Business Phone System for Manufacturing Companies: The Fastest Way to Improve CX 

September 9th, 2025

When your plant is humming, you feel it. This positive operational flow means your orders ship on time, production lines keep moving, and customers get what they need. But suddenly those good times can come crashing down the moment your phone system jams, then emails start piling up, or worse, a critical update gets lost in someone’s voicemail; the whole day will grind to a halt.

Successfully manufacturing goods can be difficult, but then to have your communication technology go down and hold you back is like pouring salt in the wound. That’s why a state-of-the-art, cloud-based phone system for manufacturing companies gives you the exact tools you need to answer faster, route smarter, and keep every promise you make to customers.

There’s no time like the present to evaluate whether your phone system is meeting your needs. Keep reading to learn more about what your business phone system could be missing.

Senior engineer and new trainee using a mobile phone to manage a conference call.

Why Manufacturers Can’t Afford to Overlook Customer Satisfaction

Your customers want quick answers on their order status, inventory levels, and timelines, but often the customer service team doesn’t have what they need to fully help. If calls sit in a general mailbox or bounce between locations, your risk of losing repeat business increases greatly. From a recent Inc. interview, the business mogul himself, Warren Buffett of Berkshire Hathaway, said, “It takes 20 years to build a reputation and five minutes to ruin it.”

There’s no magic bullet that’ll fix every possible weak point in your organization, but a cloud-based phone system is a practical way to help shore up your reputation. This platform can centralize call handling, provide mobile flexibility across plants and job sites, and integrate with the tools your teams already use.

Factory workers crossing hall on a mobile phone thats connected to the business phone system.

The Role of the Phone System for Manufacturing Companies

A great phone system for manufacturing companies is more than a handset and dial tone. It’s the backbone for customer updates, RMA coordination, distributor support, and emergency alerts. Here’s what that looks like in practice:

  • Mobility on every shift: Web/softphones and iOS/Android apps on mobile devices keep supervisors, sales, and service staff reachable across facilities and in the field.
  • Smart call management: Auto attendants, ring groups, unlimited calling, and call queues move callers to the right team the first time, with dashboards and call analytics to guide staffing decisions.
  • Built-in continuity: VoIP phone service with multi-path internet and LTE failover keeps calls flowing even during an internet outage.
  • Easy integrations: Click-to-dial from your CRM, Teams integration, screen pops, and call logging keep all your customer experience tools in one place.
  • Supervisor coaching: With inbound calls, they can listen/whisper/barge to help new reps nail answers without putting customers on hold.

These business phone features, along with many more, fit perfectly into the world of manufacturing, and they’re how you give clients exceptional customer service without adding headcount.

Three workers are talking through an order, but whether a small business phone system or an enterprise, they needed a cloud based phone system.

Key Commercial Business Communications Features That Improve Retention

The right commercial phone systems for most organizations are built natively in the cloud, which helps teams respond faster and follow through every time. Here are the features manufacturers lean on most:

  • Accurate routing and faster first responses: Auto attendants and custom ring groups move calls to the right department or location with little to no unnecessary back-and-forth. A Statewide Success Story with Bianco & Sons outlines how one company saw immediate gains once ring groups were properly programmed.
  • Mobility your team actually uses: Softphones and mobile apps let engineers, and quality and customer service representatives pick up calls from the floor, the warehouse, or offsite without sharing personal numbers.
  • Visibility to critical analytics for better staffing: Reporting and analytics show peak hours, handle time, and abandoned calls so you can add coverage when production ramps up.
  • Continuity that protects customer trust: LTE failover and multi-path internet reduce downtime during fiber cuts or storms, so customer updates don’t stop when your ISP blinks.
  • Safety and compliance built in: E-911 with dynamic location stays current as people move desks or sites; TLS/SRTP encryption and MFA safeguard admin access.
  • Coaching in the moment: Listen/whisper/barge lets supervisors guide newer staff in real time to improve first-call resolution.
  • Tools your teams already know: Microsoft Teams and CRM integrations keep call notes, recordings, and tasks in the same system your team uses every day.
  • Real support, not ticket ping-pong: With Statewide’s managed services and help desk, a single point of contact, and quick moves/adds/changes, your already-busy IT team isn’t stuck waiting on multiple vendors to act.

 

Team of warehouse employees are backed by VoIP services that can use their existing business phone number.

Statewide’s Cloud Solutions: Built for Manufacturing Support

You don’t need a patchwork of carriers and tools. With Statewide, you get one team and a lifecycle plan:

  • UCaaS + cloud phones with web/softphones, mobile apps, auto attendants, call queues, and analytics.
  • Integrations with Office 365, Microsoft Teams, and your CRM for click-to-dial and logging.
  • Connectivity (broadband, fiber) to ensure steady performance.
  • Managed services that include a help desk, single-point-of-contact, and moves/adds/changes so small IT teams can breathe.
  • POTS replacement for analog lines tied to elevators, alarms, or fax, which is critical as carriers retire their copper infrastructure.

Planning growth or adding a new site? Discover ideas tailored to your world on our Manufacturing Solutions page.

How We Make Upgrading Your Office Phones a Low-Stress Event

Change is easier with a steady partner. Here’s a glimpse into our process:

  1. Discovery and Quote. We map your lines, queues, locations, and goals, then deliver a tailored quote.
  2. Training and Implementation. Hardware arrives pre-provisioned, numbers port after hours, and we stay until every user is confident.
  3. Support and Success. Proactive updates, new features, and ongoing check-ins to make sure your investment grows with you.

Worried about downtime, tech comfort, or call quality? Don’t worry, we’ve got you covered with after-hours cutovers, hands-on training, and modern voice codecs that deliver HD clarity.

Back view of a team working in factory warehouse backed by a business phone system with voicemail transcription helping them ensure customer expectations are met..

