Work is no longer centered on the “office,” so why should the phone system be? Traditional on-premises phone systems are not well-suited for today’s remote and hybrid work models. They force employees to adapt to the technology instead of adapting to employee needs.
Cloud-based phone systems give employees the flexibility to access business-class communication features from any device. The result is fewer missed calls and less phone tag. Employees are more productive, and customers are better served.
Of course, not all cloud-based phone systems are created equally. The wrong system will leave employees frustrated with limited options, frequent problems and even outages. By partnering with a technology provider who has expertise in communication platforms, organizations can get a solution that precisely meets their needs.
Cloud Phone Systems Bring Communication to the User
Cloud-based phone systems decouple business communications from a physical office location. Instead of relying on copper lines and onsite hardware, these systems use the Internet to route calls, allowing employees to access their entire office phone system from anywhere.
Employees can make and receive calls using softphone applications or mobile apps on personal devices. These apps display the company’s main business number, so the employee maintains a professional identity even when working from a home office or coffee shop.
Advanced features such as auto-attendants and call queues ensure that incoming customer calls reach the right person regardless of their location. If an employee is out of the office, calls can be automatically forwarded to their mobile device. Voice mail messages are transcribed and sent directly to email or messaging apps, making it easier to manage messages.
Enhancing Collaboration While Improving Security
Modern systems integrate voice calls with video conferencing, instant messaging and file sharing into a single platform. These features help keep distributed teams connected and reduce the need to toggle between multiple communication tools.
Integration with email systems and productivity apps makes communication a seamless part of workflows. Best-in-class systems also integrate with CRM software, allowing remote workers to see customer details instantly, improving productivity and service quality. Every call is automatically recorded and logged in the CRM, eliminating manual data entry.
End-to-end encryption protects sensitive communications and data from being intercepted by hackers. Multifactor authentication helps prevent account takeovers and unauthorized access, while role-based access controls restrict system configuration and data access based on user roles. The cloud provider maintains the security infrastructure and automatically applies patches and updates in real time.
Administrative and Business Advantages of Cloud-Based Phone Systems
The benefits of cloud-based phone systems don’t end with flexibility. Organizations save up to 90 percent in upfront costs and 50 percent in ongoing costs by eliminating expensive hardware installation and maintenance.
Providers host systems in geographically diverse data centers. If a local Internet outage occurs at one office, calls can be instantly rerouted to mobile phones or other locations to ensure business continuity.
Traditional phone systems require specialized expertise to handle even simple administrative tasks. With cloud-based phone systems, IT teams can manage users and update greetings from a centralized cloud dashboard. Best-in-class systems also provide real-time performance analytics, enabling administrators to shift from reactive maintenance to proactive, data-driven decision-making.
Administrators can add or remove users instantly through online portals as staffing needs change. This is particularly useful for growing companies or businesses with seasonal spikes.
Choosing the Right Cloud-Based Phone System
There are a number of cloud-based phone systems on the market, some of which offer only limited features. Consumer-grade solutions don’t have the resilience or scalability to meet business demands.
Verteks has partnered with RingCentral to deliver an enterprise-class communications platform with flexible plans to meet almost any budget. Our phone system specialists will consult with you to understand your communication needs and help you choose the right options. We will then implement and customize the system to meet your requirements.
Is your team tethered to an office phone system in a remote and hybrid world? Contact Verteks to learn how you can benefit from a cloud-based phone system.
