This may seem out of left field, but Cloud PBX and Unified Communications are great options, not enemies. However, it really comes down to what your business needs. A VoIP system can enhance these business phone solutions by integrating voice calling, video meetings, and collaboration tools.
You can compare these two business phone solutions to football greats Peyton Manning and Tom Brady; both are winners but handled differently. Peyton Manning won more season MVPs (five), and Tom Brady won three.
But Tom Brady won seven Super Bowls, and Peyton Manning won two. Tom Brady played 22 seasons in the NFL, and Peyton Manning played 18. If you were given a choice, you’d probably be happy with either one, but if the goal were to win championships, you’d have to go with Tom Brady.
In this scenario, the cloud PBX is Peyton Manning: he’s a winner, will be around for a long time, and rarely gets injured. On the other hand, unified communications is Tom Brady: also a winner, but more so in the big games, is more durable, and has a bit more to offer.
What are Business Phone Solutions?
Definition and Importance
A business phone system is a VoIP-powered solution that provides unlimited calling, call recording, voicemail options, call management, and other advanced features that traditional phone systems don’t have. It’s like having a personal assistant for your business! Plus, it saves you money and ensures your customers and employees are always in touch.
The importance of feature-packed business phone solutions goes beyond the X’s and O’s and pulls together the entire organization into one cohesive team. It enhances the quality and management of phone calls, integrating with various business applications to improve customer service and productivity.
Types of Business Phone Solutions
For the longest time, businesses were forced to invest large amounts of capital upfront in on-premise systems that were difficult to scale, and they needed IT staff to maintain daily operations. That was the process for many years while analog phone lines were the standard, but that time is now over. The FCC has deregulated analog lines, which will soon become increasingly expensive to maintain and slowly lose reliable connections.
With the rise of stable and efficient internet connections across the globe, cloud services have seen a boom, especially in the business space. Phone systems were ripe for a technological jump, and the pandemic supercharged the adoption of cloud business phone solutions that covered the instant remote-first organizational needs. Because of these tech advancements, desk phones are now often included within service bundles, offering various models and pricing structures to enhance VoIP services for businesses.
Traditional PBX phone system: an analog private telephone network used within an organization that allows internal and external communication. The hardware is on-premise and must be maintained by the customer or contracted out.
Cloud PBX phone system: a phone system that delivers advanced calling features and unified communications using Voice over Internet Protocol (VoIP) technology. It is managed by the service provider in a cloud infrastructure and delivered wherever the customer is.
A traditional PBX is the ground-and-pound that got the offense going, but a cloud PBX is the passing attack every business needs. The cloud PBX has traditional PBX’s core functionality but incorporates advanced, next-level innovation that future-proofs your communication.
Related content: Why Your Office Communication Systems Need to Be Cloud-Based
Cloud PBX vs. Unified Communications
Now that we’ve left the antiquated traditional PBX in the dust, let’s stick to options available to you in the world of Hosted PBXs. The terms are plenty, and you’ve most likely heard at least one: cloud VoIP, hosted, cloud PBX, UCaaS, and unified communications, but the point is a service provider in the cloud manages them. It’s a feature-packed system consistently monitored by a seasoned provider that receives updates and security patches as needed.
Key Differences
Cloud PBX: hosted by a service provider, providing advanced features including unlimited voice and mobile access while eliminating costly on-premises hardware and billed on a monthly or annual subscription.
Unified Communications: operates in the cloud, using an all-in-one platform to manage phone calls, chats, video conferencing, and mobile within an organization; also billed on a monthly or annual subscription.
You can think of Cloud PBX as moderately equipped, perfect for most people; like a new car, it has the niceties like a sunroof, all-wheel drive, navigation, and decent gas mileage, which fits your needs perfectly. Then, Unified Communications is a fully equipped large SUV built to go anywhere and do anything. For road trips, it has screens in the second row, Wi-Fi for the entire family, and the ability to tow your camper. It fulfills the needs of the adventurous but would be overkill for a small family.
Advantages of Cloud PBX
The needs of your business will ultimately drive which solution is better for you. Typically, SMBs benefit from cloud PBX for its low costs, easy setup, and minimal internal IT personnel. You’ll notice immediately the quick responses and rock-solid reliability compared to what you previously had.
Professional features like auto-attendants, call routing, integrations, and online and mobile portals.
Scalability and flexibility to grow as your business needs.
Cost-effective with minimal upfront hardware costs and lower maintenance fees.
Related content: Why SMBs Should Switch to a Cloud PBX Phone System
Cloud PBX Features
A cloud PBX phone system is like having a Swiss Army knife for your business communications. It comes packed with a variety of features designed to streamline your operations and enhance productivity. Here are some of the standout features:
Auto-attendants: Think of auto-attendants as your virtual receptionists. They can answer and direct incoming calls to the right department or extension, guaranteeing that your customers always reach the right person.
Call Routing: Advanced call routing allows you to manage calls based on specific criteria such as time of day, day of the week, or caller ID. It’s like having a traffic cop for your phone lines, ensuring calls are directed efficiently.
Call Recording: Need to keep track of important conversations? Call recording lets you record incoming and outgoing calls for training, quality control, or compliance.
Video Conferencing: High-definition video conferencing capabilities enable you to hold virtual meetings and collaborate with remote teams as if they were in the same room.
Integrations: Seamlessly integrate with popular business apps like CRM, email, and customer support tools to streamline workflows and boost productivity.
Mobile Apps: With mobile apps, your employees can make and receive calls, send messages, and access business communications features on the go, allowing them to stay connected no matter where they are.
Multi-site Management: Manage multiple sites from a single account with site-specific features and settings, making it easier to oversee your entire operation.
Advantages of Unified Communications
On the other hand, UCaaS pulls together multiple channels and systems into one platform, which drives productivity. If you’re a business that needs chat, video conferencing, business SMS, remote capabilities, and more, unified communications—including a VoIP phone system—is here for you.
Built for voice, video, and chat in one easy-to-use system.
Business integrations to simplify your operations.
Collaboration tools to ensure your employees and customers get what they need.
Related content: Hosted UCaaS Providers Hold Your Key to Success
Additional Considerations
When selecting a cloud PBX phone system, there are several additional considerations to remember to ensure you choose the best solution for your business.
Security and Reliability
Security and reliability are paramount when it comes to business communications. Here are some key factors to consider:
Data Encryption: Verify that your provider offers end-to-end data encryption to protect your business communications from prying eyes.
Redundancy: Look for a provider with redundant systems and data centers to guarantee that your phone system is always available, even in the event of a failure.
Compliance: Ensure your provider complies with industry regulations and standards, such as HIPAA and PCI-DSS, to protect sensitive information.
Disaster Recovery: Choose a provider that offers disaster recovery and business continuity planning to guarantee your communications remain uninterrupted during unforeseen events.
The Battle of Cloud PBX vs. Unified Communications: Your Business Needs Will Decide
The truth is that real consideration is needed to determine which small business phone system will work best for you. The first thing is to ditch any ideas of using a traditional PBX and know that a hosted PBX will always be the right way to go. Then, you can partner with an industry expert like Unitel to decide which solution, cloud PBX or unified communications, is the right fit.
We’ve been in business communications for almost 40 years and strive to put you into the right solution, not the most expensive. Schedule a FREE consultation and demo today. We’d be happy to learn about your work and how we can best partner with you.