Arrant Services

Should Your Business Switch to Cloud PBX

Should Your Business Switch to Cloud PBX?

Cloud-hosted PBX systems provide a cost-effective solution for business phone systems. 

– These systems come with an array of valuable features and ensure consistent service. 

– It’s important to consider your internet connection’s reliability before opting for a cloud PBX system. 

– This article aims to assist business owners interested in transitioning to a cloud PBX option by offering more insights into this type of system. 

Cloud-hosted PBX phone systems have witnessed a surge in popularity in recent years. The allure of incorporating a comprehensive phone system with an array of features and tools without the burden of equipment installation or maintenance is particularly attractive to small businesses. Nevertheless, for some businesses, relying entirely on the strength of an internet connection for their phone system may not be the most optimal solution. Hence, prior to making a decision on whether to adopt a cloud PBX system, it is crucial to gain a thorough understanding of what it entails, how it functions, and its inherent advantages and disadvantages. 

What is cloud PBX? 

Cloud PBX refers to a private branch exchange (PBX) system designed for business-grade telephone communication within and beyond an organization. Distinguishing itself from residential or cell services, a business phone system offers additional service features such as call conferencing, extension dialing, business-hour settings for routing off-hour calls, customer waiting queues, and holding music. 

Cloud PBX, also known as hosted PBX or virtual PBX, operates as an IP-based solution accessible entirely through the internet. Unlike traditional digital systems that host software on physical servers, cloud PBX stores all software and data in the cloud. This approach offers greater flexibility and convenience to businesses seeking efficient and scalable telecommunication solutions. 

Key Takeaway 

A cloud PBX system represents a sophisticated business phone solution, harnessing the power of an internet connection to operate seamlessly. This system relies on hosting all software and data in the cloud. Notable features provided by cloud PBX systems include automated attendants, call queues, extension dialing, and conference calling, making them an asset for businesses seeking enhanced communication capabilities. 

Digital vs. cloud PBX 

Digital PBX and cloud PBX are two distinct phone system options with similar functionality but different setups and cost structures. 

Digital PBX, also known as on-premises PBX, involves housing PBX equipment in large hardware units on-site. These systems can be expensive due to their size and the need for dedicated storage facilities. Regular maintenance is also costly, as the complex machinery requires professional attention. 

On the other hand, cloud PBX operates virtually, eliminating the need for physical hardware and equipment. By moving all the functionality into a virtual space, installation, and maintenance costs are significantly reduced. Hosted PBX systems have gained popularity for being user-friendly and providing a wide array of functions, exceeding those of a digital PBX platform, all without the burden of expensive equipment. 

Key Takeaway 

In the realm of telephony solutions, a digital PBX phone system operates as an on-site solution, where all the necessary equipment is housed within your business premises. On the other hand, a cloud PBX system operates differently, eliminating the need for physical equipment by storing all components in the cloud. This characteristic renders the cloud-based option significantly more flexible to varying business needs. 

How does cloud PBX work? 

Cloud PBX refers to an internet-based phone system where the service provider assumes responsibility for hosting the PBX equipment and delivering phone services. In this setup, your desk phone connects to a router, and all calls, signaling, and features are managed through a server located at the provider’s physical facility. This centralized approach ensures efficient and reliable communication services for your business or organization. 

The Private Branch Exchange (PBX) serves a critical role in your phone system, responsible for efficiently routing incoming calls, facilitating call transfers to various extensions, and managing essential communication features like call waiting and voicemail. To manage your system effectively, you can employ a call flow—a compilation of features and rules that are assigned to specific phone numbers, enabling seamless communication within your organization. 

Key Takeaway 

In a cloud PBX system, all software and data are hosted in the cloud, providing a centralized solution. The PBX equipment is responsible for managing all phone services and enables essential features like call waiting and voicemail. This architecture offers enhanced flexibility and efficiency for modern communication needs. 

