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How to Fax From Google Voice: The Process and a Simple Alternative

Fax with Google Voice

Are you wondering, “can I send a fax using Google Voice?”

Short answer, “yes.”

But it’s fairly complicated.

That leaves some to question whether it’s really their best option.

Firstly, it’s important to know that your Google Voice number is VoIP (Voice over Internet Protocol). That means it doesn’t have the capability to fax directly, or through an online fax service or app. Instead, you have to use a workaround.

The process takes time, and is not always straightforward. If you need a quick, solid alternative, consider using a ready-to-go service like FaxBurner, which gives you a fax number, and lets you use your phone or email to fax.

To help you better understand the process of faxing using Google Voice, we’ve outlined the steps to take below.

Using Google Voice With a Fax Machine

One way to use Google Voice to fax is in conjunction with a fax machine.

Of course, that means you must either have access to a fax machine, or you must purchase one. That’s a bit counter-intuitive as this also assumes you have a landline from which to fax.  Nevertheless, if you want to send a fax over a machine using a Google voice number, you can.

Here’s what you need:

  • An active Google Voice account and phone number.
  • An adapter to connect your landline phone to a USB port on your computer. Make sure this adapter is compatible with Google Voice.
  • A computer with a fax modem, or a dedicated fax machine.

Next Steps to Send And Receive Faxes Via Fax Machine

These steps are pretty proprietary. They will depend largely on the adapter you purchase, your fax machine, and other factors. You’ll need to consult the manual on the adapter that you purchase. If you use a fax modem, you might need to adjust the settings on that as well. Think of these as some general steps to get you started on faxing from Google Voice.

  1. Plug your landline phone into your adapter, or the fax machine if that connects directly.
  2. Read the instructions that come with the adapter you’ve purchased. Every adapter works just slightly differently.
  3. Test the connection by connecting a landline phone to the adapter.  See if you can send and receive calls using your Google Voice number. If this doesn’t work, refer back to your adapter or call customer support.
  4. Unplug the landline phone, and plug the USB adapter into your fax machine. You may want to test the fax machine handset if it exists.
  5. Try to send a fax to someone as a test. You can also ask them to send a fax back using your Google Voice number.
  6. Begin making adjustments to the fax machine itself if you aren’t receiving faxes or able to send them. You may have to adjust the baud rate or the error correction mode. Here, you will have to refer to your fax machine documentation, or contact a service provider.

Repeat the steps above as needed until you can send and receive faxes.

Using Google Voice With Fax Apps

If you want to use Google Voice with an online fax service,  you’ll have to go through a process of exporting your number.

There is a fee associated with this however.

In addition to that, many online fax providers will also charge you extra for using a custom number, and not one that they generate for you.

Faxing with Google Voice Alternative

Fortunately, you can send and receive faxes using the Gmail account associated with your Google Voice number, without actually using Google Voice at all.

For most people, the simplest solution is to use an online fax service. By signing up for such a service with your Gmail account, you can use that email address to manage your faxing needs. This will allow you to send and receive faxes via mobile app, email, or on your computer. You can also receive notifications in your Gmail account when faxes are sent or received.

FaxBurner’s online faxing service is a great choice – and offers both free and paid account levels depending on your faxing needs. Sign up with your Gmail account (or any email address) today.

Ways To Increase Productivity at the Office – Infographic

Increasing Office Productivity

Distractions are everywhere in the office.

The result is that employees can find it very challenging to remain focused, and often give in to the temptation to mess around on the computer, or talk to their friends or go on social media (let’s face it they probably aren’t faxing from their phone).

According to CareerBuilder, one in five employers notice that their employees are productive for less than five hours. The biggest productivity killer is the cell phone. The internet and simple gossip follows right behind. While you can’t get rid of all distractions, you can change the way your office runs to improve productivity on a daily basis.

Of course, there’s more to productivity than just working all day. Here are some proven tips for promoting a happier, more productive office.

WELLNESS AT WORK

Don’t encourage your staff to stay seated at their computers all day. Instead, promote wellness and fitness with simple tricks like letting your employees use standing-desks (we’ve even heard of treadmill desks). This trend has become popular recently with 44% of people in 2017 choosing to stand at their desks.

You can also give your staff incentive to get up and move around by promoting the use of (or even distributing) fitness bands or trackers during break time. Consider creating a sort of fitness challenge in the office or have a day to play team sports together.

