Today, many companies search for new technologies that can boost their productivity and improve their workflow as they embrace remote and distributed working systems. However, there’s one thing that they often fail to improve despite making multiple significant enhancements—traditional and outdated phone systems.
Traditional phone systems are often considered a necessity, but they’re usually left out when businesses try to improve their technology. Although they can help improve communication processes inside out, their manual essence often leads to higher costs and slow-moving performance. This is where the cloud-based phone system makes its entrance.
Cloud-based phone systems, such as Power-Dialer, primarily operate using the internet to process video and voice communication in real-time. You’ll be able to make calls that’ll help you reach your prospects and existing customers, even if they’re using regular landlines.
Additionally, cloud-based phone systems are even more cost-efficient and perform better compared to traditional phone systems.
If you’re still not convinced, you might want to learn the following advantages your company can get by turning to cloud-based phone systems.
- It’s Cost-Effective
One of the most important factors why many businesses are turning to cloud-based phone systems is the cost. As you all know, traditional and outdated phone systems often come with hidden charges you don’t even know about. Unfortunately, you wouldn’t know any of this until you use one.
First and foremost, traditional phone systems require an upfront installation fee. Depending on how many lines you’re planning to install, it could be extremely expensive. Also, the process is often time-consuming, and there are maintenance fees you have to pay, which could accumulate over a year and cause severe damage to your funds.
But with cloud-based phone systems, you don’t have to worry about the fees that usually come with traditional phone systems. They don’t require you to pay any installation fees, helping you save a significant amount of dollars.
Additionally, most providers implement a pay-per-use payment policy. It means that you only have to pay for what you have used. This will help you reduce your monthly expenses significantly.
Furthermore, cloud-based phone systems don’t require any maintenance fees. Instead, your service provider will regularly update your system at no additional cost, and they’ll never ask you to pay for maintenance charges when it comes to your phone system.
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- It’s Reliable
Downtime errors are one of the most difficult challenges you may experience in a phone system. You might lose some of your clients and a lot of potential revenue because of such an unfortunate situation.
Also, your sales and marketing teams won’t be able to make important client calls and conduct meetings. They don’t have an option but to postpone any of these and wait until everything goes back to normal.
On top of that, such errors can be more infuriating, considering that you’re paying extra maintenance fees, yet you still experience the same problems over and over again.
On the other hand, downtimes and other possible errors have low chances of occurring in cloud-based phone systems. These advancements provide an extremely reliable service for your company. But you have to make sure that it’s always connected to the internet. Otherwise, they won’t work properly.
Cloud-based phone systems eliminate downtime errors by consistently providing up to 99.99% uptime. This is why the greatest and most renowned conglomerates and organizations use the cloud to fuel their day-to-day operations.
With cloud-based phone systems, you’ll reduce downtime errors efficiently, providing a positive and excellent customer experience and boosting their satisfaction.
- It’s Scalable
In most cases, businesses that operate using traditional phone systems often encounter problems and concerns when they try to scale their processes.
These outdated systems only provide limited features that are not ideal for a growing and expanding business. If you’re still using traditional phone systems while your business continues to grow, you’ll probably need more storage space. This will lead to additional maintenance necessary to maintain and execute your daily operations.
On top of that, overhead costs may also significantly increase as you scale your business and its operations. These include additional installations and other maintenance processes, which are inefficient and expensive at the same time.
When it comes to cloud-based phone systems, scalability is not a problem. With the cloud, the process is cost-efficient and easy. Since they’re not stored physically, you may easily ask your provider to upgrade and improve your system.
Furthermore, you don’t need to purchase a new set of equipment, pay for additional installation charges, and take on extra maintenance fees to support your growing business.
- It Has Advanced Features
One of the most important reasons to shift from traditional to cloud-based phone systems is the advanced call features. Cloud-based phone systems help your business achieve and work on unified communication processes. They provide a simple dashboard that lets you access every piece of communication in your business.
Also, cloud-based phone systems offer a wide range of smart tools that help your employees collaborate with different departments for seamless internal and external business operations. Some of these include the following:
- Callback Automation
A computer-aided phone function allows your sales agents to request a return call if the line is currently busy or there is no available agent to respond to the call.
- Call Analytics
This tool allows you to monitor the progress of each call processed. With this, you’ll be able to identify which calls are successful and are not. Also, it provides insights that may help you improve your operations further.
- Workflow Automation
It’s another feature that helps you improve your workflow by reducing and eliminating manual and repetitive tasks, such as dialing multiple sets of numbers. As a result, your team’s productivity increases together with your sales.
- Call Monitoring
It’s an important tool that allows you to listen to finished calls to improve call quality, the performance of sales agents, and customer communications.
These tools have one goal in mind: to improve the efficiency and effectiveness of your operations and boost your sales. Since cloud-based systems come with real-time data, it’ll be easy for you to make necessary adjustments that’ll help improve your business operations.
