system, there is more going on behind the scenes than one would think. These telephone systems go beyond being ‘just phones’ and are not as simply described as ‘that box mounted on your office wall’.

Let’s have a look at how these telephone systems work to give you a better idea of what type of system would work best for you and your business.

What is a Telephone System?

Put simply, a telephone system is the interconnection of several telephones (typically used in business environments). These systems allow for a process flow that includes the sending and receiving of real time voice transactions.

The technology behind these systems ranges from traditional KTS (Key Telephone systems) to the more advanced PBX (Private Branch Exchanges).

Depending on how basic or advanced the phone system is, it can allow for a variety of features, including; auto attendants, call transferring, putting calls on hold and call logging.

Types of Phone Systems:

*It is worth noting that, though there may have previously been notable differences between the two, nowadays - the terms ‘PBX’ and ‘PABX’ are often used synonymously.

There are three main types of modern telephone systems;

On-Premise PABX
VoIP PABX
Hosted/Virtual PABX

1. On-Premise PABX

How do On-Premise Phone Systems Work?

On-Premise phone systems require the servers used to manage outgoing and incoming calls to be maintained on-site, by the business itself. These systems require initial upfront costs (of installations and maintenance) as well as internal IT staffing capable of their maintenance.

Though these phone systems have been around for a long time (granted, not as long as old school copper-wire systems) they are becoming less and less common, as businesses move towards more advanced, digital systems.

2. VoIP PABX

How do VoIP PBX Phone Systems Work?

Also known as IP PBX, VoIP represents a newer version of PBX by making use of IP (Internet Protocol) to carry calls, instead of traditional phone lines. With VoIP phone systems, voice is converted into data that is transmitted over the Internet, It is then converted back to voice for the receiver. This allows for higher quality voice calls and can be substantially cheaper than more traditional alternatives.

For more information on VoIP, visit our quick read article - ‘ What is VoIP ’.

3. Hosted PABX (VoIP Phone System)

Hosted VoIP (also known as Cloud or Virtual PBX) is a type of IP (Internet Protocol) phone system.

Hosted telephone systems are by far the most flexible and modern types of telephone systems on the market. Eliminating the need for that ‘box on the wall’ model and replacing it with ‘the cloud’ which serves as the telephone system.

How do Hosted PBX Phone Systems Work?

These virtual systems make use of an internet connection to a VoIP service provider.

Everything is taken care of by the service provider. (including the routing of all incoming and outgoing calls) and no additional on-site equipment is needed.

Virtual phone systems have a wide array of benefits, from lower costs, higher quality audio and video calls to reduced maintenance and implementation costs.

To read more about the benefits of a hosted system, click here .

Common Telephone System Accessories:

Business telephone systems are not limited to just the actual phones and networks they make use of. Today, we have a vast range of accessories that businesses are able to use in order to optimise their telecommunications even more.

Some of the more common accessories include (and are not limited to):

Handsets (corded or cordless)
Headsets (cordless or over the head)
Reception Phones (More buttons and functionality than a normal handset)
Networking Switches
Routers
Server Cabinets

Valuable Phone System Features:

Modern telephone systems come with a wide range of built in as well as add-on features that have been designed to help businesses communicate more effectively with clients and prospects as well as optimise their overall workflow.

We have listed a few of these important features below.

(For a detailed list on PBX Features click here )

Voicemail Options
Find me/Follow me
Automated Attendants
Call Recording
Call Log Reports
“On Hold” Messages and Music
Call Transfers
Call Forwarding
Conference Calling

In Conclusion:

Having a reliable telephone system that suits your business’s needs is imperative. A phone system that allows you clear and effortless communication with customers and prospects, ensures that your daily operations run smoothly and most importantly saves you on costs in the long run.

For assistance with choosing the right phone system for your business and budget needs, contact our team at X-Corp Business Solutions today.

What is a PBX or PABX Phone System? Your Guide to Business Phone Systems

steven@revcore.co.za (Steven Jonker) — Thu, 07 Oct 2021 11:58:54 GMT

You hopped online to have a look at your business’s options for a telephone system and… Information overload. Countless abbreviations later and you're more confused than before.. We get it!

