Fax technology went (partially) high-tech some years ago, so some companies still operate dedicated in-house fax servers. Generally, though, this technology is aging and only meets expectations in a few ways, like convenience and savings on ink/toner and paper. They fail on other important measures, like maintenance and overhead. The fact is, managing a fax server and its diverse complexities takes important IT resources from your firm's more important duties.
The move to faxing via servers did solve some issues with standalone fax machines, as mentioned above. Finally, there was no more worrying about ink or toner, no more loading paper and clearing paper jams, no more muss and fuss. Getting away from the standalone, phone-connected fax reduced capital expenses and maintenance costs, certainly, but simply moving fax services to another kind of hardware only went part way to a real solution. There were still some dedicated devices you still had to rent or buy, and you had to maintain (and worry about) them, too.
Maturing tech
Online fax services can take all of the pressure off your and your IT people. There is nothing to maintain, nothing to buy and just a small fee to pay each month. Even the faxing plans that offer unlimited in-and-out faxing are remarkably affordable, and the affordability index shoots up even higher when you realize you are through buying paper, ink, toner, etc. Those are only the most obvious advantages of the newly matured online fax services. Others are just as important, though.
One tremendous advantage offered by online faxing is security. You only print out a fax when you need to, and can otherwise safeguard your communications on your password-protected PC, smart phone or laptop/netbook. In the not-so-good old days of standalone fax machines, you would have to coordinate and schedule the arrival of a fax so as to keep it from prying eyes. This is no longer a problem.
Making the move
Today all the talk is about the cloud, Web apps, Google-this and Google-that. One day we may even have a single, efficient, integrated communications solution that brings audio, video, text, images and everything else through one interface that is easy to navigate and use. That time, in fact, is fast approaching, and online faxing is one of the technologies that is pointing the way. Clearly, any sort of Integrated Future Communications System will be developed in concert with the advances taking place in cloud computing.
A number of questions arise when you start to consider moving away from hardware faxing to online faxing. You will need to consider a number of different factors, from financial ones to operational ones. You have to educate your employees to the new way of doing things, so management first needs to understand it all to explain it. The following questions can focus your thinking a bit:
- What different approaches are there for moving from a fax server to an online fax solution, and how do they compare?
- Are there ways to keep using your legacy systems, your old hardware or any associated software?
- Logistically, how can you make the move smoothly and do so without disrupting the flow of business information (which is what drives every business)?
- Is there a trustworthy and accurate way to calculate how much you might save in consumables, electricity, maintenance and such?
- What sort of step-by-step plan can you develop to make the move as painless, seamless and efficient as possible?
Bottom line
It is never too soon to start saving money or increasing efficiency, and it may be that you should have made the move to online faxing long ago. Still, you cannot start any sooner that now (whenever that is), and there is plenty of help available from the people who have gone before you. As you start researching online fax services, you will quickly discover that there are entire forums, Web sites and online communities dedicated to discussing, explaining and helping out with the move to online faxing. You are not alone, and you are certainly not suffering from a lack of good information.
You may, however, encounter some resistance to the move. People become set in their ways, so it is your responsibility as a manager/leader to persuade office workers that online faxing will save them time, money, effort and worry. It is not a hard case to make once you start learning how much money other companies have saved, and how much trouble they have avoided, by making the move to a stable, mature and dependable online fax service.
The move to faxing via servers did solve some issues with standalone fax machines, as mentioned above. Finally, there was no more worrying about ink or toner, no more loading paper and clearing paper jams, no more muss and fuss. Getting away from the standalone, phone-connected fax reduced capital expenses and maintenance costs, certainly, but simply moving fax services to another kind of hardware only went part way to a real solution. There were still some dedicated devices you still had to rent or buy, and you had to maintain (and worry about) them, too.
Maturing tech
Online fax services can take all of the pressure off your and your IT people. There is nothing to maintain, nothing to buy and just a small fee to pay each month. Even the faxing plans that offer unlimited in-and-out faxing are remarkably affordable, and the affordability index shoots up even higher when you realize you are through buying paper, ink, toner, etc. Those are only the most obvious advantages of the newly matured online fax services. Others are just as important, though.
One tremendous advantage offered by online faxing is security. You only print out a fax when you need to, and can otherwise safeguard your communications on your password-protected PC, smart phone or laptop/netbook. In the not-so-good old days of standalone fax machines, you would have to coordinate and schedule the arrival of a fax so as to keep it from prying eyes. This is no longer a problem.
Making the move
Today all the talk is about the cloud, Web apps, Google-this and Google-that. One day we may even have a single, efficient, integrated communications solution that brings audio, video, text, images and everything else through one interface that is easy to navigate and use. That time, in fact, is fast approaching, and online faxing is one of the technologies that is pointing the way. Clearly, any sort of Integrated Future Communications System will be developed in concert with the advances taking place in cloud computing.
A number of questions arise when you start to consider moving away from hardware faxing to online faxing. You will need to consider a number of different factors, from financial ones to operational ones. You have to educate your employees to the new way of doing things, so management first needs to understand it all to explain it. The following questions can focus your thinking a bit:
- What different approaches are there for moving from a fax server to an online fax solution, and how do they compare?
- Are there ways to keep using your legacy systems, your old hardware or any associated software?
- Logistically, how can you make the move smoothly and do so without disrupting the flow of business information (which is what drives every business)?
- Is there a trustworthy and accurate way to calculate how much you might save in consumables, electricity, maintenance and such?
- What sort of step-by-step plan can you develop to make the move as painless, seamless and efficient as possible?
Bottom line
It is never too soon to start saving money or increasing efficiency, and it may be that you should have made the move to online faxing long ago. Still, you cannot start any sooner that now (whenever that is), and there is plenty of help available from the people who have gone before you. As you start researching online fax services, you will quickly discover that there are entire forums, Web sites and online communities dedicated to discussing, explaining and helping out with the move to online faxing. You are not alone, and you are certainly not suffering from a lack of good information.
You may, however, encounter some resistance to the move. People become set in their ways, so it is your responsibility as a manager/leader to persuade office workers that online faxing will save them time, money, effort and worry. It is not a hard case to make once you start learning how much money other companies have saved, and how much trouble they have avoided, by making the move to a stable, mature and dependable online fax service.
About the Author:
Metro Hi Speed is a leader in online fax solutions for any sized business. Less expensive and more reliable than traditional fax services - you'll enjoy the convenience and well as the cost. Visit us today for more information on our small business and corporate fax solutions.
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