How Hosted Business Phone Systems Ignite Remote and Hybrid Work Success

The statistics don't lie - hybrid work has become the new norm - with a threefold increase in hybrid job postings over the past four years alone. However, this transformation comes with its own unique hurdles, the most pressing being communication.   

Guaranteeing clear, instant, and reliable communication among team members scattered across the globe is a puzzle many businesses are still scrambling to solve.  

Enter hosted business phone systems.  

Understanding Hosted Business Phone Systems  

A hosted business phone system, also known as a cloud-based phone system or Voice over Internet Protocol (VoIP) system, is a communication solution that allows you to manage your phone communications through the internet rather than using traditional on-premises hardware and phone lines.   

This type of system is provided and maintained by a third-party service provider, which hosts and manages all the necessary equipment and software in their data centers, and they are the bedrock of successful remote and hybrid work strategies. Here's why.  

Hosted Business Phone Systems Offer Flexibility in Communication  

One of the cornerstones of flexible work is the freedom to work from anywhere. Because Cloud9VoIP's hosted phone system is internet-based, it can function almost anywhere and on virtually any device. Employees can use the same business number on their laptops, smartphones, or tablets, meaning they can enjoy uninterrupted communication with colleagues and clients no matter where they are.   

Here's an example of what these services can mean for your business. Jenna is a sales executive who divides her time between the office, home, and client visits. Now that her business has adopted Cloud9's system, she can switch between her office desk phone, mobile app, and laptop based on her current needs. With the Cloud9 solution, she never misses a crucial call or opportunity – even if she's on the road or traveling abroad.   

Hosted Business Phone Systems Offer Enhanced Efficiency through Integration  

That's five working weeks, or nine percent, out of their work year. The number could be even larger for some remote and hybrid teams. That’s a substantial figure and translates to a significant impact on productivity. 

However, hosted business phone systems can solve some of these efficiency drains. Cloud9's hosted system, for instance, can easily integrate with a wide variety of tools. Video conferencing? Check. Instant messaging? Check. It's a DIY Unified Communications platform. Now, your employees can hop from a phone call to a video conference to a team chat within a cohesive ecosystem.  

You can also integrate other tools with your hosted phone system. Take Markus, a project manager juggling multiple teams across different time zones. He integrated his Cloud9 system with project management software. Now, Markus can seamlessly schedule conference calls, share updates via chat, and hold video meetings, all in one place. One simple integration eliminated the need for constant app-switching, boosting his productivity and aligning his teams.  

Hosted Business Phone Systems Boost Productivity with Advanced Features  

Hosted phone systems offer a treasure trove of advanced features that encourage productivity. Features like intelligent call routing ensure incoming calls always reach the right person, reducing delays and improving customer service. Voicemail-to-email functionality means critical voicemails are never lost in the ether. Employees now receive them directly in their inboxes, guaranteeing prompt responses.  

Consider David, an IT specialist troubleshooting technical issues remotely. With Cloud9's call routing, he can escalate calls to the appropriate experts immediately. Voicemail-to-email ensures that he doesn't miss urgent messages from his team even when he's elbow-deep in server configurations.  

Hosted Business Phone Systems Offer Unmatched Cost-Effectiveness and Scalability  

With traditional phone setups, each worker needs their own physical phone line, resulting in sky-high costs and a tangle of wires. But hosted systems? They operate over the internet, nixing the need for pricey hardware and complex installations. All your team needs to communicate are devices that can connect to the internet. And, of course, Cloud9's softphone app.  

Cloud9's hosted systems can also accommodate changing team sizes and locations. New lines and features can be added with just a 30-second phone call, allowing you to expand with the greatest of ease. Whether your team is in the office, at home, or hopping between the two, hosted phones ensure everyone stays connected without burning through your budget.  

Hosted business phone systems are the basis of hybrid and remote success. The benefits they offer – flexibility, efficiency, and productivity – are not mere buzzwords but practical solutions that empower you and your employees. So, are you ready to usher in a new era of work for your employees? Cloud9VoIP offers the perfect hosted business phone systems for remote and hybrid work models. Contact us to start personalizing your system today! 