Let’s break things down into simpler terms.

Overview:

What is a PBX or PABX Phone System?
Is There a Difference Between PBX and PABX?
How Does A PABX Phone System Work?
Types of PABX Phone Systems
PABX Features

What is a PBX or PABX Phone System?

The terms ‘ PBX ’ and ‘ PABX ’ are quite simply referring to business-grade phone systems.

These phone systems are able to provide businesses with key features that assist with and optimise daily business operations.

Is There a Difference Between PBX and PABX?

Both PBX and PABX serve the same purpose (they are both switching systems). You can, however, think of PABX (Private Automatic Branch Exchange) as an upgraded version of the traditional PBX (Private Business Exchange).

Traditional PBX Systems (Private Branch Exchanges) have been around for a long time. As they were introduced prior to the arrival of the internet, they lack many modern day features and make use of human operators to manage the switchboards used in telephone exchanges.

PABX systems on the other hand, make use of computers in order to automate the switching process. PABX systems allow businesses to run their own internal phone network using local extension numbers.

Note: Though there may be notable differences between traditional PBX systems and modern PABX systems... Today, the words ‘PABX’ and ‘PBX’ have become more or less synonymous.

PBX can now refer to both automated and manual systems. (As you can host an Internet-based PBX in the cloud).

How Does A PABX Phone System Work?

PABX systems operate by using either VoIP (Voice Over Internet Protocol) or via analog (traditional, as discussed above) or digital phone lines. With a PBX phone system, the physical phone line coming into your business can be split into multiple lines, allowing you to support more telephones and scale according to your business’s needs.

Types of PABX Phone Systems:

Analog PBX Phone Systems

As mentioned above, traditional PBX systems are rather outdated and lack most modern key features. These phone systems connect to the Public Switch Telephone Network (PSTN) over Plain Old Telephone Service (POTS) lines. The PBX manages calls between phones and fax machines by being physically connected to them via copper wires. These physical ‘boxes’ will generally live in an office's telecom closet.

VoIP PABX Systems

Also known as IP PBX, VoIP represents a newer version of PBX by making use of IP (Internet Protocol) to carry calls, instead of traditional phone lines. Put simply, voice is converted into data that is transmitted over the Internet, then it is converted back to voice for the receiver.

VoIP PABX systems offer the same functions as those of traditional PBX, while providing many additional features. Users are also not confined to a single location

For a detailed list on the benefits of VoIP, click here .

On-Premise & Cloud (Hosted) PABX Systems

It is important to note that with on-premise (or IP PABX) there is an actual 'box on the wall' that all of your Business’s telephones plug into. A hosted PABX, on the other hand, uses the cloud (instead of an actual box).

On-Premise PABX

On-Premise systems are slightly different from hosted PBX telephone systems. They still make use of voice-over IP technology to manage the business telephone system. However, the servers to manage outgoing and incoming calls are maintained on-site, by the business itself. These systems do require initial upfront costs (of installations and maintenance) as well as internal IT staffing capable of maintaining them.

Cloud PABX

Cloud PBX (also known as Virtual or Hosted PBX ) is a type of IP (Internet Protocol) phone system.

These virtual systems make use of an internet connection to a VoIP service provider.

Everything is taken care of by the service provider. (including the routing of all incoming and outgoing calls) and no additional on-site equipment is needed.

For more information about the benefits of a hosted system, click here .

Some Standard & Advanced PABX Features:

( View Detailed Features )

Voicemail Options
Find me/Follow me
whether an employee is using a mobile device, landline or desktop and no matter where they are, they can always be reached.
Automated Attendants
lets each business set up their own ‘virtual secretary’ according to their companies brand image
Call Recording
from the managing of disputes and the training of employees to liability and call quality monitoring.
Call Log Reports
Call log reporting enables businesses to access complete records of all outbound & inbound calls..
“On Hold” Messages and Music
This feature has been put in place to ease that frustration of being placed “on hold”, allowing businesses to ‘fill the void’ with music either chosen from a set list or uploaded (for more of a personal touch).
Call Transfers
Hosted PABX systems allow for calls to be transferred quickly and effortlessly to the correct people within an organisation (whether that be within the same office, in another building or even in another country).
Call Forwarding
Call forwarding makes it possible for employees to be ‘on call’ anywhere and at any time by giving them the ability to forward calls directly to their mobile devices or any given number.
Conference Calling
Conference calling allows users to add multiple callers to the conference and callers to ‘call in’ and join the conference call.

