The Quickest, Easiest and Most Effective
Way to Manage Phone Messages
How to Increase Productivity, Save Time, and Save
Hundreds, or Maybe Even Thousands of Dollars!
When I first started working in a busy office I noticed just how much we used and relied on telephones.
Taking calls, making calls, telephones were a vital part of our day-to-
day communication.
People weren’t always available to answer their phones, either
because they were busy doing other things or they weren’t in the
office. So whoever took the call would take down the details on a
piece of paper, a sticky note, or one of those paper phone message
pads.
That seemed like a simple, practical solution. Trouble is, a lot of
the messages got lost. Some got mixed up with other pieces of
paper. The sticky notes got stuck to things and disappeared. And even when the messages weren’t lost,
quite often the hand writing on the notes required an expert in hieroglyphics!
This Just Wasn’t Working, and It Was Costing Us Money
This was not only a monumental waste of time, but it quite often resulted in lost business. Phone calls
weren’t returned. Customers went elsewhere. We were bleeding money!
There had to be a better way to manage phone messages. Pieces of paper just weren’t cutting it. This
was a problem looking for a solution.
What Was the Answer?
I looked around and couldn’t find anything to resolve this problem, so I decided to develop something
myself (being a professional software developer helped). A software application that would completely
replace all of the pieces of paper, sticky notes and phone message pads. A program that would make it
significantly easier to manage all of the phone messages and finally get them under control.
Finally, a Solution.....
After 12 months of design and development, I had the answer: the PhonePad telephone messaging
system.
Hi, I’m Steve Gill, the CEO of Cybercom Software and the original developer of PhonePad. I want to show
you how PhonePad helped us, how it has helped so many other businesses and organizations, and how it
may be able to help you.
Everything in One Place
With PhonePad all of my phone messages are now easily organized, and they are all in one location. No
looking for messages. No bits of paper all over my desk, or sticky notes stuck to the computer screen.
They are now easy to find. All I have to do is
look in the PhonePad Inbox.
At a glance I can see which messages are new,
and which ones I have read. Importantly, any
urgent messages immediately stand out.
And something that is perhaps equally important
is I can see which phone calls I need to follow up,
and which ones have already been followed up.
The status bar at the bottom of the screen shows
me how many messages I have in my Inbox, and
which ones have and haven’t been read.
Quick and Easy to Use.....
PhonePad makes it so easy. There are many time saving features built in. In most cases it is simply a
matter of point and click. One of the things I really like is that PhonePad remembers the details of
previous callers and automatically fillx them in for me.
No more searching for paper and pen when the phone rings. No more writing down the same caller details
over and over again. No more worrying about getting a phone number wrong. No more illegible
handwriting. No more running around the office delivering messages.
And Easy to Learn.....
Take a look at the phone message entry screen on the right. Hmmm, doesn’t that look suspiciously like
one of those paper message pads we’ve just replaced?
Yep, messages have been designed to mimic the paper-based message
pads, providing a more intuitive interface and making it easy for users to
migrate to PhonePad.
So that important information can be emphasized, messages support text
formatting (different fonts, styles, colors and sizes).
Multiple messages can be opened simultaneously, allowing me to easily
write and/or read a number of messages at the same time.
PhonePad also supports text messages, so in addition to telephone
messages I can send free form text messages. You know, like “Hey Bill, that
package you’ve been waiting on just arrived”.
No More Spelling Mistakes
I’m a bit fussy about spelling, although I’ve been known to make the odd spelling mistake or two (ok,
maybe more than that). Fortunately PhonePad has a built-in Spell Checker providing live spell checking
and manual checking options, and dictionaries for a number of languages are included.
Avoid Clutter - Only See the Messages You Want
The Inbox features message filtering so I can display just the messages I want to see, eg. all read
messages, all unread messages, all uncompleted followups etc. This makes it easy to focus on what I
need to do.
Send Messages to Multiple Users
Phone messages aren't limited to just one recipient, which is a good thing. I can send a message to as
many people as necessary, which is handy in case someone is away.
If I want, I can set up distribution groups so messages can be sent to
teams. For example, I can set up a distribution group for the Sales
Team, and then send any product enquiries to the whole team so that I
can be sure someone will respond to the call quickly!
Here’s something that’s cool. Messages can be addressed using the
drop-down To list which features incremental searching. I just start
typing a name and PhonePad will find it for me. Or I can use the
popup To box and select users by checking the check boxes.
The Built-In Address Book Manages Caller Details
PhonePad can remember the details of previous callers for me, avoiding the need to re-enter the
information when they call again. As I enter a caller's name, PhonePad checks to see if they exist in the
Address Book and will fill in the rest of the details for me. I can tell you that this saves a massive amount
of time. It can also automatically update a caller's details
when they change.