3 Tips for Managing a Hybrid Working Model with VoIP

Picture this: a work arrangement that seamlessly combines the freedom of remote work and the camaraderie of in-office teamwork. It's like having your cake and eating it too – and it's called the hybrid working model. And believe it or not, 75% of employees prefer this model over any other. They think it makes them healthier, happier, and more productive.  

And your VoIP phone system can be a gateway to those benefits. We're going to show you how. We've got three terrific tips to help you handle this hybrid work setup using VoIP. Especially if you choose to partner with Cloud9VoIP. 

TIP 1: Set Flexible Call Routing and Forwarding  

Doing so will ensure that your VoIP system efficiently directs calls to your appropriate team members, regardless of location. This is particularly important for a hybrid working model where employees might work from different places. Take advantage of features like:  

• Auto-attendants. Guide callers through a menu to reach the correct department or individual, enhancing caller experience and reducing misdirected calls.  

• Call queues. Efficiently handle high call volumes by placing incoming calls in a queue and distributing them based on availability, ensuring timely responses.  

• Find-me/follow-me. Enable calls to follow an employee, ringing their office phone first and then forwarding to their mobile device, calls can ring to both devices simultaneously ensuring accessibility wherever they are. This feature can also be set to a time parameter so business calls do not ring on the customer's cell phone after hours.  It can also be easily turned off manually. 

These features collectively ensure precise call routing, whether team members are in-office or remote, especially because they can edit these call routes from their app. Or easily get assistance from the help desk. 

FUN FACT: On Cloud9VoIP's platform, all of this can be managed from one online platform. 

TIP 2: Use VoIP-Based Meeting Tools to Keep Employees Engaged  

Employee engagement is crucial for productivity, especially in a hybrid working model. Remote employees often lack equal access to information, professional growth, and acknowledgment compared to their in-office counterparts, which can inadvertently lead to status and opportunity gaps. But don't worry. You can get ahead of, or even repair, those gaps. Just follow these steps:  

• Utilize Unified Communication Tools. Invest in a comprehensive communication platform that integrates VoIP, video conferencing, instant messaging, and file sharing. This enables seamless interaction between remote and in-office teams across various devices. Features like presence indicators facilitate real-time communication and productivity.  

• Establish a Consistent Schedule. Create a reliable schedule for team meetings, project updates, and brainstorming sessions. Ensure remote employees can effortlessly join these meetings, eliminating technical barriers. This enhances overall engagement and keeps everyone on the same page.  

FUN FACT: With Cloud9's platform, you have access to all the communication tools you need. Which means they only need to download one app to access all their in-office features out of office. 

TIP 3: Take Advantage of Cloud 9’s Training and Support  

A healthy hybrid working model is only as healthy as your communication strategy. And the level of training your team is given. You may be thinking, "Training? I barely have time for another Zoom meeting!" If you are, don't worry. Cloud9 will handle training for you! Here are a few things you can expect from a partner like us:  

• Detailed docs and user-friendly tutorials covering all VoIP aspects, accommodating different learning styles, with step-by-step guides for setup, calls, contacts, and advanced features.  

• Host in-person or virtual training with live demos, Q&A, and hands-on practice for direct employee engagement.  

• Provide help via email, chat, and phone, including remote access tools for swift issue resolution with employee consent, both in-office and remote.  

All this training will contribute to a smoother communication experience and minimize disruptions. No matter if you're in the office or not.  

BONUS TIP: Regularly Evaluate and Adjust Everything  

The hybrid work landscape is constantly evolving, and your VoIP solution and communication strategies must evolve with them. This involves gathering feedback from team members on their platform experience and satisfaction. Then putting this feedback to good use. 

FUN FACT: With Cloud9's 24/7/365 support, you can make adjustments quickly and easily whenever you need to. Just give us a call or send us an email. 

Thinking of Going Hybrid? Cloud9VoIP Can Help.  

Successfully managing a hybrid working model with VoIP communication is essential for modern businesses seeking flexibility and productivity. Cloud9's cutting-edge VoIP solutions offer the ideal platform to seamlessly integrate remote and in-office teams, fostering collaboration and efficient communication. Take the first step towards optimizing your hybrid workforce by reaching out to Cloud9VoIP today and exploring how our feature-rich VoIP systems can improve your business.