A cloud PBX office telephone system is probably one of the most cost effective and flexible solutions out there in the market today. Through smart deployment and programming VoIP service providers are able to save you around 50% all the way up to 70% on your phone bills. However like any other good solutions there are also quite a few things that you need to know for a successful deployment.

Internet connection – One of the most important aspects that you need to look into before even considering a cloud PBX office telephone system is our internet connection. Your bandwidth requirements will depend on how many handsets you wish to have and how many computers are hooked onto it. Generally a single phone on standby consumes about 50 megabytes per month not much but the problem often roots to the stability of the connection and not the speed.

Before acquiring a cloud PBX office telephone it is best that you run VoIP test on your internet and make sure that packet drops are minimal and latency is at a reasonable level. Make sure that you inform you ISP of your intention of using VoIP so they can remove any firewalls and allow all VoIP traffic.

Modem and router – Some businesses tend to neglect their modems and or routers. But make sure that you don’t do the same mistake. Modems and routers are very important because it will serve as the termination point of your bandwidth. Some old models are unable to handle VoIP traffic well so it is best to replace these old ones with a newer model that your service provider will recommend to avoid any inconvenience during your business operations.

Phones – A cloud PBX office telephone system lets you choose your handsets, you can go for an IP phone a computer based soft phone and even use your mobile or tablets. However before you get excited and jump in and settling for one there are also must know considerations.

IP phones are one of the most popular solutions because it gives you that office telephone like feeling and it is to secure a good brand and model. Just remember thought that these IP handsets are not like your regular handsets, these run using a firmware so be sure that the proper version is uploaded to it as well as the audio codec. As for soft phones, the only considerations that you need to know is the audio codec that it supports, free ones are often loaded with just the basic codec and often times these are not designed for business use so opting for the paid ones may be a better choice. Lastly, mobiles and tablets are really good options if you want that high tech feeling but be sure to have the proper application. Being wireless it also has some glitches, if you are unable to get the full reception of your 3g services then it is not a wise option but if you intend to use it with a Wi-Fi then you are good to go as long as nobody is pushing your connection.

Businesses can further reduce telecommunication costs with the help of a GSM gateway. Although call rates from VoIP solutions are significantly cheaper that of traditional telephony you can further push your savings from IP to mobile calls via a least cost routing (LCR) protocol that a GSM gateway uses. On a

Basically a GSM gateway is a device that is quite similar to a network router in appearance and in size but with a slot for a SIM car. Depending on the model it may have 1 slot, tow all the way up to 8 slots. It can be integrated with a cloud PBX office telephone system via the internet. Its main purpose is to connect VoIP calls from your cloud PBX office telephone system to mobile phones using the LCR protocol the device then uses the cheapest and best possible routing for a PBX to mobile call further reducing your telecommunication cost. On average you can expect at least 30% to 40% reduction on your mobile calls.

The LCR protocol works by assessing and identifying a call cost a rate that is uploaded to it. So it is a must to have detailed call rates from the carriers of the SIM card otherwise the whole idea will be futile and you will just end up with a fancy device with absolutely no use for it.

Another clever use is integrating it with a mobile phone business plan. There are cellular carriers that have business plan with unlimited calling within a group of numbers. For example you have 20 employees all using their mobiles; you can have those numbers under one fixed plan so calls between the numbers within the group are free. What you can then do is to insert one of SIM cards to your GSM gateway so the same plan can be integrated with your PBX. This means that your staffs can call out to field associates the same way your field associates can call your PBX for free.

You can easily purchase a GSM gateway with your VoIP phone service providers. Just be sure that the brand and model will support all your needs and will be compatible with your PBX unit. Another consideration that you need to bear in mind is your internet connection. Since it is an additional unit that will use your bandwidth be sure that you have enough room for it. If not, then you might want to look into upgrading it or securing a second internet connection.

It is inevitable to encounter an office telephone problem as your business grows especially if you are using traditional systems. The solution that works for you a couple years back may not be ideal today which is both a good sign and a bad sign. Good because it means that your business growing, bad because you may need to replace or upgrade your existing system.

However, before you buy or retrofit your business with a new office telephone system it is best to identify certain cues that you really need a retrofit. Afterwards choose an office telephone system that is flexible enough and scalable so you don’t need a retrofit anymore as your business grows even further.

Identifying the Need for an Office Telephone Overhaul

Features –In the past you may not need a booking system, a hunt group and so on but today who knows you just might need on. Generally when your old system no longer offers the appropriate features needed to let your business perform at an optimum level then it is now a must to replace it with a new one. Otherwise the growth of your business will be stalled.

