Why Invest in Cloud-Based PBX?
On-premises telephone systems have been the fine solution for a long time when the workforce was limited to the office despite maintenance burden and expensive hardware. However, things take a sudden turn after the COVID-19 pandemic and businesses face the communication challenges that evolve the future of work supporting a hybrid and distributed workforce. Today, they need agile, flexible, and scalable solutions to meet their evolving business needs, increasing the importance of Cloud-Based PBX in facilitating a remote workforce. This advanced business communication system allows employees to communicate and collaborate easily regardless of where they are. Here are the basics of this advanced phone system and its advantages for your business.
Understanding the Importance of Cloud-Based PBX
It is the advanced form of private branch exchange system that exists at the physical location of a business. This virtual version of traditional PBX is hosted through the cloud through voice-over-internet protocol to make and receive calls. Traditional legacy system needs an expert IT team to maintain on-site hardware and well-developed infrastructure to manage incoming and outgoing business communication. However, the PSTN network route calls using an internet connection in an advanced virtual telephone system, hosted in remote and secure data centers. Businesses no longer need to install hardwired phone lines or invest in costly onsite hardware as your teams can place and receive calls on any device improving communication and streamlining lead generation efforts.
How Does Virtual PBX System Work?
Legacy systems were operated through exposed wiring panels, plugged into the sockets to create connections to the phone lines. Today’s phone systems contain compact-sized circuit boards to route calls and establish connections. More advanced virtual PBX systems that also sometimes refer to hosted PBX manage call routing online. They convert analog signals into digital ones to transmit voice data. Moreover, besides voice calling, cloud systems also support video conferencing to promote collaboration among in-house and remote teams. Your teams can manage business communication anywhere using internet-connected devices or softphones.
What are Different Kinds of PBX Systems?
1. Legacy Systems
These landline and hardwired business telephone systems depend on physical hardware with bulky phone lines distributed in your office space and connected with a PBX box. This setup is sufficient for small companies, but cannot fulfill the needs of large companies operating through various locations. Moreover, sufficient office space is needed to place the hardware and they can wear and tear over time. Meanwhile, an expert IT team is also necessary to manage updates and maintenance. However, they give you full control of your business data.
2. On-Premises IP PBX
They use SIP trunks and an internet connection to handle a business interaction. On-site PBX systems are also famous as VoIP phone systems that use existing internet connection and bandwidth. Instead of using traditional telephones, they use Ethernet cables to connect the phones. These phone systems offer better call quality, video calling, mobile integration, voicemail to email, call routing, and disaster recovery features. All infrastructure is managed onsite so companies get maximum control of their business data.
3. Cloud/Virtual PBX Systems
Sometimes called hosted systems, virtual PBX phone systems are an efficient way to manage and route inbound and outbound calls. These systems are effortless to set up such as companies can connect their devices to the internet and route calls online. They only need an excellent internet connection, a softphone or a device to manage business communication. In addition, cloud phone systems are an ideal choice for a geographically distributed workforce so companies can benefit from the expertise of the global talent pool. Another important thing that increases the importance of virtual PBX is that you don’t need any hardware so initial costs are lower making it an economical option.
How to Find the Right PBX System To Address Your Communication Needs?
Having the right PBX phone system for your business communication that aligns with your goals can help you achieve targets faster, improve collaboration, and keep all involved in the process satisfied. While investing in an advanced business phone system, consider a few things.
1. Assess the Performance of Your Existing Phone System
If a business already has a PBX system, it is important to assess the existing system’s performance before establishing a new one. Additionally, companies can invest in hybrid models to benefit from their existing systems, which use VoIP with other advanced features. Cloud or virtual PBX phones are ideal for small enterprises with limited users or those looking to grow, scale, or expand. However, if you are starting from scratch, a hosted phone system is highly suggested.
2. Ensure Efficient Customer Support
First-time users of a PBX system should choose the one that offers an excellent customer service experience. Your employees will be accustomed to the system and different tools with time. The highly responsive customer service experience will increase your client’s trust in your services. Moreover, enhanced collaboration among your team members can also keep them on the same page about customers and business concerns.
3. Check Scalability & Flexibility
Today, companies are switching to cloud solutions that facilitate remote working. Thus, invest in a cloud/virtual system that your teams can access anytime and anywhere. Moreover, select the system that scales with your dynamic business needs or can be accessed through softphones, desktop phones, or any device.
4. Assess The System Costs
Legacy systems are costly investments as companies should have hardware and setup costs. Hosted or cloud systems are cost-efficient because they do not require much physical hardware. So they are efficient solutions for companies with low budgets or looking for enhanced scalability and flexibility.
5. Choose A Reliable Service Provider
Another important thing is selecting a reliable cloud service provider. Companies should consider customer reviews, reputation, customer support, ease of integration, and pricing while collaborating with a service provider. Partnering with a secure and reliable service ensures efficient business communication. Companies should ensure that service providers offer updates and maintenance facilities and ensure business data security.
