When the home office becomes the default workplace, this has a major impact on business processes as well as working styles of employees. Questions arise, such as: Will teamwork suffer from the distance? Will customer communication run smoothly? And what about hotlines and help desks if people do not sit in a call centre but at home? The need for location-independent communication and collaboration is inevitably gaining importance. In the current situation, it is crucial to quickly set up a CTI solution that is both flexible and affordable: The UC solution XPhone Connect can be integrated into existing infrastructures, as it is compatible with numerous PBX systems – even in exotic scenarios. Here you get an overview of how XPhone can improve your business communications.
Today, companies are required to create remote workplaces more than ever before and are thus faced with major challenges. These include data protection and server issues as well as the hardware and software for employees. Unified communications solutions play a key role in keeping employees motivated and maintaining team structure – albeit virtually. C4B's UC solution XPhone Connect combines computer telephony, softphone, business chat, meetings, screen sharing, presence management and hotline operation. Thanks to XPhone, many government agencies and companies were able to send their employees to their safe home offices within a few days right at the beginning of the Covid-19 crisis. To ensure that your move to remote work is also a success, we provide you with the following home office checklist.
Depending on the employees' tasks, a download rate of 50 Mbit/s and an upload rate of 10 Mbit/s are recommended. This ensures a smooth functionality of internet telephony as well as voice mails and screen sharing. For the latter in particular, the upload rate must not be too low; 1 Mbit/s is not sufficient for this.
Contact data is the heart of all communication. Uncomplicated access saves time and nerves every day. XPhone offers a directory service that bundles contacts from various data sources such as Outlook, ERP and CRM systems and makes them available via free text search.
Unlike common cloud products, the data is stored exclusively on your own server. This means that employees can access contacts from anywhere – also via app – while they are securely protected from third-party access.
PC, headset, VPN and internet are all you need to handle phone calls in your home office – even in HD audio. With the XPhone Connect telephony software, softphone and thus all telephony functions are available without a hardware telephone.
No matter where you are, in the office, home office or hotel: You can always be reached under your office extension. The person you are talking to will see your office number. If your employees share a workstation in the office, they can always be reached under their extension number with the softphone – regardless of their desk.
The availability of headsets during the Corona crisis was and sometimes still is quite unsure. With XPhone Connect, you can work without a headset. The feature AnyDevice enables you to use a private landline or cell phone. This works without your employees having to send their private numbers or incur any costs.
Your call partner is always shown your office number (one-number feature) and the telephony costs are automatically billed to the company.
AnyDevice allows to set up the communication for the home office quickly and inexpensively without any additional investment in expensive infrastructure.
Today, it is almost mandatory that individual employees are able to manage their workday from home. However, it becomes really complex when hotlines and collective lines have to be distributed. This is possible with XPhone Connect TeamDesk. The feature allows you to set up teams across locations and PBXs: Set up as many hotlines as you like and define distribution strategies, business hours, thresholds and follow-up times for each hotline.
Employees in the hotline can use Softphone or
AnyDevice just like all other XPhone users and can thus work completely
location-independently. Thanks to TeamDesk, the city of Deggendorf has
succeeded in sending all its employees to their home offices, even though 90
per cent of the calls that reach the authority every day are received on collective
lines. Read the complete case study here: "With XPhone againstCovid-19"
Especially in the home office, it is important to communicate presences and absences. XPhone Connect's presence management serves this purpose. Whether you want to connect a customer or need a short feedback: With the presence management, you can see at a glance which colleagues are available, who is in an appointment, who is on the phone or has activated call forwarding. The automatic calendar synchronisation keeps the status up-to-date. You can also adjust this manually, even on the go via mobile app.
In a separate Team Panel, you can flexibly compile the colleagues with whom you work particularly intensively. A quick glance is all it takes to know whether a call is worthwhile or whether chat or e-mail is the better way of interaction. If you need feedback from a colleague who is not at the desk at the moment, you can activate the "info when available" function. This way you know directly when your colleague has time for you.
