What Is Cloud Calling? A Complete Guide To Calling in the Cloud

Introduction

Cloud contact centre solutions are becoming increasingly significant for businesses globally. In fact, they are expected to rise from a valuation of US$ 20.7 billion in 2022 to US$ 51.5 billion by 2032, growing at a 9.5% CAGR.

One major reason for this rise is that these solutions enable organisations to contact customers anywhere in the world without conducting a complete development process from a physical location or installing software. Using cloud calling, any organisation can swiftly build a regional presence in many nations, allowing them to obtain local phone numbers in multiple locations.

In this comprehensive guide, we’ll explore the ins and outs of cloud calling in more detail. Read along!

Understanding cloud calling

Cloud calling (or cloud telephony) is a telephone service that uses the cloud to deliver voice communications. Third-party service providers host the cloud solutions required for this technology to function in a call centre environment such as yours.

Though cloud calling solely relates to voice-based communications, most providers are broadening their capabilities to meet all cloud-based enterprise communication demands, often known as unified communication as a service (UCaaS). Cloud calling companies typically feature collaboration tools, data insights, text or instant messages, integrated contact centres, and web conferencing.

Agents and the persons they speak with may be unaware that their talks are taking place via a cloud framework. That’s because communications sound like standard phone networks. However, cloud calling handles voice conversations uniquely than on-site PBX systems, with calls routed through cloud-based switches.

Key features of cloud calling

Cloud calling offers advanced features that enhance communication capabilities and improve business operations. For example, with cloud calling, you can access a wide set of tools to streamline your call management, enhance customer interactions, and drive productivity. A few more features of cloud calling are:

Call forwarding/diverting

You can forward or divert incoming calls to different phone numbers or services. This feature allows you to ensure that calls reach you or your team members regardless of location, whether it’s the office, home, or personal mobile devices. By enabling call forwarding, you can maintain a local presence and provide prompt responses to your customers, improving their overall experience.

Call monitoring

Call monitoring empowers you to listen to calls, either in real-time or after the fact. This feature is particularly valuable for quality assurance, as it enables you or your team members to evaluate customer interactions and identify areas for improvement. By monitoring calls, you can provide effective training to recruits and make informed decisions to enhance the efficiency and productivity of your team.

Auto attendant

The auto attendant feature is a virtual receptionist, providing a voice menu system that routes callers to the appropriate extension without a human operator. This automated system streamlines the call flow, promptly directing callers to the right department or individual. The auto attendant enhances the caller’s experience and saves time and resources for your business.

Call recording

Cloud calling offers secure and reliable call recording capabilities, allowing you to capture two-way audio from phone conversations. This feature is beneficial for various purposes, such as documenting verbal agreements, maintaining records for compliance purposes, or revisiting crucial details from fast-paced conversations. Call recording provides valuable insights and serves as a reference for future reference.

Call routing

Call routing is an intelligent call management tool that queues incoming calls and automatically directs them to specified individuals or groups based on predefined rules and criteria. These rules may consider call volume, time of day, language preferences, requested department, and agent availability.

Benefits of cloud calling

By harnessing the power of cloud technology, you gain access to a flexible, scalable, and cost-effective telephony solution that streamlines your operations and enhances your overall efficiency. A few key benefits of investing in cloud calling are:

Cost efficiency

Cloud calling helps you save money on your business communications. By consolidating multiple platforms’ costs, such as business SMS, video conferencing, fax, and file storage, into a single fee, you mitigate the need to invest in multiple tools and solutions. Additionally, you benefit from predictable, manageable monthly pricing, eliminating the risk of unexpected maintenance payments or “bill shock.”

Increased productivity

A cloud communications system's built-in features are designed to enhance workplace productivity. With advanced call-handling capabilities, video conferencing, instant messaging, file sharing, and intuitive integrations (whether off-the-shelf or custom-built), your employees can focus on other important tasks without wasting time switching between multiple platforms. Streamlining day-to-day processes fosters a happier, more engaged workforce and better-satisfied customers.

