7 Ways a Cloud-Based Business Phone System Will Save You Time and Money

cloud-based servicesCloud-based services can save businesses time and money. VoIP phone systems can save businesses time and money. So what happens when your business puts cloud-based and VoIP services together in your business phone system? In most cases the answer is even greater savings. Here are seven ways cloud-based business phone systems can save your company time and money.

1. Time Savings in Setting up Your Phone System

Setting up a traditional PBX business phone system used to involve workers bringing in equipment, drilling holes in walls, running lines, and generally disrupting things in order to get a phone system in place. A cloud-based VoIP system can be set up almost instantly, with no wires or drilling, and no equipment beyond handsets or headsets except for a call router, which is relatively simple to set up.

2. Time Savings for Reconfiguring or Scaling Your Phone System

At one time, adding a new employee meant finding a phone line that wasn’t in use or adding a new line. Today, it’s a matter of reconfiguring the phone system by clicking settings on a web page or even on a mobile app. Some businesses that choose a “bring your own device” setup can add an office phone number to an employee’s smartphone and avoid even the time needed to track down a new handset or headset.

3. Quicker Phone System Repairs

With cloud-based services, your phone system administrator communicates with the service provider on a web-based dashboard. Since cloud services are manned around-the-clock, fixing a problem is far quicker than the old days when you had to schedule a technician to come to your business, diagnose, and fix the problem.

4. Time Savings in Finding Employees for Calls or Other Reasons

Today’s cloud-based VoIP systems make it much easier to find employees. “Find me Anywhere” features allow employees to forward numbers to their smart phone, so that they’re reachable in the office, in the field, or while traveling. Gone are the days of finding out whether an employee is in the office and when they are expected back, followed by tracking down a number where they can be reached or taking a message not knowing whether or when they would receive it. With cloud-based systems, “finding” an employee is much easier.

5. Major Cost Savings on Phone Infrastructure

“Infrastructure” for cloud-based VoIP systems can be very close to nonexistent. Depending on the setup, businesses may need to set up a router, and they may provide handsets or headsets to employees, but with VoIP features that allow calls to be easily routed to employees’ own handsets on a virtual business phone line, infrastructure costs can plummet even more.

6. Automated Transcription Saves on Time and Money Spent on Recordkeeping

Some cloud-based phone systems have features like automated transcription. Suppose a customer calls and the person he or she is seeking is in a meeting and can’t answer. The call may be routed elsewhere, or it may be sent to a voice mail system where the voice message is automatically transcribed and can be sent by email to the intended recipient. No more jotting down messages and hoping they don’t get lost in a stack of papers. Automated transcription is also an excellent record-keeping application, making it easy to review messages and the call content that may have been automatically transcribed weeks ago.

7. Auto-Attendant Feature Saves Money and Time Spent on Reception Tasks

Having an office receptionist is a luxury for many small businesses, and cloud-based VoIP systems with an “auto-attendant” feature do away with this expense. Many systems have this popular feature, and here’s the great thing: auto-attendants never get sick, never go on vacation, and can take calls around the clock.

Today’s businesses have to be more connected than ever to stay competitive, and cloud-based business phone systems allow maximum connectivity with a minimum of expense on infrastructure, configuration, and repair services.

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Dave Thomas writes about a variety of small business topics providing helpful hints and tips to help grow a business. Dave’s background is in business insurance and telecommunications and has a passion for social media and sports.

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