Business communication has evolved, and cloud phone systems are the key to evolving with it.
By leveraging cloud-based technology, businesses can simultaneously streamline communication and access advanced features like call routing, voicemail, auto-attendants, call analytics and call recording.
Integrating cloud voice services with other cloud-based tools even further enhances communication, empowering businesses to unify voice, SMS, video, and instant messaging, all without physical infrastructure.
What is Cloud Voice?
Cloud voice is a cloud-based business phone system that leverages Voice over Internet Protocol (VoIP) technology to help companies modernize how they communicate and collaborate.
Rather than relying on physical hardware and the public switched telephone network (PSTN), Cloud voice systems are typically hosted on secure servers maintained by a service provider. Companies can make and receive phone calls from any physical location and on any connected, voice-enabled device.
How Cloud Voice systems work
Whereas traditional analog phones operate through the PSTN, cloud phone systems use a VoIP service provider. The vendor manages call routing, while the system converts voice communications to data and transmits them over the internet. Calls are typically made and received over a company’s network through either a smart device or a softphone application.
In addition to voice calls, most cloud phones also support video calling and instant messaging.
Advantages of using a Cloud Voice solution
Accessed through a user-friendly web interface or mobile app, Cloud voice systems equip companies with a robust, adaptable communication system that offers several benefits compared to traditional phones.
Integration
Deploying a cloud phone system can significantly enhance productivity and efficiency through integration with other tools and platforms such as Microsoft Teams.
Scalability
One of the primary benefits of cloud voice systems is that they can easily scale up or down without the hassle and cost of physical infrastructure changes. This not only makes it easier to manage periods of high demand, but also to expand the system as the organization grows.
Flexibility
Cloud voice services allow employees to stay connected from anywhere, as long as they’re on a network-enabled device with an internet connection. This is especially beneficial if one employs a large number of remote or mobile workers.
Cost
Reduced overhead is arguably one of the most significant benefits of using a cloud voice solution. Unlike traditional phone systems, cloud voice services eliminate the need for on-site infrastructure and maintenance associated with traditional phone lines, making them significantly more cost-effective.
Instead, businesses can opt for a monthly subscription fee. International calls also generally cost less when made through cloud voice solutions.
Advanced functionality
Cloud voice solutions are typically bundled with advanced functionality not available in other systems. Some of top Cloud Voice features include:
Call forwarding.
Voicemail to email.
Video conferencing.
Real-time voice analytics.
Intelligent call routing.
Auto attendants.
Call recording.
Leveraging cloud services, organizations can unlock new workflows, support collaboration between remote teams, reduce delays, and increase productivity.
Ease of use
Requiring no additional hardware or complex configurations, cloud phone systems are easy to set up and manage. Most providers offer intuitive, web-based dashboards to quickly configure call routing, user access, and more.
Enhanced security
94% of businesses report improved security after adopting cloud-based communications. Cloud voice systems protect data with encryption, user authentication, and role-based permissions, preventing unauthorized access and ensuring data remains secure.
Reliability
Cloud voice providers help ensure business continuity through high-availability services and disaster recovery options such as auto-routing calls during disruptions.
Actionable insights
Through cloud voice analytics, businesses can gain insights into operations and customer interactions that allow them to make more informed decisions and improve both efficiency and service quality.
Enhanced customer service
Modern consumers expect seamless communication across multiple channels.
Cloud voice enables this through features such as CRM integration, consolidating customer information across multiple touchpoints and empowering agents to deliver personalized support. With quick access to call data, teams can more effectively resolve inquiries, boosting customer satisfaction.
Cloud Telephony vs VoIP: Understanding the differences
While cloud telephony and VoIP (Voice over Internet Protocol) are often used interchangeably, there are subtle differences between the two. VoIP refers specifically to the technology that enables voice calls over the internet. It’s a fundamental component of cloud telephony, which encompasses a much broader range of services.
In addition to voice calls, cloud telephony also integrates other forms of communication such as messaging, video conferencing, and fax.
To put it another way, cloud telephony uses VoIP to facilitate internet-based communication while offering a comprehensive suite of cloud voice services via the cloud.
Implementing and integrating Cloud Voice
Deploying a cloud voice system is relatively straightforward.
Start by signing up for a cloud voice service and downloading the necessary software or apps. The service provider will usually handle setup and configuration and ensure the system’s integrated with existing infrastructure. Integration with other business systems such as CRM software, email applications, and other business tools is also relatively seamless.
In terms of hardware, businesses need to ensure they have a reliable internet connection and compatible devices, such as desktop computers, laptops, or smartphones. The service provider usually offers guidance on the necessary hardware requirements, making the transition smooth and hassle-free.
Common misconceptions about Cloud Voice services
There’s no shortage of misinformation about cloud voice systems that may deter a business from adopting the technology.
One of the most prevalent misconceptions is that cloud voice systems are not secure. In reality, they’re typically hosted on secure servers and use encryption to protect calls and data, ensuring communication remains secure.
Choosing a Cloud Voice provider
Another misconception is that cloud voice systems are unreliable. The reality is that they’re designed to deliver high uptime and reliability. Many service providers not only offer guarantees of 99.99% uptime, but also provide business continuity services, ensuring uninterrupted communication.
Some businesses also believe that cloud voice technology is unsuitable for large enterprises. Contrary to this belief, the scalability of cloud voice solutions means they can meet the communication needs of not only small and mid-sized businesses but also large enterprises.
Selecting the right service provider is crucial for businesses transitioning from traditional phone systems. Here are some best practices to help you make the right choice:
Look for a provider with a proven track record of reliability and high uptime to ensure uninterrupted business communications.
Consider the features you need, such as call forwarding, advanced calling features, and integration with other business applications.
Choose a provider that can scale with your business needs, allowing you to add or remove users and features as required.
Opt for a provider with excellent customer support and a comprehensive knowledge base to assist you during and after the transition.
Ensure the provider has robust security measures in place to protect your business communications from unauthorized access.
By carefully evaluating these factors, businesses can find a provider and cloud phone system that meet their specific needs and supports their growth.
Migrating to a Cloud Voice solution
Migrating from a traditional phone system to a cloud voice solution can be a complex process, but it doesn’t need to be overwhelming. Below, we’ve laid out the basic steps you should follow to ensure a successful migration and enhance your communication capabilities.
Assess Your Requirements: Determine the features and functionality your users require from your new phone system.
Evaluate Cloud Providers: Select a cloud provider that aligns with your business needs and has a strong reputation for reliability and uptime.
Plan the Migration: Work closely with your provider to plan the migration, including setting up new phone numbers, configuring call forwarding, and training employees on the new system.
Test the System: Conduct thorough testing to ensure the cloud voice system meets your business needs and functions correctly.
Go Live: Once testing is complete and the system is configured, transition to the new cloud voice system and begin enjoying its benefits.
Ready to transform your business communications?
Cloud voice is more than a phone system. It’s a complete solution to streamline communication, enhance productivity, and deliver exceptional customer experiences. Momentum’s Cloud Voice solutions embody these benefits, and is built to help your business grow, scale, and thrive.
Contact us to schedule a demo today, and we’ll show you our services in action.
