Vocaly Blog

5 Ways Small Business Owners Can Streamline and Professionalize Mobile Communications

[fa icon="calendar"] Feb 1, 2017 4:23:21 PM / by Jason Tapolci

Jason Tapolci


Small Business Owners.jpgIn today’s world where 90 percentof companies compete solely based on the customer experience,
mobility is vital. Research shows that 30 percent of customer interactions begin on a mobile device; 66
percent of consumers have a more favorable view of companies that are mobile responsive; and nearly
one-third of the average consumer’s day is spent using a cellphone. We think the numbers speak for

Indeed, mobility has evolved from a trend to an imperative for meeting next-generation customer
needs. This may complicate things, however, for small business owners who manage customer
communications using only their personal mobile phone number (research shows that over 80 percent
of small business owners use their personal phones for business every day).
Unlike large organizations that employ executive assistants and department reps, small
businesses—especially home-based businesses and start-ups—tend to have little to no supporting staff
to help manage, answer or route incoming calls; return missed calls; or keep track of voicemails.

Giving Burnt Out Small Business Owners a Break

For small business owners, productivity is the name of the game. This is especially true
 for start-ups,
where loose ends and undone work is simply not an option. In this environment, just oneVMand Email.jpg forgotten
email or overlooked voicemail can compromise (if not diminish) long-term stability. 


For small business owners drowning in voicemails, emails and calls, here are five ways to come up for
fresh air (all features of a mobile-first virtual assistant service):Some common section headers include:



1. Automate call routing: A solid call routing service (“Press 1 for sales, 2 for support, etc.”) helps streamline mobile communications by quickly and efficiently routing incoming calls to the correct employee or subject matter expert. This, of course, maximizes internal resources and supports a more personalized customer experience. For entrepreneurs, such a service helps bolster the professional appearance of a single person business.

2. Set automatic SMS replies: We live in a world today where customers expect email replies from companies within one hour, and the average reply time for Facebook pages is just 15 minutes. It’s no wonder why slow service has escalated from a customer frustration to a make or break issue. By automatically setting SMS or text message replies, you can ensure every missed call is promptly and 
professionally followed up with to keep customers satisfied and business flowing.

3. Pre-set call scheduling: For small business owners using their personal mobile phone number, it’s practically impossible to separate home life from work life. By pre-setting your call schedule (in other words, determining when you are available and unavailable to take calls), you can minimize the chance of missed calls and opportunities.

4. Streamline inbox management: Email may very well be the greatest killer of small business productivity. The fact that U.S. workers spend over six hours a day doing nothing but checking email should say it all. Of course, this is impractical and counterproductive for small business owners working at warp speed to complete their ever-growing “To Do” list. An inbox management tool here is key.

5. Electronically track meetings: Research shows that it takes the average person 25 minutes to regain focus after being distracted. With so many meetings, action items, deadlines and questions that need following up, it can be difficult for small business owners to stay on track and keep focus. When it comes to small businesses—especially home-based businesses and start-ups—losing time and retracing steps are not options. A virtual assistant can help simplify these compleMobile Phone System.jpgxities with built-in tracking capabilities.


Small business owners: no one ever said you had to go things alone. A mobile virtual assistant is an easy and cost-effective way to ensure you’re keeping a finger on the pulse of both mission-critical operations and customer communications.


Topics: mobile first, startups, phone system, mobile phone system, small business, virtual phone system

Jason Tapolci

Written by Jason Tapolci

Jason was the top executive at VoIP Innovations for over 5-years. He grew this organization from its beginnings to a company that was named to the Inc. 500/5000 Fastest Growing Companies list, five years and running. He is still one of the owners of VoIP Innovations and takes great pride in his contribution for positioning this organization as one of the leading wholesale VoIP providers in North America. Jason has holdings in three additional companies, ABG Capital, GlobalPOPs and Inspira Financial Services, which have all had tremendous success and been awarded with the honors of the Inc. 500/5000 Fastest Growing Companies list.

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