Communication is the backbone of any business. Without it, your business falls apart, and even the simplest tasks aren’t achievable.
Because of that, the technology used to drive business communication is constantly evolving to meet higher demands, provide better service, and include new features that make operating a business seamless.
One of the most innovative advancements has been the advent of cloud phone systems, but while they’re popular, many people don’t understand them.
If you haven’t used cloud-based phone systems, here’s a brief rundown of how cloud phone systems work.
Voice Over Internet Protocol
First, “cloud phone systems” isn’t how you’ll usually identify this newer communication system. Instead, it goes by VoIP. That stands for Voice Over Internet Protocol, and it does exactly what it sounds like. It allows you to speak over the internet in real time like a normal phone call.
This allows for a number of advantages that we’ll talk about throughout this guide, but just know that we’ll mostly refer to it as “VoIP”. The “Cloud” is the internet itself. Everything runs through a server with VoIP.
Starting with VoIP: Getting a Service Plan
VoIP services do require you to purchase a service plan just like any other type of phone. The cloud isn’t cheap to maintain. Large servers around the world are constantly running to power any good VoIP service, and those services require electricity, regular maintenance, and more to stay running.
Luckily, cloud-based phone systems are far cheaper than regular smartphones. In most cases, service costs less than a hundred dollars for several lines that are fully equipped with features you never knew you needed. In many cases, you can get basic plans for less than the cost of a decent dinner out with your family.
However, you do need to find a service provider, choose a service package, and pay for it before you can enjoy cloud-based phone calls.
Hardware Requirements
You still need some sort of hardware to leverage VoIP services. However, unlike a normal phone plan, you can use practically any modern equipment without any issues.
Computers, smartphones, tablets, laptops, and more can use VoIP as long as they have a mic, speakers, and the necessary software. They also need to be powerful enough, but the vast majority of modern tech is compatible with it.
You can either use existing hardware that your business has, or you can purchase hardware units from your service provider. Usually, the units you get from a provider are “handsets” or smartphones and phones that resemble the old landline phones of the past.
There are pros and cons to either method, and you can even mix and match it depending on your needs. It’s all up to you, and that’s another bonus of using cloud-based phone systems. They’re extremely versatile.
How Calls Work
Calls work a little differently when you’re making them via the cloud. They’re not carried through phone lines and transferred between providers.
Instead, your voice is collected as data, separated into packets just like any other upload or download on the internet, and sent to the recipient’s phone where it’s decompiled. This all happens in real time, and it’s just as instantaneous as a normal phone call.
You Can Call Actual Phones
While you’re using a cloud-based calling service, you might be worried that you can only communicate with other callers who are on the internet or using VoIP themselves. That’s a common worry. However, that’s not the case.
Every feature of a VoIP service, including the primary calling feature, operates just like the phone service-provided alternative in a practical sense. You can call a business that uses a normal phone service, and your customers on normal phone plans can call you. It’s all seamless, too. You cannot tell that someone is using a VoIP.
Expanded Business Features are Available
One of the primary reasons people switch to cloud-based phone systems is that they’re more cost-effective when it comes to outfitting an entire staff force with communication options.
However, that’s not the only benefit. You also get premium business communication features that many traditional phone services don’t offer, or they charge you far more.
Features include things such as call holding, split calls, redirecting calls, video calls, texting, call meetings, extensions for different departments, and many, many more features that you don’t get with basic phone plans.
Those are all features that the vast majority of businesses can leverage.
A Good Internet Connection is Required
This is a minor drawback, but it shouldn’t be a problem for any modern business. You do need to have a good internet connection. Especially if you have a lot of employees making calls at once.
Since the calls and other communication options are handled with the internet, if your internet isn’t good, you’ll experience hiccups.
As we said, this typically isn’t an issue for most modern businesses. Unless you operate very remotely, the majority of locations have great internet access, now.
Upgrades are Easier Than Ever
When you use cloud-based phone systems, you don’t have to worry about upgrading your hardware nonstop or sitting through constant software updates.
The service provider handles all software updates remotely and automatically. If a new feature comes out in your service plan tier, or if the provider updates for security and stability, you’ll get on your VoIP, and those changes will have already been made for you with zero downtime or hands-on work.
Adjust It As Needed
Finally, another part of cloud-based phone systems you should know about is that they’re scalable by design. If you hire 20 more employees who need communication devices, you can easily upgrade your plan and get them on the network. If you downsize your company and no longer need 20 extra lines, you can have those removed and your bill will reflect that.
This makes cloud phone systems extremely flexible as your business changes, and it’s all because it’s over the internet.
Meet Your Business’s Communication Needs with Lanstar
If you’re looking for a cost-effective, reliable, and highly flexible cloud-based phone system, Lanstar Voice and Data is your go-to source.
Contact us today!
