Being a “Small Business” doesn’t mean that you aren’t in a “real” business, or that you aren’t important.  It simply means that you aren’t playing with the resources of a multinational juggernaut.  In fact, one of the biggest problems you face may be that you’re TOO BIG for your communications system! 

EasyTel has the right solution for ANY small business or other organization, from 1 to 99 employees, whether you have a single brick-and-mortar office, or your people are spread across the country!  And we’ll do it without breaking your budget.

The Virtual Business Office^SM

The EasyTel Virtual Business Office^SM (VBO) takes the existing features of EasyTel’s popular Virtual Office to the next step in Business Services.  By connecting several Virtual Offices under a single Master Office, the VBO creates a fully integrated set of services for small businesses or organizations from 1 to 99 people.  The members of the organization may be in the same physical office or in any number of different locations anywhere in the country.

Benefits of the Virtual Business Office

In today’s fast-paced business environment, many small to medium sized organizations are actually made up of individuals in many locations.  They may be working from their homes in different parts of the same city, or from offices located in cities across the country.  The Virtual Business Office^SM allows any business or organization, whether a one-man political action committee or a 90-specialist engineering firm, to present a single, professional face when their clients and customers call them.

No matter how spread out the group, the Virtual Business Office brings the members of the group together so that callers always know how to reach whomever they need.  A single toll free number or any number of local numbers can bring callers into the same centralized switchboard.  A group based in Dallas can have “offices” in New York, Los Angeles and Atlanta all at the same time.

And because the office is “virtual”, there is no need for equipment other than a standard or cellular phone at ANY of the locations.  This eliminates completely the cost of installation, maintenance and eventual replacement of cumbersome “premises equipment”.  Even fax machines can be eliminated if the user owns an email-capable computer!

Compared to an Individual Virtual Office

The Universal Office of each member in the Virtual Business Office is a full-fledged Universal Office with all the functions and features associated with an Enterprise level Genie account.  These features include: 

• Transfer Calls
• Screen Calls
• Paging
• Receive Faxes
• Receive Voice Messages
• Conference Calls
• Message Notification
• Messages & Faxes to E-Mail
• Audio-Grams
• Fax-o-Grams
• Multiple Phone Books

The user of a Universal Office in the Virtual Business Office loses absolutely no features from an individual UO, while gaining the centralized billing and centralized switchboard, as well as the Announcement and Fax-On-Demand capabilities of the group system.

Virtual Business Office Structure

The VBO consists of five different types of components “boxes”, combined in a simple tree structure.  The Basic VBO package starts with one of each of these box types.  Additional boxes of each type may be added, up to a total of 99 boxes.

1. Switchboard – The first box in the structure, the Switchboard is the central place into which most calls will come.  There is only one Switchboard box in any VBO, regardless of how many members the organization has.  The Switchboard has at least one Toll Free number and one Local number assigned to it, though extra numbers can be added.  Callers to the Switchboard numbers hear a greeting such as “Thank you for calling.  You have reached the office of Universal Exports,” followed by a list of names and extension numbers.

2. Announcements – Each VBO may have one or more Announcement boxes.  The Announcement box contains a voice recording, changeable at any time, which can be used to convey any message the organization desires.  Possibilities include such things as directions to the business location, description of a special sales offer, congratulations to the employee of the month, etc.

3. Faxes-on-Demand – Each VBO may have one or more Fax-On-Demand boxes.  The Fax-On-Demand box contains a fax document, which can be uploaded at any time from any fax machine, and a description, which can be recorded from any phone.  The caller can request that the document be sent immediately (if they are calling from a fax machine) or sent to any outside fax number the caller supplies.

4. Master Universal Office – The VBO has one and only one MASTER Universal Office box.  Typically, the Master Office is assigned to the business owner or head of the organization. This Universal Office has all of the features associated with a standard Enterprise Level Universal Office, such as call forwarding, phone book, Audiograms, etc.  Additionally, the Master Office controls the content of the Announcement and Fax-On-Demand boxes, the creation of General boxes, and owns the billing information for the entire VBO.

5. General Universal Offices – Each VBO may have one or more General Universal Offices.  Each General Office has all of the features of a standard Enterprise Level Universal Office.

Compared to a PBX

The Virtual Business Office shares many features and capabilities with a traditional office-installed PBX, but avoids many of the PBX’s limitations.

Business Office Features

Make your Best “First Impression”

Maximize the image of your business with a professional switchboard, audio presentations, fax-on-demand, and much more, 24 hours a day, every day of the year. Give every member of your staff their own direct telephone number, voicemail, fax and e-mail – regardless of whether they work in your office, from their home, or on the road anywhere in the United States and Canada.  No more lost paper, no fax machine queues, and no more prying eyes on confidential faxes.

Unify Your Communications Now!

The Business Office is built on the solid foundation of our Universal Office product for individual users.  Each Universal Office brings all the advantages of true unified communications to your company. Have E-Mail, Voicemail, Faxes, and Phone Messages delivered straight to any telephone, or E-Mail client, anywhere, anytime.  And the Business Office packaging adds those special “organizational” tools you need to take you to the next step.

Get That Personal “Genie” Touch

One of the biggest problems with traditional voice mail systems is that they are sterile and impersonal.  Not so with your Business Office.  When you have a Business Office, you have Genie to answer those calls with a more personal and personable touch.  Let her be the magic that makes business communication warmer and easier for your callers.