Capacity – When your old phone system no longer gives you enough capacity to handle the volume of phones calls that entails an expansion, then it is time to replace it. As your business grows more and more customers are expected to come on board and you don’t expect them to always wait on queue or just to call back otherwise you will lose the sale. Your phone capacity is very important because it will play a pivotal role in your sales process, customer service and will allow you to hire more help with your business.

Quality – Trying to fit more lines and extensions in a PBX unit that is not intended to handle such capacity and volume will take its tow on call quality. Never use expansion panels, splitters and the like in an attempt to cheaply upgrade your PBX. In the long run your business may suffer and will eventually cost you more.

Overall use – If your staffs are having problems with using your old phone then it is also a factor to replace it. Reducing their efficiency means lower production for the day and ultimately your business will suffer. AT the same time an inappropriate phone system is likely to receive negative comments from customers which is a big no for growing businesses.

With today’s recession and economic problems more and more businesses are now engaging in outsourcing. Basically it is a process of contracting a third party organization and or a freelance staff to do the work for you. Often times outsourcing is done in countries where labor is cheaper to reduce the overhead cost of a business without compromising the work flow and disrupting operation models. Outsourcing is a great way to save companies from closing down and to maximize profit however there are a few requirements to successfully deploy it.

Communication – One of the most important aspects that you need to look into is your communication system. Since your staff is likely to be from overseas a reliable and smart office telephone system is a must to build trust and convey instructions easily. A cloud PBX office telephone system is a number one candidate for such requirement because the technology is able to bridge distances at no additional cost. This means that regardless of where your staff is located his or her extension will work as if you are in the same office. This allows you to monitor and delegate tasks accordingly without the distance being a factor.

Monitoring system – it also pays if you will acquire a monitoring software to track the progress of your staff and to be able to clock in the correct time for their work. Usually this software takes screenshots, logs key press, mouse clicks and the like to check whether your employees are doing what is expected from them. There is also a bunch of software that even allows you view your employees’ screens in real time and or view from the webcam for advanced monitoring. Apart from staff check this will also allow you to identify the challenges your employees might be facing either from the work process or from any tools you may have.

Cloud central files storage – You also might want to have a cloud central files storage system since your staff will be working overseas. This will let you and your employees access files and data from any computer easily as long as it is connected to the internet. Furthermore this will also give the flexibility for you and your staff so you can work virtually anywhere without having to do the troublesome files back up and copying.

CRM – a Client Relationship Management software is also needed if you wish to engage your overseas employees in sales and support roles. This will let them retrieve and update sales leads easily. Having a central sales lead storage will also improve team coordination and your businesses processes because changes can be seen in real time.

Although it may seem troublesome and expensive to outsource a work load the truth is you will still be saving more than 50% on your overhead costs especially if you wish to hire more than 1 overseas employee.

It is not enough to acquire a phone solution for your businesses but rather it is a must to acquire a proper solution for your business. Every enterprise has their own requirements and one should not just jump into a solution without considering all the aspects and options available in the market today.

Below are 5 common mistakes to steer away from in choosing an office telephone

Deciding fast – An office telephone system is an integral part of any business so taking a little more time before you decide will really pay off. It is best that you get a quote from several providers and compare it thoroughly with each other before signing up with one. Also it is advisable that you never hesitate in asking questions and finding out as much information as you can before purchasing any office telephone solution.

Staring big because of possible expansion – It is not bad to think of expansions and being positive about your business but it is not necessary to choose a phone system with handle your possible expansion and end up paying for a solution that you don’t need yet. It is better option to choose an phone system that will be easy to scale up or increase in capacity without having to upgrade any hardware. A cloud PBX solution is possible option because adding extensions, lines and features is easy and no upgrades is needed ideal for growing businesses.

Settling for cheap solutions – Cheap is different from being affordable; never settle for something because that is cheap because chances are you will get a cheap service and end up paying more overhauling it. It is best to go for solution that costs a little more but is of great quality. You can identify the quality of service of provider gives by asking around and visiting forums to see what real customers have to say.

Opting for multiple numbers – Some businesses need a multiple numbers whilst others do not so be sure that you need it before buying it rather what most businesses need is multiple channels to be able to receive multiple phone calls in a single number.

Lock in contracts – Never settle for a service provider that will oblige to sign a lock in contract, if they are confident how brilliant their services are then they do not need a contract. This will allow you to switch providers easily without paying a bond or getting in legal issues if you are not happy with you are getting right now. This will also give you an idea about the quality of their system.

