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How to Ensure Clear Communications with Virtual PBX

December 23, 2013

By Susan J. Campbell - Virtual PBX Contributing Editor

When fax technology morphed into email, many an office manager was excited at the idea of significantly reducing the cost of document exchange. Moving forward, emails served as a great way to reach a targeted audience with messages they were sure to open. So popular was this method, however, that nearly all marketers jumped on board and spam turned the majority of our email messages into junk.


Still, there are worthy emails despite the junk, those messages we need or want to receive. For the professional that really wants to stand out and ensure an email is opened, there has to be a clear strategy in place for execution. This is true for any form of communications – for instance, virtual PBX can provide a streamlined professional experience – but the real results come from the way it’s used.

Virtual PBX provider Nextiva recently posted a blog that discussed some ways to write emails so they aren’t ignored. Five tips were provided that ensure your recipients will read the email and act upon it. The very first tip: use a clear subject line. If recipients don’t know what the email is about, they’re likely to just keep going without opening the message. This means telling them what they email is about and why they should open it.

Second, you need to keep the email short. Everyone is busy with a desire to quickly move from one message to the next. If yours is multiple paragraphs with the important content buried in too much text, they are likely to skip over the majority of the information and miss the important parts you need them to know. If it’s time for a new topic, send a new email. As soon as you introduce a new topic into a stream of e-mails on something else, the reader is likely to get confused.

Don’t forget the call to action. What’s the point of sending an e-mail if you don’t expect the recipient to do something? Finally, follow up with the recipient with another e-mail or by phone to ensure the next step you need is completed. If virtual PBX is used to integrate the messages, you can easily track all communications.

But what if you need to communicate outside of the email system? These tips can apply to a voicemail as well. If you have virtual PBX and you’re communicating with a colleague, you may be able to send the voicemail to text so they can get the message on the road. Apply the same diligence in this process as if you were sending an e-mail. Be clear, keep it short, apply a call to action and follow-up if you don’t hear back from the recipient.

All forms of communication need a strategy and attention to make the most of your virtual PBX. Take the time to execute and then reap the rewards. 




Edited by Alisen Downey

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