Optimizing Call Flow for Efficient Call Management 

The call flow is a vital tool that enables you to effectively manage the routing of your calls. By configuring a call flow, you gain the ability to dictate when, where, and how incoming calls are directed through your main business phone lines. This empowers you to set specific business hours for call reception, determine the caller’s location, and control the designated recipients of each call. The interface for call flow configuration may differ slightly depending on your service provider, but most offer comparable customization options for your hosted PBX solution. 

For instance, you can define the devices used by you and your employees, specify the ringing order (parallel or sequential), and establish call-handling rules for cases when no one answers. 

Key Takeaway: 

In essence, call flow governs the management of incoming calls to your business phone line. It grants you comprehensive control over call handling, enabling precise management of call routing, timing, and distribution within your communication system. 

Benefits of Cloud PBX 

1. Cost-Effectiveness: 

One of the most significant advantages of adopting a cloud PBX system is its cost-effectiveness. With a hosted PBX solution, you avoid the need to invest in physical equipment as the service is provided through the cloud. The only equipment required may be VoIP-enabled desktop phones, or alternatively, calls can be routed to employee mobile phones. This lack of physical hardware also results in savings on installation and maintenance expenses. Your service provider takes care of hosting and maintaining all features and services in the cloud, meaning that your phone service costs encompass regular updates and maintenance.

Additionally, most providers offer online portals that allow easy management of phone lines, updates, and maintenance requirements. This flexibility enables you to pay only for the specific features and phone lines you actually need. Many cloud-hosted business phone systems also offer unlimited domestic calling, ensuring employees can communicate freely without worrying about incurring additional fees. 

2. Features and Flexibility: 

Cloud-based PBX systems excel in providing extensive features and enhanced flexibility. In today’s increasingly mobile and nontraditional working environments, maintaining constant accessibility has become a top priority for businesses. A hosted solution allows employees to conduct business calls using their smartphones or computers, as long as they have an internet connection. This mobility proves especially valuable if your business plans to relocate, as you won’t have to transport equipment beyond the phones. Users can personalize their phone settings to suit their preferences, such as routing calls to both their desk and mobile phones simultaneously. 

Moreover, cloud PBX systems offer features like texting, voicemail transcription, call recording, and smooth b integration with vendor services. These features may vary among different systems, so it’s essential to explore the options and assess which features are most crucial for your business needs. Many cloud-hosted PBX systems also provide additional useful features: 

– Online Management: Administrators can efficiently make changes to the phone system through an online portal, such as adding users, assigning phone numbers, creating ring groups, and reviewing call reports and monthly statements. Employees can log in to access their voicemail, and the company directory, and set up call-forwarding routes. 

– Ring Groups: Grouping employees based on their roles or departments allows better organization and efficient handling of incoming calls. For instance, the sales team can have a dedicated ring group to ensure all representatives are notified when a client calls. 

– Voicemail-to-Email: This feature sends audio files or transcriptions of voicemail messages directly to an employee’s inbox for easy accessibility. 

– Call Queue: Effectively manage call influx by placing callers on hold in a queue until an employee is available to attend to the call. 

– Unlimited Calling: Enable employees to make unlimited domestic calls without incurring additional costs. 

– Video/Web Conferencing: Host video meetings with screen-sharing capabilities, facilitating discussions on documents and presentations. Some providers offer high call capacity, accommodating up to 1,000 participants. 

– Instant Messaging: Users can communicate through online messages with colleagues. 

– Text Messaging: Employees can send text messages using their business lines instead of personal phone numbers. 

– Auto-Attendant: Serves as a virtual receptionist by answering calls and transferring callers to the appropriate employees, enhancing call handling efficiency. 

– Extension Dialing: Simplify internal communication by using short dialing codes to connect with co-workers. 

– Conference Calling: Conduct large-scale conference calls with hundreds or thousands of participants simultaneously. 

3. Reliable Service 

For businesses, effective phone communication is essential to ensure smooth day-to-day operations. A reliable phone service is a must, and this is where Cloud PBX systems shine in comparison to traditional landline setups. 

Traditional landline systems rely on copper cabling to transfer phone calls, making them susceptible to disruptions caused by natural disasters, vandalism, and wear and tear. Such issues can lead to prolonged outages, disrupting business activities. 