In Conclusion:

PABX systems have also become an affordable solution for many businesses, giving them more control and flexibility over their voice communication processes. Finding the best system to suit your business needs can be a tricky task.

For advice as to which system is right for your business, use our smart pabx quote wizard to get pricing for your business phone system.

We are here for you.

Why choose a Hosted PABX instead of an On-Premise system

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 10:18:06 GMT

With on-premise (or IP PABX) there is an actual 'box on the wall' that all of your Business’s telephones plug into. A hosted PABX, on the other hand - uses the cloud (instead of an actual box).

Hosted PABX systems are far more reliable as they utilise the cloud. (meaning that even if the lines to a location are cut, callers will still be able to reach your automated phone system and employees will still be able to access all calls re-routed to their cell phones)

Hosted PABX systems have lower start-up costs than traditional IP PABX systems as they require no additional staffing as well as minimal equipment.

The setup of on-premise PABX involves purchasing and maintaining the correct function of all of the hardware required. This includes a server with the correct number of interface cards.

Where IP PABX require dedicated IT staffing, Hosted PABX systems are maintained by the service provider. This saves businesses on costs in the form of repairs, downtimes, maintenance and upgrades.

Costs

Purchasing associate on-premise IP-PBX phone system involves shopping for hardware, which includes a server with the proper number of interface cards (if needed) to be able to connect the telephone company with the IP phones. Hosted IP-PBX only involves purchasing IP phones, though a router and network switch may be needed to ensure there is one specifically dedicated to VoIP.

• On-premise IP-PBX needs in-house expertise who can manage it properly or additional costs incurred to out-source to IT MSP

• Expansions could result in complex projects depending upon the supplier

• On premise IP-PBX manufacturer could go out of business, leaving problems with managing root problems and EOL hardware

A Hosted PABX System will also be far easier and quicker to repair, install or relocate.

If you need help please see our PABX Installation page or our PABX Relocation page.

What is VoIP?

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 10:18:05 GMT

What is VoIP?

(Voice over Internet Protocol) is a phone service delivered over the internet.

Instead of using a phone company that charges you for calls, VoIP uses a broadband connection to send both voice and multimedia sessions between people. These sessions can be transmitted through smartphone apps, traditional phones, computer software and VoIp-enabled devices. This the preferred business phone systems solution in 2021.

VoIP vs Landline (Analog)

Landline telephones work by sending signals through physical switch-boxes via copper wires. These lines require maintenance which can be complicated and time-consuming.

VoIP systems on the other hand, are far easier to upgrade and maintain which is why rapidly growing companies prefer to make use of VoIP systems.

The Benefits of VoIP

Cut Communication Costs

VoIP requires no new connections.

It makes use of the internet connection that you already have. Meaning, you pay for data charges only and no additional costs.

Long Distance Communications

As VoIP uses your internet connection, the prices are near to nothing or even free. If you have a stable internet connection, the quality of your calls will be high and reliable. No matter the distance.

Portability

VoIP makes use of bandwidth and not copper wires ~ As long as you have an internet connection... your communication will move with you.

Voip Features

Call forwarding, call waiting, find me/follow me, caller id, voicemail, virtual assistants and 3-way calls allow for our old-school landline experience, only far more advanced.

Video conferencing, voice calls, voice messages, sms and even pictures can be transferred using VoIP services.

What is a Virtual PABX?

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 10:18:04 GMT

What is a Virtual PABX?

Virtual PABX is a business phone system that does not require a physical PABX at your location. Instead, you access a PABX hosted elsewhere using the internet.

