Get affordable and scalable voice communications with a cloud phone system
Traditional landline phone systems can be too restrictive in terms of mobility. You need to stay at your desk at all times if you don't want to miss a phone call.
Luckily, with a cloud phone system, which allows internet calling, you can break free of your desk phone. Using Voice over Internet protocol (VoIP) tech, a cloud phone system allows you to make and receive calls anytime from anywhere in the world.
But what exactly are cloud-based phone systems and why should you invest in them? In this article, we’ll go over what cloud PBX systems and other cloud-based communications platforms are, as well as their advantages, challenges, and features. By the end, you’ll know exactly why you should switch to a modern form of business telephony.
A cloud-based phone system is a communications solution that uses VoIP to make and receive calls over the internet instead of physical landlines. The solution is remotely managed by the business cloud phone provider in their off-premises data centers.
Cloud phone systems give you the calling features of traditional Private Branch Exchanges (PBX), with all the advanced features available via VoIP. They allow you to streamline your business communications while gaining access to cloud phone system features, like call routing and an auto-attendant. Such solutions also help keep your business secure with enterprise-level security and encryption.
On the surface, a cloud phone system functions like a normal phone. However, instead of using traditional phone lines, VoIP uses the power of the internet to make calls. With cloud telephony, all of this is facilitated through a VoIP service provider, like 8x8.
When you dial a number, the call is routed by:
All of this happens via your internet connection, which can be provided by a mobile network, WiFi, or an Ethernet cable. When you are on WiFi or hard connected to a physical network, your calls are sent through your router and modem before being sent to the VoIP provider. On a mobile network, all you need is a 3G/4G/5G/LTE connection.
Now that we know how cloud services telephony works, we should talk about how it differs from a traditional PBX using landlines.
The biggest difference is that traditional PBX uses phone lines to transmit voice data between callers. Alternatively, cloud PBX uses your broadband or mobile network in order to make and receive calls.
Take a look at the table for more differences between traditional and hosted PBX systems or other cloud-based phone solutions.
| Traditional on-premises PBX | Hosted cloud-based phone systems | |
|---|---|---|
| Price | Expensive for initial hardware and set-up. It’s also expensive to add lines and usually comes with higher monthly costs. | Low cost for set-up and no need to invest in any additional equipment. You also experience cost savings with a lower price per line. |
| Implementation | Complex and costly set-up, usually involving an expert coming on-premises. | Quick installation that just takes minutes. You can receive virtual support, but there is no need for a specialist to come on-site. |
| Phone options | With traditional phone systems, you require a traditional desk phone. | With cloud VoIP, you can use an IP phone, your old desk phone, a computer, or your mobile device. |
| Maintenance | Requires regular maintenance. | Updates and upgrades are automatic and rolled out to all subscribers without any effort by you. |
| Features | Basic calling features. Any add-ons are often expensive. | Comes with advanced calling features like call recording, call routing, and voicemail transcription. |
If you’re looking to switch to cloud communications for your phone solutions, there are some advantages and challenges you should consider.
Your business needs the best in call quality and reliability. Cloud-based solutions deliver on all fronts. But what other benefits will you reap from switching to a virtual PBX system or other cloud-based communications platform?
Unlike traditional phone systems, cloud-based communications solutions make scaling easy. Traditionally, adding a new line may require buying new hardware and running expensive copper wiring. This requires time and money that your business could invest in other things.
With hosted VoIP solutions, you can easily add and remove lines directly from your account. With virtual phone system providers, like 8x8, you will never pay for a line you don’t need. Also, you pay by user, so you are never throwing money away on lines you aren’t using.
As you can see from the table above, cloud-based VoIP systems are more affordable than traditional systems. Hosted PBX allows you to save money by:
Cloud-based VoIP solutions allow you to have an effective unified communications strategy. Hosted PBX allows for much more than voice calling. It’s far easier to twin with video conferencing, business SMS messaging, team group messaging, and more.
The best part of cloud-based systems are the integrations they offer. You can avoid data and communication silos by keeping all your communication platforms in one place. You can also connect your CRM software to your VoIP service to provide the optimal customer support.
Each business VoIP provider has options for integrations, so make sure when choosing a system, the service has all the integrations you need. For example, 8x8 has pre-made integrations with:
If we don’t have what you need, you can always create your own integration using an API.
Since you are no longer tied down to your traditional desk phone, you can do work from virtually anywhere. You can even use your business phone number to make and receive calls from your personal cell phone. As long as you have an internet connection, you will be sure to never miss a call.
VoIP services even allow you to switch between devices in the middle of a call. You can easily move between your IP phone to your mobile device with the push of a button.
Whether you have a large contact center or only a few team members, the advanced calling features that cloud solutions provide make your team communicate more effectively with both each other and your customers.
Some advanced calling features that services like 8x8 provide include:
We will go over the advanced features you need in your cloud phone system below. Unlike traditional phones, these features are included in the price of your service. You don’t have to pay extra for additional features that your company needs for effective customer service and team collaboration.