In contrast, traditional phone systems, which are manually operated, lack essential features. Also, these systems can’t provide sufficient data and analysis to interact with your customers and prospects effectively.
Furthermore, cloud-based phone systems transform every manual task into automated processes to help you concentrate on more important aspects that may drive your business.
- It’s Portable
Portability is another important advantage that you can enjoy when switching to cloud-based phone systems.
As you all know, traditional phone systems have many limitations, especially when changing locations. You can’t bring them whenever and wherever you want to go, and they’re not easy to reinstall and reassemble—for example, when traveling or moving to other places. Not to mention how expensive and time-consuming they are, a big burden to you and your employees.
On top of that, traditional phone systems may limit the growth of your business or execute remote operations.
But with cloud-based phone systems, everything may work effectively as long as you have a stable and reliable internet connection. With this, you can make important calls anytime and anywhere, and you don’t have to assemble and reassemble multiple parts because all can be processed with just a mobile device as long as it’s connected to your cloud server.
Because of the portability of cloud-based phone systems, it’ll be easy for your staff to communicate and collaborate, create and process multiple calls, deliver important messages, and many more. This helps you ensure that your different teams are effectively coordinated and connected while working on multiple projects.
- It’s Flexible
Unlike traditional phone systems, cloud-based systems are flexible for businesses and allow employees to operate the phone system consistently.
With cloud-based phone systems, you may receive tons of flexibility regarding the physical location, additional charges, and smart tools and features. First and foremost, these phone systems can save you tons of space you can use for more important operations. Second, payment options for cloud-based phone systems are often based on how you use them.
In addition, this advanced phone system offers technical flexibility that grants you access to the program anytime and anywhere.
With cloud-based phone systems, your sales agents and other employees would be able to make calls regardless of their locations. Not only that, but they can also access all the features and functionality included.
Furthermore, as mentioned above, cloud-based phone systems are not limited to bulky telephone machines. They can be integrated into mobile devices to easily make calls whenever you and your sales agent need to.
- It Offers Integrations
A cloud-based phone system may function well on its own, but if you want to take it to the next level, you may consider integrating other software solutions.
Integration is another important benefit of a cloud-based phone system. This allows other software applications to work hand-in-hand with your phone system and helps sales and marketing agents multitask, improve their performance, and share and collect data.
Here are some of the software applications you can integrate into your cloud-based phone system:
- CRM (Customer Relationship Management) Tool
Today, many businesses use different CRM tools to fit their needs and goals. Integrating them into your phone system will help you save plenty of time collecting and using customer information, including contacts and other important details. In addition, CRM tools may help you satisfy your customers by providing relevant and positive customer experiences.
- SMS Tool
Not all customers want to answer phone calls. Some of them prefer communicating through SMS messaging so as not to disturb them during their busiest times. With this tool, you can send multiple messages in minutes. Also, it’s way cheaper than other marketing strategies and often results in higher conversion rates and more leads.
- Artificial Intelligence (AI)
There are instances when writing notes before and after a call is insufficient. You might want to consider AI call recording and transcription tools that allow you to listen to every call executed. You can use these recordings to guide your sales agents on what to do when facing challenging customer calls.
- Voicemail Software
Voicemail software applications allow you to drop a pre-recorded voice message in case your prospects and existing customers fail to answer your calls. They can listen to it anytime they want and may get back to you if they’re interested.
- Property Management Software
If you’re running a real estate business, integrating property management tools may help you manage them. These software applications allow you to keep track of all the properties you own and help ensure that each tenant is contented and satisfied. Also, it’ll inform you if there are any potential threats to your assets.
- Accounting And Bookkeeping Tools
These tools will help you track and manage all your transactions, including payments you have to settle. On top of that, these tools can be used even with just a smartphone or any mobile device. It’ll also allow you to send reminders to your clients who haven’t settled their payments.
Furthermore, these smart software integrations will improve your work efficiency and productivity.
- It Improves Customer Service
Phone systems are a huge part of providing excellent customer experiences and positive customer satisfaction. A cloud-based phone system may improve these with the help of different built-in smart features, particularly the virtual receptionist feature.
The virtual receptionist feature prevents unanswered client calls. It ensures that every incoming call from different customers is answered promptly and basic consumer concerns are addressed accordingly. Some of its tasks may include scheduling appointments, call forwarding, and accessing account information.
With such features, it’ll be easy for your sales representatives to provide great customer service, improving customer retention and increasing the chances of making sales.
Final Words
In today’s digitally-inclined market, going digital and embracing advanced technological solutions may help you stay on the right path and always keep track of your competitors.
Phone systems play an important role in engaging with your customers and overall business operations.
Making the big switch from traditional phone systems to cloud-based will grant you access to the advantages discussed above. In short, you’ll be able to reduce your expenses significantly, improve work efficiency and productivity, and boost your overall revenue.
If this discussion has convinced you, don’t waste more time and call your local cloud-based phone system provider immediately.