PABX systems allow businesses to manage their phone systems (voicemail, automated greetings, faxing, conferences and more) with a user-friendly control panel.

With Virtual PABX, installation and operation costs are eliminated and the company providing the service handles the call routing and maintenance of the system for you.

Benefits of Virtual PABX

1. Cost Saving

Businesses who make use of hosted PABX systems are charged on a usage basis, only paying for the hostage space and the bandwidth that they actually need.

These systems do not require additional physical hardware, software maintenance or upgrade costs, Saving businesses on costs in the form of repairs, downtimes and maintenance.

2. Disaster Recovery and Reliability

Virtual PABX systems utilise the cloud. This means that even if the lines to your location are cut, your customers will still be able to reach your automated telephony system and your employees will still be able to access all calls re-routed to their cell phones.

3. Ease of Maintenance

The maintenance, up-keep and call routing of a Virtual PABX system, are all managed by its provider (in an off-site location). This eliminates the need for your company to rely on employees or technicians to perform upgrades or maintenance, saving on IT staffing and third-party technician costs.

4. Scalability

Virtual PABX systems allow each business's communication requirements to grow with them. They can be scaled up or down, on demand. This means that your business will never be locked into a fixed number of lines or overpaying for a service that you do not need.

5. Mobility

Virtual PABX systems are not limited by location. As long as they have access to the cloud, employees do not need to be at their desks or even in the office, they are able to set their phone systems to automatically transfer calls to their mobile devices or to ring at both their mobile and desk simultaneously.

Features of Virtual PABX

Virtual PABX systems are host to a variety of features all curated to enhance business performance and efficiency, including:

Voicemail options
Automated attendants
Advanced email
Text messaging
Chat messaging
Fax services
Call recording
Visual voicemail transcription
Find me/Follow me
Team collaboration tools
Call log reports

*Some of these enhanced features are included as standard while others are offered as cost-effective add-on services.

Why Choose Hosted PABX Systems for Small Offices

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 10:18:03 GMT

What is a hosted PABX system?

Cloud PABX, also known as virtual or hosted PABX is an IP-based PBX solution that's provided and accessed completely via the internet (the cloud). Instead of hosting software on a server (the way digital systems do) cloud PABX hosts all software and data in the cloud. For most companies a small business phone system built on a hosted platform is the wiser choice.

Benefits of choosing a Hosted PABX system for your small office:

*Cost Savings

Because a hosted PBX system is provided as a service, you do not have to purchase any physical equipment (the only equipment you may need are VoIP-enabled desktop phones).

Your business will also have control over how much you pay (as you pay only for the features and phone lines that you need). All in all, with a hosted system - there are no upfront costs, little maintenance and lower call costs.

*Ease of Use

A hosted PABX system will allow your small business to manage your phone system (voicemail, automated greetings, faxing, conferences and more) with a user-friendly control panel.

*Scalability

With a hosted system, you will be able to instantly scale up or down, add additional lines or move premises without the need of additional equipment.

*Mobility & Flexibility

Hosted PABX systems are not limited by location. As long as your employees have access to the cloud (no matter what IP they are using). They do not need to be at their desks (or even in the office). Calls can be set to be automatically transferred to their mobile devices, or to ring on their mobile and desk phones simultaneously.

*Less is More

Less overhead, less equipment, less administration. With managing a small business, it’s not about being bigger, but working smarter. And focusing your business’s valuable time and staffing needs on the more important aspects of day to day operations.

*Handled by the Provider

Everything is maintained and operated at an offsite location, by a dedicated service provider. All that is needed from you is to initialise the system to the needs of your business.

*Business continuity (Zero Down Time)

Hosted PBX services can be located anywhere in the world (as long as there is access to the cloud). Even if your office is out of commission - your calls will still be routed to other phones or computers via the cloud.

Features to look for:

*Online Management

This feature will allow administrators (within your organization) to make quick changes to the phone system (like adding users, assigning phone numbers and reviewing call reports and monthly statements from an online portal)

Your employees will also be able to log onto the portal and check their voicemail, see the company directories and set up their call-forwarding routes.