Virtual Conference Room

Each Universal Office comes with a private “conference room” where you can hold a teleconference with up to ten people.  No waiting.  No special arrangements.  It’s ready to go all day, every day. 

Announcement Message

The Business Office adds a radio-style commercial Announcement Box.  Make special announcements or offer a pre-recorded message of up to five minutes to all callers to your company, no matter when they call.

Use an Announcement to offer callers directions and business hours, pointers to your web site, and much more.

InfoLine

Do you have a special message that you need to target for particular callers?  Need to track the effectiveness of a particular campaign? Use a direct InfoLine!

An enhanced Announcement Box with its own direct number, InfoLine lets you record any message of up to five minutes (not the 60 seconds typical of conventional voicemail systems). InfoLine presents your recorded message to callers who dial your direct InfoLine telephone number. It’s perfect for advertising campaigns, product recalls, technical tips, or simply for relaying information to the public.  If you have a statement to make, the Business Office InfoLine is just what you’re looking for.

Fax-on-Demand

Automated Fax-on-Demand – standard in every Business Office – enables you to automatically distribute brochures, price lists, or any other printed material as a fax that callers can request anytime day or night, 365 days a year.

Direct FaxLine

Do you have special printed information you need to make immediately available to particular callers? Use a Business Office direct FaxLine!

An enhanced Fax-on-Demand Box, with its own direct number, lets you deliver that information anytime, 365 days a year without taking your employees time.

Its perfect for advertising campaigns, product recalls, recording technical troubleshooting information, for directions and opening hours information or simply for relaying information to the public; if you have a statement to make your direct FaxLine could be just the facility your company is looking for.

The Virtual Merchant

Accepting payment by credit card is a must in today’s world.  But the costs and problems are immense.  You have to pay for special equipment and phone lines, and many small businesses can’t qualify at all.  And what do you do if you don’t have a storefront operation anyway?  The answer is simple – use the Virtual Merchant.

The Virtual Merchant allows you to accept credit cards anytime anywhere, right over the phone.  Not only that, but you can make the actual sale itself by phone, 24 hours a day.  But whether you want to sell pre-priced items and services from a phone menu, or simply use the Virtual Merchant to replace bulky and pricey card terminals, it’s fast, and secure.  (Did you know that many times, when you buy something over the phone, that operator “standing by” is actually a convict in prison, working for an outsource contractor?  Not with the Virtual Merchant – automated Genie processing is safe and secure at ALL points.)

The Universal Office ATM Card

Making money with your Business Office and the Virtual Merchant is wonderful.  But it’s no great deal if you can’t actually get at that money.  With the Universal Office ATM Card, there are no worries.  You have immediate access to your funds 24 hours a day, every day from almost any ATM around the world.  It doesn’t matter if your customers are in Athens, Georgia and you’re in Athens, Greece.  You’re in Venice, California and your buyer is in Venice, Italy?  No problem.  The transfers are automatic and virtually instantaneous.  With the Universal Office ATM card, wherever you are is home for your money.

Stay Compatible

The Universal Office uses standard telephone and Internet protocols. Because of this, the Universal Office E-mail can work with your existing E-mail system or program. Voicemails and Faxes are sent as standard wav or tif attachments - just double click to view or play. If you and your staff have web access, you can also use the Universal Office Web Site for secure collection of all message types over almost any browser.

Be Prepared for Disaster and RECOVERY

Whether or not you already have a messaging system, the Business Office can act as a key component in your company’s disaster recovery strategy. The Universal Office accounts in your Business Office can be your back up to receive or dispatch information should the worst happen. Every member of your staff can have their own communications center right from their own home or cell phone. We can work with you to integrate your company message systems with the Business Office.  When disaster strikes, all incoming messages can be routed to The Business Office. You and your staff can then answer calls and access messages from home, cell phone, on the road or anywhere.

Future-Proof Your Operations

The Business Office system is the leading-edge communications service.  And it will stay that way. Avoid costly hardware and software solutions with less than half of the Business Office's features – and a fraction of the growth. From the beginning, low start up costs make the Business Office the low risk choice for your company. Into the future, the addition of new features (like fax forwarding via the telephone handset or a choice of files formats for receipt of voicemails and faxes) means that the Business Office will carry on giving your business that competitive edge. We will always be the leader in communication services.

Save Money

With a Business Office built on the Universal Office solution the savings are huge: no more clunky fax machines to purchase, maintain, and fill with toner and paper; no more costly upgrades to proprietary telephone switches; and no extra phone lines to order and maintain.

Leave Dead Weight Behind

Is there a move in your future?  Then the Business Office is perfect for you. With the Business Office, even when your address changes, your phone numbers will not. Leave that switch behind and experience a minimum effort move where your phones never go down and with all messages and communication are still delivered straight to each of your staff members.

Keep Secure Backups

Need to keep track of communications? The Business Office can send up to three copies of each Fax, Voicemail or any other message, via e-mail, to any e-mail address you like. These can be kept and ordered at a fraction of the cost of a voice and fax storage system.

Case Study: The Beer Medical Group

The Beer Medical Group has 4 doctors and 6 office staff.  They not only use the Business Office to give their doctors a secure, fast and cheap total communications package, but they also utilize the Business Office Disaster Recovery scheme. This reserves an entire set of Universal Office accounts including Fax, Voicemail and Phone numbers for the exclusive use of the Medical Group should their disaster recovery contingency plan ever be invoked. Compared to the cost of a separate facility the savings are immense.

Back to Top