Now that you know all about cloud-based VoIP solutions, what’s to stop you from trying one out today? You can get up and running on the same day!
Now that you know all about cloud-based VoIP solutions, what’s to stop you from trying one out today? You can get up and running on the same day!
Get affordable and convenient phone calls with cloud-based technology
In business and in our everyday lives, the internet has changed the types of technology available to us, including in the realm of telephony. This change includes the growth of cloud-based VoIP solutions.
VoIP stands for Voice over Internet Protocol. It’s a technology used to make and receive phone calls over the internet as opposed to using a landline, as an analog traditional phone system does.
Because it uses an internet connection, a VoIP phone service can be set up so that all the functions of the system are carried out “in the cloud”. This article will explain the role of VoIP in cloud communications and how a cloud VoIP phone solution works.
Cloud phone systems mobilize off-site data centers and cloud servers to host your telecommunications infrastructure.
When we talk about “the cloud”, we’re referring to the practice of distributed computing, in which computational tasks like data storage and processing are carried out by many individual machines, often spread out in various locations.
Cloud services use the internet to move tasks away from hardware such as on-premise PBX equipment, to large data centers run by cloud service providers. Cloud VoIP phone systems have the same functions as traditional systems but without the need for physical phone lines and on-premises telecoms equipment.
| Traditional phone system | Cloud-based phone system |
|---|---|
| Specialized equipment needs to be set up and maintained on-site. | No specialized on-site equipment is needed. |
| Minimum-term contracts and high setup costs tie you into a single provider. | Flexible, cost-effective payment plans. |
| Lengthy request process to make service changes. | Easily scalable, with the option to add or repurpose lines as needed. |
| Pay technicians for hardware installations. | Pay nothing for a fast implementation. |
| Maintenance requires specialist technicians. | Manage the system yourself from any device. |
Understand the different types of VoIP phone system available.
In the field of VoIP communications, interchangeable terminology and unnecessary jargon can often confuse people. Three terms that get thrown about a lot are hosted VoIP, cloud VoIP, and VoIP PBX.
Although all three are sometimes used interchangeably to refer to any VoIP phone system, they actually have different meanings.
A hosted VoIP system is any phone system in which all the equipment, servers, and data are hosted off-site by the service provider rather than on-site by the service user.
Cloud VoIP is a type of hosted VoIP that mobilizes a cloud environment. Often, the cloud service will be provided by a third-party provider.
Although all Cloud VoIP systems are technically a type of hosted VoIP system, not all hosted VoIP solutions use a cloud architecture. Some rely on a single server to manage important functions like call routing and call forwarding.
PBX stands for private branch exchange. In the pre-VoIP era, any organization that wanted to manage multiple phone numbers and be able to route and forward calls between different departments had to install a physical PBX system.
Thanks to VoIP, if you need enterprise-level functionality from your phone system, there’s no need to install or maintain any physical hardware. VoIP PBX uses ordinary computers and softphones to do the same work as specialized PBX machinery.
Just remember that VoIP PBX is not necessarily the same as hosted PBX, which specifically refers to an off-premises or cloud PBX system that uses VoIP.
Enlisting a cloud VoIP service means you use cloud technology to facilitate your VoIP calls.
Because VoIP is a set of protocols rather than a specific physical technology, cloud phone system providers take different approaches to meeting the communications needs of their customers.
8x8 provides what is known as Unified Communications as a Service, or UCaaS. This means we’re not just a telephone service provider, but also act as a platform for a wide variety of modern communications needs besides VoIP telephony. These include SMS, internet messaging, and video conferencing.
Getting started with UCaaS is usually as simple as choosing a plan that meets your business needs. Because connections are made over the internet, pricing for VoIP services is typically flexible and paid on a per-user- per-month basis.
If you anticipate your organization’s telephone usage growing, or you have no idea what your future requirements will be, you should consider a cloud-based solution for your VoIP service as they’re the most easily scalable.
A cloud VoIP provider enables you to expand your service and add new users in real-time. If you need more advanced features, for example, if you need to add international calling to your plan, a cloud solution like 8x8 facilitates these changes easily through an app or control panel.
When you enlist a VoIP service for your communications requirements, there are different options when it comes to your technical setup.
Because VoIP uses the internet, there’s no need for dedicated desk phones. Nonetheless, this does remain a popular option, and there are a host of specialist IP phones available for making and receiving VoIP calls.
On the other hand, many organizations, including call centers that handle a large volume of outbound and incoming calls, opt for a combination of computer, softphone, and headset, in order to leave agents’ hands-free to type.
This also has the advantage that a headset is more portable than a desk phone, meaning it can be combined with a laptop for a fully VoIP-enabled remote work setup.
To get connected to a cloud-based telephone system all you need is an internet connection. Depending on what kind of telecommunications infrastructure you have available in your area, your internet connection might rely on DSL, cable, or fiber-optic networks.
You also need to take into account the bandwidth requirements for making VoIP calls. Each concurrent call will use 80-100 Kbps of bandwidth, so when subscribing to a VoIP service, make sure you have a strong enough internet, too.
| Number of concurrent calls | Recommended bandwidth |
|---|---|
| 1 | 100 Kbps |
| 5 | 500 Kbps |
| 10 | 1 Mbps |
| 50 | 5 Mbps |
| 100 | 10 Mbps |
Bandwidth can impact VoIP calls in several ways. In order to maintain uptime and consistent call quality, you should ask yourself the following four questions.
Get all the features of an on-premise PBX and more with the advantages of a cloud architecture.