Strong Results Manufacturers Care About

  • Cleaner call flows: We fix misprogrammed ring groups and queues so callers reach the right team fast.
  • Fewer missed calls: Work schedules route to available staff automatically; group mailboxes capture department voicemails.
  • Lower overhead: Our telecom expense audits often cut waste; one manufacturer saw 80 percent monthly savings and now has one team to call.

Are You Ready to Turn Every Call into a Better Customer Experience?

Upgrading your phone system for manufacturing companies is one of the fastest ways to boost response times, keep promises, and earn more repeat orders. Chances are, you never thought that phones would have this much impact on your business, but now it definitely can. With Statewide Communications, you get a provider who looks out for you from design to installation, lifetime support all included.

Explore our cloud-based solutions and see how they fit your operation, or dive into manufacturing solutions for ideas tailored to your plants and partners.

P.S. Still on copper? With carriers retiring POTS, now’s the time to modernize without the drama.

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Telecom Expense Management Success Story: Concrete Systems

August 28th, 2025

A Partnership Built Over Three Decades

Concrete Systems, Inc. (CSI) has been pouring precast concrete in New Hampshire since 1972 and has grown into one of the Northeast’s largest producers. At Statewide Communications, we’re proud to be associated with such a New England business legend for more than 30 years. The relationship started as a hardware vendor and customer; gradually, it has certainly morphed into a partnership that keeps standing the test of time.

The recent success of reducing CSIs’ recurring telecom bills highlights the importance of working with Statewide. In a nutshell, CSI called Statewide about runaway telecom bills and poor carrier support. Our team was ready for the challenge and rolled up our sleeves. Within 60–90 days, we cut monthly charges from roughly $3,000 to about $500; an 80 percent reduction worth $30,000 a year. Could you potentially use an extra $30,000 a year? Keep reading to learn more.

A warehouse manager needs to cust costs and update their communications infrastructure.

The Challenge: Outdated Telecom Services and High Costs

CSI was stuck paying for legacy services that no longer fit their operation. Support tickets with their national carrier dragged on, and jargon in invoices hid what they were really being charged for. They wanted two things that any business owner would want:

  • Telecom cost savings without losing reliability
  • One trusted partner to sort out the mess and manage it going forward

Statewide’s Hands-On Telecom Expense Management Approach

Our telecom expense management process is simple and very human:

  1. Listen and gather facts. We inventory every line, circuit, and charge.
  2. Translate the carrier-speak. We explain what you have, what you need, and what you don’t, and if there’s anything we find and need clarification on, we’ll speak directly with the carrier on your behalf.
  3. Build a plan you can act on. Keep what works, remove waste, and modernize where it pays off.
  4. Do the legwork. We negotiate with the carrier, file the right forms, and push until changes stick.
  5. Verify the savings. We match the new invoices to the plan and keep monitoring.

A railroad construction engineer standing by concrete sleepers which help streamline operations.

Implementation: From Account Analysis to Carrier Negotiation and Reduced Costs

For CSI, the engagement ran about three months:

  • Account analysis: We mapped every service and found that 80 percent of the carrier services were outdated or unnecessary.
  • Carrier negotiation: We relied on our telecom expertise and brought the conversation to the carrier’s management, aligned on the changes, and got approvals.
  • Cutover and verification: Within 30 days of the carrier’s changes, the lower rates hit the bill. We then validated line by line.

“Their technicians have always been extremely helpful and professional… I would recommend their services without hesitation.” – Concrete Systems, Inc.

The Results: 80 Percent Cost Savings and Better Service

  • 80 percent monthly savings (about $2,500/month back to the business; $30,000/year).
  • Cleaner and more straightforward services that match how CSI actually works today.
  • A single point of contact—our team—to manage tickets, changes, and vendor wrangling going forward.

If you’ve ever felt trapped by a legacy contract or a carrier that won’t call you back, you know how big that last bullet is.

Workers inspecting quality at plant while trying to cut costs.

Why This Worked: Service Provider Advocacy + Modernization

Telecom expense management isn’t a checkbox task. It’s about keeping the client’s needs front and center with advocacy and action:

  • Carrier negotiation that starts at the right level and doesn’t let up
  • Business telecom solutions that move you toward flexible, cloud-first options
  • Lifecycle support so savings don’t “creep” back in six months later

Curious what modern tools can unlock once you stop funding old copper and add-ons? Explore our cloud-based solutions.

Concrete Systems’ Feedback: Professionalism and Reliability in Action

CSI’s team put it plainly: we’ve “been there… through many issues” for years, even on things outside our scope, and our techs are “extremely helpful and professional.” That’s the heart of Statewide—good people, no drama, real follow-through.

Proof It’s Repeatable

Another valued customer, Bianco & Sons Sausage, switched to Statewide when a poor on-prem system and provider misprogrammed ring groups, which immediately hurt the customer experience. After migrating to our cloud platform, call quality improved, routing was fixed, and features like voicemail-to-email and the mobile app made life easier, with local technicians ready when needed.

A businesswoman talking on smartphone trying to reduce telecom costs across multiple bills.

What This Means for Other Businesses and Your Network Services

If you’re a mid-sized manufacturer, there’s a decent chance you’re paying for lines, circuits, and add-ons you don’t need, or there’s a gap in your communication, and you’re missing features your team would use all day, every day. A focused telecom expense management audit can uncover both.

What you’ll likely gain:

  • Immediate savings from pruning unused or overpriced services
  • Better routing and analytics to handle busy seasons and shift changes
  • A roadmap to cloud calling that adds mobility, dashboards, and built-in continuity (no more sweating every storm)

Want to see this in plain English for your business? Request a cost analysis. We’ll do the homework and show you the numbers.

Are You Convinced and Ready to Take the Next Step?

If you’d like to learn more about our customer in this story, visit Concrete Systems, Inc.

