Cloud phone systems that meet your business needs
With great advancements in cloud technology, cloud-based business solutions are becoming even more agile and cost-effective. This has pushed business communications to adopt innovative cloud technology as well with cloud phone systems.
Nowadays, numerous companies are offering affordable cloud phone system solutions for small teams. Therefore, for small business owners, choosing the best cloud phone system for their business needs can be a challenge. Here, you will learn what a cloud-based phone system is, how it works, the top features you need to look for, and more.
What is a cloud-based business phone system?
How do cloud-based phone systems operate?
Devices that can be used for cloud-based phone solutions
What are the top features of the best cloud phone systems?
What makes cloud-based PBX a good business communications solution for small businesses?
What are the pros and cons of cloud-based phone systems?
The best phone system providers for small businesses
8x8 Cloud Phone System solutions, perfect for small businesses
A cloud-based business phone system is a phone service that lets you manage calls through an internet connection. They come with private branch exchange functionalities. So, “hosted PBX systems” are also interchangeably used to call cloud-based phone systems.
Unlike on-premise traditional phone systems, cloud-based or hosted PBX systems are secured and hosted in the cloud at one or more off-site data center locations which help businesses save costs and space. Since all data is stored and accessible via the cloud, you can also efficiently protect and securely update your data.
Cloud-based phone systems are often offered to businesses on a subscription basis, depending on their needs. They can be implemented with various devices, such as smartphone apps (Facetime, Skype, Google Voice), computer calling software, desk phones with adapters, or VoIP-enabled phones.
Cloud phone systems work by sending audio data packets and other types of data between callers over the internet. Unlike an on-premises conventional PBX system that calls for businesses to buy and maintain servers and equipment, cloud phone communications systems can work with a simple mobile device or computer with a microphone and speaker.
You can use a variety of devices for cloud calling:
If you prefer the functionality and feel of a traditional desk phone, you can opt for a desk phone with a VoIP adapter to make calls on the internet. The adapter can be plugged into a phone socket in the wall or directly into a router.
Many cloud phone system providers also offer softphones instead of traditional desk phones. A softphone is a software (mobile app or desktop app) installed on internet-connected devices such as Android or IOS mobile phones, tablets, or even computers that enables you to make voice calls over the internet.
You can also use your mobile device to make internet calls. You can download mobile apps like Skype or Google Voice, enabling you to stay connected no matter where you are.
People who prefer analog phones can choose VoIP phones that connect directly to a computer network instead of a phone line. These phones have features and functionalities that typical telephones do not have.
The main reason why many small businesses or companies with fewer resources are attracted to cloud phone systems is the multitude of features offered by the technology. Traditional phone systems can only provide a limited number of features, while cloud phone systems can update and add functionalities easily as per the business's needs. Some advanced features of cloud-based phone solutions are free to use, while a few may incur additional charges to your monthly bill. Below are some of the most popular functionalities offered by top providers:
Voicemail-to-email is a feature that allows you to transcribe an email and send it as an audio file to an email address. The voicemail transcription feature allows the receiver to access their voicemail without a voice mailbox.
An auto attendant or virtual receptionist is an automated voice menu with automated directories that are often used in business calls. It can reduce the workload on live agents and direct calls appropriately on its own.
Interactive Voice Response (IVR) is an automated system that allows inbound calls to interact with a pre-recorded message. Either by voice commands or touch-tone keys, users can be routed to the relevant departments or recipients with ease.
Since cloud phones are internet-based, you can save on long-distance call charges while making or receiving calls internationally. You can typically make international calls for free with most subscription packages for cloud calling.
With remote work becoming more popular, businesses need reliable and easy-to-access video conferencing options. Video calling and screen sharing are common features that most providers include in their packages already.
Text messaging is a real-time text-based communication that allows you to send and receive messages from various devices such as smartphones and computers. This responsive layer of communication provides information to be preserved in writing that can be referenced later in case of discrepancies or complaints. It can also be a great team messaging feature that ensures all team members stay in the loop and work collaboratively.
Cloud phone integrations allow for a large number of resources to be combined in a suite or single cloud package. Most providers offer CRM integrations with Salesforce, Zendesk, HubSpot, Microsoft applications, and more which can make operations more streamlined.
A unified communications solution allows companies to consolidate their video conferencing, voicemail, instant messaging, SMS, chat, and faxing features with cloud telephony. They can also integrate web applications, social media apps, and email. You can also avail call forwarding across different devices and easily continue a conversation from your phone to your computer.
A cloud-based phone system is a fantastic communications solution for small businesses since it allows for greater flexibility, cost-effectiveness, and streamlined operations. Here are some benefits of a cloud-based phone system that make it an excellent solution for small-scale businesses:
Cloud phone systems provide businesses with discounted pricing for annual commitments and even more reduction on prices for purchasing a large number of user accounts. Moreover, small businesses can call a sales agent to inquire about any offers available before making the final decision. Aside from that, since cloud phone solutions do not call for expensive equipment, the price of setting up these systems is much more affordable than other alternatives.
Small teams can grow quickly as the business expands. Cloud phone systems allow easy scalability to match the growth of the company without much additional hardware. New users can be added within a few clicks, no matter if they work remotely or on-premises.
Unlimited calling and call recording are essential for small businesses that want to expand and improve their customer support services and call quality. Unlimited calling allows you to make calls without worrying about additional charges, while call recording allows you great training opportunities and the ability to archive important conversations.
Many cloud phone service providers offer a toll-free number or numbers allowing customers to reach them anytime without extra charge. This allows small businesses to develop a professional image and enables clients to reach out whenever needed.
Advanced call routing is another innovative feature of cloud phone systems that is perfect for small teams. This feature is powered by artificial intelligence and routes calls to multiple channels for self-service or live agent support. Advanced call routing can help keep existing customers satisfied and provide new customers with a better call queue experience.
With softphone programs, you can make voice calls over the internet without any worries. A softphone app provides a user-friendly interface that you can use to call a video conference, access recent calls list, browse through your address book, and more.
With various features and ease of use provided by cloud-based phone systems, there are a lot more potential advantages than disadvantages for businesses. Here are some of the main pros and cons of cloud-based phone solutions:
As a variety of businesses already make the shift to cloud-based communications, it makes sense for growth-oriented companies to leverage cloud PBX systems to stay ahead. The benefits of cloud-based phone systems easily outweigh the disadvantages, especially for small businesses that are working with a few team members and have a limited budget. With the right provider, you can get excellent customer service, a user-friendly interface, affordable monthly and annual plans, fantastic calling features, and so much more.
8x8 provides small businesses the chance to achieve their goals with a top-notch cloud phone system that can be customized for any organization. With key features like unlimited calls, toll-free business phone numbers, call recording, and more, you can always stay one step ahead of the competition. More functionalities like cloud PBX voicemail and video conferencing make the cloud phone system the perfect solution for budding companies.
To learn about our cloud-based phone solutions, feel free to contact us for more information or share details about your business needs.