When you run a business, you’ve undoubtedly realized communication is paramount. And communication covers everything from how your employees talk to one another to how you show up as a leader to interacting with customers. It’s a lot to think about.
But for this article, we’ll be focusing on the technology infrastructure that runs your business communication. As important as your overall communication abilities are, what’s largely experienced by customers is through email, over the phone, or chat. In the end, customers expect quick responses, your team needs easy collaboration tools, and your bottom line demands efficiency.
That’s why many businesses are making the switch from traditional phone systems to managed cloud PBX providers. But, with seemingly infinite options available, how do you choose the right provider without falling into common pitfalls? Luckily, we can channel our expertise and help to break it down together.
What Exactly Is a Cloud PBX, and Why Should You Consider It?
For starters, a cloud PBX (Private Branch Exchange) is essentially a phone system hosted entirely over the internet. Instead of relying on expensive physical phone lines and hardware installed in your office, cloud PBX services are hosted remotely.
Let’s pull back the curtain a little bit because the term remotely still seems vague. In this case, you’re connected to your PBX, which is hosted in a data center. But what’s better is that you aren’t locked to a single data center, and wherever you have internet will give you access. It’s very similar to streaming a movie or TV show; as long as you have a decent internet connection, you’re good to go.
This means you can manage your phone system from anywhere—whether you’re at the office, at home, or even traveling.
So, why switch? Some of the most compelling reasons are flexibility, cost savings, scalability, and powerful internal and external communication features. For instance, consider that your business is experiencing rapid growth. With a traditional phone system, each new hire means additional physical installations, wiring, and waiting times. Cloud PBX lets you add or remove users effortlessly, usually with just a few clicks, and you have them connected within minutes to all the advanced features provided, instead of hours, days, or even weeks with traditional systems.
Choosing the Right Cloud PBX Provider for Your Business
When evaluating different cloud communications providers, it’s crucial to consider your specific business needs, budget, and software integration capabilities. With that safety measure in place, let’s explore how to find the right provider. Here are key factors to consider:
1. Reliability and Call Quality
You absolutely must have peace of mind in knowing that whenever you use the cloud communication service, it’s there and functioning at its highest levels possible. Never again should you have the dreaded feeling of hosting a crucial call with an important client and experiencing constant interruptions. You’d immediately reconsider your provider, right? That’s why reliability and call quality should be your top priorities and why we mentioned this first.
At Gibson Teldata, we guarantee reliable voice communication with crystal-clear, high-definition audio. Our cloud communications platform provides impressive reliability, which means you experience virtually no downtime. No more dropped calls, static, or embarrassing interruptions. Additionally, our advanced call routing and Interactive Voice Response (IVR) systems ensure that incoming calls are managed efficiently, directing them to the appropriate department and enhancing the overall caller experience.
2. Ease of Use and Integration
Cloud PBX solutions aim to simplify your communications, not complicate them. Look for providers offering intuitive, user-friendly interfaces. A big must-have, which is often overlooked, is integration with existing tools, such as CRMs, email platforms, or team collaboration tools, to further streamline operations. If you’re going to go through an operational shift as critical as shifting your communications, it must be worth it.
Gibson Teldata’s cloud solutions easily integrate with over 250 CRM platforms, ensuring that all important customer information is instantly available to your team.
3. Cost Transparency and Flexibility
You’re financial stability needs as much help as it can get, but hidden fees and unexpected charges can quickly turn an affordable service into a budgeting nightmare you can’t wake up from. The worst thing you can get is an estimated bill that leaves too much wiggle room for extra charges to sneak in there later. Always ask potential cloud PBX providers about their pricing structures and what a final monthly bill will look like.
With Gibson Teldata, there are no hidden fees—just a straightforward, predictable monthly cost per user. Plus, our cloud-based platform removes the need for expensive hardware and ongoing maintenance fees. Our approach to cloud communications solutions significantly reduces your upfront and ongoing expenses, making it an ideal solution for small businesses looking to streamline their communications without breaking the bank.
Related content: Boost Flexibility and Cut Costs with Gibson’s Business Phone Systems
Key Features to Consider
When choosing a cloud PBX solution, it’s important to consider several more key features that can significantly impact your business operations. First and foremost, the system should enable you to make and receive phone calls with ease. Additionally, features like video conferencing and screen sharing are essential for modern businesses that rely on virtual meetings and remote collaboration.
Advanced call routing and auto attendants are also crucial features to look for. These tools can help improve customer support by ensuring that calls are directed to the right person or department quickly and efficiently. Moreover, a cloud PBX provider that offers a desktop and mobile app will allow users to access the system from anywhere, providing greater flexibility and mobility.
Other important features include unlimited calling, call recording, and advanced security measures such as encryption and secure data storage. These features not only enhance the functionality of your phone system but also ensure that your communications are safe and compliant with industry standards.
