Effective communication is vital to ensure your business success. With the rise in hybrid and remote work setups, the reliance on web-based communication tools, particularly cloud-based phone systems (VoIP) has changed the game of business communication for small businesses.
From cost-effectiveness to enhanced flexibility and scalability, cloud-based solutions are rapidly becoming the go-to choice for small businesses looking to make the switch from traditional solutions.
However, not choosing the right solution for your specific needs and requirements comes at a price. Continue reading to discover what is a cloud-based phone system and how to choose the right VoIP solution for your small business.
What is a Cloud-Based Phone System?
A cloud-based phone system (also known as VoIP system, virtual PBX, or internet-based phone system) is an internet-based phone system that allows businesses to make calls through an internet connection.
Recent statistics state that cloud-based phone systems for small businesses reduce telecom expenses by 30-50%!
What’s the Difference Between VoIP Phones and Traditional Phones?
Instead of utilizing landlines and traditional copper wire, VoIP phone systems utilize the internet to “break” your call into small digital data known as audio packets. These small chunks of data are sent to the receiver of the call allowing you and your receiver to communicate smoothly through the internet.
Cloud-based phone systems typically don't require proprietary on-premises PBX hardware; instead, they rely on software to host features and allow users to control their telephony services via web interfaces or mobile applications providing increasingly scalable and efficient communication solutions.
This means that you can use VoIP systems to make calls from:
Your Phone
Tablet
VoIP Phone
A Software Phone
And even a traditional phone with a VoIP adapter
The increased flexibility and scalability provided by cloud-based phone systems make it one of the best solutions for anyone with an internet connection.
What are the Benefits of Cloud-Based Phone Systems?
Small businesses have a lot to gain from switching to cloud-based phone systems.
Cost Savings
With reduced setup and maintenance costs and cheaper long-distance calling rates, VoIP Phone systems offer a cheaper and reliable solution if you have a stable internet connection.
Scalability
Cloud systems can easily adapt and accommodate more lines and features without a complex overhaul of your infrastructure. Say goodbye to complex installation processes and long maintenance downtime. With cloud-based phone systems, you can add or remove users with just a click, making it one of the most scalable and flexible solutions in the market.
Reduced Maintenance Requirements
Cloud systems are less maintenance-intensive, with fewer hardware components to manage and fewer potential points of failure, cloud-based phone systems are far more reliable and cheaper when compared to traditional solutions.
Mobility and Flexibility
The ability to turn a mobile device into a business phone or work from anywhere with an internet connection drastically changes the concept of office communication. With 60% of professionals using at least 3 three devices at work, the increased flexibility provided by VoIP phones allows your team to improve your business’ efficiency.
Enhanced Integration
Cloud-based phone systems often integrate seamlessly with other business applications, like CRM software, enhancing the overall efficiency of your communication operations and providing a seamless communication environment.
Cloud-Based Phone Systems vs Traditional Phone Systems
There are multiple differences that make traditional phones different from cloud-based phone systems.
Cloud-Based Phone Systems vs Traditional Phone Systems
Features | Cloud-Based Phone Systems | Traditional Phone Systems |
Deployment | Quick and easy deployment with no installation requirement. | Requires installing, maintaining, and monitoring of PBX and other hardware. |
Maintenance | Maintenance is managed by your VoIP Provider, little to no maintenance is required. | Regular in-house maintenance is needed. |
Scalability | Easily adjustable based on your specific business needs and requirements. | Costly equipment, added services, added maintenance |
Cost | Upfront and maintenance costs are significantly lower. | High initial setup costs. Hardware and ongoing maintenance are required. |
Mobility | Offers complete mobility if there is internet availability | Restricted to a physical office. |
Integration | Easily integrates with other software and features. | Limited integration. |
When to Switch to VoIP?
If your small business or remote team has been experiencing any (or all) of the following pain points, then it might be high time you make the switch to a cloud-based phone system:
High Phone Bills: Your traditional landline or mobile phone bills are eating into your business's budget.
Scalability: You’re scaling up or down frequently and want a phone system that can keep pace.
Remote Workforce: A cloud-based system is the lifeline for a team working from various locations.
Integration Needs: You need telephony that integrates smoothly with your CRM, customer service, and other business software.
Advanced Features: You want features like auto attendants, call screening, conference calling, generative AI (Artificial Intelligence), and more, which are expensive add-ons for traditional phone systems.
High Maintenance: If you're tired of maintaining or repairing your system, a cloud-based system can be a refreshing change.
When Not to Switch to VoIP
There are a few scenarios where opting for a VoIP telephone system might not be the best choice:
Unstable Connection: If your internet connection is unstable or frequently experiences downtime, relying solely on VoIP may lead to poor call quality, dropped calls, or complete loss of communication.
Limited Bandwidth: VoIP requires enough bandwidth to operate smoothly. If your network bandwidth is limited or consistently congested, it can result in degraded call quality and delays.
