Answering Common Questions About Cloud PBX Systems

14.07.23 03:38 PM By Kim

Cloud PBX Systems have gained immense popularity in recent years, offering businesses a flexible and scalable solution for their communication needs. If you're considering implementing a Cloud PBX System for your organisation, you likely have several questions. In this blog post, we'll address the most frequently asked questions about a Cloud PBX System to help you make an informed decision.

An employee making a call to a customer using the DSL Telecom Cloud Phone System

What Is A Cloud PBX System?

A Cloud PBX System is a communication service that leverages cloud technology to provide businesses with a flexible and scalable phone system. It allows organisations to manage their phone calls and communications over the internet, without the need for traditional on-premises hardware. This means that businesses don't have to worry about installing and maintaining complex hardware or software in their premises. Instead, they can access and control their phone system through a web-based interface or application. Additionally, the cloud aspect ensures geographic flexibility, enabling employees to connect to the phone system from anywhere with an internet connection.

As a managed service, the responsibility of maintaining and updating the PBX infrastructure lies with the service provider. This relieves businesses from the burden of managing hardware upgrades, software patches, and system maintenance. It allows organisations to focus on their core operations while relying on the expertise and resources of the service provider to ensure a reliable and up-to-date phone system.

What Is The Difference Between A Cloud Phone System And An On-Site Phone System?

The key difference lies in the management and maintenance of the phone system infrastructure. 

A Cloud Phone System operates in the cloud and relies on internet connectivity to manage and handle phone calls. It eliminates the need for on-site hardware and infrastructure as all the phone system components are hosted and managed by a service provider. Businesses can access and control their phone system through a web-based interface or application.

An on-site phone system, also known as an on-premises PBX or legacy PBX, requires businesses to install and maintain their own physical equipment including servers, switches, and phone lines, on their premises. This means that businesses are responsible for the setup, configuration, and ongoing maintenance of the entire phone system infrastructure.

Are Cloud PBX Systems More Expensive Than On-Premises PBX?

While Cloud PBX Systems may have ongoing subscription fees, businesses should weigh these against the significant savings in hardware costs, maintenance, scalability, and telecommunication expenses. 

How Can I Go About Setting Up A Cloud Phone System?

We recommend researching and comparing different Cloud Phone System providers based on important considerations for your business requirements, like features, reliability, customer support, and scalability. 

Choose a Cloud Phone System provider that can help you every step of the way. From assessing your communication needs such as the number of users/extensions required, desired features, and integration with existing applications or systems right through to the setup and configuration of the phone system systems, user training and support.

Can I Use My Existing Phone Numbers With A Cloud Phone System?

Yes, it is possible to use your existing phone numbers with a Cloud Phone System. Many Cloud Phone System providers offer number porting services, which enable you to transfer your current phone numbers from your current provider to the Cloud Phone System. This process, known as number porting, is available through various mobile and VoIP service providers in South Africa. With number porting, you can keep your geographic numbers even if you switch to a different service provider, eliminating the need to change your phone number.

Is It Possible To Integrate A Cloud Phone System With Other Business Applications?

Yes, it is possible to integrate a Cloud Phone System with other business applications. Many Cloud Phone System providers offer integrations via APIs (Application Programming Interfaces) that allow seamless connectivity and data exchange between the phone system and other software applications. 

Can A Cloud PBX System Support Multiple Locations Or Remote Workers?

Cloud technology lets businesses operate from anywhere, providing the ideal platform for a remote working environment. As long as you have an internet connection, cloud-based phone solutions allow full phone system functionality from anywhere in the world. Workers can simply use their smartphone or PC with softphone applications and enjoy all the features of a desktop extension. This ensures that remote workers can stay connected and have access to all communication features just like employees in the office.

Is It Possible To Have Multiple Office Locations Connected Through A Cloud PBX System?

Yes, it is possible to connect multiple office locations through a Cloud PBX System. In fact, one of the key advantages of a Cloud PBX System is its ability to facilitate seamless communication and collaboration across multiple locations.