In everyday office, it often just needs a quick question to the group to solve small problems such as finding a file on the server or understanding the usage of a programme. When colleagues are spread across the country, this is likely to be more difficult. To strengthen teamwork and enable mutual help, however, there are useful tools for virtual collaboration.
Business chat is of great importance, and every team should open it in the morning to discuss general matters or just to wish each other a good morning. Features like Screen-Sharing replace the look over your shoulder to quickly help a colleague. Meeting features allow the team to confer and share thoughts on a presentation.
Microsoft Teams was introduced by many companies during the Covid-19 pandemic to enable video telephony for employees. The problem: While Teams is used for internal exchanges and video sessions, telephony to the public telephone network is generally left out for cost reasons. This is why it happens now and then that the phone starts ringing during an important video meeting.
XPhone remedies that: Thanks to bidirectional telephony and presence sync with Microsoft Teams, both clients recognise calls. Incoming calls are automatically diverted to voice mail or a colleague during a Teams meeting. Conversely, no Teams calls are received while an employee is on the phone via XPhone.
Find all features and functions at a glance
in our XPhone Connect brochure.
XPhone Connect makes telephony easier than ever: no matter if you want to make, accept, forward or swap hold calls – all it takes is a click.
With the softphone, you only need a PC, headset and Internet to use all UC functions everywhere -
without a hardware phone.
Whether in the home office or the hotel: thanks to AnyDevice you can use all computer telephony features with any landline or mobile phone.
With the native App for iOS & Android you can communicate mobile just as comfortably as in the office – and always have all the contact data to hand.
Schedule conference calls with a click in your Outlook or Notes calandar. The conference call is controlled directly via the XPhone Connect Client.
A picture says more than 1,000 words. Screen-Sharing makes it easier than ever to coordinate with colleagues –if required including conference calls and chat.
You can also share your screen with external contacts via web meeting. Your guests simply open the meeting in their browser – without any plugin.
Chats are often the shortest way to reach colleagues. Coordinate with your team easily in the group chat – and continue your chat seamlessly via Mobile App.
Whether ERP, CRM, Outlook or Das Telefonbuch: With XPhone Connect, all contact data are available via free-text search – naturally mobile as well.
With TeamDesk you can ensure that incoming calls are optimally distributed to a team. Your gain: maximum efficiency & optimal service.
Whether in the Client, Outlook & Notes or the Mobile App: Thanks to automatic calendar syncing you can always see at a glance which colleagues are available.
Maximum overview: With the Team-Panel you have the presence and availability of all colleagues in view – and can connect callers even faster & more accurately.
A new communications solution was selected with great care at the Traunstein district office. They wanted to be prepared for the future and create the basis for modern workplace concepts. Then Covid-19 came along and the perceived investment in the future turned out to be the equipment that was needed right now.
When the lockdown loomed, the first question to IT was, "Can we send colleagues to the home office?" It was a question that Peter Frimmel and his colleagues in IT were able to answer quickly: "Yes, we can."
The most important issue was to ensure communication: "As a district office, our telephone load is above average at all times," Frimmel reports. "But in times of crisis, the administration is especially challenged to keep an open ear for citizens." In just one weekend, the IT department converted all of the administration's communications to softphones.
"Our telephone load is above average at all times. But in a crisis, the administration is especially challenged to have an open ear for the citizens."
Traunstein District Office
"The best thing about XPhone is that citizens don't realise whether their contact is in the office or in the home office."
City of Deggendorf
The city of Deggendorf used XPhone Connect to fight the Corona crisis: The communications solution not only enabled the central organisation and coordination of a uniform click-and-collect concept for the city's retail trade. It also enabled the majority of the employees to work from home.
Although the city had equipped almost the entire agency with softphones and headsets since the first Covid-19 wave, it was never possible for more than 30 employees to work in the home office. This was because around 90 per cent of the calls are received via collective lines, which until then tied employees to their office desks.
The solution to this problem was the TeamDesk hotline management: Employees can log into hotlines and take calls regardless of their location. As a result, the IT department could enable the entire administration department and all other areas that are not open to the public to work remote.