Using Cloud Phone Systems to Improve Business Collaboration

As businesses grow and evolve, it becomes increasingly important for teams to be able to collaborate and communicate effectively to achieve success. With employees working remotely and interacting with clients and colleagues across different time zones and devices, it can be challenging to stay connected and ensure that important messages are being delivered clearly and efficiently. One way that businesses can improve collaboration is by using cloud phone systems, which offer a range of features and benefits that can help teams stay connected and work together more efficiently. 

What is a Cloud Phone System 

A cloud phone system, also known as a hosted or virtual phone system, is a telephone system that is delivered over the internet, rather than through traditional on-premises hardware. Cloud phone systems are operated by a third-party provider, who hosts the system on their servers in the cloud and delivers it to users via the internet. 

Cloud phone systems offer many benefits, including increased flexibility and mobility, enhanced collaboration, improved customer service, reduced costs, and increased scalability. With a cloud phone system, employees can make and receive calls, send and receive messages, meet face-to-face, and collaborate with colleagues using any device, from anywhere with an internet connection. This can be particularly useful for businesses with a distributed workforce, or for those that need to be able to stay connected while on the go. 

Cloud phone systems also typically offer a wide range of features such as omni-channel communication, auto attendants, call queues, mobile apps, voicemail, website integrations, and video conferencing, which can help businesses improve communication and productivity. They are also generally easier to set up and manage than traditional on-premises systems and can be scaled up or down as needed to meet changing business needs. 

How businesses improve collaboration and connectivity using a cloud phone system 

Remote Operations | Diverse Teams 

One of the main advantages of cloud phone systems is that they are hosted and managed remotely, which means that they can be accessed from any location with an internet connection. This makes it easier for teams to work remotely or from various locations, as they can simply log in to the system and make and receive calls as if they were in the office. This also makes them extremely reliable since they run in secure, extremely well-designed, and protected data centres. 

Advance Collaboration Tools 

Cloud phone systems also offer a range of features that can help teams collaborate more effectively. For example, many systems offer virtual meetings and video conferencing, which allow teams to hold work together, meet, discuss, and collaborate online. This can be especially useful for businesses with team members in distinct locations or for those who need to hold meetings with clients or partners who are located elsewhere. 

Softphones and Mobile Apps 

Desktop softphones and mobile apps are software programs that allow individuals to make and receive phone calls over the internet using Voice over Internet Protocol (VoIP). This technology enables professionals to communicate from any location, as long as they have a device connected to the internet. Softphones are often used in conjunction with VoIP, which converts analog audio signals into digital messages that can be transmitted over the internet. This technology allows businesses to be more mobile and flexible, while still maintaining the individualized touch of voice communication. In addition, softphones are generally more cost effective than traditional business phone systems, as they do not require the purchase of additional desk phones. 

Omni-Channel Communication 

By switching to a cloud phone system, businesses can say goodbye to manual note-taking, lengthy transcriptions, and disconnected conversations, and embrace the connectivity and convenience of a unified omni-channel communication system. Calls, chats, messaging and email can all be tied together so that no conversation or interaction is lost. With traditional phone systems, it is more difficult to maintain consistent communication across multiple channels, but modern cloud phone systems make omni-channel easy. 

CRM and App Integrations 

RingOffice Cloud Phone Systems offer integrations with popular business applications such as Customer Relationship Management (CRM) systems, Customer Service and Project Management tools. Call flows can integrate with popular CRM, ERP, and productivity apps that businesses already use such as Salesforce, Microsoft Dynamics 365, HubSpot, Zoho, Zendesk, Freshdesk, and many more, allowing automatic creation of a comprehensive communication trail with all call activity tracked and logged to the relevant contact.  

In addition to the features and benefits mentioned above, cloud phone systems also offer a range of advanced capabilities that can help businesses improve collaboration and communication. For example, cloud phone solutions also allow for click-to-call functionality from any web page or CRM system as well as integrating with apps like Microsoft Teams, Slack, WhatsApp, Facebook Messenger and even your company Website Chat. 

Call Recordings 

Call recording is a useful tool for improving business communication as it allows you to save and review phone conversations for records, training, or compliance purposes. This can be helpful for meeting notes, staff training, or sharing conversations. Call recording can also be used for employee training and feedback, as it allows you to review customer service interactions and provide specific details on what was said and how the representative handled the situation. This can be done automatically, saving time and effort. 

Text Messaging 

Many customers prefer to communicate with businesses via text or messaging options, with 70% of customers reporting a preference for text messaging over phone calls according to the Washington Post. Text-based interactions also tend to have higher customer satisfaction ratings. This is likely due to the convenience of texting, which allows for multitasking and does not require a private location to use. While some situations may still require the real-time communication of a phone call, customers often appreciate the flexibility of being able to choose their preferred method of communication or switch between different options such as phone, text, or chat. Offering a texting option can help meet this customer preference. 

Scale as you Grow 

Another benefit of cloud phone systems is that they are often more scalable than traditional phone systems. As businesses grow and change, their communication needs will also evolve, and cloud phone systems can easily be adjusted to meet these changing needs. This is especially useful for businesses that are experiencing rapid growth, as it allows them to quickly and easily add new users to the system without the need for complex installations or hardware upgrades. 

Minimal Upfront Costs  

Cloud phone systems can also be more cost-effective than traditional phone systems, as they do not require the upfront investment in hardware and infrastructure. This makes them an attractive option for businesses of all sizes, as they can be implemented quickly and easily with no need for infrastructure design, installation, or maintenance. 

On-premise Phone System vs Cloud Phone System 

On-premise phone systems, also known as traditional, legacy or proprietary phone systems, are telephone systems that are installed and maintained on the premises of the business that uses them. This means that the hardware and infrastructure needed to operate the system are located at the business’s physical location. 

There are several key differences between on-premise and cloud phone systems: 

Location: On-premise phone systems are physically located at the business, while cloud phone systems are hosted remotely and accessed through the internet. 

Maintenance: On-premise phone systems require the business to handle all maintenance and updates, while cloud phone systems are managed by the provider. 

Cost: On-premise phone systems can be expensive to set up and maintain, as they require the purchase of hardware and the hiring of staff to manage the system. Cloud phone systems, on the other hand, are generally more cost-effective, as they are delivered on a subscription basis and often do not require the purchase of hardware. 

Scalability: Cloud phone systems are generally more scalable than on-premise systems, as they can easily be expanded or contracted to meet changing business needs. On-premise systems, on the other hand, can be more difficult and expensive to scale. 

Overall, using cloud phone systems can be a valuable way for businesses to improve collaboration and productivity, particularly for those with teams in different locations or those that are experiencing rapid growth. With a range of features and benefits, including the ability to work remotely, advanced capabilities, and cost-effective pricing, cloud phone systems can help teams stay connected and work together more effectively. 

Ready to Make the Switch! 

Transitioning to a cloud phone system is easy. Contact RingOffice cloud communication experts now to find out we can help you smoothly transition to a mobile-friendly, scalable, easy-to-manage, feature-rich, and cost-effective omni-channel cloud communication system.