Vacation time can present problems and communication gaps for construction companies. If a customer has an urgent need or something goes wrong—as Murphy’s Law dictates it will—executives often are not available to address the situation while they’re on vacation.
But, new technologies are available to help contractors stay in contact with the office and customers while still allowing them time away from work.
Virtual Phone Service
Virtual phone services are the most significant vacation-enablers because they offer flexibility and mobility at a low cost. A virtual phone service provides a construction business with a single phone number. The company can assign extensions to different people in the organization, both inside the main office and at project sites. A virtual receptionist answers callers with a professional greeting and provides a dial-by-name directory, helping callers get where they need to go.
These services also include professional business features such as voicemail and conference calling.
With their smart call forwarding capabilities, the systems pay off come vacation time. Contractors can set their office phone to forward calls to a mobile phone, allowing them to answer calls just as though they’re in the office, or to specify when a call goes to voicemail.
Users also can choose how incoming calls are directed, depending on the phone number, to determine if the incoming call is personal or business-related. Having that information in hand can help a contractor decide whether to take a business call.
In addition, the virtual phone service can be set to send all calls to business voicemail and send an email regarding voicemail alerts.
Internet Fax Service
If a construction business relies heavily on faxes coming in from contractors, customers and financial institutions, an Internet fax service can be indispensable during a vacation.
An Internet fax service allows faxes to be sent and received anywhere an Internet connection exists. Simply choose an email account or a secure online portal to get connected on any device—a laptop, smart phone or even a hotel lobby PC.
If the fax requires further action from someone else, such as a project manager or subcontractor, forwarding it is as easy as forwarding an email. Comments can be added, and the fax can be sent to one or more email addresses.
Technology has added a sense of urgency to everyday life, but the right technologies also can help restore some order. Make time for a vacation by signing on to a virtual phone service and an Internet fax service. It’ll make getting away from the office a literal day at the beach.