In contrast, Cloud PBX systems utilize the internet for communication, making their reliability dependent on the strength of your internet connection. As all information is stored in the cloud, the system experiences minimal or no downtime in case of any issues. A key reliability measure employed by these systems is geographic redundancy, wherein the provider maintains multiple servers in different physical locations. Each server contains identical information, allowing for seamless failover if one server encounters problems. 

Key Takeaway: 

Cloud PBX systems offer a cost-effective and flexible alternative to on-site and traditional landline setups. Along with reliable service, they provide valuable features such as unlimited calling, call queues, and automated attendants, making them a compelling choice for businesses seeking efficient and dependable communication solutions. 

What are the cons of a hosted PBX system? 

When evaluating your business communication options, hosted PBX services appear as a popular choice in the current market. However, it is crucial to carefully assess whether a hosted PBX provider is the right fit for your specific needs and circumstances. 

1. Dependency on High-Speed Internet: 

Hosted PBX systems heavily rely on a stable and high-speed internet connection to function optimally. If your business lacks access to reliable high-speed internet or faces challenges in securing a strong connection, you may encounter more frustrations than benefits with a cloud PBX solution. Frequent drops in internet service or an unreliable internet service provider can severely disrupt your communication operations. 

2. Security Vulnerabilities: 

Given their internet-based nature, cloud PBX solutions are more susceptible to potential security breaches compared to traditional digital systems. It is crucial to inquire about the security measures implemented by the PBX service provider. Ensure they have robust physical and network security, SIP trunk endpoint security, toll fraud monitoring, and detection, as well as a dedicated monitoring system to promptly alert you about any suspicious activity. 

Key Takeaway: 

In summary, the call quality of cloud-hosted PBX systems is directly contingent on the quality of your internet connection. If your internet service is subpar, your call quality will suffer as well. Additionally, these systems come with increased security risks, making it imperative to choose a provider with comprehensive security measures in place to safeguard your data and communication infrastructure. 

When seeking the right cloud PBX system for your business, it’s crucial to cater to your clients and employees’ needs effectively. Among the popular options available, some notable providers and their offerings are worth considering. 

Arrant Services stands out with its four subscription tiers, ranging from $xx to $xxx per user per month. To assist businesses in getting started, Arrant Services assigns an implementation specialist who guides them in selecting new numbers, transferring existing numbers, and determining the necessary phone quantity. The calling features offered encompass call forwarding, call recording, call screening, call logs, message alerts, and answering rules. Additionally, the service provides essential tools such as auto-receptionists, presence tools, multilevel interactive voice response systems, hold music, voicemail, voicemail to email, and visual voicemail. An impressive feature is the ability to conduct conference calls with up to 1,000 participants. Moreover, Arrant Services a extends its functionality to mobile users with a dedicated app available for iOS and Android devices. 

Ooma Office presents a flexible pricing structure that depends on the choice between IP PBX, analog phone options, or a combination of both. The starting price is $19.95 per user per month, but for businesses opting for analog phones, additional on-premises equipment installation becomes necessary. Notable features offered by Ooma Office include dial-by-name calling, a virtual receptionist, and virtual phone numbers for employees working remotely. 

For those considering 8×8, this cloud-hosted VoIP unified communication system provides various pricing plans ranging from $12 to $115 per user per month. With an impressive uptime of 99.999%, ensuring minimal downtime, 8×8 offers an array of calling features such as three-way calling, call forwarding, call waiting, call transferring, online voicemail, automated attendant, ring groups, and caller ID. Moreover, the system integrates smoothly with popular programs like G Suite, Office 365, and Salesforce. 

GoToConnect, starting at $19.95 per user per month, offers a range of advanced features, including advanced ring strategies, pre-call announcements, unlimited call queues, wait time announcements, video conferencing, personal meeting rooms, and screen sharing. 

In conclusion, business owners have several PBX systems to choose from, but some stand-out options worth exploring include GoToConnect, 8×8, Ooma Office, and Arrant Services. Selecting the most suitable provider will ensure seamless and efficient communication within your organization, enhancing productivity and client satisfaction.