About Statewide Communications

Statewide has been helping New England businesses since 1991 with a hands-on, consultative approach: listen first, tailor a solution, train your team, and support you for the life of the contract. Top-notch support, zero drama.

P.S. If you’ve been told “that’s just the price,” it probably isn’t. Let’s look at your bills together and find the waste.

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Why Unified Communications Are Perfect for Healthcare Team Collaboration

May 13th, 2025

When you’re running a healthcare practice, clinic, or hospital, you know better than anyone that every interaction has the potential to be devastating. Regardless, if you work in a traditional ER or a rural clinic, the possibility is always there, looming.

The intent isn’t to create a false sense of danger but to acknowledge the reality of working in healthcare. There’s no room for a lapse in communication because every second counts. From nurses coordinating patient care to administrative staff managing appointments, from a seemingly mundane call through the non-emergency line that becomes a potential crisis in an instant, reliable and secure communication is vital for all parties involved.

How often have you faced a situation where a message didn’t get to the right person, or your outdated phone system suddenly went down, creating chaos? The number of times a problem has occurred like that is probably far more than you’d like it to be, and that’s exactly why Unified Communications (UC) is becoming the gold standard communication tool in healthcare. But here’s a glimpse into the rest of the article: UC solutions benefit healthcare teams by streamlining communication, reducing errors, and improving coordination. Effective communication helps healthcare teams achieve better patient outcomes. Continue reading to learn exactly why UC could be the next great step in communication for your patients and staff.

A cheerful female doctor with a short blonde haircut and white lab coat checks her smartphone while seated at her office desk. Unified Communications systems and mobile-friendly team collaboration tools contribute to seamless communication with patients and colleagues, supporting higher business productivity in clinical workflows.

What is Unified Communications?

Unified Communications (UC) refers to the integration of multiple enterprise communication tools and services, such as instant messaging, presence information, voice, and video conferencing, into a single interface. UC solutions aim to improve user experience and productivity by allowing users to switch seamlessly between different modes of communication in a single session. With the rise of remote work, UC has become essential for businesses to stay connected and collaborative. By implementing UC solutions, companies can enhance their business communications, streamline processes, and increase productivity. For example, Microsoft Teams is a popular UC platform that enables seamless communication and collaboration among team members.

A diverse team of three healthcare workers in scrubs and lab coats intently reviews a laptop screen in a hospital environment. Unified Communications and real-time team collaboration tools drive seamless communication and support business productivity in diagnosis, treatment planning, and patient care coordination.

The Cure for Disconnected Care Teams? Unified Communications

Unified Communications is a solution that brings together all your communication channels—voice, video, messaging, and conferencing functions—into one easy-to-manage platform. Additionally, UC integrates with business applications to streamline healthcare workflows. It’s specifically designed to enhance team collaboration, making it ideal for healthcare teams who need to respond quickly and accurately every single day.

At Statewide Communications, we understand healthcare. We’ve seen firsthand how the right tools transform workflows and improve patient outcomes. With UC, you can:

  • Simplify your communications
  • Enhance patient care
  • Boost staff productivity

Why does this matter? Specifically for healthcare, standardization is a key piece of the benefits. You might need a nurse to cover another clinic, and the communications infrastructure is completely different, and that person coming to help is causing delays. UC allows healthcare administrators to have better control over communication channels and workflows, reducing chaos and improving efficiency.

Learn more about our Unified Communications solutions.

A female doctor at a computer desk speaks with a senior patient in a wheelchair, while another healthcare worker talks on the phone in the background. The use of Unified Communications and team collaboration tools ensures seamless communication between staff and patients, improving business productivity through integrated scheduling and record access.

How Unified Communications Streamlines Patient Care

We’ve all seen the dramatic scene from the countless TV medical shows when a patient arrives with an emergency. The intake nurse needs immediate assistance, and it’s quickly determined they need a specialist who’s at another location. Traditionally, they would pick up the phone, dial a number, hope someone answers, and potentially deal with several transfers. This slow communication will delay critical care.

But your medical office isn’t a drama-filled, made for TV endeavor, this is real life with real problems and efficiency is the ultimate goal. Unified Communications easily and instantly lets your nurse see who’s available, sending a quick message or making a call directly from their computer or mobile device.

No waiting. No guessing. Just fast, direct communication that gets patients the help they need right away.

A male doctor speaks with a pregnant patient seated on an exam table while a nurse in the background uses a laptop at a desk. Unified Communications platforms and team collaboration tools help maintain seamless communication across roles, enhancing business productivity in outpatient care environments.

Better Team Collaboration Tools, Better Outcomes

UC provides team collaboration tools that go beyond simple messaging. Staff can share files securely, hold virtual meetings, and collaborate on patient care plans in real-time from any device. By collaborating effectively, healthcare teams can enhance internal communication and teamwork, ensuring that everyone works together seamlessly toward shared goals.

For example, during the COVID-19 pandemic, healthcare providers quickly realized how valuable video conferencing could be. Doctors could conduct virtual consultations, keeping both patients and medical staff safe. With UC, your team can seamlessly pivot to telehealth whenever necessary, without missing a beat. Additionally, effective conversation within teams is crucial for collaboration and patient care, as it allows for asynchronous communication and saves conversation histories for later reference.

For our healthcare system, proper communication channels that meet the moment are priceless, and Unified Communications is a vital collaboration tool built to meet every moment. UC tools also facilitate shared projects among healthcare teams, enabling groups of employees to work together harmoniously towards common goals and ensuring a united purpose in achieving tangible results.

Implementing Unified Communications in Healthcare

Implementing Unified Communications in healthcare can significantly improve patient care and outcomes. By leveraging UC solutions, healthcare professionals can collaborate more effectively, share medical records, and communicate with patients remotely. For instance, video conferencing can be used for remote consultations, reducing the need for in-person visits which saves time for clinicians and patients.

