FACTOR FOUR - Virtual answering machines in the telephone network

Virtual answering machines in the telephone network
No more tangled tape

Answering machines are useful devices, but sometimes the message tape is full at a crucial moment. Answering machines also need power around the clock, and through being permanently on standby traditional devices consume up to 100 kWh per year.
Several telephone network operators now offer an alternative to the conventional answering machine: the virtual answering machine in the network. Users no longer need numerous single devices, and the new answering machine has a number of additional functions.
Virtual answering machines in the fixed network function in a similar way to mailboxes in the mobile network. Users set up their own personal call manager in the network according to their individual requirements. When the user is not available, the caller can leave a message on the virtual answering machine. A notification function alerts users of new messages at a time of their choosing, either at a number they have given or by a text message to their mobile phone. Almost any telephone or mobile phone worldwide will give users access to their messages.
Unified messaging services make the virtual answering machine the message centre behind the fixed-network number - for calls, faxes, e-mails and text messages. These messages can be accessed by telephone, mobile phone or internet. Inversely, fax messages, e-mails, voice mails and text messages can be sent by computer. When retrieved by telephone, electronic messages and e-mails (including file attachments) are read out to the user, who can reply immediately.
Online service providers offer their internet users a further alternative to the answering machine at home - new e-mail accounts now come with a virtual answering machine and fax-sending function.
As service-oriented products, virtual answering machines contribute to dematerialisation and the decoupling of economic growth from resource consumption. They therefore help increase resource efficiency and at the same time meet the demands of a modern information society.

Source: Deutsche Telekom AG, T-Com

Manufacturers and suppliers

Factor-four effects

Ecological effects

Energy consumption
Virtual answering machines require only a fraction of the energy needed for the production, operation and disposal of single devices. Users are spared the need to install another power-consuming device. The independent Institute for Applied Ecology (Öko-Institut) in Freiburg has calculated that T-Com's T-NetBox, viewed over its entire useful life, requires 27 times less energy than energy-optimised, traditional answering machines. With 5 watts average power consumption, a conventional answering machine requires over 40 kWh per year. Some models even use up to 100 kWh per year. Replacing all 18 million conventional answering machines in Germany with virtual answering machines would save around 788 GWh per year. This value could be further increased by using the fax function and so saving the power consumed by conventional fax machines in stand-by mode.
Resource use
Virtual services are increasingly replacing material-intensive electronic devices. A small number of centralised technology platforms uses significantly less resources than a large number of decentralised single devices. Virtual answering machines therefore contribute to dematerialisation. The declining production of single devices reduces the demand for electronic components containing toxic substances, which is an important point in this context.
Waste
A study by the Institute for Applied Ecology showed that T-Com's T-NetBox causes 66 times less waste than modern answering machines. Increasing use would further raise this value. With virtual answering machines the amount of problematic waste - scrapped electronic appliances - is over 1,000 times less.
Emissions
Saving operating power and the energy needed in production and logistics reduces emissions of harmful substances. The Institute for Applied Ecology has calculated that with the T-NetBox, the greenhouse, acidification and phototoxicity potentials are 27 times less than with single devices. A complete replacement of all traditional answering machines in Germany would reduce emissions of the greenhouse gas CO₂ by 600,000 t per year.
Transport
Avoiding single devices that consume a large amount of raw materials also significantly reduces transport demand. Users need no longer travel as they would to buy single devices or have them serviced. Comparatively lean logistics suffice for the upkeep of the centralised technology platforms that support virtual answering machines.
Durability and product life
The providers install, maintain, and guarantee the smooth operation of the technology platforms. Users do not have to worry about purchase or repairs as they do with conventional answering machines. The useful life of the product is therefore not restricted to the life of single devices. Additional features such as the fax function and unified messaging, as well as the ease of operation, increase the product's attractiveness and acceptance as well as the length of time the consumer will use the product.

Economic effects

Costs
Up-front costs for the user are low. At no stage is there a financial risk of repairs and servicing, as there is with single devices. Altogether the costs do not differ much from those of single devices with comparable features. There is a basic charge for the virtual answering machine, whereas single devices involve costs for the initial purchase, servicing, and monthly power bills.
With many T-Com tariffs the main functions of the T-NetBox are included in a slightly higher basic charge.
Competitive advantage
In contrast to single devices, virtual answering machines permit upgrading services to the user without the user having to install new devices. Further development in tune with the communication needs of modern information society ensures widespread acceptance of the product and an ongoing contribution to the dematerialisation of society.
Markets
With around 18 million conventional answering machines in Germany alone there is a large potential for the alternative on the telephone network.
Infrastructure
Virtual answering machines work with the existing technical infrastructure (telephone network, telephones). Only a small number of additional central technology platforms is required for saving and managing the data.
Economic structure
Virtual answering machines are a service-oriented product and contribute to the decoupling of economic growth from resource use.
Export potential
The technology is transferable to other countries.

Social aspects

Operational reliability
Virtual answering machines function reliably even when the home power supply fails.
The provider guarantees the operation of the answering machine in the network. The user does not have to worry about purchase, repairs and servicing. Access to the personal mailbox is protected by a PIN code. The good voice quality of the messages and a large memory ensure that no information is lost. Virtual answering machines can receive several calls at the same time.
Quality of life and operation
Quick and easy installation saves time and trouble.
The answering machine in the network requires no additional space, no cable and no socket at home. Tangled tape is a thing of the past. What is more, messages can be managed from anywhere in the world via mobile phone or telephone, and with unified messaging via the internet.
Versatility
Virtual answering machines offer significantly more service than single devices. This includes receiving calls when the user is already speaking, receiving faxes and retrieving them via any fax machine or PC. When retrieving their messages, users are notified of the time and date of calls and informed of the callers' number. Return calls can be made simply by pressing a button.
The unified messaging service offers the conversion of tone to text and text to tone. The virtual answering machine notifies the user of calls at a time of the user's choosing, either by a call or by a text message to a mobile phone. Users can also call their personal answering machine directly or retrieve and manage messages via the internet. Virtual answering machines are therefore able to manage all sorts of electronic messages, from voice mails to e-mails and text messages.

Obstacles and drawbacks
Ease of installation and operation as well as costs are decisive for the acceptance of virtual answering machines. Reducing the strain on the environment is not an argument that will convince many consumers to do without a conventional answering machine of their own and deal with a new technology. The higher basic charges can also work as a deterrent. Convenient additional functions, operational reliability and above all smooth service by the telecommunication provider are the precondition for consumers switching to virtual answering machines.
With conventional devices, a signal on the home telephone alerts users to messages, a service that virtual answering machines are as yet unable to offer. Virtual answering machines are oriented above all to consumers with an ISDN number, but the majority of numbers in Germany is still analogue. Not all devices are compatible with the call manager and fax memory functions. Providers have to guarantee data protection.

Potential
Around 18 million conventional answering machines are in use in Germany alone, which indicates considerable potential for substitution with virtual answering machines.

Policy proposals
Business is ready and able to open up the market. There is no need for action on the part of policy makers.

Contacts

For questions on virtual answering machines
Dr. Peter Moll / ecom.AG
Tel. +49-(0)202-28063-22
E-Mail: moll@wtal.de

For questions on FACTOR FOUR
Dr. Raimund Bleischwitz
Tel. +49-(0)202-2492-256
E-Mail: raimund.bleischwitz@wupperinst.org