According to a survey, the cloud phone system market is estimated to reach $37.49 billion by the end of 2025 and $71.3 billion by 2029. Want a successful business? Is your communication system in place? Well, for a successful business, having effective communication is the key. Whether you want to collaborate with internal teams or offer high-quality support to your customers, good communication is a must. A cloud phone system provides a lot of features that improve business communication. With that, cloud phone system providers have data centers and help you manage all the important aspects of the cloud phone system, allowing users to make phone calls via the Internet without setting up any hardware device.

But how is it possible? Well, VoIP (Voice over Internet Protocol) is the technology that is used in cloud phone systems. Using a VoIP application, voice signals can be transmitted over an Internet connection instead of telephone lines.

Cloud-based phone systems act as a unified business communication solution. They seamlessly handle and manage inbound and outbound calls, auto attendants, voicemail, chat, SMS, and business faxing. Also, these system integrate better with popular business tools such as email applications and CRM software. Integrating cloud phone system with computer network can monitor, record and analyze all customer interactions and give you better insights on the important issues including revenue generation and team performance.

Working Process of Cloud Phone System

A cloud phone system uses an internet connection and a VoIP service provider. When you place a call, the VoIP service provider handles the routing by converting analog voice signals into data packets. These packets are then transmitted over an internet connection. That is how it connects your phone to the person you are calling. These systems replace individual phone extensions with a VoIP desk phone. Instead of using a landline, you can easily plug your phone into your existing network. Also, you can use a softphone or an app on your smartphone. Further, cloud PBX phone services run over the cloud, hence users can handle their business phone system via an online dashboard and have full control over phone numbers, call forwarding, adding new users, and more.

Benefits of Cloud Phone System

In this section, we will discover the benefits of a cloud phone system:

  • Flexibility: With cloud telephony, employees get a virtual phone number to make business calls. This keeps their personal phone number private and helps separate work life from personal life. Cloud phone systems also make work more flexible. Since calls go through the internet, companies can stay connected with customers and employees all the time.
  • Cost-effective: Every company wants to spend less on setup and running costs, and moving to the cloud helps with that. Many businesses switch to cloud phone systems because they cost much less than traditional phone lines.
  • Easy Integration: Cloud phones are good for businesses and don’t cost much. Every business wants to spend less money on things like phones and bills. That’s why many businesses use cloud phones instead of old phone lines. Old phone systems need a lot of equipment and space. This costs a lot of money. But with cloud phones, the company that provides the service takes care of all the equipment and fixes. This lets your IT team do other jobs, and you don’t need to hire more people.
  • Call Records: Cloud phones have many helpful features that make business calls easier. They let you keep track of all calls. Every call you make or get is recorded and saved. This helps you check if the call was good and listen again if you need to.
  • Scalability: To stay in business, companies need to grow. Sometimes that means hiring new people, and sometimes letting some go. Cloud telephony makes this easy. You can add new users quickly with just a click, and they can learn to use it quickly. If someone leaves the company, the business keeps working smoothly because all calls and communication happen in the cloud.

How to choose the best cloud phone system for your business?

Are you looking for the best cloud phone system for your business? Here are a few steps that can help you choose the best:

  • Assess your business needs: Firstly, understand which calling features you need and how they would help you offer numerous benefits to the way you communicate with customers. For example, do you want to send and receive texts from clients? Do you want your integrate your existing system with the cloud system? Know the answers to all these questions and then make a list of your requirements and save accordingly.
  • Understand your user needs: It is not necessary that if one feature is used by one employee, then the other one will also use the same. There are high chances that you sales team will need more advanced features such as call forwarding, voicemail to email than admin, who might only need basic handling functionality. Hence, before opting for any cloud phone system ensure that you know all the essential features your staff needs.
  • Contact Suppliers: Look online for websites of cloud phone system providers, like the ones we suggest below. Most of these websites show the features and tools their systems offer. Pick a few providers whose systems have the features you need for your business.
  • Contact suppliers’ sales teams: Budget is one of the most important factors when selecting a cloud service provider. There are high chances that a few features will be included in the provider’s plan, but a few will only be available on the add-ons. Also, if your business demands international calling, look at the number of international minutes included with each plan. Compare plans and costs of various suppliers and choose what fits you best.
  • Free Trial offers: Before finalizing the provider, take advantage of 14-day or 30-day free trails. Free trials gives you opportunity to spend some time working with the interface and features. This help you understand the features better and helps you make an informed decision.
  • Customer Reviews: Also, businesses always behave well during the trial period. Hence, ensure that to check customer reviews before making the final call. Further, ensure to check the trustworthy review websites, as businesses can fake their reviews.

Cost of Cloud-based Phone System

The cost of a cloud-phone system depends a lot on numerous features. Also, it depends on your cloud-based phone services provider. If you want to integrate basic business class VoIP features, the cost can range from $20 to $50 per month. However, if you want advanced calling feature such as automatic post-call notes, unlimited video conferencing and real-time analytics, the cost can be more than $50 per month.

So, do you want to upgrade your phone system? Ensure that you know everything related to the calling feature, helping you make informed decisions. However, no cost is fixed. There are a few factors that can influence the cost of a cloud-based phone system:

  • Number of Users: Costincreases as the number of users increases. Cloud-based phone system changes per user. If the team is large, you can negotiate discounts and opt for better plans.
  • Call Volume: If the call volume is high, choose an unlimited calling plan in order to avoid overage fees. In case you make international calls, ensure to opt for competitive rates or unlimited global calling options.
  • Specific Features: Some advanced features like call recording, detailed reports, and easy connection with CRM systems might cost extra. Businesses should think carefully about which features they need so they don’t end up paying for things they won’t use.

Conclusion:

In conclusion, cloud telephony has become an essential tool for businesses that are focused to make seamless communication, increase employees productivity, and enhanced customer services. So, if you are looking to integrate cloud-based phone systems in your business, look no further than jiWeb Technologies. We are a leading cloud-based phone system services provider company, helping business enhance their business communication and revenue. Contact us to learn more.

Frequently Asked Questions:

1. How do cloud phone systems make business communication easier?

Cloud phone systems handle things like answering calls, sending voicemails to email, and keeping track of calls automatically. This means less time spent on boring tasks and fewer mistakes. They also work well with other tools like customer databases, so teams can help customers faster.

2. Can cloud phone systems grow with my business?

Yes! Cloud phone systems are very flexible. You can add or remove phone lines and users quickly without buying new equipment. This makes it easy to grow your team or adjust during busy times without hassle.

3. Will using a cloud phone system save my business money?

Definitely. Since everything is online, you don’t need to buy expensive phone machines or pay for repairs. Plus, your team can work from anywhere using their phones or computers, which can save on office costs.

4. Are cloud phone systems safe to use?

Yes, they are designed with strong security. They protect your calls and data with encryption and other safety features. If something goes wrong, your calls and messages are backed up, so you won’t lose important information.

5. How do cloud phone systems help improve customer service?

Cloud phone systems can direct calls to the right person quickly and even let customers choose options from a menu. They also connect with customer records, so your team knows who they’re talking to and can offer better, faster help. This makes customers happier and more likely to stick with your business.