*Auto Assistant

Will act as your virtual receptionist by greeting incoming callers and routing them to the necessary departments.

*Voicemail to Email

All new voicemail messages can be automatically sent to specific employees email addresses.

*Call Queueing

Call queues will help manage your business's influx of calls by placing callers in a line or on hold until an employee is available to take the call.

Advanced Call Routing

Your employees can set their calls to be automatically forwarded to their mobile devices (or to ring simultaneously on multiple devices) when they are not at their desks.

*Unlimited Calling

This feature will allow your employees to make unlimited domestic calls (at no additional cost).

*Text messaging

Keeping with professional business communications, this feature will allow your employees to send text messages from their business lines instead of from their personal phone numbers.

*Video / Web Conferencing (Screen Sharing)

As not all of your employees will always be in one location, the video conferencing feature allows you to host video meetings (with screen sharing that lets users view and discuss documents or presentations).

9 Valuable Hosted PABX Features for Business

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 09:43:36 GMT

Hosted PABX systems offer a variety of features that enhance the overall productivity, mobility and communications of a business. Many of these enhanced features are included as standard while others are offered as cost-effective add-on services.

X-Corp has summed up some of the most valuable features that these systems have to offer, from voicemail options to automated attendants and call forwarding, let’s have a look…

1. Voicemail Options

Hosted PABX systems allow businesses to add their own personal touch by creating a custom greeting so that callers know what to expect after leaving their messages. Companies can also manage their voicemails by accessing them online and even receive emails with recordings attached.

2. Find me/Follow me

From sales reps working ‘on the go’ to travelling employees, in order to grow and thrive, modern businesses need to be mobile and their employees need to be contactable, no matter where they are. This is what the Find me/Follow me feature of a hosted PABX system has been designed for, enabling calls (with just one number) to be routed to any number or device. And so, whether an employee is using a mobile device, landline or desktop and no matter where they are, they can always be reached.

3. Automated Attendants

The auto attendant feature of a hosted PABX system lets each business set up their own ‘virtual secretary’ according to their companies brand image (whether that be formal or informal). This nifty little feature will ensure that no call ends up being left in the dark and will be able to automatically connect the caller with the right department or person.

4. Call Recording

We’ve all heard that message at the beginning of a call “This call is being recorded for quality purposes” and this is becoming the norm for many businesses. There are many reasons a company would choose to record their calls, from the managing of disputes and the training of employees to liability and call quality monitoring.

5. Call Log Reports

Call log reporting enables businesses to access complete records of all outbound & inbound calls, supplying them with important information about their calls, from caller names and numbers to the time, date and duration of each call.

6. Tailored “On Hold” Messages and Music

This feature has been put in place to ease that frustration of being placed “on hold”, allowing businesses to ‘fill the void’ with music either chosen from a set list or uploaded (for more of a personal touch). The music can be configured to pause at certain intervals allowing custom-recorded messages to be played. This technique allows them to harness an array of marketing efforts as well as deliver important information… from reassuring clients of the importance of their calls, answering FAQs, announcing new products and services to giving simple directions to company offices.

7. Call Transfers

Hosted PABX systems allow for calls to be transferred quickly and effortlessly to the correct people within an organisation (whether that be within the same office, in another building or even in another country). This feature enhances both the productivity and professionalism of a business’ calls.

8. Call Forwarding

Call forwarding makes it possible for employees to be ‘on call’ anywhere and at any time by giving them the ability to forward calls directly to their mobile devices or any given number. If the original extension is ‘busy’ or left to ring for a certain amount of time, the call will be forwarded, ensuring quality customer care and eliminating the risk of missing important calls unnecessarily.

9. Conference Calling

In today’s ever-growing global market, the ability to conduct reliable conference calls is becoming a necessity. Conference calling allows users to add multiple callers to the conference and callers to ‘call in’ and join the conference. This feature eliminates the need for travel (which can be an expensive affair) and allows people to collaborate effortlessly.

