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Improving Office Efficiency With Cloud-Based Phone Messaging

For many businesses, the last holdout in the race to office efficiency has been the handling of phone messages. For years, it has been customary to record phone messages on one of the pink “While You Were Out” message pads. The messages are then held for or delivered to the intended recipient — perhaps when he returns to the office or asks for the messages.

You have probably experienced what an error-prone process this can be. Messages can be lost or misplaced by the person taking the message, during the process of hand-delivery, or even by the recipient himself. Unfortunately, these messages often contain sensitive or important call-back information, costing the firm lost time and lost revenue.

With the advent of “cloud-based” applications, the opportunity exists to get control of phone messages without the expense and hassle of purchasing, installing, and maintaining an in-house software product. In addition, a cloud-based system provides added flexibility in making messages available quickly to recipients who are out of the office but have access to the Internet on a mobile device.

Cloud-based Systems

A “cloud-based” system can be defined loosely as a computer system in which software and data reside on a server and are accessed via the Internet. The cloud service provider manages the system so that end users are freed of the headaches of installing and maintaining the system. Because the end-user accesses the system using a web browser, the software can operate on any Internet-connected device.

There are many advantages to this arrangement when applied to the processing of phone messages. Delivery of messages, complete with email and/or text message notification to the message recipient, is immediate. The result is faster follow-up and better customer satisfaction. When the phone message is taken it is entered into a secure message management system, and is available for the message recipient to access at once. Messages can be read by the recipient anywhere he has access to an Internet connection — on a PC, Mac, tablet, or smart phone.

Paper messages are inherently not secure; anyone having access to the slip of paper for even a moment has access to its contents. While a phone message may contain little overtly sensitive information, the fact that the caller made the call in the first place can often be considered sensitive. The body of the message frequently contains additional information that must be protected. gbwhatsapp

Cloud-based systems eliminate the security problem with a totally paperless solution. Only the person who took the call and the message recipient should have access to the message. End-to-end encryption insures the messages are readable only by authorized personnel. Since there is generally no need for a paper copy, discarded messages do not pose a security threat.

A “Closed” System

Closed systems are those in which only designated parties have access and where that access is limited to assigned roles. This can be contrasted with email, which is an “open” system allowing anyone to send an email to anyone else. The openness of email creates an opportunity for the proliferation of spam, viruses, and other malware.

By utilizing a well-designed closed message system, these unwanted threats are eliminated.

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