Many companies still rely on regular phone service and a mix of communication tools like Zoom, Outlook, and Teams for their communication needs. However, more companies rely on cloud services to provide phone, chat, web conferencing, and collaboration on a single platform. Moving telecom services to the cloud or your own IP-PBX (Internet Protocol Private Branch Exchange) will require an adjustment period to allow for complete installation, training, and support for a company’s new IP phone service. That distinction – cloud versus on-site – makes a big difference in the installation and support services you need to run a business IP phone system.
Using Cloud Services to Run Your Phone System
The most important factor shaping your installation experience is hosting. If you host the system, the process will be more involved. The installation process will be less complicated if your business uses our servers. For example, an administrator would simply transfer your phone numbers from your current carrier and configure your software, setting up admin accounts. If you have legacy devices that use regular phone lines, they can be plugged into adaptors, easing the transition.
Running VoIP services on a vendor’s servers “in the cloud” has become common for several reasons. Letting a third party take responsibility for the software and hardware tends to save money over time while also saving time that staff might otherwise spend on applying patches and upgrades, troubleshooting problems, and other issues.
These are six advantages of using a managed service provider to operate your business IP phone systems:
- Scalability: Cloud services provide the valuable ability to scale up or down to accommodate changes in demand, ensuring that the software always runs efficiently, regardless of how many users access it at any given time. With on-premises systems, you must buy another gateway or keep one you no longer need.
- Reliability: Cloud vendors typically have robust systems in place to ensure high availability and disaster recovery, reducing the risk of downtime due to hardware failures or other issues.
- Security: Cloud vendors invest heavily in security measures to protect their customers’ data, including firewalls, encryption, and access controls.
- Cost-effectiveness: Running enterprise software on cloud servers managed by a vendor can be more cost-effective than managing on-premises servers, as it eliminates the need for hardware and software purchases, maintenance, and upgrades.
- Accessibility: Cloud servers can be accessed from anywhere with an internet connection, making it easier for employees to work remotely or collaborate with colleagues in various locations.
- Flexibility: Cloud vendors offer a variety of pricing and deployment models, allowing organizations to choose the option that best fits their needs and budget.
Overall, running enterprise software on cloud servers managed by a vendor can provide organizations with the flexibility, scalability, security, and cost-effectiveness they need to stay competitive.
After Installation – Common Support Services
The ongoing training and support that corporate VoIP clients receive can vary depending on the specific VoIP provider and the level of service to which they have subscribed. However, some common types of ongoing training and support that IP phone service providers may offer include:
- Onboarding training: VoIP providers may offer training sessions to help corporate clients set up their accounts, configure their phones, and learn how to use the various features and tools the VoIP system provides.
- Technical support: VoIP providers typically offer technical support to help clients troubleshoot any issues they may encounter with their VoIP system. This may include phone, email, or chat support and access to online resources such as knowledge bases and FAQs.
- Regular software updates: VoIP providers often release regular software updates to improve the functionality and security of their systems. Corporate clients can receive training or support to help them understand and take advantage of any new features or changes in the software.
- User training: VoIP providers may offer ongoing training to help users improve their skills and optimize their system usage. This may include training on how to use advanced features, enhance the quality of calls, and increase productivity with the system.
- Account management: VoIP providers may assign an account manager to corporate clients to help them manage their accounts, answer questions, and provide personalized support.
The type and extent of ongoing training and support a business receives will depend on its specific needs and the technology it adopts. Expect your new IP telephone system to come with a management dashboard that is easy to use and offers most of these features:
- Trend analysis
- Create, move, and delete users
- Cloud-based software
- Create groups
- Real-time performance monitoring
You can also expect to receive a user guide, online training videos, or both, to help users quickly learn their way around the system.
Installation and Support Matter as Much as Hardware and Software
Anytime you move to a new system, using cloud services to manage phone, chat, web conferencing, and other telecom functions, expect a level of training and support for your vendor. The type and amount of support will vary according to the situation and the company’s subscription plan, but things like troubleshooting, account management, software patches, and onboarding should be considered standard. If you have specific questions about setting up an IP phone system for your business, either running on your equipment or ours, call us to schedule a free consultation.