Guide to Unified Messaging

New solutions can simplify your work flow

By Charles Dervarics

Vendors generally will supply you with a new toll-free number. But to take advantage of this technology, you need a three-part strategy:

1. Check available options to determine the best fit for you.
2. Shop around to cut down on hidden costs, such as activation fees.
3. Buy the features that best fit your business.

Action Steps
The best contacts and resources to help you get it done

Look for free help

Some companies offer no-cost unified messaging via the Web. Just watch for hidden fees or unwanted advertisements.

I recommend: Contact firms such as K7 Unified Messaging, which offers free voice-mail and fax messages delivered directly to your computer.

Keep it simple

More companies are joining the unified messaging bandwagon, but your small business may need a solution without fancy bells and whistles.

I recommend: The Maxemail "lite" option starts as low as $24 per year and delivers fax or voice-mail messages to as many as 20 email addresses. GotvMail.com caters to small business needs and offers unified message solutions that include toll free numbers, voicemail, live call forwarding, music on hold and more.

Improve productivity

Unified messaging gives you one-stop access to various modes of communication. But the technology may not pay off unless you have recordkeeping and call-screening features that save time and hassle.

I recommend: Go to RingCentral, which logs calls and faxes and has an auto attendant feature to screen calls before you answer the phone.

Customize your solution

Look for companies that will give you a custom solution, perhaps one that focuses only on voice mail or fax assistance.

I recommend: Check out AccessDirect, which has fax to e-mail and voice to e-mail options that can be modified to your needs.

Go cutting edge — if necessary

Speech-recognition technology can allow you to move seamlessly among e-mail, phone and fax and respond quickly when needed.

I recommend: The CallXpress Speech Server from AVST responds to voice directions, helping you re-route calls, find contact information and respond quickly to e-mails.

Helpful advice for making the most of this Guide

• •  Costs likely will vary from $10 to $40 a month, depending on features.
• •  Watch for hidden costs such as activation fees or an extra charge to send faxes.
• •  Buy only what you need, but remember that Web-based services may have limited features.
• •  Some vendors offer a 'broadcasting' option that allows you to send voice-mail or fax messages to dozens of recipients.
• •  Don't forget to update your contact list if you must change e-mail addresses when subscribing to a new service.