Cloud-based phone systems are being adopted by more businesses. Should your company relocate as well?
Any successful firm must have a solid means of communication that can be relied upon. With the rising use of cloud storage in all facets of business, cloud-based phone systems—also known as internet calling or Voice over Internet Protocol (VoIP)—have gained enormous popularity. However, they might not be the best option for everyone. See if it’s right for you by reading on.
A Cloud Phone is What?
A cloud-based phone system, often known as a cloud phone, is a type of phone service that enables you to make calls through the internet as opposed to using an analog phone that connects via copper wires or optical fibers. One or more secure off-site data centers house cloud phones.
These phone systems can be utilized with a wide range of gadgets, including VoIP-capable phones, smartphone apps, computer software, and conventional phones with adapters. All information and data are stored in the cloud, as opposed to being maintained via a server like a private branch exchange (PBX) on the premises. Since everything can be readily updated in the cloud, this helps you save on expensive maintenance and updates.
A regular phone system against a cloud phone system
By linking phone systems to the public network, conventional telephones function. They make use of PSTN or ISDN. Traditional phones can function with VoIP, which uses internet connections to run the phone lines, in more contemporary configurations.
Cloud phone systems expand on the idea. The phones are not at all routed via conventional networks. Voice calls are instead forwarded through a hosted internet infrastructure. While it is an option, conventional phone technology is not required. Instead, voice communication over any computing device is possible with cloud calling. As a result of its ability to be combined with other cloud services, voice over the cloud is typically less expensive than VoIP or traditional phone lines. Cloud calling is a cheap tool for service providers.
How do phone systems that use the cloud operate?
Your voice is divided into tiny digital packets and delivered as data via the internet to the call recipient in cloud-based phone systems. The call is routed using a PBX phone that runs on the cloud.
Anyone with an internet connection can use cloud-based phone systems because they can be accessed in a number of ways.
A regular phone equipped with a VoIP phone adapter. The adapters can either be plugged directly into your router or into a phone outlet in the wall.
A “soft phone” on a computer. Skype, Google Voice, and Apple FaceTime are just a few of the programs and services that enable voice calls over the internet.
What a cloud phone has to offer
The extensive feature set that cloud-based phone systems provide is one of its key appeals. The feature set of analog phones can sometimes be fairly constrained, but cloud phones can add and update functionality as they become available. Some features are as follows.
Unified communications: A unified communications solution unifies your company’s voicemail, instant messaging, chat, video conferencing, and faxing. It can also interface with email, online applications, social networking, and tools like a CRM.
Businesses require dependable and simple-to-use video conferencing solutions as remote work becomes more prevalent. You don’t have to pay more for video conferencing as an add-on option because many cloud-based phone systems provide it as part of their packages.
Due to the fact that cloud phones are internet-based, calls made or received internationally are free of long-distance fees. The majority of cloud phone subscriptions come with free features including long-distance and international calling.
To call anywhere: Users can receive or make calls on numerous devices from the same number with this feature, which is also known as “never miss a call” or “find me, follow me.” With this function, the user can select which phone to answer when their desk or smartphone, for example, both of which will ring when their work number is called. Additionally, you can move calls between devices.
Cloud phones are not an exception to how AI is ingrained in practically every area of contemporary life. AI is being used by cloud system providers to handle customer support and carry out tasks like sentiment analysis and speech-to-text.
Instant messaging is a text-based form of communication. It enables real-time communication that may be used with a variety of gadgets, such as smartphones and desktop PCs. Instant messaging adds a second layer of responsive conversation that also records information that can be referred to later.
The full suite of communication services is known as cloud communication. It encompasses any kind of communication that is part of the bundle, including video conferencing, instant messaging, and telephone.
Call forwarding: Call forwarding diverts calls made to one number to a different line. Similar to conventional call forwarding, cloud-based call forwarding functions similarly. Even when it is required or crucial to route calls through particular phone numbers, the service enables customers to combine calls to a single line.
Auto attendant: In business conversations, you frequently use the computerized voice menu known as an auto attendant. Automated directories route calls and lighten employees’ workloads in terms of communication. Once the calls are directed correctly, people can handle calls or more automation services can address problems (e.g., voicemail).
File sharing, video/audio conferencing, real-time project contributions, and other collaboration tools enable individuals to work together even when they are not in the same location or nation.
Voicemail-to-email: This service converts voicemail into an audio file and delivers it as an attachment to an email address. The recipient can now access their voicemail without utilizing a voice mailbox thanks to this. The listener can listen to the voicemail for as long as needed because the email file can be accessed on a larger variety of devices and normally won’t clutter up or use too much data.
Integrations: With the help of cloud integrations, numerous resources can be bundled into a single cloud package or suite. Voice calls can be handled by the same service provider that enables massive data storage and analytics. Through the integration of platforms, services, and tools, strong tools are made available and simple to use. The goal of integration is wide, and it underpins almost all cloud services.
Also read: SIP Trunking
Cloud-based phone systems: advantages and disadvantages
With the business world becoming more computerized and offering internet-based services, cloud-based phone systems are growing in popularity. Cloud phones have many advantages, from affordability to dependability, but there are a few crucial factors to take into account before deciding if they are the best option for your company.
Advantages of cloud phones
Cloud-based phone systems’ low cost is their key advantage. Since all calls are made over the internet, you are only charged for your internet usage and not for call minutes or additional phone service. With several lines and add-on features like call transferring or voicemail, traditional phone systems may be pricey. Most cloud-based phone services incorporate the majority of functions in the service package, allowing you to pay only one monthly fee for all of your communication requirements.
Cloud phones are incredibly trustworthy. As a result of the distributed hosting of these services, your communications will continue to function normally even if one server encounters problems. Geographic redundancy is a very efficient strategy for preventing service problems and downtime.
Another significant advantage of cloud-based phone systems is flexibility. With the ability to route calls to your VoIP-enabled phone from anywhere as long as you have an internet connection, a cloud phone enables the capability that is quickly becoming expected of workers who must be accessible at all times.
A cloud-based phone system is a great option for quick and easy scaling if your business is experiencing rapid expansion or anticipates it. You may simply add phone lines, extensions, and advanced features with a cloud management system without having to hire a specialist or spend extra money on new equipment. This also applies to upkeep; all updates may be made in the cloud, which will save you both time and money.
Drawbacks of cloud phones
Of course, cloud-based phone systems have significant disadvantages that should be carefully examined.
Systems that use the cloud are totally reliant on the internet and your connection. A cloud-based phone system might not be the ideal choice for you if your service is inconsistent or unreliable. You need a connection that is reliable and robust.
It can be too expensive to buy all the required adapters or new IP phones if your company currently has a lot of traditional phones. Examine your current equipment to determine whether it makes sense to convert it to a cloud-based solution.
Due to their complete reliance on the internet, cloud phones are vulnerable to malware and other security vulnerabilities. Your connection must be secure at all times. Additionally, ask the service you’re thinking of utilizing to describe all the security procedures they employ to keep your data safe.