Top 8 Advantages of Cloud-Based PBX for Your Business
1. Easy to Install & Setup
One of the biggest benefits of cloud-based PBX is that companies can easily install the system without the help of an expert IT team. Meanwhile, it is easily manageable even if your employees with little networking knowledge can set up the system. Enterprises can add new users within a few clicks and keep the business functional round the clock. Moreover, you do not need extra setup costs as the system uses cloud technology that works without complex hardware setups. In many conditions, companies can also connect the cloud-based PBX with existing phone systems.
2. Almost No Maintenance Costs Required
Traditional systems contain on-site hardware so it demands special maintenance and an expert team to fix issues. However, the situation is different with advanced PBX solutions because your service provider is responsible for updates and maintenance. Businesses with high call volume can make a lot of calls and manage complex call routing needs within a short time. Shortly, cloud-based phone systems are cheaper and easier to maintain and operate than on-premises PBX systems.
3. Highly Flexible & Smooth System
Another benefit of virtual or cloud phone systems is their integration capabilities. The system gives you better visibility of your business data enabling you to understand how sales and marketing strategies affect the caller’s behaviour and ensure better call flow. Additionally, automatic call recording, voice-to-email transcription, and multi-device pickup help companies run their operations smoothly, improve workflows, and provide unified communication. Your service provider ensures your cloud-based phone system runs smoothly and they fix all issues immediately if anything goes wrong.
4. Scalability Helps Your Business Focus on Core Aspect
Companies stressed about a scalable business phone system should opt for cloud-based solutions. This is because companies can easily add or remove phone numbers, users, and extensions considering their dynamic call volume. Moreover, hosted service providers are responsible for the maintenance of phone systems. This gives companies ample time to focus on core business activities like customer service or lead generation. They can achieve their set goals without distraction helping the company’s growth.
5. Easy to Move or Relocate
On-premises PBX systems have some limitations besides benefits such as integrations and advanced features. For instance, relocating business is costly with on-premises phone systems due to complicated hardware installations. With a cloud communication system, companies can make and receive business calls from anywhere globally or employees can work remotely. They can easily move their business processes without losing important business information. Meanwhile, hiring remote employees makes it an effective solution.
6. Advanced Features Streamline Your Business Processes
Cloud PBX systems contain advanced features like voice-to-email transcription, integrations, and disaster recovery plans. For instance, automatic call recording provides useful business information. Moreover, conference calling promotes unified communication and collaboration. Likewise, cloud systems do not depend on local devices to function but it lets you reroute the calls to any mobile device. They are not susceptible to theft, disruptions, damage, power failure or hardware damage like legacy systems. All your business information remains safe even during emergencies and unfortunate circumstances allowing companies to continue business operations and improve customer trust in the services.
7. Ensure Report Analysis & Real-Time Monitoring
Your service providers’ highly specialised teams work efficiently to keep your VoIP services safe and protected. Besides security, you also receive real-time monitoring reports for analysis because cloud systems track all your missed and ongoing calls, available or active agents, subscription costs, call rates, and more. It lets companies evaluate their business performance through call recordings and use statistical tools to make analysis easier. Improved workflows and smooth business operations lead your way to continuous progress.
8. Cost-Efficiency & Enhanced Professionalism
Advanced features like call queues, auto-attendants, and conference calling present a more professional image of your business leading to superior customer service experience. Furthermore, efficient call routing reduces wait times and facilitates seamless customer service. In addition, cloud technology gives you 99.9% uptime at an economical price allowing enterprises to track employees’ productivity and growth. They are also suitable communication tools to facilitate remote working without setting up any additional infrastructure.
Some Important Features of Virtual PBX System
- Follow Me or Find Me: Today, companies are searching for mobile communication solutions to facilitate remote workers and sales reps. They want to remain in contact with their employees regardless of where or what they are doing. That’s what the hosted PBX systems offer. Your teams can route calls to any device with just one phone number or find them.
- Auto-Attendant: This feature serves as your virtual assistant ensuring you never miss a call. Businesses can set up formal or informal messages depicting their business face and offer the functionality that callers instantly connect with the right person or department within no time.
- Fax & Voice-to-Email Functionality: The advanced phone system lets you receive and send encrypted faxes. Additionally, the fax is automatically routed to the desired device to be read so it is an environmentally friendly option and saves money. Moreover, voicemail-to-email transcription transcribes voicemail messages into text to ensure quick review proving very handy for your teams.
- Queue Management: It organises all your calls in an orderly queue ensuring all callers are handled within the shortest time. Companies can also make changes to prioritise essential calls.
- Conference Calling: This is an essential feature for modern companies that increases your team’s efficiency and productivity. Hosting conference calls is a cost-efficient solution to hold audio and video meetings. You can also monitor conference calls and promote collaborative work environments.
Final Thoughts
Cloud-based PBX phone systems have transformed business communication, reducing the need for costly hardware and infrastructure and facilitating remote teams. They are suitable for all companies while enhanced integration capabilities, internet communication, easy installation method, ease of maintenance, and flexibility make them different from legacy systems. Selecting the right cloud service provider is equally important to benefit from the latest technology. Schedule an appointment with CherryBerry UCM experts to upgrade to an advanced phone system to outshine competitors with better business communication.