While cloud-based systems usually require no expensive equipment during installation, you may have to look at your internet network to ensure that all your equipment is up to the task. You need to have a router and switch that is strong enough to handle internet calling along with your other business processes.
However, this should be a part of regular maintenance at your office. Ensuring that your networking equipment is up-to-date makes your business operations more secure, faster, and more reliable. When you’re looking to get a hosted phone service, make sure:
Depending on where you live and the internet services available, this may be a challenge. However, it is important to have a stable internet connection to make and receive high-quality calls.
The good news is that VoIP doesn’t require a lot of bandwidth to make high-quality calls. Each user just needs 100 kbps. If you aren’t sure you have enough bandwidth, you can always perform an internet speed test to check.
If you don’t have good enough upload speeds, check with your internet service provider on improving your speeds. That could mean:
When you’re calling over wireless networks, the most common quality problems you will encounter are with latency and jitter. The voice data has to make it through multiple different servers before reaching the other end.
However, you can reduce the chance of either by:
Like most SaaS systems, not all cloud phone solutions are created equal. So, what exactly should you be looking for in a VoIP service provider? Well, it all comes down to the features. Along with call quality and reliability, the features provided by VoIP systems set them apart from traditional telephony.
Look out for the following features when searching for a new provider:
Especially if you have a job that requires you to juggle answering phone calls, attending meetings, and doing other tasks, you probably listen to a lot of voicemails. It can be draining trying to listen to and write down messages.
With some VoIP based systems, you can skip the middleman and just read your voicemails in your inbox. That also means that you have a single platform where you check your messages. You can then look at the visual voicemail when you call the person back, ensuring you don’t miss anything.
While voice calls are still important, sometimes a quick text message is all you need. With VoIP, you aren’t limited to just business voice calling. You can send and receive a text message to a client or a member of your team from any device, like a mobile phone or computer.
The convenience of video meetings causes less disruption in your day, allowing you to be more productive. Video calling software also allows you to collaborate and communicate more efficiently with your team. Video conferencing allows screen sharing and the exchange of documents. This means that you don’t have to just tell your team, you can show them.
Some of the video conferencing features provided through 8x8 include:
However, keep in mind that most VoIP providers only offer voice support. So, you might need to upgrade to a unified communications platform for video calls and conferencing.
Auto attendants use interactive voice response (IVR) technology to route your incoming calls. The auto attendant automatically answers phone calls to your business and directs the caller to whoever they’re trying to reach.
The auto attendant uses an interactive menu to determine what your customer needs and who can best serve them.
With VoIP telephony, you can easily use your mobile device to make and receive calls. All great VoIP service providers have a phone app to make it easy to use your cell phone or tablet as a softphone.
With the app, you can use your business number without having to carry two mobile devices. You’ll also have access to your calling features, messages, and voicemails with the app.
Call forwarding ensures that an incoming call always reaches someone on your team. You can set conditions in your dashboard to route calls to a different team member when you’re busy or on vacation.
We can’t be at the office or available to answer calls 24/7. But with call forwarding, you can ensure that the calls reach the person covering for you.
Whether for training or quality assurance, call recording is a must-have when it comes to VoIP services. The best part is that often the calls record in real-time, and some systems provide a text transcript of the entire call instantly.
This allows you to review aspects of the phone call after you hang up. You don’t have to remember all the details of the call or take extensive notes. That leaves you with the space to focus on providing the best customer service possible.
Some other important calling features include:
Cloud phone systems are the best and brightest in modern business communications. You can feel free to live your life without ever worrying about missing an important call. By making calls over the internet, you can communicate and collaborate more efficiently. Not only will this make your life easier but it will also make your organization more successful.
Whether you have a small business or a large corporation, 8x8 is the cloud-based phone solution for you. If you want to learn more about what a cloud solution can do for you, contact our team today.
Ready to get started with your new cloud phone system? Request a demo or contact sales today.
No. With VoIP you can:
You can use the phones you already have or invest in new phones. But remember, you’re not limited to just one device. You can switch between devices depending on your needs.
Yes. You can easily port your old business number to your new service. If you are looking for a change, you can also choose a custom number. This includes toll-free and local numbers depending on what works best for your business.
Telephony is still a vital part of business communications, so it really isn’t a surprise that VoIP’s a vital aspect of UCaaS. VoIP functionality is what allows for audio and video calls over the internet. When it comes to business communications platforms for small and large businesses they simply wouldn’t work without VoIP technology.
Integrating VoIP with other advanced communication features as part of UCaaS platforms is what allows you to have a seamless workflow while limiting any data or communication silos.
Yes!
Because it is easily scalable and affordable, VoIP based phone systems are perfect for small businesses. They require very little initial investment and offer all the support that a growing business needs. If you’re a business owner, then cloud-based, VoIP-powered communications will allow you to manage your life more easily and take your operation with you wherever you go.