Almost all communication related materials that you read will say that it is vital for any business to succeed. It cannot get any true than that; we need an effective communication system to offer products and services. However business communication doesn’t only entail a telephony solution, other forms such as SMS, email and the like are also important for businesses to succeed.

Acquiring various communication solutions separately is expensive and troublesome because you have to deal with several companies and just paying the bills will consume your time. Telephony is the bread and butter of communication and it is somehow the backbone of everything so it is best to secure an office telephone system that is capable of integrating with other Medias. Basically your office telephone system will act as the framework of other platforms that you wish to acquire so careful selection is needed.

Other important forms of business communication

SMS – Over a billion of mobile phones are in use today and these phones are often very accessible to users. SO why not capitalize on this fact and use SMS as your number one marketing and or newsletter medium? With the use of software you can integrate it with your office telephone and send SMS directly to your customers for up sell opportunities or reminders. The software will allow you to send SMS in bulk or individually for the personal feel.

Faxing – Tired of that big and bulky fax machine in your office? Then you can try a service called fax to email. So instead having to print a document on a paper before viewing it you can now check it directly from your email. This means that you can also check faxes from a mobile and a tablet. How convenient is that? And by going paperless you are also doing your fair share in saving the environment by reducing your waste footprint.

Email marketing – As cliché as it sounds email still is a good marketing and communication strategy. The best part about it is that it is free and easily accessible especially with today’s wireless connectivity. Emails work simultaneously with phones; you will often hear customers saying can you please send more information via email after a call so having professionally written templates that can be editable is a must for all businesses.

Conferencing – Although it may not be applicable for businesses but some will appreciate the benefits of conferencing especially businesses with distant investors and or associates. You can conduct meetings, presentations and the like directly from your phone. Other customers also appreciate conference calls with multiple consultants so they feel that they are being taken care of.

Businesses are also like people each are unique and distinct from one another. This means that no two businesses are alike despite they have the same market, products, services and even the same owners. With that said it is just a must for every business to acquire a customized communication solution that will fit its every need and not a universal system that doesn’t really do the job.

There are many service providers out there that will customize a phone system solution for you. A cloud PBX phone system is a perfect example of a fully customized phone system solution for your business. Since the technology uses trunk, servers, data centers and software to run your phones instead of that big and bulky PBX hardware, every knits and crannies can be custom programmed. Make no mistake, personalizing a solution for your business is not really expensive, in fact a cloud PBX is significantly cheaper than any traditional telephony platforms both in set up and in monthly charges.

What are the things you can customize?

Capacity – It is often a trend in the telecommunications industry to bundle or offer products in a set however this is not always applicable especially for small and starting businesses. As a new enterprise you want to minimize your overhead cost, with a cloud PBX you can start as big as you want or as small as you want and just scale it accordingly. This means that you can decide how many lines or extensions to start with and with a detailed report from your provider you can then decide whether you need to increase your capacity or not.

Features – With a cloud PBX you can also choose what you need from a set of smart features. However the real customization is what you can do with that feature. You can literally build the feature from the ground up. For example a menu system can be integrated with your own IVR, a ring group can be set into a series of your choice and on hold messages can be integrated with your own recordings. All the features can be personalized according to your needs and wants so be sure take your time to discuss it with your provider.

Handsets – Often times with a traditional telephony a default handset is included but with a cloud PBX you can choose what handsets you want. You can opt for desk phones, a cordless handset or a combination. Basically any SIP enabled handset will do giving you the luxury to purchase from the provider or from an outside supplier.

Teleconferencing is a live exchange of data between multiple end points that is often used by businesses for administrative purposes. You can conduct meetings, presentations and the like even while away from the office.  Cloud PBX office telephone system users can also enjoy such feature in a variety of way that is both cost effective and brilliant in terms of quality.

Since a cloud PBX office telephone system is uses VoIP technology, conferencing in such system is also flexible and cost effective. Like the office telephone itself, there are a variety of way how you can enjoy such feature with a cloud PBX that is suited for any business big or small.

Three-way calling – From the name itself three-way calling means that up to a total of 3 persons can be on the phone at the same time. This is often used for small meetings, support and sales calls. There are some VoIP service providers that even offer three-way calling feature as a standard functionality of their PBX for free.

Conference phone – Another smart way using a conferencing feature is through a specialize handset. It works pretty much like a regular handset but with the ability to connect multiple end points into a single call. There are models that can handle as much as 12 callers at once. However it Is advisable to choose a model that supports a full duplex broadband sound technology. This allows your handset to filter incoming and outgoing data separately for clear and crisp audio quality that is needed for a successful conference.