Additionally, collaboration tools like instant messaging and presence information can help healthcare teams respond quickly to emergencies and critical situations. UC can also facilitate seamless communication between healthcare providers, patients, and families, regardless of language barriers, using speech-to-speech translation and automatic speech recognition technologies.

Moreover, UC can integrate with electronic health records (EHRs) and other healthcare systems, enabling healthcare professionals to access patient information through real time file sharing and collaborate more efficiently.

Security You Can Trust

In healthcare, data security is everything. Since the pandemic, HIPAA regulations have become mainstream knowledge for most people. Unified Communications solutions are built with enhanced security protocols to ensure patient information stays confidential. According to a Healthcare IT News report, in 2023, 88.7 million patient records were compromised due to ransomware attacks. Statewide Communications emphasizes security with:

  • Secure messaging and video calls
  • Encrypted data storage
  • Compliance with HIPAA regulations

The importance of multi-tiered data security models in protecting patient information cannot be overstated. Your staff and patients will have the confidence that they can communicate freely, knowing health data remains protected. Understanding the various elements of UC security, such as secure messaging, encrypted data storage, and compliance with regulations, ensures comprehensive protection and compliance. For reference, here are the official complaints received provided by the US Department of Health and Human Services (HHS).

A 3D vertical bar chart titled "Complaints Received by Calendar Year" displays complaint data for four years. The bars show 25,912 complaints in 2018, 28,261 in 2019, 27,182 in 2020, and a sharp rise to 34,077 in 2021. The increase in 2021 highlights the importance of adopting Unified Communications and team collaboration tools to improve seamless communication and reduce operational bottlenecks. Enhancing business productivity through better internal communication can help organizations proactively address and lower complaint volumes over time.

Source: https://www.hhs.gov/sites/default/files/complaints-received-by-calendar-2018-2021.jpg

New Technology and Innovation in Healthcare

The healthcare industry is witnessing a significant transformation with the advent of new technologies and innovations. Unified Communications is one such technology that is revolutionizing the way healthcare professionals communicate and collaborate. With the help of UC solutions, healthcare providers can leverage technologies like artificial intelligence, machine learning, and the Internet of Things (IoT) to improve patient care and outcomes.

For example, UC can enable seamless communication between medical devices, healthcare professionals, and patients, facilitating real-time team collaboration, monitoring, and response to critical situations. Additionally, UC can facilitate the sharing of medical records and images, enabling healthcare professionals to make informed decisions and provide better care. The future of healthcare will be shaped by technologies like UC, which will enable more efficient, effective, and patient-centric care.

Real-Life Success Stories: Why UC Matters

Take, for instance, our client Christina from BILH Primary Care. After switching to Statewide’s Unified Communications system, she shared how it benefited the entire company:

“We went live with them for our new phone system, and I can’t say enough great things about them. Their professionalism, consistent and timely follow-up, and problem-solving response time could not be better!”

Additionally, UC tools have assisted with effective project management, enabling employees to see their colleagues’ work and streamline communication. At Statewide Communications, we take pride in supporting our community, but especially those who help others. This type of success story isn’t unique; it’s our standard.

Read more Statewide Communications Success Stories

A nurse in scrubs holds a tablet and consults with a seated patient on crutches in a busy hospital waiting area, while other staff and patients interact at a nearby reception. Unified Communications and team collaboration tools support seamless communication and streamline business productivity by enhancing patient intake and triage processes.

Measuring Success with Unified Communications

Measuring the success of Unified Communications solutions is crucial to understanding their impact on business processes and productivity. By tracking key performance indicators (KPIs) like user adoption, call quality, and customer satisfaction, any industry can evaluate the effectiveness of their UC solutions. Additionally, measuring business productivity and collaboration metrics, such as the number of meetings, conversations, and files shared, can help businesses understand how UC is improving their operations.

UC solutions can also provide analytics and insights on user behavior, helping businesses identify areas for improvement and optimize their UC strategies. By measuring the success of UC solutions, companies can refine their communication strategies, improve employee satisfaction, and drive business growth. For instance, a senior consultant can use UC analytics to identify trends and patterns in user behavior, providing valuable insights to inform business decisions and improve communication strategies.

Overcoming Common Objections

We often hear hesitations from healthcare leaders who wonder if switching to Unified Communications is worth the effort. In short, it’s entirely worth it, but let’s address a few common concerns:

Concern #1: “Isn’t it complicated to switch systems?”

Actually, it’s simpler than you think. Our process at Statewide starts with understanding your specific needs. We handle the training and implementation personally, ensuring your transition is smooth, with minimal disruption.

Concern #2: “Will this be expensive?”

Think about the hidden costs you’re already paying: downtime from outdated systems, inefficient communication, and frequent repairs. Unified Communications can reduce these unexpected costs and even lower your overall spending by consolidating multiple communication tools into one affordable package.

Concern #3: “My staff isn’t very tech-savvy.”

Unified Communications tools are user-friendly, and most people who have used a smartphone will pick them up relatively quickly. At Statewide Communications, we ensure everyone on your team receives thorough training and ongoing support. Our hands-on approach means your staff can confidently use the new technology and communication features from day one.

What Sets Statewide Communications Apart

Unlike other telecom providers, Statewide Communications doesn’t sell you a service and disappear, leaving you to fumble through alone. We provide ongoing, personalized support because your goals are our goals. As David Hull, COO of Statewide Communications, emphasizes:

“What really made me fall in love with telecom was being able to provide a service and really help people, serving them and making their lives easier.”

Our team is here to keep your healthcare practice running smoothly every day so that you can focus on patient care, not communication hiccups.