In Conclusion

The list of features offered by a hosted PABX system is a very long one, the above 9 features are proven to be highly valuable, saving in both time and costs while enhancing the productivity and professionalism of businesses alike. Contact us for a quick PABX Quote today!

6 Benefits of a Hosted PABX System

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 09:43:36 GMT

As a business, you know the importance of an open line of communication.

In order to communicate, collaborate and grow, both your employees and your customers depend on a reliable voice calling technology. The effects that your phone lines ‘going down’ can have on the productivity and overall reputation of your company can be immeasurable.

Before we get into the benefits of using a hosted PABX system, let’s have a quick look at what these systems are…

What is a Hosted PABX System?

A hosted PABX is a cloud-based system accessible via an IP network and accessed entirely through the internet. These telephone-exchange systems are built and managed by a third party provider who takes care of everything (from the software, hardware and training to the maintenance of the system).

PABX systems allow businesses to manage their phone systems (voicemail, automated greetings, faxing, conferences and more) with a user-friendly control panel. With hosted PABX, installation and operation costs are eliminated and the company providing the service handles the call routing and maintenance of the system.

And so, in the simplest of terms… A hosted PABX is a business phone system that does not require a physical PABX at your location. Instead, you access a PABX hosted elsewhere using the internet.

What are the Benefits of a Hosted PABX System?

1. Cost Saving

Hosted PABX systems have proven to save businesses who make the switch up to 55% on their telecoms bills.

As these systems use an internet connection, they do not require additional physical hardware. They require no software maintenance or upgrade costs and there is no need to pay upfront for expensive installations. Hosted PABX systems also save costs in the form of repairs, downtimes and maintenance.

Businesses who make use of hosted PABX systems are charged on a usage basis, only paying for the hostage space and the bandwidth that they actually need.

2. Disaster Recovery and Reliability

Let’s face it… Internet-based technology is known for its improved quality over traditional telephone network connections. Traditional copper cable lines are susceptible to a number of factors (from bad weather conditions, hardware failures and vandalism to electrical outages and software issues). These phone lines are often the first to ‘go down’ when issues arise, bringing productivity to a standstill. Hosted PABX systems depend on an internet connection and by making use of fibre-optic cables, they become resilient to these external factors.

In order to support customers, make sales and receive leads or new business, phone systems need to be up 24/7. As Hosted PABX systems utilise the cloud, they are equipped with the disaster recovery that is needed for today’s fast-paced business environment. This means that even if the lines to your location are cut, your customers will still be able to reach your automated telephony system and your employees will still be able to access all calls re-routed to their cell phones.

In other words ~ your business phone system should never go ‘down’.

3. Rich Features

Hosted PABX systems are rich in features all designed to enhance the productivity and mobility of your business. Some of these enhanced features are included as standard while others are offered as cost-effective add-on services.

These features include (and are definitely not limited to):

Voicemail options

Automated attendants

Advanced email

Text messaging

Chat messaging

Fax services

Call recording

Visual voicemail transcription

Find me/Follow me

Team collaboration tools

Call log reports

4. Ease of Maintenance

The up-keep, maintenance and call routing of a hosted PABX system are all managed by its provider (in an off-site location). This eliminates the need for your company to rely on employees or technicians to perform upgrades or maintenance, saving on IT staffing and third-party technician costs.

Businesses that make use of hosted PABX systems do not need to worry about ‘down times’ as there is no need to be taken offline for maintenance, repairs or updates.

5. Scalability

As it is the aim of any business to grow, should their phone systems not be able to scale with them?

Hosted PABX systems allow each businesses communication requirements to grow with them. They can be scaled up or down, on demand, depending on current staffing needs. This means that your business will never be locked into a fixed number of lines or overpaying for a service that you do not need.

Traditional phone systems face many limitations when it comes to adding phone lines or scaling in any form, from dealing with hefty equipment and hardware to needing a lot of manpower (it’s never a simple task). When it comes to a hosted system, these tasks are quite straightforward. Adding a phone line requires simple changes within the businesses admin portal and quickly plugging in a VoIP-compatible handset.

