Cloud communications is increasingly becoming vital to businesses interested in staying competitive and ahead of the curve. It allows organizations to leverage cutting-edge cloud technology to stay connected and optimize operations workflow. But how can you decide if cloud communications is suitable for your company?

Here, we will walk you through what you need to know before getting cloud communications solution for your business. With these insights, you'll be equipped with the information needed to decide what type of system best fits your organizational needs.

Cloud communications is a cloud-based system for managing phone, video, and messaging systems. This type of cloud technology allows users to access their business communication systems from any device: from desktops to laptops and tablets, as well as cloud call centers. It also simplifies setting up and maintaining a reliable communication infrastructure for an organization by eliminating the need for costly hardware or complex software installations.

Traditionally, business communications services were hosted within compnay premises and maintained by in-house staff. Cloud communications allowed these services to be hosted off-site by third party providers. Here are some examples of services offered by cloud communications systems:

VoIP (Voice over Internet Protocol) AKA IP Telephony

VoIP uses Internet Protocol (IP) networks instead of traditional phone lines to make calls more efficient and cost-effective. The advantages of VoIP telephony include cost savings, scalability, and faster call setup times. Businesses may also benefit from additional features such as call forwarding, call recording, voicemail-to-email integration, conference calls, instant messaging services, and cloud-based contact management systems.

Video Conferencing

Video conferencing allows users to communicate with each other in real-time via audio and video. The main benefit of cloud-based video conferencing services is the cost savings associated with eliminating the need for expensive conference room setups. Additionally, it has features such as group chat capabilities, whiteboard sharing, file sharing, and many other features that make it easier for businesses to collaborate remotely.

Instant Messaging

Instant messaging enable users to communicate with one another in real-time, making it an excellent tool for internal communication. Cloud-based instant messaging services also provide a range of features, such as message archiving and threading, which allow businesses to organize their conversations better.

Cloud Fax Solutions

It allows businesses to send faxes online using an online portal or mobile app. These services are often significantly cheaper than traditional fax machines and require minimal setup costs. Furthermore, cloud fax solutions provide businesses with advanced features like automated workflow integration and data security measures.

Unified Communications vs Cloud Communications

Unified communcations simply combines several types of cloud communications services into one platform. For example, one cloud communications service may only offer a business phone with a cloud-based PBX while another offers only file sharing and cloud storage. A unified communications platform consolidates all of these services into one place.

Cloud communications solutions provide businesses several key benefits that can significantly improve their efficiency and overall operations. Here are some of the most important ones:

Scalability

Cloud-based communications solutions are highly scalable and can be easily adjusted to meet the changing needs of an organization. This makes them ideal for businesses that want to respond to changes in customer demand or other factors quickly.

Flexibility

Cloud communication systems allow organizations to customize their setup according to their specific requirements. They also make it easier for organizations to expand their operations without investing in new hardware or software.

Mobility

Cloud communications solutions enable employees to access their company’s communication systems from virtually anywhere using their phones, tablets, laptops, and other devices. This gives businesses greater flexibility regarding where they can operate and how they interact with customers and partners.

Easier Upgrades

With cloud communication services, businesses no longer worry about complicated software upgrades as all changes are done remotely. This makes it a lot easier to maintain and manage than traditional on-premise systems.

Cost Savings

Setting up cloud communications can be significantly less expensive than traditional phone systems as businesses no longer have to invest in costly hardware or deal with the associated installation costs. Furthermore, cloud communication providers usually offer their services either by subscription plans or pay-as-you-go pricing models, which provides greater control over the company’s expenditure.

When considering cloud-based communications services, it is important to consider several factors. These include cost, reliability, integration with other systems and applications, scalability, and security.

Reliability and Uptime

Reliability and uptime are crucial when choosing cloud communications services. Poor quality cloud services can result in dropped calls, static or muffled audio, echo, and other problems that can lead to customer dissatisfaction. Before deciding, investigate the provider's track record for reliability and uptime.

Pricing and Plans

The pricing of cloud-based communications is an important factor to consider when selecting a service provider. Many providers offer packages ranging from pay-as-you-go to monthly subscription plans with different features and prices. It is essential to analyze your business needs thoroughly to choose the package that best suits them while staying within your budget.

Integration With Other Systems

When evaluating cloud communications services, it is important to understand what kind of integration capabilities they offer. Do they support cloud-based apps like Salesforce and Microsoft Office 365? Can you access customer data from your CRM system or other apps? Are there APIs available for customizing features and integrating with other cloud-based systems? Such integrations can help businesses streamline their operations while keeping communication costs low.

Security and Privacy

Security and data privacy are paramount in cloud communications. Look for cloud communications solutions offering secure encryption protocols to ensure your customer’s data remains private and protected from malicious actors. Additionally, find out if the cloud communication provider complies with certain standards such as GDPR or HIPAA so you can be sure their system meets industry-level security requirements.

Usability

When evaluating cloud communications for your business, look for easy systems for employees and customers. Simple interfaces make it easier for users to navigate the system quickly, reducing training time and improving efficiency across your organization. Additionally, look out for features like call recording and analytics which can provide valuable insights into customer behavior and preferences over time.

Customer Support

When selecting cloud communication services, it is important to consider their customer support level. 24/7 access to technical support teams can be invaluable should any problems arise with your cloud communications solution. Find out if the cloud communication provider offers telephone and online support, email support options, and training courses. They should also have helpful tutorials on their website to help you get up-to-speed quickly with using their cloud communication services.

Implementing cloud communications in your business is relatively simple. Here are some steps you can take before undertaking the process.

• It is essential first to assess your organization's needs and determine what cloud communication solution will best meet those needs.
• Once you have selected the cloud communications service most suitable for your requirements, set up a pilot program to test it out before going live with it across the organization.
• Compare two cloud communication services side by side to compare their features and performance before making a final decision.
• When setting up cloud communications systems, ensure that all staff is trained on its use and briefed on any security protocols they must follow.
• Monitor usage regularly to ensure everything runs smoothly and effectively.

Bottom Line

Cloud communications is a powerful tool for businesses to stay connected, regardless of geographical boundaries or time zones. It can allow your business to become more agile and efficient by allowing everyone access to the same information simultaneously.

Ultimately choosing cloud communications solutions should depend on how they will help you meet your business needs. By closely evaluating all available cloud communication options and setting up a pilot program before going live across the organization, you can ensure you have chosen the best solution for your business.

8x8 offers businesses to choose from various services for their cloud communications needs. We provide an integrated suite of voice and collaboration tools, including audio conferencing, video conferencing, messaging, presence status settings, and more. This helps you save time by managing all your communication needs through one provider. Make your business stand out by partnering with 8x8.

Get a quote today.