There’s no shortage of communication channels available today that businesses can use to reach and interact with their customers – websites, blog posts, social media, etc. These new media channels are great, but phone conversations are still, hands down, one of the most effective ways of establishing and maintaining healthy business relationships.

In fact, improvements in technology make the voice call experience better than it’s ever been before because now calls can be recorded, analyzed and used by other business applications. By integrating a flexible voice-over-IP (VoIP) telephony system, you can take your sales, marketing and other business initiatives to the next level.

While bigger and more established enterprises may opt for onsite Private Branch Exchange (PBX) hardware, small and medium-sized businesses (SMBs) and enterprises (SMEs) are increasingly turning to a pay-as-you-go hosted PBX solution.

Before you can start using VoIP in your business, here are four key things you should consider:

1. Reliable Internet Connection

Cloud solutions like VoIP require a speedy and stable internet connection for it to be usable. In most cases, the standard internet package for businesses will suffice, but the router needs to be configured to prioritize voice traffic over other internet traffic.

A hosted PBX with VoIP service will work best if the internet service is stable and has suitable bandwidth. Providers sometimes offer dedicated circuits that directly connect the business to the host, at a higher cost.

2. Optimized Network

In order for your VoIP solution to work seamlessly, businesses need to make sure their local area network (LAN) has been optimized to handle the traffic. Most providers have an engineering team that will help you test and optimize your network before you can use the VoIP solutions.

Take note of the following:

Quality of Service (QoS): It allows for VoIP traffic to be prioritized on your LAN, making sure that connections are clear and fast.

Codecs: You can make a choice between voice quality and the amount of bandwidth used to place a call. Your IT person will need to understand which codecs are being used by your VoIP provider. You should test multiple codecs during the evaluation period in order to determine the best codec for your infrastructure.

Network Monitoring Tools: LANs with more than approximately 10 users should use tools to monitor connected devices and the kinds of traffic flowing over it. VoIP providers will assist in determining the overall service grade of your network and how you can configure it to get the most out of your infrastructure.

3. Session Initiated Protocol (SIP)

The Session Initiation Protocol (SIP) is a communications protocol for signaling, for the purpose of controlling multimedia communication sessions. It’s important because it’s the de facto standard for VoIP conversations.

SIP is a popular protocol because of it’s deep, flexible and built for multimedia use (e.g., audio, video, text, etc.) over the TCP/IP networks. For VoIP, not only can SIP enable you to set up calls using a number of IP-related protocols, but with SIP you can also handle session setup, presence management, location management, call monitoring and more.

The two most important elements to a functional SIP solution are the proxy server and gateway. The proxy server lightens the load of SIP endpoints and adds functionality around call routing and policy-based management. SIP gateways can handle the routing and connectivity requirements for connecting SIP calls to other networks. This allows more flexibility in building advanced features since they have more control over deployment and reliability.

4. Extended Functionality

Some PBX providers offer extended services, such as call center features for businesses with a designated helpdesk number. These extended services allow intricate and complex call routing and call management scenarios for important queues, such as sales and support, with extensive queue and time-to-answer service level agreement (SLA) monitoring and reporting capabilities.

Additionally, voicemail transcription, fax services and other communication integrations are also being offered. For instance an integration of a CRM application with PBX enables one-click outbound calling and retrieval of customer records or other information when a call comes into the system.

These days, just about any business requirement from a phone system can be delivered by a hosted PBX solution. It is a cheaper and less complex option than buying and hosting your own onsite PBX.

By knowing these four key requirements, you can select the right kind of VoIP solution to fit your business needs.

​The modern workforce puts a premium on flexible working conditions, be it in hours, or location, or both. In fact, several studies asserted that employees who have flexible working conditions were both happier at work and less prone to burnout and psychological stress.

Traditionally, according to Harvard researcher and workspace expert Jennifer Magnolfi, people defined work by being in a physical space called the office. In the near future, however, companies might just get rid of work desks and replace it with an “office” in the cloud.