Red Flags to Watch For
For local or regional providers, reading through the company’s Google Reviews is a good place to start. For national brands, looking at G2, Trustpilot, or even Reddit are sources to consider. But be leery and don’t blindly trust what you read online, not everything is to be believed at face value. Before looking at others, search your own business online and better set your expectations. Ultimately, when evaluating providers, watch for these common pitfalls:
Poor Customer Service
You may be able to bend on some things, but a good customer support team is critical for your business phone service and can’t be sacrificed. Unfortunately, some providers leave businesses stranded, offering minimal support when issues arise. This lack of support can severely impact business continuity, especially during disasters or system outages. Before committing, check customer reviews on platforms like Trustpilot to see the provider’s reputation. Providers like RingCentral have been flagged for poor customer support, which is something you definitely want to avoid.
Related content: Revolutionize Customer Engagement: Why the Right Contact Center Solution Changes Everything
Limited Scalability
Scalability isn’t just for fast-growing companies. Even if your growth is steady, seasonal fluctuations can significantly impact your communication needs. For example, you have a strong seasonal need for customer service representatives to monitor calls during the rush of the holidays for your e-commerce business. If your provider can’t scale to meet the needs of your business, especially if you operate across multiple locations, that’s a BIG red flag.
Gibson Teldata’s cloud PBX services are designed with scalability in mind. Need more lines during a busy season? Adjusting your plan is easy, flexible, and immediate.
Lack of Security Measures
With cyber threats on the rise and the possibility of attack no longer confined to the largest of enterprises, security coverage isn’t negotiable. Your provider should ensure all data communications are secure and compliant with industry standards like GDPR and HIPAA.
At Gibson Teldata, we prioritize your data security with enterprise-grade encryption and compliance with the strictest industry regulations.
Implementation and Support
Implementing a cloud PBX system is relatively straightforward, and most providers offer a range of support options to help businesses get started. These can include online tutorials and guides, as well as phone and email support. Many cloud PBX providers also offer a free trial or demo, allowing businesses to test the system before committing to a purchase.
It’s also important to choose a provider who offers regular software updates and maintenance. This ensures that your system remains secure and up-to-date with the latest features and improvements. With the right implementation and support, businesses can quickly and easily start using their cloud PBX system and begin to enjoy the benefits of cloud-based communications.
Backup and Recovery
Another key benefit of a cloud PBX system is the built-in backup and recovery features. These ensure that businesses can quickly and easily recover their data and system settings in the event of an outage or disaster. Most cloud PBX providers offer automatic backups and redundant data storage, ensuring that businesses can always access their important data and communications.
Additionally, many providers offer disaster recovery services, which can help businesses quickly restore their systems and get back up and running in the event of an emergency. With a cloud PBX system, companies can have peace of mind knowing that their communications are secure and backed up, and that they can always access their important data and system settings.
Questions to Ask Cloud PBX Providers Before You Buy
We get it, sometimes it’s just easier to get a list of questions to ask. To avoid surprises, use the questions below as a base to build upon:
- What are our costs for the service?
- Do you provide real-time analytics?
- How quickly can we scale up or down?
- What security measures do you have in place?
- Can your system integrate with our current software?
- What level of customer support can we expect?
Why Gibson Teldata Stands Out as a Trusted Cloud Communications Partner
We may be biased, but our customers would back us up. When evaluating cloud PBX providers, Gibson Teldata emerges as a standout choice for several reasons:
Tailored Solutions
At Gibson Teldata, we don’t offer a standard, one-size-fits-all business phone system. Instead, we take the time to understand your unique enterprise or small business needs. Our experts then design a communication system customized specifically for your operations, giving you the exact tools you need, without unnecessary extras. This tailored approach is particularly beneficial for sales teams, as it enhances communication, organization, and collaboration, ultimately improving lead nurturing and sales strategies.
Exceptional Service and Support
Our customer support is unmatched. As a leading service provider, we offer comprehensive training and ongoing assistance to ensure your transition to the cloud is smooth. With 24/7 availability, you’ll never be left stranded when you need help the most.
Proven Track Record
With over 40 years in the industry, Gibson Teldata has a reputation for excellence and reliability. Businesses across multiple sectors trust our cloud PBX phone system, and our customers consistently rate us highly for customer satisfaction.
Are You Ready to Take the Leap and Switch to a Cloud PBX Phone System?
Evaluating cloud communications systems and providers doesn’t have to be complicated, but it does need to be taken seriously. By asking the right questions, understanding the needs of your business, recognizing potential pitfalls, and recognizing what makes a great provider stand out, you’re on the right path to significantly upgrading your business communications with cloud telephony. This cloud technology not only optimizes business communications by providing flexibility, scalability, and cost savings, but also enhances customization and functionality through the use of VoIP (Voice Over Internet Protocol) technology.
At Gibson Teldata, we’re committed to helping you every step of the way. Contact us today to learn more about how we can revamp your business communications.
