What do you do if you're looking for a cloud-based phone system for your small business?
If you're looking for a cloud-based phone system for your small business, you might be overwhelmed by the options and features available. How do you choose the best solution for your needs, budget, and goals? In this article, we'll guide you through the steps and considerations to help you make an informed decision.
A cloud-based phone system is a type of telecommunications system that uses the internet to deliver voice, video, and messaging services. Unlike traditional phone systems that require hardware, wiring, and maintenance, cloud-based phone systems are hosted and managed by a service provider. This means you can access your phone system from any device, anywhere, and anytime, as long as you have an internet connection.
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The cloud and virtualisation evolution made it possible to provide SaaS services and most SME enjoyed access to various services online with an adapted pricing to their financial capabilities. One of the services is the cloud-based phone system allowing global access to the company phone system by employees thanks to SIP protocol and servers, delocalisation and remote standard services, ease of call centers implementation. Various operators and start-up started selling interfaces and mobile apps providing ease of provisioning and using phone services in different coutries.
Choosing a cloud-based phone system for your small business can offer many advantages, such as cost savings, flexibility, and mobility. You can save on upfront and ongoing costs of hardware, installation, maintenance, and upgrades. Plus, you only pay for what you use and can scale up or down as needed. Customizing your phone system to fit your business needs is also possible with a variety of features, such as voicemail, call forwarding, call recording, conferencing, and more. Additionally, you can integrate your phone system with other cloud-based applications like CRM, email, and chat. Lastly, you have the ability to access your phone system from any device at any time and switch between devices seamlessly.
Before you start looking for a cloud-based phone system, it's important to assess your current and future business needs. Ask yourself questions like: how many users and devices do you have or expect to have, how often and where do you make or receive calls, what features and functions do you need or want, how much are you willing to spend on your phone system, and how reliable and secure is your internet connection? Once you have a better idea of what you're looking for, compare different cloud-based phone system providers and plans. Consider factors such as pricing, features, and support. Look for providers that offer transparent and flexible pricing that matches your budget and needs, features that offer the most value and convenience for your business operations, and 24/7 customer service and technical support with easy troubleshooting.
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The right cloud based phone system depends on the type of business, specific size, as well as features and functionalities employees need to build efficiencies into processes & routines. Number of locations, remote workers, and physical layout can also be key aspects to consider when evaluating all of the cloud based options. Specific industry and vertical regulatory requirements can also have a significant influence on options for consideration. At the end of the consideration process understanding the call flow, where data/information resides, as well as the ability to secure and scale should also function as contributing consideration factors. By nature, using a quality (vendor agnostic) trusted advisor will check these boxes & more.
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The most important pillars of choosing a SAAS service are: Data protection Resiliency Quality Price Ease of use There are different service providers like Apple, Google, Skype and many other small providers, most companies' procurement strategy is based on diversifying suppliers as a way to put pricing pressure and avoid the risk of service outages.
Setting up a cloud-based phone system is usually easy and fast. Depending on the provider and plan you choose, the steps may vary slightly, but generally, you'll need to sign up for an account with your chosen provider, select a plan that suits your needs, choose a phone number or port your existing number to your new provider, configure your phone system settings such as extensions, greetings, menus, and rules, install and activate devices like phones, headsets, or apps, and test and troubleshoot your phone system to ensure everything works properly.
Using a cloud-based phone system is similar to using a traditional phone system, but with more features and flexibility. Depending on the provider and plan you choose, you can make and receive calls from any device, anywhere, and anytime. You can also transfer, hold, mute, or record calls as needed. Additionally, you can set up and join conferences with multiple participants, send and receive messages, voicemails, and faxes. Furthermore, you can manage your contacts, call history, and billing online as well as monitor and analyze your phone system performance and usage.
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Cloud-Based Phone systems are web and mobile accessible solutions like all the SaaS solutions. You need a stable internet connection, the phone system provider's website, desktop app or mobile app. The access is secured via a login and password and most of the times an OTP verification. The Cloud-based Phone system has a user dashboard allowing the connection to the company ERP and CRM.
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