6. Mobility and Flexibility

Hosted PABX systems have the advantage of being geographically flexible. This means that your employees will never be ‘tied down’ to their desks, instead, they can work from anywhere (at home, in a conference room or even overseas). As long as they have access to the cloud, a laptop, a tablet or a cell phone, they will easily be able to communicate with colleagues and customers.

Employees are also able to set their phone systems to automatically transfer calls to their mobile devices or to ring at both their mobile and desk simultaneously, meaning no more valuable calls will be going unnecessarily unanswered.

In conclusion

When compared to a traditional phone system, a hosted PABX system has a host of superior benefits and will assist you by saving on valuable costs while increasing the overall workflow and productivity within your business.

For more information, or to spec your own system, contact X-Corp today.

7 Ways a Hosted PABX System will Save Your Business Money

steven@revcore.co.za (Steven Jonker) — Thu, 10 Jun 2021 09:43:35 GMT

Whether it comes down to their ability to grow with your company (letting you pay only for what you need) or the ease of maintenance of these systems, when compared to a traditional phone system ~ A hosted PABX system costs significantly less.

Below, X-Corp has summed up the seven of the main cost-saving benefits of switching over to a hosted system. And if you’re still not convinced, feel free to contact us to discuss a plan that fits your budget and needs.

1. No Additional Equipment / Hardware

One of the biggest cost-saving aspects of a hosted PABX system is the fact that they require very low start-up costs. As they make use of an internet connection, they do not require additional physical hardware (which normally requires long-term lease commitments). When making use of a hosted system, companies do not have to worry about setting up and installing any new equipment. Equipment is hosted by the provider and so, is their responsibility.

2. Reduced Maintenance / IT resources

From repairs to upgrades and the costs of having specialised employees maintain these systems, maintenance is known to be a pretty hefty expense when it comes to traditional PBX systems. However, as mentioned above… Hosted PABX systems are completely virtual and have no hardware needing to be constantly maintained, repaired or upgraded. It is also the responsibility of the provider to take care of any software maintenance. In other words, you will no longer need to dedicate an entire IT department to the maintenance of your phone system or worry about regular on-site repair calls and your maintenance costs will be severely reduced.

3. No Need to Employ a Full-Time Receptionist

The Automated Attendant is a nifty little feature that has been designed to handle the work of a receptionist, programmed to greet, advise and even route callers to the relevant person or department. They are able to do this at a fraction of what it would cost to employ and train someone to work your telephone system. Virtual assistants have the added benefit of not needing leave or sick days as well as being able to answer and divert calls 24 hours a day.

4. Pay for What You Want / Grows With Your Company

With a Hosted PABX system, you’ll only need to pay for the lines, functions and features that you actually want and need (and not a cent more). You’ll be able to customise your package according to your specific needs and budget. You will also be able to scale up or even down according to the growth of your business by simply adding or removing extensions.

5. Eliminate Down-Times

We all know that when a companies communications go ‘down’, business is affected and valuable time and money is lost. Thanks to their ultra-high reliability and foolproof methods like disaster recovery, hosted PABX systems ensure that no matter what, your business will always stay connected and protected from equipment failure and bad weather conditions. As voicemail and other advanced features are hosted by the provider, they will still be accessible, even if problems occur at the business’ location. As long as employees have access to the internet, they will be able to forward calls to their mobile devices, allowing business to continue, without interruption.

6. Multi-Site Coordination / One Unified System for All Locations

Hosted PABX systems offer even more cost savings for companies that have business in more than one location. With a single, unified phone system that is able to operate across multiple locations, there is no need to purchase separate on-site phone equipment for each location. Calls placed between a companies branches are free of charge and the need for multiple receptionists at each location is eliminated with the automated attendant feature.

7. Long Distance Calls / Reduced Call Rates

Hosted PABX systems offer competitive calling rates that significantly reduce long-distance call costs. As these systems rely on VoIP services and are considered ‘on-net’, calls placed over hosted PABX are far less expensive than those using traditional systems. Basically, if your business makes a lot of international calls, hosted PABX will dramatically reduce your budget. Making use of a hosted system can save companies up to 50% on standard landline calls. These systems also come with no unexpected costs as most providers offer a fixed fee on any network (landline or cellphone).

