Find a Cloud-Based Phone Provider You Can Trust
VoIP (Voice over Internet Protocol) might seem like new technology, but back in 1997, telephone engineers were already toying with the idea of making voice calls over the internet. These early experiments gave the world the first IP PBX phone system. Since then, VoIP technology has evolved drastically into the reliable, inexpensive, jitter-free phone system we know today. And it’s only getting better.
Advancements in cloud and interconnectivity technologies have further improved VoIP business phone systems. Today, you can have a cloud-based phone system for your small business that doesn’t even require a conventional handset layout.
This article explores the concept of cloud-based business phone systems — what they are, how they work, and their advantages. We'll also look at a cloud phone provider's role and how to select the best host for your phone system. Let's get started.
What Is a Cloud-Based Phone Provider?
Cloud-based phone providers are VoIP service providers operating from the cloud. The service provider allows you to make and receive calls over the internet rather than traditional phone lines. A hosted or cloud-based phone service runs all the telephony infrastructure (switching, routing, and call management) over the internet.
Are Cloud-Based Phones VoIP?
What is a cloud-based phone system, and is it the same as VoIP? Many people use the terms business VoIP and cloud-based phones interchangeably to mean the same thing. Although these two systems perform the same basic functions, there is a fine but distinct line between them.
So, what’s the difference — cloud-based phone system vs. VoIP? Both cloud-based phones and business VoIP (IP PBX systems) use VoIP technology to transmit voice signals over an IP network. The key difference is that a business VoIP system connects to a VoIP server while a cloud-based phone system connects to a hosted phone service.
In addition to the basic call functions, a cloud phone features more advanced communication capabilities, such as extension dials, video calls, voicemail-to-email, and extension management. Most cloud-based phone providers package all these features into a Unified Communications as a Service (UCaaS) solution housing the various tools and services under one roof.
How to Use a Cloud-Based Phone Provider for Your Small Business
To understand how you can use a cloud-based phone service provider in your business, you first have to know how cloud telephony actually works and the service provider's role in it.
When you dial a number on a cloud phone, the phone service routes the call to the intended recipient. This is done for both internal and outgoing calls. So, callers can connect with people on the organization’s VoIP network and even those using conventional phones (landlines and cellphones).
Once a connection is established, the phone converts analog voice signals into digital packets. The packets are then transmitted over an internet connection. These are converted back to voice on the receiver's end, and this cycle continues throughout the call. Again, the cloud phone provider handles all the technical processes that maintain the calls. And there’s a lot more that goes on behind the scene — this is just a simplified explanation.
Essentially, a cloud phone provider acts like a virtual phone operator routing and managing calls over the internet. Also, the service provider hosts the backend of the phone system, leaving the user with an abstracted, easy-to-use client interface.
All you have to do is sign up with the cloud phone provider and pay a small monthly or annual fee for the service. And you'll, of course, need a stable internet connection to make and receive cloud calls.
Benefits of a Cloud-Based Phone System
Over recent years, the cloud has become a popular enterprise tool. 94 percent of enterprises use the cloud in one way or another and there has been a significant predicted growth in cloud telephony in 2021. Such figures indicate a growing interest in cloud-based solutions, particularly in telecommunications.
The question is, why are businesses turning to cloud-based telephony? What are the benefits of a cloud-based phone system over traditional PBX?
Lower Calling Costs
Using a cloud phone system instead of traditional PBX results in significant savings. Statistics show that businesses using VoIP services can reduce their initial implementation cost by 90 percent and lower their international and local call rates by 90 and 40 percent, respectively.
Cloud phones do away with heavy infrastructure investments, multiple contracts, limited calling minutes, charges for restricted phone numbers, and hardware maintenance costs.
Advanced, Robust Calling Features
Cloud-based phone systems are way more advanced than your typical PBX desk phone. They come with additional communications, call management, automation, and administrative features that allow users to work smarter and more efficiently. Here are some of the unique calling features and capabilities you only get with a cloud phone:
Local, international, and toll-free numbers, all on one platform
Cloud-based call recording
Auto-attendant
Visual voicemail
Advanced call forwarding
Unified communications (integrated video conferencing, group chat, virtual fax, instant messaging, and more)
Call presence
Interactive Voice Response (IVR)
Find Me/Follow Me
Call/user monitoring and analytics
Easier to Implement
Cloud-based telephony does not require any dedicated on-site infrastructure. That means you don’t need a technician to layout phone lines or set up any handsets. A cloud phone system can turn any internet-enabled device into a softphone, including workstations, laptops, tablets, and even regular smartphones. Without any infrastructure to look after, you won’t have to worry about the phone system’s maintenance either.
