Finding the right provider with your business’s best interest in mind is harder than it should be. One of the most consequential decisions is choosing a cloud phone service provider, which can feel a lot like dating when you’re in the thick of it. You’re looking for the perfect match: someone reliable, understanding, and in it for the long haul.
But unlike the dating world, you can’t just swipe right and hope for the best when it comes to your business communications. Other than your reputation, your communication infrastructure plays such a vital part in the success of your business. But the work you put in to find the best cloud phone services isn’t in vain, and once you find it, you know the match is for real.
This article is your ultimate guide to “speed dating” cloud phone service providers. We’ll help you ask the right questions to find that perfect match for your business (minus the awkward small talk).
What is a Cloud-Based Phone System?
Imagine your business phone system as a traditional landline, but it’s floating in the cloud instead of being tethered to physical wires. A cloud-based phone system, also known as a cloud phone or VoIP (Voice over Internet Protocol) phone system, uses the internet to make and receive calls. This modern approach to telecommunications means that your phone system is hosted and maintained by a third-party provider, freeing you from the hassle of managing expensive hardware and maintenance.
With a cloud-based phone system, your business can access many advanced features and functionalities that were once only available to large enterprises. From auto attendants that greet and route incoming calls to seamless integration with your existing business tools, cloud phone systems offer a flexible and scalable solution for businesses of all sizes. Whether you’re a small startup or a growing enterprise, a cloud-based phone system can adapt to your needs, providing reliable and cost-effective communication.
Related content: Benefits of Cloud Based Phone Systems
How Cloud Phone Systems Work
So, how does a cloud phone system actually work? At its core, it uses VoIP technology to transmit calls over the internet. When you speak on your phone, your voice is converted into digital signals. These signals are then sent over the internet and converted into audio in real-time on the other end. This process is fast and incredibly reliable, making it an excellent choice for local and international calls.
But the magic of cloud phone services doesn’t stop there. They come packed with advanced features that can transform how your business communicates. Auto attendants can greet callers and route them to the appropriate department, while call routing ensures that incoming calls are directed to the right person, no matter where they are. Video conferencing allows face-to-face meetings, even when your team is spread across different locations. And because everything is hosted in the cloud, you can access these features from anywhere with a stable internet connection, making it easy to support remote and hybrid work models.
First Impressions Matter: Setting the Stage
Before diving into the specific questions, let’s discuss what you’re looking for. Just like in dating, you need to know your “type.” Are you a small business looking for flexibility and room to grow? A mid-sized company seeking the perfect balance of features and cost? Or an enterprise ready for a serious, long-term commitment with all the bells and whistles? Do you want the ability to mix and match features because your operations aren’t standard? Knowing what your business needs, wants, and is indifferent to will be critical before jumping into any search.
Cloud phone services offer many options and features, such as auto attendants, call forwarding, and HD video conferencing, which can cater to different business needs, enhancing communication and operational efficiency. Keep in mind that this process isn’t about finding just any provider—it’s about finding the right one for your business’s unique needs.
Related content: Can Cloud-based Phone Systems Drive Collaboration Across Teams?
The Essential “First Date” Questions
1. “Are You Flexible?”
(AKA: Scalability & Customization)
In both relationships and cloud based phone systems, flexibility is key. Your provider should grow with your business and adapt as your needs change. Whether you’re just starting or a seasoned business, you’ll always run into times when you need to shift your operations. When this happens, it shouldn’t be a guilt-ridden affair from your provider any time you need an update. You need to be able to add and remove employees at will, take calls and respond to clients wherever you are, and implement new call routing to accommodate a new line of business, all without having to scrap everything and start again from scratch.
Key questions:
- How easy is it to add or remove users?
- Can we customize features based on different departments’ needs?
- What’s involved in scaling up or down?
- Do you offer seasonal flexibility for businesses with varying needs?
🚩 Red Flag Alert: If they start getting vague and can’t provide clear answers about their system flexibility, it might be time to “swipe left.”
2. “Let’s Talk About Commitment”
(AKA: Contracts & Pricing)
Nobody likes surprising hidden costs or feeling trapped in a commitment. Just like there’s a very uncomfortable feeling that comes over you when you see a menu at a restaurant without prices, there needs to be transparency regarding the products and services you’ll be getting. If you have to jump through hoops to get pricing, that’s a bad sign, and you’d be well within your right to be wary of moving forward. A virtual phone system can offer significant cost-saving benefits compared to traditional phone systems, with potential savings of up to 50 percent and the affordability of nationwide calling. Get clear on the financial side:
- What’s included in the base price?
- Are there any hidden fees I should know about?
- What’s your contract length, and what are the terms?
- How does pricing change as we scale?
- Do you offer demo or trial periods to test the system’s capabilities?