Virtual room – a virtual room is basically a system with a dedicated number where the participants can dial into or be called from. This is a service offered by VoIP providers for business that require unlimited number of participants in a conference call provided that your internet connection can handle the traffic. The service often has a minimal monthly fee ranging from $10 to $20 but it will be all worthwhile if your business really needs such capabilities.

Video conferencing – You can also enjoy real time high quality video streams during a conference call or meeting provided that your IP phone or soft phone supports such feature. This will allow you to be in touch with your investors, colleagues and customers in high definition video that will help in building rapport and trust. This feature is often ideal for businesses with international operations and investors so you wouldn’t need to fly overseas to conduct a meeting.

Remember since what we are talking about is a cloud PBX system all of the above feature can be custom programmed to suit your needs. Be sure to discuss it with your service provider and bring up every possible requirement that you might have.

In every business material that you read all of it will jive how important communication is in running a business. It is just a must to have a reliable and high quality communication system to be able to tender your services and sell your products effectively. However with today’s economic turmoil cutting cost is now another priority.

Without a doubt VoIP solutions such as cloud PBX office telephone systems is a cost effective communication solution that is able to save as much as 70% on phone bills. However a wrong notion and misconception arise over cloud PBX office telephone systems. Many think that the technology is unreliable and call quality is next to nothing. If that is the case then why more and more business owners who have been enlighten are switching to VoIP solutions such as cloud PBX and never return to traditional means telephony?

Cloud PBX systems use servers and data centers instead of a series of hardware and copper wires. These exact same servers and data centers are used in a website. How often do you see Facebook or Google go offline? So rare that you probably haven’t noticed it, that is because servers and data centers have a back up for everything so if something went wrong with the primary interface the secondary server will kick in and take over. This is also the case for VoIP phone systems; everything has a back up to keep your phones ringing when they are suppose to.

For issues of reliability on your end like internet disconnection or power outage the system is not really affected because as you can recall you don’t have any hardware apart from the IP phones in your office. This means that your phones will continue to work answering calls, greeting customers to your business and sending them to your message bank, mobile or another branch so you won’t miss out on possible sales. You can again compare this to a website, is you site inaccessible if your office is closed, or experiencing power outage? No right? That is because the actual system that is running it is not in your office but rather in your service provider’s end and data centers.

With traditional telephony problems such as power outage, line issues and such will result to a complete isolation of your business. This means that your phones will not answer calls nor it will have the ability to divert it. To sum it up, as long as you can get the requirements right VoIP telephony is a better communication solution businesses regardless of the market, size and products.

Despite the high level of reliability a cloud PBX office telephone system may need some troubleshooting and server upgrade from time to time. But the main difference between a cloud phone and a traditional telephone system is that the latter means dollars whilst a cloud PBX doesn’t. Server upgrades and major maintenance transpire over your service provider which means the cost is shouldered by the provider. Basic troubleshooting on the other hand means you just need to do basic check and tweaking of your phones.

Basic Troubleshooting Guide

Since a cloud PBX office telephone system uses the internet it is best that you check your connection first during a down time before fiddling with any of the settings. Make sure that your ISP is not conducting any repairs and or maintenance. Be sure to also check the Ethernet wires across your network and make sure that there are no kinks or folds. Make it also a habit to check your modem or router if it is working properly.

If problems of quality arise with you cloud PBX office telephone system and you are sure that you have a decent internet connection then it is likely that your modem is causing it. You can have your VoIP service provider tweak the settings to prioritize VoIP traffic than other data to ensure enough bandwidth allocation. If it still doesn’t do the trick then it is advisable that replace it with a brand and model that your provider will recommend.

Another common problem is the NR or not registered state, this means that your phones cannot connect to the server thus your account can’t be accessed. All you need to do in this case is to restart your IP phone or soft phone along with your internet connection to re-establish the connection between your phones and your service provider’s network. If you are leaving your phone on 24/7 it is also advisable to restart it from time to time, once a week will do. This will allow your phones to download and update the firmware automatically to remove any glitches or bugs that the previous firmware might have. This will also let the application reboot for better performance.

Lastly, if you feel that the quality is being affected by computer usage in a shared internet connection then using an audio codec that uses less bandwidth like the g729 is advisable. However if your computer usage involves video streaming, file upload and download or any task with massive bandwidth usage then you might to look into acquiring a dedicated internet connection for your cloud PBX office telephone system.