All this makes setting up a cloud phone system a lot faster, cheaper, and easier than a traditional landline phone system.
Readily Scalable and Flexible
The hosting service will provide you with a web-based dashboard on which you can configure the entire phone system, from adding and removing users, managing numbers, and altering the service's specs. Adjusting the phone's performance to match dynamic communication demands can be as easy as clicking on a button or switching between subscription packages.
True Mobility
Implementing hosted phone services in your business drastically enhances communication portability. Since the phones are not tied down by fixed cables, users can make and receive calls from anywhere on the globe — as long as there's a strong internet connection. Cloud telephony transcends geographical barriers and even international borders. This opens unlimited possibilities in telecommuting and remote collaborations.
Safer and More Reliable
Say goodbye to dropped calls, jitter, lag, and latency with cloud-based telephony. Signals sent over the internet experience no interference, and the exchange happens almost instantaneously. The cloud phone system is much safer, too. Cloud-based communications have minimal risks of malicious acts such as wiretapping and eavesdropping. Also, any data generated by the system is kept in secure cloud storage under lock and key.
Choosing the Best Cloud-Based Provider for Your Small Business
Choosing a cloud-based phone services provider is the crucial first step in implementing a cloud phone system. The phone provider determines the system’s performance, security, costs, capabilities, and features. Basically, the host service is the beating heart of the phone system. Below are five key considerations to make when choosing the best cloud-based phone system for your small business:
Service Plans and Pricing
How much does the cloud phone system cost? And it’s not just a question of the price tag — does the cloud host offer service packages that actually solve your business’s communication needs? A typical cloud phone subscription includes a user-based monthly plan, local minutes, and international minutes. However, these packages are often tiered to cater to businesses of varying sizes and communication models.
Instead of looking for the lowest prices, which can be misleading, find the cloud phone provider offering the best overall value for your buck, depending on what you need.
Reliability, Availability, and Support
The phone service provider must guarantee at least 99.99 percent uptime. If you run a 24/7 enterprise, then you need a service provider that can reliably keep your phones running at all times. On top of that, they should offer round-the-clock customer support to handle inquiries, requests, and emergencies.
Security
Security is a critical factor when it comes to communications. Ask the phone provider about the level of security they provide for users, data, transmissions, and the platform itself. Some of the important security features to look for include end-to-end encryption, multi-factor authentication, data encryption, firewalls, and routine patching. Also, ensure that the cloud phone system complies with all the regulatory data safety and privacy standards applicable to your business.
Value-Added Features
Besides the basic cloud VoIP functions, most cloud-based phone providers throw in a few value-added features as standard. Such features may include third-party integration, backward hardware compatibility, and analytics tools. These complement the user experience by enhancing the system’s convenience and versatility.
The Provider’s Reputation
A cloud phone provider might check all the right boxes on paper, but what do their past and current customers say about them? Learn about the phone host's reputation from genuine online reviews and testimonials. Find out if the service provider is trustworthy, dependable, and professional. These are attributes you won't find on a brochure or web writeup, yet they clearly demonstrate what it’s like to work with a particular phone service provider.
Wrapping up
Cloud telephony offers greater versatility, flexibility, and control in business communication. It also lowers operational costs and boosts productivity. Switching to a cloud-based phone system is a great way to extend your communications' reach and improve the overall workplace efficiency and customer experience. But all that depends on the cloud-based phone provider you choose to run your phone system. Ensure that the service provider meets all your expectations and communication needs — and does so at a reasonable price.
Are you looking for the best cloud phone system for your small business? We have just the solution for you. The SafeCall cloud-based telephone system lets you unleash the combined power of cloud and VoIP technologies in one neat package. Explore our resources or contact us to learn more about our phone system.