Pro Tip: Look for easily accessible pricing structures and flexible contract terms that align with your business goals.
3. “How Do You Handle Support?”
(AKA: The Customer Service Conversation)
For hosted phone systems, the true test of the relationship is how they handle the tough times. We’ve all dealt with various levels of technology for what seems like forever at this point, but no matter how prepared you are, there will be technical problems. A managed service provider is infinitely more capable of reducing unexpected problems than you would be on your own, but even still, you’ll need support. One missed call or unanswered email can destroy the trust that’s been built. Your cloud phone service provider should be there when you need them.
Must-ask questions:
- Do you offer 24/7 support?
- What’s your average response time for issues?
- Do we get a dedicated support representative?
- How do you handle emergency situations?
4. “What About Long-Distance and Video Conferencing?”
(AKA: Remote Work & Mobile Features)
The ultimate strength of any partnership is how well everything stands up when you travel. The more complicated it becomes, the less you’ll see it as a beneficial relationship and more of a liability. It’s easy and happens without a second thought when it’s with the right person (or provider). Cloud phone services allow users to access features through various mobile devices, such as smartphones and tablets, enabling flexibility and accessibility regardless of location. The bottom line is that your cloud phone system needs to work wherever your team does, including forwarding calls to a mobile device.
Discuss:
- What mobile features do you offer?
- How do you support remote workers?
- What video conferencing capabilities are included?
- How do you handle cross-device synchronization?
5. “How Well Do You Play with Others?”
(AKA: Integration Capabilities with Cloud Phone Systems)
Possessiveness and an unwillingness to simplify your operation by connecting with others is a clear sign of this not working long-term. Data is a major factor in any business, and if one of your most important systems treats your data with the same level of protectiveness as Golem has for the one ring, then perhaps delay giving them a chance. Your cloud phone service should get along well with your existing business tools.
Ask about:
- Which CRM systems do you integrate with?
- What about project management tools?
- Can you integrate with our current workflow solutions?
- How customizable are these integrations?
Implementing a Cloud Phone System for Your Business
Ready to make the switch to a cloud phone system? Implementing one for your business is easier than you might think. Here’s a step-by-step guide to get you started:
- Choose a Cloud Phone Service Provider: Research and compare different providers. Look for one that offers the features and flexibility your business needs, and don’t forget to ask the essential questions we covered earlier.
- Port Your Existing Phone Number: If you want to keep your current phone number, you must port it to your new cloud phone system. Your provider can guide you through this process to ensure a smooth transition.
- Set Up Your System: Once you’ve chosen a provider, they will help you set up your new system. This typically involves configuring your auto attendant, setting up call routing, and customizing other features to fit your business needs.
- Train Your Staff: Make sure your team is familiar with the new system and knows how to use its features. Most providers offer training resources and support to help with this.
- Test Your System: Before going live, you must test your system to ensure everything is working correctly. This includes making test calls, checking call quality, and verifying that all features function as expected.
Following these steps, you can smoothly implement a cloud phone system for your business. Enjoy the benefits of advanced features, significant cost savings, and the flexibility to work from anywhere. A cloud phone system will make your business communications more efficient and adaptable than ever.
Finding Your Perfect Match
It may seem like you’re grilling these prospective providers, but in actuality, you’re the prize and need to feel as comfortable as possible before signing any deal. So, after you have all the answers to your questions, how do you know when you’ve found “the one”? Look for a provider who offers VoIP business solutions with:
- Transparency in all dealings
- Proven reliability and uptime
- Flexible solutions that grow with you
- Strong security measures
- Responsive, knowledgeable support
- Rich feature sets that match your needs
A good provider offers more than just a phone system, including additional features like video meetings and messaging.
Why Losh and Decibel Might Be Your Perfect Match
Since 1990, we’ve been helping businesses find their perfect communication solutions. Decibel is Losh’s complete VoIP business solution and is the gem of our portfolio. We’re so proud of what the name Decibel has become, and we like to incorporate it into everything we do. At Losh, like any good partner, we believe in:
- Being dependable (with 24/7 emergency support)
- Speaking your language (no confusing tech talk)
- Providing personal attention (with dedicated US-based representatives)
- Growing together (with scalable solutions)
- Staying committed (through our reliable network and ongoing support)
Ready to Start Dating?
Finding the right cloud phone service provider shouldn’t feel like an endless series of bad first dates where you’re being ignored and not given the time of day. With the right questions and a clear understanding of what you need, you can find a provider who’s in it for the long haul.
Whether you’re ready to skip the dating scene entirely and get into a serious relationship with a new cloud phone service provider or just want to explore your options, we’re here to talk—no pressure, no awkward silences—just honest conversations about your business communication needs.
Are you ready to see if we’re a good match? Let’s discuss the future of your business communications. Contact us today to schedule your “first date” consultation.