Mobility and flexibility

In an era where remote working is on the rise, cloud technology shines as a flexible solution. With a cloud telephone system, your employees can access phone lines from wherever they are working, as long as they have an internet connection. Mobile users and remote workers are not limited to just answering or making calls; they can edit call routing, set up call forwarding, and access voicemail while on the go, whether at a café, their home office, or any other location. 

Getting started with cloud calling

To harness the power of cloud calling for your business, you need to follow a straightforward process to set up your cloud-based phone system. Here are the steps you’ll take:

1. Choose a cloud telephony service provider: You’ll begin by exploring the various available cloud telephony service providers. Carefully compare their features, pricing plans, and reliability to find the one that aligns best with your business needs.

2. Sign up for an account: Once you’ve selected a suitable provider, you’ll sign up with them. During this process, you can choose a new phone number or port your existing number to the cloud telephony service.

3. Configure your account: Through the provider’s web-based dashboard, you’ll configure your account settings according to your preferences. This includes setting up call routing rules, interactive voice response (IVR) menus, call recording options, voicemail preferences, and other desired features.

4. Connect your devices: Cloud telephony services support many devices, such as IP phones, softphones (software-based phones), smartphones, and web browsers. You’ll choose the devices that work best for your business and install any required software or applications provided by the service provider.

5. Test your system: Before going live, you’ll thoroughly test your cloud calling setup by making and receiving test calls. This step ensures that everything functions as expected and allows you to recognise and resolve potential issues before use.

6. Start making and receiving calls: Once you’ve completed the setup and testing phases, you’ll be ready to use your cloud-based phone system. With an internet connection, you can make and receive calls from anywhere, leveraging the flexibility and scalability of cloud calling.

Security and compliance in cloud calling

With increasing regulatory requirements, businesses face heightened scrutiny to ensure their cloud services adhere to necessary standards. Compliance is not merely about avoiding penalties; it is a critical aspect of data protection, safeguarding sensitive information from breaches and security risks.

Cloud security compliance refers to adhering to defined security standards and regulatory frameworks to protect data, applications, and infrastructure within cloud environments.

By enforcing cloud security compliance, businesses demonstrate their commitment to information security, bolstering their reputation and earning customers’ trust. Compliance frameworks outline specific security controls and measures organisations should implement to secure their cloud environments.

Cloud compliance frameworks and standards

Cloud compliance is not a one-size-fits-all concept. Various frameworks and standards cater to different industries and types of data. For example, HIPAA regulates healthcare-related data, while PCI DSS applies to payment card information.

The National Institute of Standards and Technology (NIST) standards outline best practices and provide extensive data security and privacy guidelines, making them a popular choice for many organisations.

In addition to regulatory compliance standards, businesses often implement internal security controls. These may include access management, network security, and other robust measures tailored to their needs.

Maximising efficiency with cloud calling

To ensure peak performance and capitalise on the full potential of cloud calling, you must follow the below-mentioned best practices tailored to maximise efficiency. Let’s dive right in:

Choose the right service provider

The foundation of an efficient cloud-calling solution lies in selecting the right service provider. You should conduct thorough research to find a provider that aligns with your business needs and offers reliable and secure services. Consider factors such as scalability, cost-effectiveness, customer support quality, and the availability of technical support to make an informed decision.

Leverage automation

Automation can help you streamline customer interactions and provide a more efficient experience. By leveraging automation, you can reduce response times to customer inquiries and deliver personalised responses quickly and accurately. Automated systems can significantly improve customer satisfaction by providing timely and precise information.

Monitor performance

Continuous performance monitoring is crucial for ensuring that your cloud telephony system functions optimally. Regularly monitor for potential system outages, slow response times, or any other issues that could lead to customer dissatisfaction. You can also identify and address problems by proactively monitoring performance, minimising disruptions and maintaining a seamless customer experience.