Not only will this promote productivity, it can help staff build camaraderie and to feel more comfortable with one another at work. Encouraging professional and personal development at the workspace keeps employees happier, more cooperative, and more focused – all of which promote productivity.

In addition to increasing output, promoting wellness in the workplace also improves the daily life and well-being of your employees.

DE-STRESSING THE WORK ENVIRONMENT

Many workers prefer to work on important tasks away from the office. And it’s certainly worthwhile to consider allowing remote work – as long as goals are met.

But it also wise to make the office environment less stressful and more comfortable.

According to a study by Robert Half International in 2012, work environment is the most crucial factor in staff satisfaction.

As many as half a million people were affected by stress and anxiety in the 2016/2017 working year, with the numbers climbing every year. Stress makes it difficult to work, which is why many employers are now working to make changes to the office to help their workforce feel more at home.

Pets are a known stress reducer, so it’s no wonder that some office spaces are allowing cats and dogs nowadays. In fact, 80% of employees in pet-friendly work spaces say that they feel much happier, more relaxed and sociable.

Pets not an option? How about plants? Classical music? Better lighting? More comfortable chairs? Inviting employees to customize their work spaces? People are 15% more productive with small office additions that make them feel more at home.

Reducing stress increases focus and productivity so make your office more comfortable and inviting is bound to pay dividends.

TOOLS AND TECHNOLOGIES

Productivity in the office can be improved by using smart tools and technologies to make work easier, faster and more efficient. More streamlined processes, using apps and tools can save overall employee time, making the team able to do more with less stress or frustration.

You can use Slack for better team communication, share and save your important documents with DropBox, fax documents using email or smartphones with FaxBurner’s fax app, make sales calls with PhoneBurner, save your best ideas to Evernote, track time spent on tasks with Toggl or Time Doctor, automate appointment setting with Calendly, and improve your writing skills with Hemingway or Grammarly.

What do your employees spend (or waste) time on? Search for tools that can automate these processes so they can focus their attention where it matters most.

MOTIVATION AND MORALE

Employers can do a lot to influence productivity by motivating employees.

One of the best and most important ways is to set expectations so that employees can stay on point. Set goals to keep them reaching. Gamify productivity when possible to make things competitive and fun.

When you consider that only 41% of the workforce think their job matches up with their job description, it’s clear how important of a role expectations can play.

Showing appreciation is another great way to motivate employees (and it makes them happier too). Talk to your employees to show them that they are important and recognize them for their work. Go out of your way to thank them after difficult projects. Celebrate and reward victories. Create a platform for employees to share success and high-five each other (virtually or otherwise).

It’s also critical to make sure employees feel valued. Use collaborative language so employees feel as though they have a say in their own work. Promote creativity and be open to ideas no matter where they come from. When employees feel invested and interested in the projects they take on, they excel. The opposite is true when they’re doing something just because they’ve been told to.

BETTER MEETINGS

Almost 50% of employees do not know what they’re supposed to be doing after leaving a meeting. This is partially because meetings tend to drag on as people doze off or stop paying attention.

You can combat this by keeping meetings short, holding them before lunch, and even having your staff stand up.

It’s also critical to have an agenda and a timeline. And to stick to them! Having this focus keeps participants attentive and on point.

SOCIAL MEDIA

While most employers believe that social media is a distraction, it can help with employee communication and interaction. In fact, 60% of people believe that social media supports their decision-making process as they collaborate, share ideas and solve problems together.

As much as 82% of staff notice the way social media improves their work relationships. With improved relationships at work, people are more likely to show up happy, and work collaboratively.

The challenge is keeping the social media related to work. So be sure to set limits and expectations – and hold employees to them.

SUMMING UP WAYS TO IMPROVE OFFICE PRODUCTIVITY AND INFOGRAPHIC

There’s a lot that goes into office productivity.

Beyond simply encouraging your employees to work more, you can improve their focus and output. Create a less stressful environment, make employees feel appreciated and alter the structure of meetings and work itself.

Even a few simple changes can make your employees feel much happier. You will be more successful in encouraging them to work harder as they feel more connected to both your company and you.

We summed up all the above in a visual infographic, a cheat sheet you can use to create a happier, productive work environment.

Anatomy of a Happy Productive Office - Infographic

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