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Helping an award-winning PR agency implement a cloud telephone system to better serve their growing business

Overseeing the procurement and deployment of a brand new hosted VoIP system.

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Description

ClearlyPR is an award-winning content marketing and public relations business based in Bath with over 100 combined years of media experience.

Location
Bath, United Kingdom
Industry
Public Relations (PR)

The Client

ClearlyPR is an award-winning content marketing and public relations business based in Bath. Their team of 12 people has over 100 years of combined media experience and together they write articles, secure media opportunities and drive engagement between organisations and their target audiences.

The business was founded in 2014 and is now established as the go to PR agency for those in recruitment and HR. Their focus is on high quality B2B communications and content which delivers a lasting impact.

The Challenge

After a period of rapid growth within the organisation, both in terms of staff and revenue, ClearlyPR urgently needed to scale its technical capabilities. In particular, they were stuck with an outdated phone system, which allowed them to take a maximum of two calls at once and provided them with an unreliable service.

Working in PR creates a constant need to be on the phone, managing clients and pitching stories to the media, so the business needed a phone service on which they could depend. Ahead of their move to new offices in Bath, ClearlyPR approached Creative Goldfish to help find a viable alternative.

The Solution

Our first step was to find a VoIP provider who could better suit ClearlyPR’s needs. VoIP solutions are more flexible and cost-effective than legacy on-premises systems, granting access to users wherever they are working. After researching options, it became clear that RingCentral was the best option for cloud phone systems in the UK. Their platform includes not only calling, but video conferencing, team messaging and collaboration, online fax and meetings and integrated contact centre solutions. It is also compatible and integrates with most office suites, including G-Suite and Office365.

We made our recommendation to ClearlyPR and they agreed to proceed with RingCentral. In order to guarantee the best deal possible, we became accredited partners to RingCentral, and were able to pass on the savings to ClearlyPR. Once the software had been negotiated and agreed upon, we set about securing the supporting hardware.

ClearlyPR were operating a landline only phone system previously, and so needed all new headsets in order to make the most of a hosted VoIP solution. Creative Goldfish were able to secure refurbished Jabra Evolve 65 headsets at far below market-price and completed thorough checks on all of the equipment before handing it over to ClearlyPR.

Man Wearing Jabra Evolve 65 Headset
Creative Goldfish sourced Jabra Evolve 65 headets at just 30% of the RRP

In preparation for the in-person set-up, Creative Goldfish deployed the RingCentral infrastructure remotely, which included complex routing, such as setting groups of initial call handlers. As much work as possible was done prior to the set-up date at ClearlyPR’s office, to minimise the disruption for their team.

Once this had been completed, Creative Goldfish visited ClearlyPR in person to set-up the headsets and cloud telephone systems. This was fully installed and tested on the offices’ computers, with only the necessary information provided to workers so that they could manage any potential future connectivity issues.

We also provided one-to-one training both on how to use the headset and the RingCentral software. Some of the team had never used a VoIP phone before, while others were more familiar with the technology, so we spoke to people on an individual level, allowing them to learn at their own pace. We continue to provide remote support when needed.

The Results

As a result of our work, ClearlyPR now enjoys a reliable phone service which meets their present needs and is easily scalable for growth. Already we have helped them to add two new users, and the system is set up perfectly for future expansion.

ClearlyPR’s employees are now able to work remotely with ease, logging into the softphone app on their personal desktops, or by using the mobile app. This also helps with privacy, preventing individuals from having to share their private numbers.

Direct phone lines and individual voicemails mean that nothing gets missed and no one person is responsible for delivering messages. This also makes it easier for ClearlyPR’s clients, who can now quickly reach the person they would like to speak to.

ClearlyPR are also able to use RingCentral Meetings, which enables video conferencing for up to 250 people at once - this became an essential communication tool during the coronavirus lockdown.

As a busy PR and content marketing agency, ClearlyPR needed reliable and straightforward phone systems that worked intuitively, allowing their team to focus on the things which would grow their business - this is exactly what Creative Goldfish delivered.

Key Outcomes
  • Reliable VoIP phone service
  • Extended user network
  • Facilitation of remote working
  • Video conferencing for 250 people
  • Future-proofed, easily scalable solution
  • Reduced admin time

Testimonial
"We first contacted Creative Goldfish because we knew we needed to update our phone system. Our current landline system was unreliable and, due to business growth, was no longer the right fit. Creative Goldfish recommended several options for free, outlining the pros and cons of each choice. Once we’d made our choice, Creative Goldfish negotiated the best possible deal with RingCentral and remotely set up the infrastructure exactly as required, which included complex routing. Initially, we were going to install the equipment and software ourselves, but after some struggles, Creative Goldfish provided an in-person set-up plus one-to-one training for all staff. Throughout the process Creative Goldfish were a pleasure to deal with, extremely prompt and professional and always eager to ensure that everything was working for us. We couldn’t recommend Creative Goldfish highly enough.”
– Vicki Eastman, Senior PR Account Manager

How We Can Help You

As a business leader, your job is to focus on the things which help your organisation to succeed - and our job is to make sure you are equipped to do exactly that. Whether it’s your phone systems, or something else, our expertise in IT means that we will find a creative solution to whatever challenges you face, and we can take on the project from idea through to deployment. We’ll even be there for additional support afterwards, should you need it.

We’re experienced in building technical solutions to common problems, so whether you need us to help with a specific task, or you’re not sure where to start, get in touch and we can help. For more information, visit the IT page on our website or give us a call on 020 3951 0815.

About Creative Goldfish

Creative Goldfish is a digital services agency based in London. Founded in 2018, we have helped clients achieve their goals through a range of digital means. We specialise in finding technical solutions to business challenges and work tirelessly with our clients to ensure that we meet their exact requirements. We love what we do, and you’ll love the results too.


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