Hopefully, you have read our first part of Cloud Phone Systems for Beginners so you are all brushed up on what a Cloud Phone System is and the advantages of incorporating them into your business. Since communication is such a vital aspect of conducting business, moving your phone systems to the cloud is a natural fit for improving business operations. Now, you should be ready for the next step – embedding a cloud phone system into your business.

Requirements for Using a Cloud Phone System

To install and operate a cloud phone system, businesses will need access to a high-speed internet connection and either some specialized IP phone equipment or IP to analog adapters. A high-speed internet connection is required for cloud phone systems to guarantee that end users will receive the system uptime and service quality promised by the provider. Since a cloud phone system is run over internet data lines and not traditional phone lines, internet speed can affect the quality of a cloud phone system.

Businesses will also need adapters or specialized IP phone equipment for calls to function over internet lines. Fortunately, these adapters are relatively inexpensive and easy to install, making it easy to convert to a cloud-based system using your current business phone equipment.

Helpful Features of Cloud Phone Systems

In a highly competitive business environment, companies need features that can meet changing business demands. Cloud phone systems offer all of the same features available through traditional landline business phones and many new features that can help companies expand their offerings and create a dynamic experience for their customers.

Mobility

Cloud phone systems are much better equipped to support remote workforces and mobile teams. Cloud-based voicemail and work from anywhere features help users stay in the loop while working remotely and provide the flexibility to forward local lines to mobile phones when users are out of the office.

Customer Service

Businesses can support large customer service infrastructure using cloud phone systems. Features such as a virtual receptionist, call monitoring/recording, call transfers and routing, and on-hold music can provide the functionality and customer experience of a large call center without the necessity for expensive infrastructure.

Remote Workforce

Teams operating in different locations can stay connected using a cloud-based conference bridge and online meeting rooms. Cloud phone systems go above and beyond the functionality of traditional phone systems by offering online team collaboration tools for project management and workflow.

Operations

Since cloud phone systems are relatively low maintenance, businesses can operate with a lean support team. Reputable cloud phone systems provide 24/7 support, online training materials, and a simple cloud-based user interface for managing the system at a moment’s notice. Business leaders can also do a much better job at managing communications costs, since cloud phone systems do not require installation and maintenance of a new phone line every time a new employee comes on board.

Businesses are increasingly looking for ways to take advantage of cloud technology. Using the internet has transformed the way that businesses operate, and customers have come to expect the ease and efficiency with which cloud solutions allow businesses to operate.

Since communication is such a vital aspect of conducting business, moving your phone systems to the cloud is a natural fit for improving business operations. A cloud phone system offers many new features and advantages not available through traditional business phone systems, and moving your business phone systems to the cloud is easier than you might expect. To learn more about cloud phone systems and how they can benefit your business, read about the basics of cloud phone systems below.

What is a Cloud Phone System?

Cloud Phone Systems are integrated phone systems for businesses that function much like traditional landline phone systems, but they provide many additional features by taking advantage of call routing via an internet connection. Cloud-based phone systems are often referred to as VoIP systems, or Voice over Internet Protocol.

With cloud phone services, the end-user experience will look and feel much like any other business phone system, but companies can benefit from significant cost and resource savings through easier setup and management of the system. Managers and business owners can maintain a cloud phone system through an online portal, allowing them to make system updates immediately. Furthermore, since the system is connected to the cloud, there are several features available that can improve operational efficiency, reduce operating costs, and improve customer service.

Advantages of Cloud Phone Systems

Compared to traditional landline phone systems, cloud phone services offer several advantages for businesses of all sizes.

• Automatic updates – IT staff are not burdened with managing complicated in-house phone equipment and maintaining system updates. The cloud-based phone service provider will run all necessary bug fixes and software updates automatically from the cloud, freeing up your internal staff to focus on more important issues.
• Scalability – As your company grows, you will likely need additional phone extensions for new employees and more features to support your business objectives. With a traditional phone system, that can mean costly installation charges and line access fees, but with a cloud phone system, you can easily add and remove services and lines from an online portal as they are needed.
• Reliability – Since the software that supports a cloud-based system is run on a remote server, a reliable cloud phone service provider will have backups in place to keep the system running smoothly during any weather instances or technical issues. This structure allows them to guarantee a 99.999% system uptime, which is equivalent to only 6 minutes of downtime per year.