Implement security measures

Implement measures such as encryption to safeguard customer data from unauthorised access and stay vigilant for potential security threats. Also try to review and update your security protocols frequently to maintain a secure and efficient system.

Cloud telephony use cases

By leveraging the features of cloud-based communication solutions, you can unlock new avenues for streamlining operations, boosting customer experiences, and driving business growth. Let’s explore key use cases where cloud telephony can revolutionise your approach.

Sales and Marketing

In the fast-paced world of sales and marketing, cloud telephony offers a competitive edge. By integrating your cloud phone system with customer relationship management (CRM) platforms, you gain valuable insights into customer interactions and can personalise your approach. Leverage advanced call routing to ensure leads are promptly connected with the right sales representatives, and empower your teams with click-to-dial functionality directly from the CRM interface. Call recording and analytics capabilities also enable you to monitor and optimise your sales processes, ultimately boosting conversions and revenue.

Healthcare

Cloud telephony can be a game-changer in the healthcare industry, where efficient communication is paramount. With cloud-based solutions, you can ensure seamless coordination among healthcare professionals, patients, and support staff. Leverage features like auto-attendants and call queuing to streamline patient scheduling and inquiries while maintaining HIPAA compliance through secure communication channels. Additionally, cloud telephony enables remote consultations and telemedicine services, enhancing accessibility and convenience for patients.

Business communication

Cloud telephony revolutionises business communication by providing a unified platform for voice, video, messaging, and collaboration tools. With the flexibility of cloud calling solutions, you can empower your teams to communicate seamlessly regardless of their location, fostering remote work capabilities and improving overall productivity. Leverage features like video conferencing, screen sharing, and file transfer to facilitate effective collaboration and decision-making processes.

Hospitality

Hotels can implement auto-attendants and call routing to ensure efficient guest communications, from reservations to concierge services. You can also integrate your cloud calling system with property management systems for a centralised view of guest information, enabling personalised service delivery. Additionally, leverage mobility features to ensure seamless communication among staff, even when they are away from their desks.

Future trends in cloud calling

In 2024, cloud technology will play a key role in facilitating seamless coordination among customer support, sales, and relationship management teams. Let’s look at a few trends that will dominate the cloud telephony industry:

AI-powered chatbots

In today’s hyper-competitive marketplace, businesses are vying for customers’ attention, and adopting a strategic approach to engage with them at the right time, through the right channel, and with the right message is paramount. Research has shown that modern customers gravitate towards personalised engagements and prefer self-service over speaking with company representatives.

To meet this demand, you will witness an increasing adoption of AI-powered chatbots by forward-thinking brands. These chatbots, powered by machine learning and data analytics capabilities, can analyse customers’ recent and past purchases and sentiments and create unique clusters of information on cloud-based services.

Smart caller IDs and IP messaging solutions

In response to the growing concern over spam and fraud calls, which have significantly impacted customer trust, you will witness businesses embracing smart caller IDs and IP messaging solutions. These solutions will enable you to display your brand’s logo, name, and the purpose of the call to new customers, fostering transparency and building trust in your customer relationships.

Unified customer experience

According to surveys, many customers expect consistent interactions with companies, yet many feel disconnected, dealing with different representatives each time. From a business standpoint, this disconnect can lead to a decline in customer loyalty, reduced sales, and an unfavourable brand image. 

To address this challenge, brands will leverage customer data platforms, cloud-based CRM telephony, and custom API telephony integrations to extract data from traditional information silos across storage environments. This data will be leveraged to give customers a customised and enhanced experience, fostering strong relationships and loyalty.

Conclusion

Companies that use cloud technology can save money on communication costs while improving scalability and flexibility, which are required to remain competitive in today’s markets. Furthermore, cloud telephony provides capabilities like IVR and Voicemail Transcription, which improve customer experiences and increase customer loyalty over time. Also, remote conferencing capabilities and various speech options for convenient customer contacts help organisations improve communication while maintaining a healthy work-life balance.