The desire to have greater mobility will shape the office of the future. Unified communication (UC) solutions will make this happen, where people can work when needed, regardless of location. UC refers to voice, video and data services that use software applications to improve business processes. It can mean video conferencing, unified messaging, smartphones, presence technologies and instant messaging.

With UC, employees will be able to perform their tasks online as much as they do in person. Here’s how:

Internet Telephony vs. Traditional Landlines

In the absence of better alternatives back then, offices had to use landlines for business calls and were willing to deal with the constant upkeep required to maintain them. In addition, traditional phone lines also tie employees to the office, making flexibility and mobility difficult.

Today, however, we have the option to use better tools that support dynamic business needs, such as cloud-based systems for calling. The service provider hosts, maintains and upgrades all of the PBX technology for businesses. You can set up and configure the system for your business, all from your computer. It’s in the cloud, so employees can use it even if they’re in different locations.

It allows small and medium-sized businesses to easily add new lines and provide quick access to new features. Users can quickly access the phone system features, even if they are in multiple locations, because their system is all on one platform.

An Office Suite in the Cloud

Hundreds of companies operate from different locations; and now, more than ever, the demand for cloud-based services is increasing. Remote work setup means team members should have the ability to collaborate through audio and video conference and cloud-based office suites.

Today, there are unified communication solutions that allow social collaboration, communication, sales and management tools for companies. Colleagues can be in different cities, but can collaborate on one document in real time.

Having an office suite in the cloud breaks down barriers and opens up collaboration with other staff members in different departments and locations. With unified communication, businesses can shift to Internet-based voice and data communication and allow employees to utilize real-time chat and voice call features for better collaboration.

Mobile Apps for Working on the Go

Unified communication solutions come with mobile apps that can work on any type of device. Users can access their data not only on their desktop computers, but also on their tablets and smartphones.

In fact, it’s entirely possible to work using mobile devices, especially now that faster networks like 4G and LTE are becoming widespread. Faster connections allow employees to run data-heavy applications and exchange large files easily, regardless of where each team member is located.

Real-time communication, even when working in varying locations, is essential in conducting key business processes with ease. Software-based unified communications enables employees to make use of all the information and capabilities they need from any device, anytime, anywhere.

This allows them to be just as productive at home or on the road as they are in the office.

Cloud Collaboration Platforms

Cloud collaboration platforms, such as Trello, Slack, Wrike and Bitrix24, allow companies to keep track of the productivity and workload of employees at a glance.

These cloud collaboration platforms add broad social networking capabilities to work processes in a business. They allow employees to exchange information and solve issues more efficiently by incorporating knowledge management into business processes.

For example, different generations prefer different ways to communicate. Older employees may prefer phone calls and conferencing, while millennials prefer chat and messaging above all others. These platforms allow employees to pick the kind of communication channel they are comfortable using.

The Office of the Future

For employees to feel comfortable with working remotely or at home (and for employers to feel comfortable with their ability to work remotely), employers must provide them with ways to connect to the office easily, whether by phone, email or video, regardless of the time or location.

Having a newer software-based approach allows companies to offer their remote employees all the communication channels they need, from VoIP to video to email and messaging. They can use any device to conduct work, and the company doesn’t need to invest in costly and complex hardware and infrastructure.

There’s no question about it: advancements in technology increase productivity and lower operational costs for businesses. With the right implementation, new business solutions like cloud communications allow for greater work efficiency and data security, while decreasing human error through automation.

In a nutshell, cloud communications allow users to access business communication tools anywhere as long as they have a working internet connection. These days, in a constantly evolving business landscape, it’s critical that companies can access information anytime, on their laptop, tablets or mobile phones. This is the kind of convenience that cloud communications provides.

Businesses that fail to take advantage of cloud communications services run the risk of getting left behind while smarter companies soar ahead.