I can store a whole host of information in PhonePad's
Address Book. From business, postal and home
addresses to multiple phone numbers, email addresses
and even websites. The Address Book can even import
my contacts from Microsoft Outlook™, and it can export
them back to Outlook™ as well. I can also import and
export Address Book entries from and to files, eg. CSV
format.
Keep Messages Safe and Secure
With paper phone messages there is absolutely no
security. Anyone who walks past my desk can read the
messages I have received. PhonePad keeps all of my
messages neatly together in your Inbox, secure and away from prying eyes. Don’t want anyone learning
my secrets. :-)
PhonePad is password-protected so no-one else can read my messages (unless I want them to), and the
messages are stored in an encrypted database.
Easily Organize Phone Messages
Messages I want to keep can be left in my Inbox or organized into private folders. Or if I want others
within my company to be able to access the messages I can also setup public folders. PhonePad keeps
all of the messages I have taken in the Sent folder.
Notification As Soon As Messages Arrive
I always know when I have received a phone message as PhonePad alerts me
straight away using a variety of methods: popup messages, flashing taskbar and
system tray icons, message balloons, customizable sounds, etc. PhonePad comes
with 8 sounds and I can easily add my own if I want.
Never Forget to Return a Phone Call
It's one thing to get my phone messages but what if I forget to return the calls?
Well, fortunately we've thought of this too. PhonePad's follow up feature will remind me of calls I have
and haven't returned. I can mark messages for follow up and check them off when they've been done. I
can add notes about when calls were returned, what was said, etc. The follow up feature can also work
with distribution groups. When someone follows up a call, it can be marked as done for all recipients.
Receptionists Love PhonePad
Why do receptionists love PhonePad? Because it makes live so much easier.
Receptionists can quickly and easily take messages for staff and send them to their Inboxes, so that
their messages are waiting for them when they return. A PhonePad Administrator can give Receptionists
access to other user's Inboxes so they can check messages for staff that phone in, and administrators can
control which Inboxes they can access.
Get Messages When Away From the Office
With PhonePad's Automatic Message Forwarding feature, I can have my messages sent to an email
address or mobile/cell phone when I’m away from the office.
I have PhonePad installed on my laptop so I can check my messages over the Internet via a secure
encrypted connection, whether I’m ill, working from home, or on the road! Some people have found this is
also ideal for remote offices.
Check Staff Availability at a Glance
PhonePad includes a built-in In-Out Board that provides an easy way to check staff availability. Users can
quickly and easily set their status, as well as provide and indication of when they'll be back. They can also
leave notes and setup Automatic Message Forwarding.
And There’s Lots More Too
I've only just covered the main features. There is a whole lot more but there's too much to go over here.
When you download the trial version of PhonePad you will discover for yourself all of the time saving
features it has.
Who Uses PhonePad?
An easier question would be: "who doesn't use PhonePad?". Here's a sample of the type of organizations
that use PhonePad that I've extracted from our client list:
Law firms
Accountants
Doctors
Clinics
Hospitals
Military
Universities
Government
Congressmen
State Governors’ Offices
Mayors’ Offices
IT companies
Construction companies
Real Estate firms
Architects
Industry Associations
Hotels and Resorts
Police Departments
Fire Departments
Security companies
Manufacturers
Small, medium and large businesses in various industries
Plus lots more
Get PhonePad Now - You'll Wonder How You Managed
Without It
Once you start using PhonePad, you'll never want to go back to paper phone message pads! Just
download and install it, and start benefiting from paperless phone messages. You're not going to believe
how much of a difference this is going to make.
Try PhonePad out for yourself - for FREE!
I know you're going to love PhonePad. But I don't expect you to buy it without at least having a look at it.
I want you try out PhonePad for yourself so you can see first hand just what it can do for you. We offer you
a 60 day evaluation period. No strings attached!
That's two whole months of using PhonePad free of charge! This is not a gimmick. It's how we have
been doing business since 1995. You get to try PhonePad for 60 days without any obligation
whatsoever. Then, if you really like it order a license. Licenses start from just $95 for 5 users, and you can
go all the way up to a site license.
You can use PhonePad in earnest because you won't lose any data when you buy a license. All of your
data will remain intact when you switch over from evaluation to fully licensed.
Get your FREE 60 day trial of PhonePad today and find out why thousands of
other businesses and organizations are using it.
Try PhonePad for FREE for 2 whole months!
Just enter your Firstname and Email Address below to
download PhonePad now and use it for FREE for 60 days!
We hate spammers too! You will never be spammed by us, and we will
never, ever give, share or sell your details to anyone. Period.
1901 60th Place E, Suite L8258, Bradenton, Florida 34203, USA
P.O. Box 5006, Chisholm ACT 2905, Australia
Telephone: 1-866-806-2144 (Toll Free within the US and Canada)
www.cybercom-software.com
