Are your remote work communications summer ready?
Summer brings a unique set of remote work communication challenges and opportunities for businesses. As the days get longer and warmer, employees often seek more flexible schedules and remote work options. Implementing these changes successfully requires thoughtful communication and adjustments to business practices.
Below we’ll provide tips on how your business can adapt to summer’s demands, focusing on key areas like Dynamic Caller ID, Business Hours, Phone Greetings, Device Flexibility, and Text Messaging.
1. Dynamic Caller ID
Maintaining Professionalism In the office and on the Go
Dynamic Caller ID is a powerful tool for businesses, especially during the summer when employees might be working remotely. This feature allows your team to use their personal devices while still displaying the company’s caller ID information. It ensures that all outgoing calls maintain a professional appearance, regardless of the employee’s location.
Tips for Implementing Dynamic Caller ID:
- Setting up your business’ caller ID ensures all calls from your team members shares your business information, which in-turn increases answer rates. You may also decide to provide more specific caller IDs for departments like billing or support.
- Train employees on how to use the feature effectively, emphasizing the importance of professionalism in remote work communication.
- Monitor usage: Regularly review Call Logs and/or Advanced Call Reports to ensure that the system is being used correctly and efficiently.
2. Business Hours
Adjusting for Flexibility and Productivity
Many companies adopt “Summer Fridays,” where the workweek is slightly shortened, often allowing employees to leave early on Fridays. Adjusting business hours to accommodate this can boost morale and productivity.
Strategies for Adjusting Business Hours:
- Update Business Hours and Holiday Schedules in your VirtualPBX phone system to ensure calls are routed as they should be depending on the day and time.
- Inform clients and customers of any changes to business hours well in advance through text messages, emails, social media, and your website, ensuring that remote work communication is considered.
- Ensure that your business hours are up-to-date on Google My Business, Yelp, and other online platforms.
3. Phone System Greeting
Keep Current and Future Customers in the Loop
Your phone Greetings and Voicemail messages are often the first point of contact for customers. During the summer, it’s important to update these messages to reflect any changes in business hours or availability.
Best Practices for Phone Greetings:
- Clearly state your business name, adjusted hours, and any special instructions or alternative contact methods.
- Ensure that the greeting reflects your company’s brand and maintains a professional tone, which is crucial for remote work communication.
- Update your greetings regularly to keep information current, especially if schedules change frequently.
4. Device Flexibility
Stay Connected Without Sacrificing Convenience
With more employees working remotely during the summer, providing device flexibility is crucial. This means enabling staff to use a combination of desk phones, web phones, and softphone apps to stay connected, ensuring they can be reached by the same methods regardless of their location.
Implementing Device Flexibility:
- Adding and removing devices is simple in the VirtualPBX dashboard and takes just a few clicks.
- Constantly moving? Implementing Follow Me Calling allows you to be easily reached on multiple devices seamlessly. Ring all devices at the same time, or set them to ring in the sequence you choose.
5. Text Messaging
Keep the Ball Moving with Asynchronous Communication
Text messaging is a powerful tool for quick and effective communication, particularly when employees are working remotely or on flexible schedules. It ensures that important messages are received and responded to promptly.
Effective Use of Text Messaging:
- Take advantage of time-saving features like group messaging, scheduling, and automated responses.
- Establish clear guidelines for when and how text messaging should be used, ensuring it complements rather than replaces other remote work communication channels.
- Utilize VirtualText as an app on your mobile phone and in your browser on desktop for peak productivity.
Take Advantage of These Remote Work Communication Tips with VirtualPBX
Summer is a season of change, and businesses that adapt to these changes can thrive. By implementing Dynamic Caller ID, adjusting business hours, updating phone greetings, allowing device flexibility, and leveraging text messaging, your business can maintain professionalism, productivity, and strong remote work communication. All of these strategies can be seamlessly integrated using VirtualPBX communication services. VirtualPBX provides the tools and solutions needed to keep your team connected and your business running smoothly, no matter where your employees are working from. Embrace these strategies with VirtualPBX to ensure a smooth and successful summer for your business.