Here are 6 ways the cloud is changing business communication:

1. Cloud communications make remote work possible.

Many businesses operate from different locations and now, more than ever, the demand for cloud-based services is increasing. Remote work setup means the ability to collaborate through audio and video conferencing and cloud apps, and is essential for the growth and success of modern businesses.

Cloud communications enable employees to work anywhere and anytime, which has proven to increase efficiency and improve the quality of output.

Companies are decentralizing work by hiring more full-time remote employees. This means companies have a greater ability to employ great talent from anywhere. Almost every remote office now has access to video conferencing and other cloud communications services, and the need for similar services is expected to continue to grow.

2. Cloud communications allow employees to work on multiple devices.

Cloud communications service providers are continuously making sure that their applications can work on any type of device. Information stored in the cloud is not only accessible with desktop computers, but also on mobile devices.

In fact, it’s entirely possible to work using mobile devices, especially now that faster networks like 4G and LTE are becoming widespread. This type of connection allows users to run data-heavy applications and exchange large files easily. Real-time communication is of the essence when conducting business, and faster networks allow professionals to use their devices to conduct key business processes with ease.

You can access your business phone or sync your data anywhere as long you have an internet connection, allowing you to take your office communication with you on the road.

3. Cloud communications services give small businesses a competitive edge.

Cloud-based communication services allow small and mid-sized businesses to compete with bigger companies. It is cost-effective and can be customized to any size business, making it possible for smaller players to scale up their operations quickly.

Small businesses can start small, and gradually increase their usage over time, depending on the growth of the business. Cloud communications services are also self-managed so businesses don’t typically need to hire IT staff to set up their communication systems.

Enabling small and mid-sized businesses to deliver results faster, cheaper and with more quality is key to giving them the competitive edge they need to compete and win against bigger companies.

4. Cloud-based communication eliminates the need for a traditional desk phone system.

When businesses use cloud-based communications systems for calling, they eliminate the need for constant maintenance or hardware upgrades, as with traditional landline phones. With IP phones, the service provider hosts, maintains and upgrades all of the PBX technology for you. You can set up and configure the system for your business, all from your computer.

Additionally, the cloud allows small and medium-sized business to easily add new lines and provides quick access to new features. Companies are also charged an affordable monthly fee on a per-user basis.

This option has been quite beneficial for businesses that have don’t have budget for an IT staff to operate and maintain the PBX hardware. Users can quickly access the phone system features, even if they are in multiple locations, because their system is all on one platform.

5. Employees can collaborate easily and efficiently.

Great companies make collaboration between team members a top priority. Working in the cloud has increased collaboration and will continue to do so thanks to the continuous improvement of the technology.

It allows employees to break down barriers and start working together with other staff members in different departments and locations. With cloud communication, businesses can shift to internet-based voice and data communication and allow employees to utilize real-time chat and voice call features for better collaboration.

6. Interest for managed cloud services is growing.

Companies are demanding managed, monitored and maintained cloud services to ensure that the backend of their businesses run as seamlessly as possible. This ensures they won’t encounter performance or security issues.

Some prefer a public cloud communications service housed on an external platform and managed by a cloud communications service provider. Users get their own piece of the cloud within a shared infrastructure. This type of cloud system is perfect for organizations that want the latest technology that’s more flexible and cost-effective.

Others opt for private cloud communications service. This means the infrastructure will be managed in-house by their own IT team, and is perfect for businesses that want exclusive access and more control over their cloud.

Lastly, a hybrid solution uses both private and public infrastructure. The company’s IT team takes care of a part of the in-house cloud, while the rest is off-site. It is perfect for businesses that want to manage business-related data (such as customer files) in-house, but want to store less-sensitive information with a third party.

Whichever option you choose, it’s clear that interest for cloud communications services is indeed growing. It’s only a matter of figuring out what kind of solution is best for your company.