7 Major Benefits Of Using An Online Fax Provider

Given today’s constantly changing communication platforms, operating any type of business can be a harrowing experience. Even well-seasoned business owners have to stay current and take full advantage of any new methods of communicating.

Online faxing uses an online account and the Internet to send and receive your faxes via email – usually in an email attachment. Faxes can also be sent to ordinary fax machines.

Granted, online fax services have been around for a while, but they do present major benefits or advantages over the old traditional fax machine. These advantages can’t be ignored if you want to stay competitive in today’s business climate.

So here are seven major benefits of using an online fax service or provider. Each benefit is discussed in detail – paying special attention to the positive effects it can have on your business.

1. Security

Security is not exactly the first thing that comes to mind when talking about the Internet but modern online fax services are extremely secure. With SSL encryption and highly protected online storage, your faxes are private and secure.

Keep in mind, your online fax account is like any other account on the web, you must take simple precautions to keep it safe. Change your passwords regularly and just to be on the safe side, delete any extremely sensitive company faxes you don’t want to fall into the wrong hands.

2. Reliable

The top fax providers are very reliable and trustworthy. They have years of experience providing businesses with all types of faxing. Whether you are sending a single fax or mass faxing to thousands of clients – these providers can get the job done.

Unlike traditional faxing, you can check online to see if your faxes have been received. You can also keep sending a fax until it has been delivered.

3. Multi or Cross-Platform

Your faxes can be sent and received from numerous modern platforms – including Web Apps, Fax API, iOS App, Email to Fax, Google Docs… and the list goes on. This is all important because your clients can receive faxes through countless platforms – ensuring your messages are received.

4. Easy To Use

Online faxing is very easy to use. Most services give you a web interface/account which you can access anywhere in the world where you have Internet service. All providers give you tutorials and walk-throughs to make sure your faxing is as seamless as possible. You can also Port your current fax number over to your new account with no loss of business.

Plus, you can sign documents with ease. In most cases, you simply upload a document to edit or sign before you send your fax – usually in PDF, TIF, DOC or JPG format.

5. Scalability

Perhaps one of the major benefits for businesses – big or small – is the scalability of online faxing. Most, if not all, providers have different faxing plans to suit your company’s needs. In other words, you can scale up your faxing requirements as your company grows.

Most online fax providers are enterprise-ready and you can easily adjust your account for maximum usage. This can save you time and money, especially if you have to ramp up or scale down your operations to meet your current business activities.

6. Flexible Pricing

All of the top fax providers have flexible pricing. This can be important if you are just starting a business and funds are tight. Most will have a free plan or trial so that you can check out the quality of their services before you buy. Most have three or four different fax plans – which you can upgrade to as your needs and budget permit.

Remember, online faxing is a paperless system so you won’t have the ongoing costs of paper and inks. You don’t have to purchase a fax machine which can also save you money.

7. Mobility

Perhaps one of the best benefits of using online fax is mobility. Obviously, since this is a web-based system, you can send and receive faxes from anywhere in the world. This makes any business mobile and flexible. Your business is not tied down to any one given location or specific business hours for that matter. This simply means you can be open for business 24/7.

To sum up, online faxing is secure, reliable, multi-platform, scalable, cost-effective, easy to use and mobile. All of these factors can be beneficial to any business or company. These benefits should also be taken into consideration when determining how effective or competitive you want your business to be in the future. Choose wisely.

Tips for Project Risk Management Success

The benefits of risk management are vast, yet for many projects this is an area still commonly overlooked. By applying simple and consistent risk management techniques we can easily minimise the impact of potential threats as well as leverage potential opportunities. This not only ensures meeting the agreed scope, cost and time but also improves the overall health and efficiency of the project operation, team members and wider stakeholders. This article comes back to the basics on the key rules of managing risk, to ensure your projects are consistently delivered with full success.

Tip #1 – Implement a solid identification process
Sounds simple right. However there are still many projects today that are managed with absolutely no formal risk identification incorporated. Then there are others that think they are using risk management appropriately but are not applying the correct techniques to identify risks. The identification process will depend on the project, the organisation and the company culture involved. So it is best to consider those areas when determining the most effective approach. This could be as simple as educating the team on what a risk actually is and asking them periodically to review the landscape for new risks. Or for large projects the PMO can be leveraged to ensure risk identification is included in the drumbeat.

Tip #2 – Be positive
Risk management includes identifying and managing both negative risks and positive ones, yet most projects typically seem to focus only on the negative ones. Ensure to add clear reminders and pointers within your risk management process to consider positive risks. A deliverable being delivered well before its due date can be a good thing, but also can have unforeseen impacts on other areas or leave the project operating inefficiently. On the other hand such a positive risk can actually help to balance out the impact of negative risks in other areas.

Tip #3 – Prioritise for efficiency
All risks are not equal and there is always limitations around how much resource can be applied to mitigate them. As such it is essential to classify risks in terms of ‘probability’ or how likely the risk is to occur and ‘impact’ level if the risk materialises into an issue. By doing so will allow the project manager and all team members to easily see which risks are priority to focus on. Use of a risk register template is a very effective means of doing so. Most organisations would have a standard template for this or if not there are many that can be found online.

Tip #4 – Apply correct ownership
It is often common for people within the project organisation to assume that the project manager owns all risks but this is completely false. Risks can affect wide areas of the wider stakeholder group and it is typical that resources with the relevant knowledge or skills in that area are much better placed to become the owner of the risk and to carry out the appropriate mitigation actions.

Tip #5 – Communicate and track to closure
With correct identification, classification and owner allocation in place we need to be careful as project managers that this is not considered to be the final step in the process of risk management. At this stage it is critical that the risks are correctly communicated. Firstly to the owner assigned to manage the mitigation actions and secondly to the wider stakeholder group affected so they are aware of the risk and potential impact to their respective areas. It is also then essential that the risks are regularly monitored and tracked through to closure regarding progress on mitigation actions and potentially changes to the impact / probability classifications as those actions come to fruition.