Moving to a New Cloud Based System

Phone systems have been installed in offices of all different sizes for more than 40 years, providing a vital service to the business. They play a crucial role in the communication infrastructure of businesses and today telephone call handling has matured to become intertwined with the day-to-day process of running the business. They are an essential tool for efficient internal and external communication and have several important benefits for organisations

The average business phone system lasts anywhere between six and eight years, after which the system is either out of maintenance or is lagging in features, often to the extent that it is hurting the performance of the business. Businesses that need to upgrade their existing phone system will find a huge array of new solutions available compared to seven or eight years ago.

Our guide will explore the process of getting a new phone system for your business, what it can do for your business and the advantages of upgrading your system today. Alternatively, chat with our team today to discuss your options or read more about our telephony options.

What should I look for in an office phone system?

Modern phone solutions no longer offer just “voice”. They have transformed to offer a range of Unified Communications (UC) capabilities such as instant messaging, presence, video calling, collaboration tools and mobility solutions, all designed to keep your business at maximum productivity.

Think about what your business needs from its phone system before purchasing a new set-up. Here are a few things you should think about:

• Call handling– How many calls does your business miss? Every phone call represents a potential business opportunity. Whether it’s a new client inquiry, a sales lead, a partnership opportunity, or a customer with an urgent issue, missing a call means missing out on potential business. Add to that, customer dissatisfaction, a lack of trust, and reputational damage from missed calls can lead to future lost business.
• Call routing– Do you have different departments and how can you ensure people get to the right person when they call? Nobody enjoys being passed from department to department trying to find the correct person.
• Support- What do you do if something goes wrong on your system?  How quickly can you get the support you need?
• Price– Are you worried about unexpected bills with tiered minutes pricing or high International calling costs? Consistent and affordable pricing can help with budgeting.
• Flexible working– Do you need a working-from-home call-handling solution? Are complicated phone systems causing issues? A simple, easy-to-work solution could be what your business needs.

If any of the above sounds familiar, a cloud-based system is likely the best solution for your company which is widely regarded as the best solution for companies with less than 500 people, especially when they are dispersed over several sites.

How will a cloud-based system help my business?

A cloud-based system can bring several benefits to your business. Here’s how it can help:

1. Cost: Most cloud phone services come with fixed minutes and user plan. You pay a certain amount for the user and the minutes come with it. That’s it – end of costs concerns. And many cloud systems also have very powerful
   fraud management capabilities that will catch a problem before you are even aware.
2. Scalability and Flexibility: Cloud-based systems offer scalability, allowing your business to easily adjust resources and services based on demand. You can quickly add or remove users, increase storage capacity, or upgrade features without the need for significant infrastructure changes. This flexibility enables your business to adapt to growth or changing needs efficiently.
3. Disasters and Maintenance: If for any reason your place of work loses power or something comes up that means you can’t get in, a cloud-based phone system allows you to work from anywhere. Everyone can decamp down to the nearest Starbucks and
   continue working just as normal. Your customers will never know the difference. Plus at Simplicity Group, our team is always on hand to offer their support. Unlike some other providers, we aim to resolve all issues as soon as they arise and for anything we can’t, we will be with you for as long as it takes.
4. Consistency: As your business grows, the system can grow with you. You won’t have any growing pains keeping your phone system working the same- rain or shine.
5. Usability and mobility: Cloud systems integrate with your IT systems so you can simply click to call out of a web page or directory listing. Everything is intuitive to the extent that you will probably forget about pressing phone buttons within a few days of getting your new system. These systems are also integrated with major cloud-based CRM and customer support applications enabling your business to become more efficient.
6. Professionalism: Cloud-based phone systems have a large array of features that until recently, were only available on very expensive systems used by large organisations. Now you can deliver a highly professional image by having auto attendants, hunt groups and a range of other call routing features so that you always look professional to your customers.
7. Productivity: With cloud-based phone systems, you can implement a range of productivity features that allow your current staff to communicate and collaborate much more effectively than before, thereby improving the overall productivity of your business. Features such as room-based collaboration, conference calling and instant messaging can dramatically improve the productivity of your business.

A call-handling solution will go a long way to meeting your customers’ needs and keep them happy.

Why Simplicity Group?

At Simplicity Group, we offer a reliable, fully managed, and cost-effective phone system solution that provides all the features you need in your business phone system. We prioritise our clients’ needs and as a platinum partner of Gamma, offer tailored & competitive pricing to match every business need. With our Hosted Telephony platform &  Hosted VoIP solution, you can expect to save time and money while having more control over managing inbound call routing.