Cloud PBX, sometimes known as hosted PBX, works in much the same way as a traditional PBX system. Its primary function is to route calls to the right department or user extension. A PBX auto-attendant can be used to automate this process.
Where a hosted system differs from legacy PBX solutions is that it moves the functions of on-premises PBX hardware to the cloud. Instead of connecting telephones using on-site machinery, a hosted PBX system connects them in real-time to secure data centers over the internet.
Because it operates over the internet, a cloud VoIP service combines the customer relationship management (CRM) advantages of enterprise-level PBX with the advanced features of cloud telephony. These include video and text chat functionality that you can use from desk phones, computers, and even mobile devices, as is the case with 8x8’s mobile app.
A cloud phone system lets you leverage the latest cloud technology for all your telephony needs.
Now more than ever, organizational productivity and team collaboration are dependent on having the right communications technology stack.
A cloud-based phone system is best for those who require an easily scalable and manageable telephone solution. Because you can get set up quickly and easily, and there is no physical equipment to maintain, it’s also ideal if you don’t have the staff available for cumbersome and time-consuming maintenance.
Almost any organization can benefit from cloud telephony. Businesses especially find it useful to have a business phone system that employees can use to make and receive calls, but also a comprehensive suite of messaging and conferencing tools.
The advantages and disadvantages of cloud phone system for your organization.
While it might seem as if there are no downsides to a cloud VoIP telephone service, there are some use cases where you might want to consider retaining a Public Switched Telephone Network (PSTN) connection.
| Cloud phone system pros | Cloud phone system cons |
|---|---|
| Allows calls to and from anywhere where you have an internet connection. | Requires an internet connection. |
| Integrates with many popular business applications | Might have difficulty interfacing with older analog equipment. For example, pagers, or facilities management systems. |
| You have the freedom to use any internet-connected device. | There's the potential for poor call quality in wi-fi dead spots. |
| No complex or expensive hardware to purchase and maintain. | Location data is limited for emergency calls. |
Cloud VoIP has proven a popular solution for businesses that need to make and receive phone calls.
One area where VoIP and cloud-based systems have had a massive impact is in the field of business communications. Business VoIP refers to the application of VoIP telephony to business practice.
Why you need a cloud phone system and which features you require will depend on four key factors:
Small businesses with relatively few telephone users will need a lower amount of service provision than large enterprises. The latter are also more likely to need multiple numbers and international calling capacity included in their plan.
If your company is structured as a distributed network of employees, you’ll be more concerned with securing mobile VoIP access for your remote teams. On the other hand, if all of your business’s employees work from the same office, you could reduce costs by sharing terminals and only paying for a single extension per department.
When choosing a VoIP service plan, you should know roughly how many calls you make and receive each month. While a cloud VoIP service is easily scalable, it’s still best practice not to oversubscribe to a level of service you don’t need.
With a cloud-hosted VoIP solution, some services limit the number of concurrent calls you can make, so be sure to check that your provider doesn’t.
If you have multiple incoming calls to the same number, for example, with a cloud phone system for your customer support operations, a multi-level auto-attendant is the best way to automatically route calls to the correct extension.
An auto-attendant also lets you automate your incoming call flow. It can provide callers with self-serve options, call redirection, and customizable hold music or recorded messages.
Depending on the nature of your business, there will be different features you’re likely looking for in your cloud VoIP package.
8x8 is a telephone, messaging, and video conferencing solution for large and small businesses. Some of the powerful features included in an 8x8 plan include:
Cloud VoIP is not just limited to voice calls but can be used for video calling too.
Because any internet-connected device can plug into a cloud-based VoIP system, you can also use the same internet connection to transfer a video feed in real-time. Video, is also an important element of the modern business communications toolkit.
When thinking about your VoIP provider’s video functionality, ask yourself which features you’ll need. 8x8 provides extensive features with their video calling and conferencing service:
A cloud-based VoIP solution is ideal for the modern contact center.
Although any business can benefit from a cloud-based phone system, those that deal with large call volumes, such as contact centers for customer support, often find cloud solutions especially advantageous.
As well as having all the same useful features as traditional phone systems, such as caller ID to vet incoming calls and protect contact agents, there are also a number of powerful features that are native to cloud phone systems that help optimize your contact center operations.
With a cloud-hosted system, tasks like recording voicemail, managing call queues, call recording, Interactive Voice Response (IVR) menus, and other important features of a modern business telephone system are also moved to the cloud.
With a hosted system, you can record all calls and store recordings securely in the cloud. This means data processing tasks like transcription can be carried out automatically. It also facilitates team collaboration and training because call records and voicemails can be shared by email. This includes audio format recordings or transcribed records and visual voicemail.
A cloud-based VoIP can be integrated with other important business tools.
Telecommunications is not the only area of business technology that has been transformed by the internet. Modern businesses use a host of digital tools and applications, and the best business operations strategies are the ones that best align these sometimes disparate tech stacks.
Enlisting the help of a unified communications platform is a good way to start aligning your tech stack, as it reduces the complexity of your overall communications toolkit. Instead of having many different pieces of software and equipment from different providers, a unified approach means you only have to deal with a single communications ecosystem.
Another way is to reduce friction between applications by using a platform like 8x8 that offers extensive integrations for other popular business tools. These include team messaging apps like Microsoft Teams, Google Workspace (formerly, G Suite), and popular CRM systems like Salesforce.
What’s more, 8x8’s dynamic integration framework makes configuring custom workflows for your business easy, no matter which other tools and platforms you use.
