Getting the Most from Your IT System

1. Easier Communication

You can use your business IT system to change how you communicate within your company and with your customers.

1.1 Email is fast and less intrusive than using the telephone.

• Messages can be sent almost instantly within your business, or to customers anywhere in the world.
• You can format emails to include images, and attach documents and other files.
• The recipient of an email chooses when to read it, and you can keep a record of messages sent.
• Your IT supplier or internet service provider can provide email addresses for the people in your business.

1.2 You can replace a physical fax machine with fax software running on an office PC.

• Fax software allows you to send and receive faxes direct from a computer, without having to print documents out or scan them in. The computer connects directly to your phone line.
• Using fax software reduces your maintenance costs and saves space.
• Microsoft Windows XP and Vista have fax software built in.
• Alternatively, you can use an online service like BT's PC Fax or eFax. These allocate you a fax number and allow you to send and receive faxes as attachments through email.

1.3 Voice over Internet protocol (VoIP) allows you to make telephone calls through the Internet.

• VoIP software converts telephone conversations into data which is sent across the Internet.
• You can call normal telephone numbers. Many VoIP services allow you to receive calls too.
• VoIP is generally cheaper than using a traditional landline. The biggest savings are with international calls.
• You can use VoIP software like Skype with a microphone or headset to make calls from your PC.
• Alternatively, VoIP telephones work just like normal phones, except they route calls through the Internet.

1.4 Instant messaging (IM) and video conferencing let you stay in touch with colleagues.

• IM software lets you chat online with one or more people by typing messages in.
• It is a good way for your staff to get answers from each other quickly.
• IM software is often free. Examples include Skype, Microsoft Windows Live Messenger and Yahoo Messenger.
• Video conferencing transmits video between different locations. It means everyone in a meeting can see each other, even if they are located in different places.
• Most IM software offers basic video, but you will need to hire or buy specialist equipment for more advanced video conferencing. Your IT supplier can help.