Nowadays, businesses opt for a cloud-based phone system due to the advantages it provides that a traditional phone system cannot. For example, if a company prefers a conventional phone system, then adding new employees would require more phone lines and hence more upfront costs. But in case of a cloud-based phone system, there is no hassle of setting up hardware and employees can easily communicate with their teammates and clients from anywhere in the world. Cloud-based phone services or hosted PBX enables uninterrupted communication at a minimal cost, thus increasing productivity and revenue.
So, if you are thinking about implementing a cloud-based phone system to your business, simply follow these steps:
1. Choose the right vendor
This is the crucial step in setting up your cloud-based phone system. As it is all about your business, you should take your time searching for a trusted company that provides the best service according to your requirements. After you have decided on one, it is essential to look for these major things in the company:
- Security: Your vendor should prioritize security the same way as you do. They are responsible for making sure your data remains secure in the cloud. If there’s weak security, then your data will be vulnerable which ultimately may result in downtime.
- Mobility: Make sure you have the advantage of forwarding calls to your device wherever you go. A missed or an unanswered call can have a negative impact on your business.
- Call queues: Your vendor should offer a way to keep your customers engaged with you. For example,if you have a customer in line waiting to communicate with you while you are busy receiving another customer’s call, then they will be able to hear music or a custom greeting that will keep them engaged.
- Call reports: It is essential to monitor the call activity so that you can know at what time and from where you receive the most calls. Ninjanumber is one of the companies that give insights on how to improve communication for more revenue.
- Multiple extensions: Your vendor should assign extensions to your employees so that they can effectively communicate with themselves and with customers.
- Business phone number: Depending on your business requirements, your vendor should let you choose a local or an international phone number to build brand trust.
- Customer support: Ask your vendor whether they provide setup assistance and if they can be reached easily when needed. Also, be sure to take a look at the company’s reviews from other businesses.
2. Set up the system
Unlike traditional PBX, cloud-based phone systems are easy to set up as there is no wire rerouting involved. However, the time it takes to set up the system depends on the provider’s approach. Some systems may take a few days to be set up while others can be done in a single day. Also, most service providers offer installation guides that allow quick and easy configuration. With the cloud system, you can communicate effectively through your smartphone, computer, tablet or desk phone.
3. Test the system
Make sure to check whether the new service operates smoothly. It is ideal to place test calls and make necessary adjustments before launching. Your goal is to provide excellent customer service, which will make your business stand out. So, if there is any interruption in communication, then that can be a downside.
While these are the important features to look at, you should also check the cost to see if it is within your budget. There are some service providers that want you to pay hidden costs, so it is best to make it clear with your preferred service provider and note down the expenses beforehand.