Faxing to Go

by admin

By Steve Adams

One of the fun things about watching old movies, more than 10 years old to be precise, is seeing how the world has changed since the movie premiered. When Beetlejuice runs his TV ad in the movie of the same name, he flashes an “800” number, but there’s no mention of a Web site as there would be today. In 1975’s “Three Days of the Condor,” there isn’t a desktop computer in sight – despite the fact that Robert Redford works for the tech-savvy CIA. In black and white movies from the 1940s, office workers still contact the operator to make a simple phone call.

Perhaps the thing I notice most about them, however, is the way everyone in the company works in the same building, all day, every day. They come in to their lush offices, work their 9-to-5 day, then head home to their families – or out for cocktails and cigars with their colleagues.

The world has certainly changed since then. We have always been a mobile society outside of work, but now that attitude permeates the workplace as well. The central office has given way to mobile workers, especially in the real estate business.

In many cases, technology has been helpful to these workers no longer chained to their desks. Cheap and abundant mobile phones have made workers reachable just about anywhere in North America. The Internet and e-mail have extended that reach to just about anywhere in the world. Yet, in the midst of all that, like a bug in a salt shaker, is the immobile fax machine.

Now, before you start thinking it doesn’t matter because faxing has gone the way of Clara the company phone operator, you should know that according to analyst group IDC, there were more faxed pages in 2007 than in any previous year. Despite e-mail, texting, IMs and all the other technological marvels of our age, faxing still remains the communications medium of choice for contracts, legal documents or any other paperwork that requires signatures or handwritten notes. In fact, in industries like real estate, this is still the primary means of sending official documents.

So there’s the dilemma. The real estate workforce is mobile, but one of its means of communication is not. Therefore, non office-based workers who need to read, send and/or respond to faxes either have to make a special trip to the office to pick them up, have documents re-faxed to them from the central office to another location or have someone else read the faxes to them and then dictate responses. None of which is very conducive to conducting business.

There is another option, which is using an Internet fax service. Call it faxing to go, because an Internet fax service gives users the capability of sending and receiving faxes wherever they happen to be – as long as they can get an Internet connection.

Take a real estate agent who is offsite for the day. With a traditional fax machine, the paperwork is sent to the central office, where it must wait until the agent returns – perhaps at the end of a busy day. If there’s a problem, the amended fax is sent back, and the process starts again. The agent could lose an entire day or two depending on the complexity involved.

With an Internet fax service, the agent receives an e-mail notification and preview on his/her BlackBerry. The agent can then quickly look over the fax, write up any changes or amendments as a cover note, forward them to an assistant and have the whole thing completed in minutes. It’s a huge advantage that saves time and helps drive efficiency, not to mention revenue.

Internet fax services are simple to use. You sign up online and you can pick the options that the service offers, and then you are assigned a telephone number, either a toll-free number or a local phone number, depending on your preferences. Some will give you an application to download, but the better ones won’t.

Once you’re up and running, you can then send and receive faxes through your e-mail account, a secure online server or both. Again, as long as you have an Internet connection your fax capabilities are operational, whether you’re at home, at a customer’s office, on a job site or even stopping for coffee.

Different services offer different types of “to go” options. For example, some allow you to have the same fax sent to multiple e-mail accounts. This is great for people who are working as part of a team, or with an administrative assistant (virtual or otherwise), because everyone involved can receive the fax without additional forwarding. Receiving e-mail notifications allows you to know instantly when a fax has arrived, and having a preview option means you can look at the fax quickly to determine its contents so you know whether it needs to be opened right now or can wait until later.

Another great feature is online storage of sent and received faxes. That’s ideal for users who suddenly need to access an older fax, or for those who lose an original electronic copy without making a backup. Of course, receiving faxes electronically also means you can easily carry every fax with you on your laptop, so the information you need is always at your fingertips.

Then there’s the cost savings. Many people try to work around the static nature of the fax machine by sending faxes from, or having them sent to, a local quick print shop or other service supplier. At $3 per page, which is a typical rate, that quickly adds up. If you send or receive more than three or four pages a month, an Internet fax service will usually cost less. And there’s no waiting in line while three people ahead of you try to decide what color paper to use for their lost dog flyers or which size box would be best to use for sending Aunt Martha her birthday gift.

In our ever-more mobile and distributed society, it just doesn’t make sense to have all your important faxes tied to a single location. Instead, take your cue from the quick service restaurant industry: when you’re looking at your next fax solution, simply say, “Make mine to go.”

Steve Adams is vice president of marketing for MyFax (myfax.com), a provider of Internet faxing services for individual home users, small businesses and large corporations. Adams can be reached at sadams@protus.com.

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