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A Practical Guide To Cloud-Based Phone System Selection

January 15, 2024

Aloware is a contact center software built to supercharge sales and support operations with unlimited calling, texting, and automation tools that can be integrated with everyone’s favorite CRM.

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Selecting the right cloud-based phone system is pivotal for modern business communication. At Aloware, we understand the nuances of this technology and its impact on businesses of various scales. This post aims to provide practical insights into choosing a cloud-based phone system that aligns with your organization’s unique requirements, leveraging our expertise in delivering scalable, flexible, and efficient communication solutions.

Understanding Cloud-based Phone Systems

A cloud phone system, also known as a Voice over Internet Protocol (VoIP) system, relies on internet connectivity to transmit voice and data. Unlike traditional landline systems, cloud phone systems operate through the cloud, enabling remote access, scalability, and cost savings. For instance, Aloware’s cloud phone system offers enhanced remote access capabilities, ideal for today’s increasingly mobile and distributed workforce

This means that you no longer need physical phone lines or on-premises equipment to manage your phone system. Instead, calls and data are transmitted via the Internet, offering several advantages, such as flexibility and accessibility.

Assessing Your Business Needs

The first step in choosing a cloud-based phone system is to assess your organization’s unique requirements. Every business has its communication needs, which can vary significantly based on size, industry, and operational structure. Take the time to evaluate your specific needs to ensure that the system you choose aligns with your goals and objectives.

Consider the size of your business. Are you a small startup with only a handful of employees, or are you a larger enterprise with hundreds of staff members? Your business’s size will impact the scalability and features you require in a cloud phone system.

Additionally, think about the nature of your communication needs. Are you primarily focused on internal communication among team members, or do you require a robust customer support center to handle inbound and outbound calls? Understanding your needs will help you narrow down your options and make a more informed decision.

With Aloware, businesses, regardless of their size, can find a tailored solution that meets their specific communication demands. These solutions range from basic call handling to comprehensive customer support functionalities.

Features and Functionality

When evaluating cloud-based phone systems, pay close attention to the features and functionality they offer. Aloware provides a range of features like call forwarding, voicemail, the sales power dialer, SMS broadcast, local presence,  , call analytics, and advanced options such as customer relationship management (CRM) software integration and mobile app support. To select the right system, consider which features are essential for your business operations and which ones would enhance productivity and customer service.

Scalability and Growth

Scalability and Growth

Scalability is one of the key advantages of cloud-based phone systems. As your business grows and evolves, so do your communication needs. It’s crucial to ensure that the system you select can easily accommodate an increase in users or additional features without causing disruption to your operations.

Consider your business’s growth trajectory. Do you anticipate expanding your team in the near future? Will you be opening new locations or adding more departments that require their own communication channels? A scalable cloud phone system can adapt to these changes, providing a seamless transition as your business expands. Aloware’s system is designed to grow with your business, offering easy scalability to accommodate an expanding team or increased call volume.

Reliability and Uptime

Downtime in communication can be costly for businesses. Reliable communication is essential for maintaining customer relationships, ensuring employee productivity, and meeting business goals. When selecting a cloud-based phone system, look for a provider with a strong track record of reliability and minimal downtime.

Service level agreements (SLAs) are agreements that outline the provider’s commitment to uptime and performance. These agreements often come with guarantees regarding the availability of the service. Be sure to review the SLAs offered by potential providers to ensure they align with your business’s needs and expectations. Aloware’s commitment to reliability is evident in our SLAs, ensuring minimal downtime and consistent service quality.

Additionally, reading reviews and testimonials from other businesses that have used the same system can provide valuable insights into the system’s performance and reliability in real-world scenarios.

Cost Considerations

While cost savings are a significant benefit of cloud-based phone systems, it’s essential to understand the pricing structure of the system you choose. Providers may offer various pricing models, including flat-rate pricing, per-user pricing, or per-feature pricing.

Flat-rate pricing provides a predictable monthly cost, which can be beneficial for budgeting purposes. Per-user pricing charges a fee for each user who accesses the system, making it important to consider how many users you have or anticipate having. Per-feature pricing allows you to pay only for the features you use, but be cautious of potential hidden costs associated with additional features.

It’s also essential to consider any potential hidden costs. For example, some providers may charge extra for international calling, toll-free numbers, or advanced features. Be sure to inquire about these costs upfront to avoid unexpected expenses down the road.

 Plus, our inbound and outbound calling is completely FREE! You can’t beat that.

Integration Capabilities

Consider how well the cloud-based phone system integrates with your existing software and tools. Many businesses rely on customer relationship management (CRM) systems, email platforms, and collaboration tools to manage their operations. Seamless integration with these tools can streamline your communication processes and enhance productivity.

Integration capabilities can vary widely among providers. Some offer pre-built integrations with popular software, while others provide APIs (Application Programming Interfaces) that allow for custom integrations. Evaluate your business’s software ecosystem and choose a system that supports the integrations you need.

Mobile Accessibility

In today’s mobile-driven world, the ability to make and receive calls from mobile devices is crucial. Ensure that the cloud phone system you select offers mobile apps that enable your team to stay connected even when they are away from the office.

Our mobile app ensures that team members stay connected and productive, even when away from their desks. The convenience of mobile accessibility can significantly improve employee productivity and responsiveness to customer inquiries.

Security and Compliance

Data security and compliance are paramount in today’s digital landscape. Ensuring the protection of sensitive customer information and adhering to industry-specific regulations are essential for maintaining trust and avoiding legal issues.

When evaluating cloud-based phone systems, enquire about the security measures in place to protect your data. Look for providers that adhere to industry-standard security protocols, such as encryption of voice and data transmissions. Additionally, consider whether the provider complies with relevant regulations, such as HIPAA for healthcare organizations or GDPR for businesses dealing with European customers.

Customer Support and Training

Finally, consider the level of customer support and training provided by the cloud contact center provider. Transitioning to a new phone system can be a significant change for your organization, and it’s essential that your team has the necessary resources to make a smooth transition.

A responsive and knowledgeable customer support team can address any issues or questions that arise during the implementation and usage of the system. Ideally, the provider should offer multiple channels of support, including phone, email, and live chat, to ensure you can reach them when needed.

Comprehensive training resources are also crucial. Aloware offers comprehensive customer support and training resources to ensure smooth adoption and efficient use of our cloud phone system. A well-trained team will maximize the benefits of your cloud-based phone system and minimize potential disruptions.

As you search for a suitable cloud phone system, keep in mind that the right solution is one that not only meets your current needs but also adapts and grows with your business in the ever-evolving landscape of communication technology. Whatever your needs, Aloware is here to help.