Take the Next Step with Unified Communications

The time has arrived to move forward and transform your healthcare team’s communication. Let Statewide guide you through the process and help you properly embrace Unified Communications. Soon, you’ll be well on your way to enhanced team collaboration, improved productivity, and better patient outcomes.

Discover how Unified Communications can help your healthcare team today.

Let’s make real time communication simple, effective, and secure—exactly what your healthcare practice deserves. Contact Statewide Communications today for a FREE consultation and discover how UC brings your organization into the future.

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VoIP for Law Offices: How Business VoIP Enhances Communication and Reduces Costs

April 14th, 2025

Is Your Law Firm Overpaying for Outdated Phone Systems?

If you run a small to medium-sized legal practice, chances are you’ve faced frustrating communication challenges that shouldn’t be happening. If you’ve been plagued by dropped calls during crucial client discussions, complicated call transfers between offices, or excessive bills loaded with unnecessary charges, then keep reading because this blog is for you. Unfortunately, we’ve seen many legal offices contend with telecom headaches caused by outdated communication infrastructure, leading to wasted time, increased stress, and unhappy clients.

Fortunately, there’s an innovative solution: Business VoIP for law offices. If you haven’t already considered cloud-based communication for your practice, now is the perfect time. Not only does VoIP technology dramatically reduce your telecom expenses, but it also enhances efficiency, improves client interactions, and supports the modern, mobile workforce. VoIP systems are scalable and reliable, making them ideal for law firms with multiple locations. Your clients want to work with a law firm advanced enough to meet the legal standards they’re expecting.

Two businesswomen having an animated discussion at a table with a laptop, illustrating VoIP for law offices enabling seamless communication.

What is Business VoIP, and Why Should Legal Offices Care?

Business VoIP (Voice over Internet Protocol) is a comprehensive communication system that transmits calls over a broadband connection rather than traditional phone lines. Unlike conventional phone systems that tie you down to your desk and rack up high monthly charges, cloud-based communication provides flexibility, is easily scalable, and offers significant cost savings—exactly what legal offices need today.

VoIP systems allow seamless access to communication channels from any remote location, whether you are in the office, court, or elsewhere. Call recording is another crucial feature of VoIP systems, enhancing compliance, case review, and ensuring accurate record-keeping. You simply can’t have highly critical interactions on deregulated technology like traditional analog lines. You’re opening yourself up to unexpected challenges, to say the least.

Related content: Statewide: Your Trusted Telecom Consultant for Every Step of the Journey

A senior businessman and a businesswoman collaborating at a laptop, the woman on a phone call, representing VoIP for law offices enhancing multitasking and connectivity.

Key Advantages of Adopting Business VoIP in Legal Offices

Dramatically Reduced Communication Costs

VoIP for law offices significantly cuts down telecom expenses. It eliminates the need for expensive hardware installations and offers affordable calling rates, especially for long-distance and international calls—vital for law firms handling cases beyond local jurisdictions. Traditional telecom services can cost you dearly every month, whereas cloud-based solutions can lead to savings of up to 50 percent on your current phone bills. Additionally, understanding the transparent pricing structure of VoIP services is fundamental for accurate budgeting and avoiding unexpected expenses.

Enhanced Communication Flexibility

Businesses from all sectors have embraced remote and hybrid work models in their own unique ways. VoIP phone systems for lawyers empower your staff to stay connected, regardless of location. Modern VoIP solutions provide affordable and flexible alternatives to traditional phones, allowing lawyers to connect with clients and colleagues from anywhere with an internet connection. The same goes for lawyers who may be in court and, during a break, are able to check their email or have a transcribed voicemail they can quickly answer and get back into the courtroom.

It shouldn’t be a monumental task to stay productive when you’re away from the office with features like call forwarding, voicemail-to-email, mobile integration, and softphone applications. Text messaging is also a key feature, enabling efficient client interactions through updates, reminders, and queries. These legal office communication solutions allow all your firm’s professionals to maintain consistent communication with clients and colleagues, whether they’re in court, working from home, or on the road.

Related content: Unlock the Power of Managed Telecom Services for Seamless Business Connectivity

Three colleagues in formal attire discussing over a tablet at an office table, showcasing VoIP for law offices supporting teamwork with flexible technology.

Improved Data Security

For law firms, safeguarding sensitive legal communications and client data is non-negotiable. VoIP solutions come equipped with advanced security features designed to protect this critical information. When selecting a VoIP provider, it’s essential to look for features such as encryption, secure data handling practices, and legal compliance within industry standards. A secure VoIP system ensures that client confidentiality is maintained and protects against potential data breaches. By prioritizing data security, law firms can confidently manage their communications, knowing that their client data is protected.

Scalable Telecom Solutions

One of the greatest advantages of adopting VoIP solutions from Statewide is scalability. Your law firm can effortlessly adjust the number of lines and features to match your practice’s growth; you don’t have to wait on hold for support or for a technician to come out three weeks from now. If your team expands or if you open new office locations, Statewide’s cloud-based communication solutions scale with you, ensuring you never pay for unused lines or features.

Cloud computing has transformed telecom for lawyers, from the cost structure to the accessibility of communication solutions for legal practices, making it easier and more affordable to manage.

Improved Client Experience and Professional Image

With VoIP for law offices, you’ll experience enhanced call quality and reliability. In general, clarity is crucial, but that importance gets ramped up in law firms because knowing exactly what’s being said the first time it’s heard is worth every penny. With a modern platform that offers clear audio and advanced call management features—such as call queues, auto attendants, and detailed call analytics—you’ll significantly improve client interactions.

Additionally, advanced features like call recording and video conferencing further enhance client interactions. Hosted VoIP, managed by a third-party provider, offers centralized control and supports remote work, contributing to a professional image and reliability in client interactions. Ultimately, better communication translates into a stronger professional image, which is essential in the competitive legal market.

