Why Investing in a Cloud Phone System is the Next Big Step for Your Small Business

Remember those days when PBX systems were housed in dingy server rooms?

Try to recall the time when you had to employ technicians or specialists to install desk phones. Look back on how often they had to deal with walls and ceilings adorned with spaghetti wires.

And even with all that effort, phone calls had terrible quality. Faxes won’t go through. The office secretary just spent all day trying to figure out why the caller ID didn’t work.

These were the stuff of nightmares for most offices.

Today’s cloud phone system, however, is on a completely different level.

No longer do we need server rooms or technicians. No longer do we have to deal with downtime or transmission issues. HD voice calls have allowed us to feel as if the person we’re talking to is at the other end of the table.

As long as you have a stable internet connection, you can communicate using your preferred medium. This is true whether you’re using voice, fax, email, voicemail, SMS, real-time chat, and even video.

Investing in a cloud phone system is your best bet, especially when you’re a business owner.

It won’t only make communicating with customers and stakeholders easier. It’ll also make your entire operations more efficient and productive.

Let’s take a closer look at why it’s the next big step for your business.

An entirely easy to use system

Cloud phone systems as a whole are plug-and-play, meaning when you subscribe tomorrow, you can have it working tomorrow as well (with the right set up and configuration, of course).

Using it is a breeze, too. You start with an online dashboard like the ones you use with other cloud services (such as your file storage service or your customer relationship management software).

Instead of manually adding or removing physical extensions every time you gain or lose employees, you can just log onto your account using your PC. From there, you can make changes quickly and easily.

You can also easily set your number up to forward the call to your smartphone. That way, you don’t have to make customers wait on the phone after several rings.

Consolidate tools, processes, and services

You can use your internet connection to deliver telephony, which means you don’t need a separate phone line.

One line means no more telephone lines over the public switched telephone network (PSTN) and no more dealing with your local telephone operators.

Thanks to this, you can use essential features such as auto attendant, custom greetings, caller ID, call management, and others at no extra cost.

Upgrade or expand whenever you need to without waiting for new equipment to be deployed. Changes to your cloud phone system can be implemented with just a few clicks.

This also means you won’t need dedicated phone numbers for your fax line or your voice calls and voicemail anymore. You can have one business number for everything, making it easier for your customers to reach you.

Another thing you can stop doing: launching every single program on your desktop or laptop when carrying out your regular tasks. You can integrate your cloud-based communications with your most commonly used office productivity tools.

Stay updated with new technology

In today’s technology-dominated world, businesses need to keep up with customers. This means they need to know how to use new tools, new tech, and the internet to their advantage.

Failing to remain relevant technology-wise can spell a death sentence for a company. So, you must never resort to being technologically deficient.

Without the proper technology, you will miss plenty of opportunities to interact with customers. Whether you connect through phone calls, SMS, instant messages, faxes, or other means, it’s best to stay updated.

Besides, using the latest technology often helps companies significantly reduce operational costs.

For instance, you have a small sales team composed of five people. An old phone system might be too expensive. Having multiple individual lines can bring a dent in your pocket.

With fully customizable cloud phone system features like call handling, call forwarding, and call queuing, you and your team members can manage and share incoming calls, without the need for separate lines.

Nurture customer relationships with ease

When you have an efficient communications platform in place, it’s easy to deliver the best customer service possible.

Say you want to keep your customer service available 24/7 or even during the holidays. You can configure your system to accommodate incoming calls so that you can take the call right away.

You can also have callers sent directly to voicemail when you are not able to pick up.

Need to fax an invoice to a client? Send it even if you don’t have a fax machine. Ever wondered if your employees are handling customer calls properly? Use your cloud phone system’s call recording feature and have a listen.

When your customers recognize that you’re pouring a lot of effort into serving them, then you’ll be able to project a positive image that will help the business in the long run.

These are just some of the reasons why a cloud phone system is the next big step for your business.

So, don’t let your small company get left behind. Start exploring this exciting route for your communications to reduce costs, increase productivity, and get more competitive in your industry.

If you’re ready to take the plunge or if you’re interested to find out more, sound off in the comments section below.

About the author
Klaris Chua

Author

Klaris is a digital content marketer who has written many pieces on startups and small business communications. She is also passionate about technology, collaboration tools, and digital design.