Why Use A Cloud Phone System in Sheffield?

What is a Cloud Phone System?  Even in today’s digital era, every business still needs to make and receive telephone calls.  More than 60% of people still prefer to contact a business via telephone rather than any other method.  With BT planning the end of copper-based networks (see here for more information), old school telephone systems such as ISDN based systems and even analogue lines are being discontinued.  What this means is that businesses in Sheffield and around the country, need to plan their next move in relation to their telephone systems.   Most businesses are therefore moving to a Cloud-based telephone system, where the phone system is hosted somewhere on the internet for staff to connect to.  These are a type of VoIP (Voice Over IP) technology.

A cloud phone system doesn’t need any on-premises hardware or software necessarily and a third party looks after the remote equipment. Cloud phone systems are part of a broader range of communication solutions that can significantly enhance business operations. 

This article is intended to give you a platform to build your own ideas of what features a good Cloud Phone System includes and whether they are relevant to your business.

What are the business benefits of a Business Phone System?

  • Cost effective. Because there is no need to invest in upfront hardware for the system itself (although you might still want handsets), the capital costs are reduced.
  • Predictable costs. hosted phone systems are usually priced based on the number of users that you need to have an extension on your phone system, so you know when you hire a new staff member, they need a phone too.
  • Hosted phone systems (VoIP systems) are usually able to scale whenever you need them to, adding a new department or office site, should be no problem.
  • Supports Remote Working. VoIP telephone systems will always support remote working, meaning your staff can work from wherever they need to, whenever you see fit.
  • Peace of mind. You don’t have to worry that your equipment might break down and your business won’t be able to make and receive calls.  Most service providers offer 99.99% uptime

Features of Cloud Phone Systems 

Cloud phone systems offer a wide range of features that can significantly enhance business communications and improve efficiency. Here are some of the key features that make cloud phone systems a compelling choice for modern businesses: 

  • Advanced Call Management: Cloud phone systems come equipped with sophisticated call management features such as call forwarding, call waiting, and call transfer. These features ensure that calls are handled efficiently, reducing wait times and improving customer satisfaction. 
  • Unified Communications: One of the standout benefits of cloud phone systems is their ability to integrate with other communication tools. Whether it’s video conferencing, instant messaging, or email, cloud phone systems provide a unified communication platform that streamlines all your communications into one cohesive system. 
  • Mobility: In today’s flexible work environment, the ability to make and receive calls from anywhere is crucial. Cloud phone systems allow employees to use their mobile devices or desktop phones to stay connected, whether they’re in the office, at home, or on the go. 
  • Scalability: As your business grows, so do your communication needs. Cloud phone systems are highly scalable, allowing you to easily add or remove users and features as needed. This flexibility ensures that your phone system can adapt to your business’s changing requirements. 
  • Cost Savings: Traditional phone systems often require significant upfront investment in hardware and ongoing maintenance costs. Cloud phone systems, on the other hand, eliminate the need for expensive hardware, resulting in substantial cost savings. You only pay for the services you use, making it a cost-effective solution for businesses of all sizes. 

By leveraging these features, cloud phone systems can help businesses streamline their operations, enhance communication, and ultimately improve business efficiency. 

How does a hosted phone system (voip system) work?

A cloud phone system relies on the internet to make and receive calls and provide the general functions that are needed to allow a business to provide telephone facilities. These voice solutions ensure that your business communications are not only efficient but also secure and reliable.

Calls are sent via the internet to the provider’s server(s) where they are routed to the correct person or device based on the centrally applied configuration that your Telephone Support provider sets up for you.

Cloud Phone Systems

Security and Reliability of Cloud Phone Systems 

When it comes to business communications, security and reliability are paramount. Cloud phone systems are designed with robust security measures and reliability features to ensure that your communications are always secure and available. Here are some of the key aspects: 

  • Data Encryption: To protect sensitive business communications from unauthorised access, cloud phone systems use advanced data encryption techniques. This ensures that all voice calls and data transmissions are secure, giving you peace of mind. 
  • Redundancy: Cloud phone systems are built with redundancy in mind. This means that even in the event of a hardware failure or other disaster, your phone system will continue to operate without interruption. Redundant servers and data centres ensure that your business communications are always available. 
  • Regular Updates: Security threats are constantly evolving, and staying ahead of them is crucial. Cloud phone systems are regularly updated with the latest security patches and features, ensuring that your system remains secure and reliable. These updates are typically handled by the service provider, so you don’t have to worry about maintaining the system yourself. 
  • Compliance: For businesses that need to adhere to specific regulatory requirements, such as GDPR or HIPAA, cloud phone systems are designed to meet these compliance standards. This ensures that your business communications are not only secure but also legally compliant. 

By prioritising security and reliability, cloud phone systems provide a robust communication solution that businesses can depend on. Whether you’re concerned about data breaches, system downtime, or regulatory compliance, cloud phone systems offer the features and assurances you need to keep your business running smoothly. 

Which Cloud Phone System is the best?

When evaluating business telephone systems, it’s important to consider which features are essential for your organisation.  Unfortunately, that’s not a realistic question to ask.  The better question would be “which cloud phone system is the best for MY organisation”, because each business needs different features according to their business goals.  Some of the features you should think about are below, for each question, you should work out whether these are included in the system by default or are paid-for additional extras;

  • Does it have an Auto-Attendant? Or intelligent call routing?
  • Does it have call recording?
  • Does it have call logging and reporting?
  • Are voicemail boxes available?
  • Does it have a mobile app to take calls on the move?
  • What telephones are compatible with the system?
  • Can you connect intercoms at external gates and doors to it?
  • Is conference calling available?
  • Is call barring available?
  • Does it have call queues and hunt groups?
  • Will it allow music-on-hold?
  • What are the disaster recovery (backup) options?
  • What options are available for wallboards (display boards that show statistics in terms of number of calls and so-on)?

As well as the features, you also need to answer some other questions about the suitability of the Telephone System for your business, most notably;

  • What is the size of your team & is the platform suitable?
  • How much can you afford to pay, per seat (user)?
  • Can you afford to pay for support of the system by a professional company?
  • How easy is the system to use?
    • What would be the training costs associated?
  • Does it integrate with your existing computer systems, such as CRM systems?
    • For example, does it have click-to-dial?
    • Can it integrate with Microsoft Teams?
  • Is the system secure?

Engage with your team through unified communications.

As part of your research into telephone systems that will work for your business, you should really consider getting the opinions of your entire team.  What features do they need available to them in order to do their job?  Don’t presume that the features you think cover everything, actually do.  There’s a high-chance that different departments within your organisation do still use functions that you didn’t think anyone cared about any more. There are various business phone systems available, each offering different features that may be crucial for different departments within your organisation.

Summary

In conclusion, there are many, many things to think about when choosing a new Telephone System.  If you need help comparing systems, drop us a line via the contact page here or call us on Sheffield 01142203000.  Digital Exchange have been installing and business phone systems for businesses in Sheffield and across the UK for over 20 years.  Talk to our experts about how we might be able to help you.