A legal panel of professionals in suits at a conference table with microphones and EU flags, demonstrating VoIP for law offices streamlining official meetings.

Key Considerations for Law Firms

Evaluating Current Phone Systems and Infrastructure

Before transitioning to a VoIP solution, law firms must evaluate their current phone systems and infrastructure. This involves assessing the condition and age of existing hardware, as well as the current internet connection and bandwidth. Law firms should also consider their specific communication needs, such as the number of users, call volume, and required features. By thoroughly evaluating their current systems and infrastructure, law firms can identify the best VoIP solution to meet their unique needs, ensuring a smooth and effective transition.

These considerations make it even more important to partner with a provider like Statewide who can help you get everything you need when transitioning to VoIP services.

Internet Infrastructure and Bandwidth

A reliable internet connection is the backbone of any VoIP system. Law firms must confirm that their internet infrastructure and bandwidth can support the demands of a VoIP system. This includes having a fast and stable internet connection, as well as sufficient bandwidth to handle multiple voice calls and data transmissions simultaneously. Additionally, implementing a backup internet connection can provide an extra layer of security, ensuring business continuity in case of an outage. By prioritizing a robust internet infrastructure, law firms can guarantee that their VoIP system operates seamlessly.

A business meeting with four professionals around a round table with laptops and coffee, highlighting VoIP for law offices improving virtual and hybrid collaboration.

Integration with Legal Practice Management Software

To maximize the benefits of a VoIP system, law firms should look for solutions that integrate seamlessly with their legal practice management software. This integration allows for efficient data management and streamlined communication. Popular legal practice management software, such as Clio or LexisNexis, can be integrated with VoIP systems to enhance workflow continuity, improve client communication, and boost overall efficiency. By choosing a VoIP provider who offers this integration, law firms can ensure that their communication tools work harmoniously with their existing systems, providing a unified communication experience.

By considering these key factors, law firms can make informed decisions when implementing a VoIP solution, guaranteeing that their communication systems are optimized for efficiency, security, and client service.

Two businessmen in suits engaged in a serious discussion at a table filled with documents, depicting VoIP for law offices facilitating strategic conversations.

Real-Life Scenarios: How VoIP Transforms Legal Practice Communications

Take a moment and remember the last time your firm experienced the following scenarios:

  • A mid-sized family law practice that handles a fair number of pro-bono cases struggles with high telecom bills. They adopted Statewide’s VoIP solution, resulting in immediate monthly savings and clearer, more professional client calls.
  • A small personal injury firm enhances its team’s mobility by using Statewide’s VoIP mobile app, allowing attorneys to stay accessible even during court hours or client visits, greatly boosting responsiveness.
  • A growing real estate law firm effortlessly adds new lines as they hire more associates, thanks to scalable VoIP features. This saves them money and the administrative headaches associated with traditional telecom expansions.

These stories aren’t one-offs or hypothetical situations—they reflect genuine experiences legal practices have had after transitioning to VoIP solutions provided by Statewide.

A young businessman on a phone call at a desk covered in legal documents, with a colleague reading papers, illustrating VoIP for law offices supporting mobile work.

Why Statewide is the Preferred VoIP Provider for Legal Offices

Choosing the right telecom partner is just as important as selecting the right communication technology. Statewide Communications has extensive experience with legal phone systems because we’ve taken the time to learn and truly listen. As a family-owned, customer-focused telecom provider since 1991, our goal is to deliver exactly what you need without unnecessary extras.

With Statewide, your law firm benefits from:

  • Expert consultation and personalized service tailored specifically to your legal practice’s requirements.
  • Ongoing, proactive support that ensures minimal disruptions to your day-to-day operations.
  • A dedicated local support team—no impersonal chatbots or endless hold times.
  • Comprehensive user training and smooth implementation processes make transitioning to a VoIP phone system effortless.
  • Modern VoIP phone systems with unified communication features like a conference bridge enhance messaging capabilities.
  • Scalable solutions that grow with your client base, ensuring adaptation to your expanding needs.
  • The opportunity to try our systems to assess performance and alignment with your specific service requirements.

Unlike impersonal large-scale providers, we believe that treating our clients like family is an integral part of the business relationship, focusing on your long-term satisfaction rather than quick sales.

A senior businessman standing and presenting documents to a seated colleague in a modern office, reflecting VoIP for law offices aiding efficient internal communication.

Ready to Transform Your Legal Practice with VoIP for Law Offices?

Business VoIP for law offices is so much more than just another office system upgrade—it’s a strategic investment in your firm’s future. From significantly lower telecom expenses to enhanced flexibility and superior client communication, adopting cloud-based communication from Statewide gives your firm a competitive edge in delivering what your clients need.

Don’t waste another moment struggling with outdated, expensive telecom systems. Connect with Statewide Communications today and schedule your personalized VoIP consultation. Your clients—and your budget—will thank you.

We’ll help you take the first step towards seamless communication today! Investing in VoIP technology from Statewide Communications is investing in a brighter, more efficient, and cost-effective future for your legal practice.

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What Are Managed Telecom Services and Why Do You Need Them?

November 11th, 2024

Chances are your business isn’t built to be an expert in managed telecom services. An entire sector of IT professionals within the telecom industry has made it their life’s work to take that burden off others so they can focus on building their businesses. Statewide Communications is built to serve our customers and provide custom solutions for their businesses. Every company’s needs are different, so our solutions must be just as unique. 

How much time would you dedicate to your business if you had an expert handling your telecom and IT needs? 

An Overview of Managed Telecom Services 

Managed telecom services outsource the management and maintenance of your organization’s infrastructure to a third party. Managed telecom services are also known using the broader term of managed service provider (sometimes referred to as MSP). Offloading the management and upkeep of your communications allows you to focus on what you do best and leave your telecom issues in the hands of experts. Managed telecom services can help you optimize your technological systems and save you money. According to Research and Markets, successfully deploying managed services can reduce your IT costs by as much as 45 percent. A managed service provider can give telecom companies an unbiased view of their current plans and suggest ways to update or change systems to achieve their business goals better.  