In Conclusion

We no longer need to be spending ridiculous sums on expensive, equipment-heavy phone systems. Hosted PABX systems are equipped with a range of features and have been designed to grow with companies, helping them save money and valuable time while increasing productivity levels.

X-Corp helps companies like yours in choosing the best telecoms systems for their budget and needs. Let us help you make the right decision and equip your company with a hosted system that will ultimately influence the success of your business. Contact us today for assistance.

xcorp

Seamless Mobility: How to Integrate Mobile Devices into Your Business Phone System

With flexible work becoming the norm, seamless communication across locations is essential for business productivity.

﻿

1. The Importance of Mobile Integration in Modern Business

2. Benefits of Integrating Mobile Devices into Your Business Phone System

a. Unified Communication

b. Cost Efficiency

c. Enhanced Collaboration

d. Improved Customer Service

3. Key Features to Look for in a Mobile-Integrated Phone System

a. VoIP Compatibility

b. Mobile Apps

c. Call Forwarding and Routing

d. Security Measures

4. Steps to Integrate Mobile Devices into Your Business Phone System

a. Assess Your Current Communication Needs

b. Choose the Right Phone System Provider

c. Implement a Cloud-Based Solution

d. Train Your Team

e. Test and Optimize

5. Best Practices for Maintaining an Integrated Mobile Phone System

a. Regularly Update Software

b. Monitor Usage and Performance

c. Enforce Security Protocols

d. Provide Continuous Training

In Conclusion,

Customizing Business Phone Systems for Different Industry Needs

Not all industries operate the same way, and their communication requirements vary significantly.

Healthcare: Ensuring Patient Care with Reliable Communication

Key features for healthcare businesses include:

Legal: Managing Client Communication with Confidentiality

Key features for legal businesses include:

Retail: Enhancing Customer Service with Multi-Channel Communication

Key features for retail businesses include:

Hospitality: Elevating Guest Experience with Efficient Call Routing

Key features for hospitality businesses include:

Small Business: Cost-Effective Solutions for Growing Companies

Key features for small businesses include:

In Conclusion,

How to Choose the Right Printer for Your Industry: Tailored Solutions for Better Productivity

Why Industry-Specific Printing Solutions Matter

Printers Tailored to Key Industries

1. Healthcare: Prioritizing Security and Compliance

2. Legal : Handling Large Document Volumes Efficiently

3. Education : Managing Cost-Effective, High-Volume Printing

4. Creative Agencies: High-Resolution Colour Printing

5. Small Businesses: Compact, All-In-One Functionality

Making the Right Choice for Your Business

How to Leverage VoIP Data Analytics for Better Business Decision-Making

Why VoIP Data Analytics Matters to Your Role:

Key Metrics You Should Be Monitoring

How VoIP Analytics Can Improve Your Business Decisions

Unlock the Power of VoIP Data in Your Role

Improving Customer Service with Advanced Call Routing

Advanced call routing techniques can significantly enhance customer satisfaction by ensuring calls are directed to the right person quickly and efficiently. Let's explore the importance of efficient call routing and some advanced techniques that can improve customer service.

The Importance of Efficient Call Routing

Advanced Call Routing Techniques

Implementing Advanced Call Routing

In Conclusion,

Integrating Business Printers with Office Technology For Better Efficiency

The Power of Integration

Enhancing Document Management

Streamlining Workflows

Enhancing Security

Leveraging Cloud Services

Improving Cost Management

Facilitating Mobile Printing

Simplifying IT Management

In Conclusion,

Ensuring Business Continuity with Robust Communication Solutions

1. Setting Up Backup Systems

Redundancy and Failover Solutions

Regular Testing and Maintenance

2. Leveraging Cloud-Based Communication Tools

Cloud-Based VoIP Systems

Unified Communication Platforms

Data Security and Compliance

3. Creating a Comprehensive Business Continuity Plan

Risk Assessment and Business Impact Analysis

Securing Your Business Communications

Securing Your Printing Systems