How Easy Is It To Scale A Cloud PBX System As My Business Grows?

Scaling a Cloud PBX System is typically straightforward and convenient, making it an ideal choice for businesses experiencing growth. The flexibility, simplicity, and lack of physical constraints associated with cloud-based solutions make it easy to scale your communication infrastructure as your business grows or evolves. Cloud PBX service providers often offer flexible subscription plans that can be adjusted according to your changing business needs. You can easily add or remove phone lines, extensions, or features as your business grows or adapts to market demands. 

Are There Any Security Risks Associated With A Cloud Phone System Or Cloud PBX System?

While Cloud Phone Systems and Cloud PBX solutions generally provide robust security measures, there are some potential security risks that businesses could face. It's essential to have open communication with the Cloud Phone System provider and enquire about their security measures. It's vital to choose a reputable and security-conscious Cloud Phone System provider that prioritises data protection and maintains robust security measures by leveraging reputable cloud service providers such as Amazon Web Services (AWS). By being proactive and implementing appropriate security measures, businesses can mitigate potential risks and ensure the security of their cloud phone system and the data it handles.

Is The Call Audio Quality Reliable And Clear On A Cloud PBX System?

The call quality on a Cloud PBX System can be excellent when properly implemented. Factors such as a stable internet connection, quality network infrastructure, compatible hardware and devices, and a reliable service provider contribute to optimal call quality.

What Is A Softphone?

A softphone, short for "software phone," is a software application that allows users to make phone calls over the internet (on their Cloud Phone System) using their computer, smartphone, or tablet. It emulates the functionality of a physical telephone by utilising the device's microphone, speakers, and network connection to transmit voice data. Softphones enable voice communication without the need for dedicated hardware phones and IP Phones.

How Easy Is The Transition From A Traditional Phone To A Softphone?

Overall, while there may be a learning curve during the initial transition, most users find the switch to a softphone relatively easy. The availability of user-friendly interfaces, straightforward installation processes, and support from providers contribute to a smooth transition and enable users to adapt quickly to the new communication method.

Can I Use A Cloud PBX System With Other Kinds Of Phones?

Yes, in addition to softphones, you can choose to use IP phones with your Cloud PBX System. IP phones, also known as VoIP phones, are specifically designed to work with Cloud PBX systems. These phones connect directly to the internet or local network and have built-in support for VoIP protocols. IP phones offer a wide range of features and provide seamless integration with Cloud PBX Systems. 

How Do I Access The Phone System If Our Internet Goes Down?

Accessing a Cloud Phone System when your internet connection is down can be challenging since Cloud Phone Systems rely on internet connectivity for operation. However, there are a few possible options to consider that can be discussed in detail with your service provider. Some of these solutions are: utilise mobile data, configure call forwarding rules to redirect incoming calls to alternative phone numbers, such as mobile phones or landlines. You can consider having an emergency backup internet connection as a failover option, and in certain situations, it may be possible to set up an on-premises PBX system as a backup. 

It is important to consult with your Cloud Phone System provider to discuss the available options and to determine the best approach based on your specific needs and the capabilities of your Cloud Phone System.

Does A VoIP Call Use A Lot Of Data?

On average, a VoIP call using standard voice codecs consumes around 0.5 to 1.5 megabytes (MB) of data per minute.  Factors that can impact data usage during VoIP calls include audio quality settings (codecs) and network conditions, specifically latency on the internal and external networks.

In conclusion, implementing a Cloud PBX System offers businesses of all sizes numerous advantages, revolutionising their communication infrastructure and enhancing productivity. Throughout this blog post, we have addressed common questions and provided insights into the key aspects of a Cloud PBX System that are relevant to companies of all sizes.

If you're ready to explore the advantages of a Cloud PBX System for your business, it's time to take the next step. Contact DSL Telecom today and speak to one of our PBX specialists. Our team is dedicated to understanding your unique business requirements and guiding you towards the best communication solution for your needs.

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