Buyers Guide

 

What is cloud communications software? 

Cloud communications software is a way for businesses to simplify communication methods between employees, customers, suppliers, and other organisations. To achieve this, a third party cloud communications provider hosts telecommunication applications and storage, which can be accessed over the internet. In other words, customers have access to a ‘cloud’, and can access various applications depending on whether they are on a particular price plan, or only need certain features in order to operate.

Traditionally, business phone systems have been run using an on-site Private Branch Exchange (PBX). Many are moving towards ‘cloud’ or ‘hosted’ systems today, however, as business needs change and the world becomes increasingly digitized. Indeed, there are a number of significant advantages to migrating over to cloud communications software, as we will explore in the rest of this guide.

Cloud communications are reliable

The applications and services that come with cloud communications software are very reliable provided your internet speed is reasonable. As long as you opt for a trusted provider, system shutdowns or crashes are a very rare occurrence, meaning your business should be fully contactable almost all of the time.

The host site is responsible for maintaining the system and installing updates as and when necessary. In this way, you can be sure that you are using the most up-to-date technology possible. In addition, the quality of the voice reception for hosted PBXs is superior to that of traditional phone systems, which lessens the chances of bad reception or cut-outs. In this way, your employees can improve their efficiency and productivity through clear communication.

Cloud communications can be more efficient and intuitive

VoIP (voice over internet protocol phones) can be easier to use and more efficient than traditional phones. This is because of features such as call waiting, call forwarding, caller ID detection, voicemail services and much more. These features are great for large and busy offices as employees need only key in a short extension number to pass information over to colleagues on different floors or in other offices. Passing customers or clients over to other colleagues can also be done in a similar fashion.

Another feature that some cloud communications software include is the ability to transfer files between two users who are in the middle of communicating, which is great for those working on collaborative projects.

Cloud communications offer more than just office-based voice communications

For businesses that require communication via video or need to pass data back and forth easily, a number of cloud communications applications can now facilitate this. Indeed, these methods of communicating can even be integrated and used in tandem to enable maximum productivity. Another great thing about the technology is that the cloud can be accessed from any device, meaning work or business can be conducted remotely or on the go. This is increasingly important as the world becomes more connected.

Cloud communications are more cost effective than traditional systems

The costs of any communication system are a big thing for all organisations to consider, as they do not come cheaply. The main difference between on-site PBXs and cloud PBXs is the fact that the former can come with large initial costs but much smaller or no subsequent costs, while the latter tends to incur a monthly bill.

For larger businesses who are looking to drive up productivity and modernise their systems, a cloud communications system is likely to pay off in the long run. If a small business already has a decent communications system, however, the pros and cons may need to be looked at more closely.

Generally speaking, the business environment is such that most companies are migrating to cloud communications systems, and many are saving money on IT support costs, paying only for what features they use, and only paying small activation costs to get their new systems up and running.

Cloud communications hosts tend to be flexible in regards to subscriptions


The great thing about having an external host to deal with your communications is that they will be on hand to take any questions and adapt your subscription plan to the changing needs of your business. For example, if a business were to grow in any significant way, they might need to add features or increase the number of people on their system, something hosts can advise on and facilitate.

To conclude, then, cloud communications software is quickly becoming an office staple. For employees who are used to collaborative work, such an intuitive and efficient system can be a godsend as its seamless communication features such as chat, shared work spaces, video messaging and remote working capabilities help the working day to run much more smoothly. If you are looking to upgrade your company’s communications capabilities, get researching your options. There are a whole host of cloud communications companies out there offering a range of features, and thoroughly researching these could save you a lot of money.