Expert tip:
If you’d like to make the switch to cloud-based solutions but suffer from unstable connection or downtime, solutions like Distributed Antenna Systems (DAS) can drastically improve your connection to allow you to get the most out of cloud-based phone systems and other cloud-based solutions.
How to Choose the Right Cloud-Based Phone System for Your Business
Now that you know if cloud-based phone systems are for you, it's time to choose your next solution. However, discovering what solutions or set of solutions will benefit you the most can be time-consuming, complicated, and expensive.
BTI can smoothen your decision-making process by uncovering your specific necessities and providing the right tools to enhance your business communications. BTI can help you:
Assess Your Business Needs
BTI’s Telecom Service Procurement assessment uncovers your specific business needs, facilitating the construction of a tailor-made solution. Our vendor-neutral approach ensures an impartial evaluation, enabling us to recommend the most suitable solutions for your business while seamlessly integrating any existing systems.
With our customized solutions, you're not just receiving a standard package – you're getting excellence crafted exclusively for your enterprise. And here's a compelling incentive: many of our clientele realize substantial savings, with potential reductions of up to 50% on telecom expenses!
Budget Considerations
In our experience, budget limitations often hinder organizations from acquiring optimal solutions for their needs. That's precisely why BTI has pioneered a distinctive approach, ensuring that businesses of all sizes can access the solutions they need.
Through BTI's approach, your organization gains the ability to evaluate pricing models, engage in contract negotiations, and choose cost-effective solutions that are in line with your budgetary parameters to ensure you get the best possible solution for your available budget.
Features and Pricing
Certain features are indispensable for certain businesses, and many providers capitalize on this knowledge. Consequently, some providers offer vital features separately, often at exorbitant prices.
With BTI, however, you not only receive future-proof cloud-based phone system solutions that anticipate your evolving needs, but you also gain access to all the features you require without breaking the bank.
BTI can provide and seamlessly integrate all the essential features you need to maximize the benefits of your cloud-based phone system. Some of the features we offer include:
Auto Attendance
Call Reporting
Call Recording
Hunt Groups
Text & more!
Scalability
While your business may (or may not) be small at present, expansion is the ultimate objective for most entrepreneurs. Your phone system must possess the capacity to evolve alongside your business and accommodate your changing needs.
With BTI's solutions, you can rest assured that they are not only mobile-friendly but also scalable and future-proof. This ensures that you can maximize the benefits of your solutions for many years to come, regardless of how much your business grows and evolves.
Compatibility with Existing Systems
It's essential that your new phone system seamlessly integrates with your current tools, like customer relationship management (CRM) software, to maintain a cohesive and efficient workflow. Failure to have a compatible cloud-based phone system could pose more problems than solutions.
At BTI, we specialize in seamlessly integrating your new cloud-based phone system with your existing solutions. This ensures a smooth and cost-effective transition while guaranteeing that your solution works perfectly with your current infrastructure.
Security and Reliability
At BTI, we understand that the security of your business's communications is paramount. That's why all our solutions are meticulously crafted with state-of-the-art security and compliance measures.
BTI isn't just an expert in cloud-based phone systems and other business communication solutions, our expertise extends to IT products and services, as well as cyber and physical security.
Our top priority is ensuring that your valuable data, reputation, and customers remain safeguarded against cyber threats.
Service Uptime Guarantees
When selecting a provider, it's crucial to review their policy on service uptime. Downtime can lead to significant costs, so it's wise to opt for providers known for high availability and reliability. With BTI you can enjoy a 100% guaranteed uptime, ensuring uninterrupted service.
Implementation and Training
Training and implementation are pivotal to maximizing the effectiveness of your solution. However, in our experience, these areas are often where most providers fall short.
At BTI, we are deeply committed to ensuring that your team receives thorough training and seamless implementation. We understand the importance of empowering you to leverage your cloud-based phone system and other communication solutions to their fullest potential.
Our dedication doesn't end there. We remain by your side with ongoing training.
Support Services
Having dependable around-the-clock support services is essential for maintaining smooth operations and ensuring customer satisfaction. Whether you need assistance troubleshooting technical issues or guidance on system optimization, reliable support is crucial for maximizing the benefits of your system.
All too often, we hear from clients who have been let down by their previous providers' lack of support when it mattered most. At BTI, you can trust that you'll have a dedicated team of experts available to assist you whenever issues arise. With us, you can rest assured that your business will receive the support it needs to thrive.
Summary: Pros, Cons & How to Choose a Cloud-Based Phone System
Remember, a robust cloud-based phone system is not just a cost but an investment in your business’s future. Choosing the right cloud-based phone system can significantly enhance the communication capabilities of big and small businesses. By carefully considering key factors like your business needs, provider features, and system reliability, you can make a well-informed decision that will support your business growth and success.
BTI has over 35+ years of experience providing communication products and services for small businesses and enterprise-level organizations. If you need a reliable provider that cares for you and your organization's well-being, you are in the right place!
Contact BTI today to discuss your cloud-based phone system needs! Let us find the perfect solutions for your unique business needs and budget!