Working With a Managed Service Provider 

Managed service providers bring deep industry expertise, the latest tools, and proactive methodologies to the table, giving you an edge over your competitors. The relationship with a managed service provider needs to be built for the long term, so a base of trust should be the first thing established. This needs to be seen as an equal partnership and one of collaboration. 

Additionally, a managed service provider offers many benefits, including cost savings, increased efficiency, and technological infrastructure beyond the standard off-the-shelf setup. Ultimately, a quality managed service provider is a one-stop solution for your business, taking the stresses and unknowns associated with your tech and giving you the peace of mind that you’re taken care of. 

Provided Services 

Telecom managed service providers typically offer expanded services beyond telecom management, including convenient help desk services, networking infrastructure, and proactive monitoring to ensure your systems run efficiently. According to Fortunly, 27 percent of small businesses used third parties to improve efficiency and save time. 

Furthermore, they can help you develop a strategy for your telecom services, budgets, and telecommunications equipment, getting ahead of hardware failures and end-of-life equipment before disaster strikes. Telecom managed service providers can help you audit and negotiate better contracts for your telecom services if they aren’t providing dial tone for your business. A managed service provider offers services that lessen your downtime and increase the availability of your business to your customers. 

Proactive Monitoring and Disaster Recovery 

Proactive Monitoring and Disaster Recovery

The truth is that natural and technology-related disasters will hit you at some point, and you need to be prepared to re-establish business operations when they do. With that scary reality acknowledged, a telecom managed service provider will monitor your business communications system  24/7 and partner with you on disaster recovery scenarios for your business. Taking the time to plan for the inevitable reduces extended downtime and ensures uptime so you can be there when your customers need you the most. A study from FEMA found that 43 percent of small businesses affected by a natural disaster never reopen, and an additional 29 percent go out of business after two years of reopening. 

Telecom managed service providers can optimize your communications infrastructure to prevent problems and recover quicker when issues arise. Additionally, they can fix problems on your behalf instead of passing them over to you to manage. This autonomy allows your managed services provider to keep you connected and help you develop and maintain disaster recovery plans. 

Custom Solutions for Your Business 

It’s great to offer various plans for customers to get an idea of what’s out there, but rarely, especially with telecom and IT solutions, does a generic plan work out of the box. You can think of those plans as a starting point, and then the telecom managed services provider can help you develop custom solutions for your business. 

The crucial first step with a telecom managed services provider is to get the right technology at the right time for you. This means they must understand your business now and where your business goals are taking you. It’s about getting the best products and services now for the right price and setting you up for where you want to go in the future. 

Choosing the Right Telecom Services Partner 

When looking for a telecom services partner, consider their industry expertise, track record within the telecoms sector, and the quality of their telecommunications consultants. Do you know of anyone who has used them or recommends their services? Take a look into the range of services they offer. Ensure they can provide a complete solution from strategy to implementation and support. Most importantly, check out client testimonials and case studies to see how they performed in similar projects. Take your time and do your research; it will save you wasted time and energy in the future. 

Related content: Statewide Communications Success Stories 

Overcoming Telecom Management Challenges 

Overcoming Telecom Management Challenges

Telecom managed service providers help you overcome common telecom management challenges, such as managing complex telecom networks and operational efficiency. They are professionals in the industry who can help you avoid challenges associated with your telecom. Additionally, they can help you navigate your business need for cloud services. Telecom managed service providers can guide you on which equipment and services you need to keep your business moving forward. 

Statewide Communications: A Telecom Managed Services Provider Built for Your Success 

Managed telecom services can transform your business by providing a one-stop solution for your telecommunication needs within the telecommunications industry. By outsourcing telecom management to a third party, you can focus on what you do best and have your telecoms in the hands of experts. Statewide Communications can help you optimize your telecom and IT infrastructure, save money, and increase operational efficiency. Contact us today! It’s time to modernize how you manage your telecom. 

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The Advantages of Phone Calls in the Digital Age

August 22nd, 2024

There’s been a steady dismissiveness of voice calls due to the abundance of communication solutions developed over the past few decades. But since the pandemic, there has been a renaissance of sorts when it comes to the value placed on phone calls. According to Accenture, 64 percent of consumers wish companies would respond faster to meet their changing needs. In comparison, 88 percent of executives think their customers are changing faster than their business can keep up. With options increasing, the “right” communication path for various situations has been lost, but the advantage of phone calls is becoming more evident. 

  

Why Phone Calls Are Important 

You can’t deny that the reassurance felt through a sympathetic friend or family member makes all the difference when going through something. When it’s a big enough problem, your gut says to connect on the phone or, in some cases, video. Hearing someone matters so much more because context is often lost through stiff text. You can more easily get someone’s full attention, which means they are better equipped to give the necessary responses. A report from Salesforce found that 75 percent of customers recommended a company based on excellent customer service. 

The same goes for interactions with companies. Of course, text chat or emails are warranted, and nothing’s lost. Still, when there is an issue or a misunderstanding, the voice adds a layer of personalization that reassures the customer, and that’s invaluable. Empathy for the win and advantage of phone calls!

  

The Advantage of Phone Calls: Personal Touch 

A personal touch is the secret sauce of customer interactions. There will always be a layer of professionalism when dealing with customers, but it will also bring in humanity. The simple, only not so simple, show of care will be memorable to a customer. Semrush says word-of-mouth is even more effective than paid ads, resulting in 5x more sales. By breaking down the wall of cynicism, a customer comes armed with displeasure you can redirect and defuse the situation more successfully. Don’t take this power lightly; embrace it. 

