The 9 most important arguments for a cloud telephone system in the company

Cloud-based telephone systems are one of the preferred technologies when it comes to telephone systems for businesses. These phone systems are hosted entirely on servers in external data centers and operate entirely over the internet. The popularity of cloud phone systems is increasing due to the numerous additional features they offer over traditional phone systems. In today’s world, there is a shift towards networked communication as it is agile and flexible. This networked communication is less maintenance intensive and can be integrated with other cloud-based tools to enable smoother working than before.In today’s world, there is a shift towards networked communication as it is agile and flexible. This networked communication is less maintenance intensive and can be integrated with other cloud-based tools to enable smoother working than before.

While traditional PBX phone systems are complicated and clumsy, modern virtual PBX solutions are reliable and easy to set up and use. Because the server is located off-site and the entire phone system is completely cloud-based, hosted PBX helps businesses save on the resources required to set up and maintain the server.

How the cloud-based telephone system works

If you’re familiar with the traditional PBX system, this would be a simple digital version of it, without all the wires and bulky hardware. With cloud PBXs, all devices are connected to the cloud-based phone platform.

Compared to the conventional telephone system, the cloud telephone system is more reliable. While many people are still skeptical about the virtual telephone system, it doesn’t leave much room for doubt.

Multiple servers support the load so that service uptime is maintained. This is a crucial factor as many companies are still apprehensive about switching to cloud phone solutions when they think about the reliability factor. In addition to reliability, cloud phone service also leads the way in terms of

The 9 most important factors:

1) Cost-effective installation and maintenance

The traditional telephone system for businesses was extremely expensive. From the server to the cables to the callers and other hardware to make the whole system work properly, the traditional phone system was bulky and high maintenance. Setup was time consuming and costly, as was maintenance.

In contrast, a cloud telephone system requires hardly any heavy hardware to be set up or maintained. All the necessary software and installation is supported and completed by the service provider.

As it is a cloud-based service, this business phone system operates in a virtual environment. Therefore, companies do not have to worry about maintaining servers or phones, which saves both time and money.

2) Flexible, reliable, scalable

Imagine how much time and resources it would take for a company to expand and add multiple users. With a traditional phone system, it would take several days to complete the setup with all the separate lines and connections.

However, due to the flexibility of the cloud phone service’s virtual phone system for businesses, it is very convenient to add or remove users without much effort. Businesses can also integrate the existing traditional PBX hardware into the cloud-based phone system depending on their requirements.

In terms of reliability, cloud phone systems are ahead of traditional systems as multiple servers in different locations are always up and running and can maintain service uptime. It is also easier for businesses with a virtual phone system to manage as most of the technical details and servers are managed by the cloud phone system provider, allowing them to focus on their main objectives.

3) Integration with other technologies

Integrating traditional telephone systems with other technologies was a difficult undertaking. As it lacked many of the improved functions of the cloud telephone system and, above all, Internet access, the traditional telephone system has a major disadvantage here.

With the rapid digitization and gradual shift of all technologies to the virtual platform, cloud-based phone systems have the upper hand here. Since they are already cloud-based and internet-enabled, it is much easier to integrate this phone system with other technologies such as marketing automation or CRM software for effortless data management.

4) Better cooperation

With access to the Internet, standardized communication and integration with other technologies, the virtual business telephone system offers far better opportunities for collaboration than the conventional system.

The hosted cloud phone system improves collaboration throughout the company. It helps to connect different departments at a higher level, where the exchange of information is quick and easy.

Teams can collaborate individually or in groups and exchange messages, calls or files even during a conference. It helps to improve the working environment by enabling greater and better interaction while increasing productivity.

5) Device compatibility

Conventional telephone systems have fixed telephone lines, which limits mobility. And connecting from a location other than the office is impossible. To keep up with the times, the solution lies in the cloud PBX.

Today’s world is fast-paced and many people need to stay connected and work on the go. This is where the combination of cloud PBX and smartphone saves the day. Various cloud PBX providers offer apps that support multiple platforms such as iOS, Android and more.

These mobile apps give a company’s employees access to all the functions that are also available on a computer or the devices used in the office. With the cloud phone service, companies can make full use of the device-friendly function.

6) Standardized communication

The technologies of the 21st century are becoming more and more compact and are trying to offer all-in-one solutions. As a result, things like integration with other technologies and standardized communication are becoming increasingly important.

While this would be far-fetched for a traditional phone system with a limited feature set, it can be easily achieved with a cloud phone system. With this virtual phone system, users on a company’s network can utilize a complete set of features and also switch from calls to video conferencing while sending files to each other.

7) Better call monitoring and call management

In terms of call functions, the cloud telephone system clearly outperforms its traditional counterpart. In addition to standard functions such as queues, IVR, telephone and web conferences, other advanced options are also available.

Although call monitoring was already present in traditional telephone systems, it is even more advanced in virtual systems. Features such as call blocking, call recording, advanced monitoring and reporting are easily accessible. These help to promote a team-oriented work environment and increase overall efficiency.

Through call monitoring and management, companies can monitor the performance of their employees and identify areas for improvement.

8) Automatic updates and data backups

As a hosted telephone system, the cloud-based telephone system does not require manual updating as with conventional telephone systems. Here, only software updates are required to keep the system in good working order. The latest versions of the software usually bring an improvement to the existing version as well as some additional new features.

With carrier-grade servers working around the clock, data backup in the cloud phone system is not an issue. Cloud service providers also offer a high level of security to protect all sensitive business information.

9) Remote access

Virtual phone systems eliminate the need for much of the physical hardware. The server is hosted at a different location, the telephone systems are usually user-friendly and mobile devices, and since the software is installed on private mobile devices, there is often no need for additional telephones.

Remote access is a major advantage of cloud telephone systems. It also helps to secure data in the event of damage or destruction at the office location.

Furthermore, with the help of a virtual phone system, companies can also involve remote employees who can work for their location by simply installing the software on their own device such as a laptop, PC or smartphone.

Summary

The cloud telephone system brings a lot of advantages. It improves communication in a way that was impossible with a conventional telephone system.

Mobility, flexibility, scalability, integration with other technicians, remote access, collaboration, advanced features, better security and much more are changing the way we perceive communication in a company or office.

And the best part is that the cost of this virtual phone system is lower, so even small businesses can easily opt for a cloud-based phone system.

I look forward to your questions!

Frank Frommknecht

Key Account Consultant