VoIP Technology Helps Creative Agencies Streamline Adminstrative Procedures

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Call Allocations Eased by Business Phone System with Advanced Features

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Many PR and creative agencies depend on their business phone system, as making media calls is a core activity. One of their administrative headaches is the correct allocation of these calls and faxes to the clients. VoIP technology is solving these problems for two such agencies.

Manually sifting through landline and cell phone statements to allocate either the charges or the action to a specific client is a very time consuming task. Dealing with multiple vendors when things go wrong can be a nightmare.

When PR agency Bender/Helper Impact, located in Los Angeles and New York, recently embarked on upgrading their Los Angeles offices due to the growth of the company, they decided to install a new business phone system to streamline their administrative procedures.

The main priority with the new business phone system was to seamlessly integrate and centralize all the functions and have accurate call reporting capabilities. They chose BTI Communications Group, Limited to install their new business phone system because they responded with a simple business case that was easy to understand. The BTI ProfitSolution ™ package met all their needs.

According to a new report released by AT&T in association with the Economist Intelligence Unit (EIU), 87 percent of respondents cited cost savings as an important factor in their choice of a new Voice over Internet Protocol (VoIP) business phone system, but an equally impressive 71 percent were motivated by the ability to deploy advanced telephony features.

“For us the main issue was the features,” says Joni Snowden, assistant administrative manager in the Bender/Helper Los Angeles office. “It has been an easy transition and even new people learn the system fast. Being on one integrated system with New York has increased efficiencies across the enterprise.”

Power PR, a business-to-business product publicity and PR firm made the jump to using VOIP technology for their business phone system although they had only one location.

What they did have were multiple vendors. And as their business is based on making media calls, when the phone system went down and vendors were pointing fingers at each other, they were unable to make calls until it was fixed.

“What I wanted most was one vendor who would be responsible for my system - one company that would accept full responsibility and fix it fast,” said Heather Metcalfe, administrative director of Power PR.

“Although we do not bill the phone calls and faxes to the clients, we do track them as an activity on behalf of a client,” explains Metcalfe. “We need to know how many media calls were made to place articles, so the call reporting capability was a big time saver.”

“As a creative agency, the staff in the media call area use many more of the features than I am,” she says. “My main concern is keeping the business operating smoothly. To have a business phone system on VOIP technology, and a vendor like BTI Communications that I can rely on, means I can do my job knowing they will do theirs.”

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