  

Real-Time Communication and Problem-Solving 

The quickest way to get an interaction moving in the right direction is by talking it through. You can disagree all you want, but you know it’s true and why the phrase, “Let me speak to your manager,” exists. The word speak is right there in the phrase because speaking is more likely to resolve the issues promptly. It’s now, in the moment, real-time communication that builds a meaningful relationship. 

  

Human Connection 

This human connection goes both ways, too. Recognizing and understanding a customer’s feelings are vitally important, but the empathy of the agent they’re speaking with is equally important. Emotion and empathy shouldn’t be hidden. They must be strategically used to connect and make a difference. Authentically connecting with a customer doesn’t need to be complicated, either. Put yourself in their shoes and validate their feelings. Sometimes, it’s good to throw the scripts out; the point is to be genuine. 

  

Customer Relationship Management 

The goal is to be authentic and connect with the customer. Every experience plays into the long-term success of the relationship. If you handle the current situation in a meaningful and memorable way, you will bank some goodwill with the customer for something that may not go their way in the future. You’re not gaming the system or manipulating anyone; your only plan is to treat people properly, and a bonus is a longer-lasting business relationship. Everyone’s a winner. 

  

Embrace the Power of Voice Calls with Statewide 

Be the voice people trust with the humanity they’ve been missing, and incorporate the advantage of phone calls into your strategy. Don’t leave anything to chance. Highlight your service, especially through phone calls. Here at Statewide, our customer service is built on what we’ve discussed in the article. We practice what we preach. Contact us today to hear the difference. 

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How Your Cloud-Based Phone System Ensures Adaptability

March 28th, 2024

 

If you’re reading this in your pajamas, you know a shift in workplace culture is happening. According to a Gallup survey, 40 percent of remote-capable employees have shifted to either hybrid or exclusively remote work between 2019 and 2023. It’s not just home or office; hybrid work is the fastest-growing work style. That means employees want to move seamlessly between the office, their home, and everywhere in between.    

How can they tap into the same communication tools they use at work when working away from the office? The answer is cloud-based phone systems.   

Cloud-based phone systems provide flexibility that can adapt to your business needs, whether you’re expanding your team, working remotely, or maintaining a tight budget. Today’s office is everywhere, and flexibility, scalability, mobility, cost-effectiveness, and security are essential. How do cloud-based phone systems help you achieve those qualities?  

Flexibility  

Cloud-based phone systems offer several features that give businesses the flexibility to remain adaptive. Remote access capabilities are a significant benefit. Avoiding the need for robust, professionally installed hardware means an employee or the entire office can move without disrupting communication. 

There’s also the benefit of customization. Cloud-based phone systems offer customization options, including the ability to create custom call routing rules, voicemail greetings, and hold music. These options allow businesses and even individual employees to tailor their phone systems to their specific needs, providing a tailor-made customer experience. 

Scalability  

Any business that has grown quickly knows that even good problems can come with frustrations. Unlike traditional phone systems, which require physical installations, upkeep, and upgrades, a cloud-based system can quickly adapt to your growing business needs. 

Whenever you need to, you are able to quickly and easily add or remove phone lines, extensions, and features without investing in expensive hardware or software upgrades. With a cloud-based phone system, you are able to scale phone services according to your business requirements and budget.   

Plus, a cloud-based phone system can provide helpful features, including call forwarding, automated attendants, and voicemail to email, which can help your business run more efficiently. 

Mobility  

For many employees, flexible work environments increase productivity, job satisfaction, and employee retention. With high rates of turnover and quits in 2023, it’s important for many businesses to offer flexible work environments to attract and retain quality employees. 

A cloud-based phone system allows users to access their phone system remotely from any device with an internet connection. Remote access means that employees can make and receive calls from their business phone number on their personal mobile devices, laptops, or desktop computers, which lets them to work from anywhere while staying connected to colleagues and clients even when they are out of the office.  

But what about collaboration and social connection? 

That’s a big concern for companies that value the culture they’ve fostered in their teams. A cloud-based phone system can provide features such as voicemail-to-email, call forwarding, and video conferencing that facilitate collaboration in highly mobile or remote teams. 

Cost-Effectiveness  

Adapting to a new method of communication is only viable if it’s cost-effective. What does a cloud-based system mean for the bottom line?

A cloud-based phone system can be a cost-effective solution in many ways. First, businesses don’t have to invest in expensive hardware or software since everything is hosted in the cloud.

Secondly, providers often take care of the maintenance and upgrades remotely, eliminating the need for on-site IT teams that can service your phone system. Thirdly, the flexibility and scalability mentioned previously allow businesses to easily add or remove users whenever needed, eliminating the costs of adapting a hard-wired phone system to a growing team. 

Finally, some indirect benefits can affect the return on investment. A highly customizable phone system can help you tailor your phone system to the needs of your callers and clients, providing a better customer experience. Reaching out to your company is a pleasant experience that can set you apart from your competitors, translating to sales and customer retention. Likewise, flexible and easy-to-use phone systems can create a more pleasant work environment for employees, reducing turnover rates. 

Security  

The shift in how and where people work has raised some security concerns. Are cloud-based phone systems secure? The good news is that they are secure and may also increase your business’s overall security health. 

Cloud-based phone systems use encryption to secure communication between endpoints, ensuring private conversations. Most cloud-based phone system providers offer robust security features, such as firewalls, intrusion detection and prevention, and advanced authentication to protect customer and company data.

Still, it’s important to choose a reputable provider and ensure that your team is up to date on best practices for data security to minimize the risks of data breaches or other security issues.

Learn How You Can Implement a Cloud-Based Phone System  

Taking your phone system to the cloud offers a ton of convenience and cost savings, and the transition is easy to make. If you’re ready to upgrade your business communication today, contact Statewide Communications to learn more. 

 

 

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