The ongoing COVID pandemic has become the transition point for businesses from a physical office to remote work. Such a disaster has forced companies all over the world to adopt the virtual workspace.
A virtual workspace requires proper business communications, team collaboration, and project management among employees of a company who are geographically apart from each other. To achieve such a feat, businesses are embracing cloud telephony systems.
Cloud telephony is the perfect example of technology that is unbounded to one physical location. It consists of all the necessary tools that can mirror the feel of a physical office in a virtual workspace.
This delicacy allows employees to work from home without compromising their workplace productivity. Overall, cloud telephony has a big role in presenting the physical office in a virtual environment. In this article, we will talk about some of its major roles in creating a virtual workspace.
What is a Cloud telephony system?
The cloud telephony system is a business communications platform that handles communication channels like phone calls, SMS, real-time chatting, etc., via an internet connection. It uses (VoIP) Voice over Internet Protocol technology to make inbound and outbound phone calls. It provides various VoIP services through software, web applications, or mobile apps.
The best thing about cloud telephony is remote access. As long as your device has an internet connection, you can enjoy the VoIP services from anywhere, anytime. Your contacts, call logs, messages, reports, etc., are safely stored in the cloud. It is vastly popular for advanced features like Call forwarding, intelligent call routing, CRM integration, sales automation, and more.
What is a virtual workspace?
A virtual workspace is a working environment that connects users digitally from any geographical location. It is not bound to one single location thanks to the internet connection, which means all the communication and collaboration happens in the cloud.
Users working in virtual workspaces cross the physical barrier that separates them with the help of a cloud telephony system. A virtual workspace is a virtual representation of a real-world office. It reduces expenses by combining work processes of people, technology, and the cloud.
8 roles of cloud telephony in creating a virtual workspace
Cloud telephony makes remote work possible
We have already mentioned earlier that cloud telephony uses the internet to make business communications. Employees do not have to reach a physical office to do their work. They can work from any location as long as they are connected to the internet and a virtual workspace is all about connecting users regardless of their location.
Cloud telephony systems provide desktop software, mobile application, and web application where users can log in to create a workspace to communicate with other users. Users require a mobile or laptop, a working internet connection, and a work desk. This increases flexibility for both employers and employees of a company to work without interruptions.
Cloud telephony stores data in the cloud
Working in a virtual workspace means you need to store data in virtual storage. The cloud telephony systems allow you to store data in the cloud server. This data is stored on hardware that is located at a remote physical location. You can access the data from any device connected to the internet.
Cloud telephone system saves call records, contacts, messages, or voice mail. Also, it can store information of customers and users. Any authorized personnel can easily access the data and information from the cloud from anywhere in the world. Without a place to store data, a virtual workspace is an empty shell.
Cloud telephony bundles solutions for communication and collaboration
The main purpose of virtual workspace is to bring all the users to one virtual location regardless of where they are. These users need to communicate and collaborate with each other in the shared environment, which is possible only with cloud telephony.
A cloud telephone system acts as a medium for communication and collaboration. It lets you create workspaces for different departments, and each one can consist of many users. From here, users can contact each other through phone calls, chats, etc. Also, they can transfer data between each other. It creates a friendly environment to perform tasks in a team.
Some powerful cloud telephony like KrispCall enables integration with team collaboration tools like Slack, Microsoft teams, etc., to improve work productivity.
Cloud telephony introduces omnichannel
A virtual workspace needs to be coherent for the proper flow of information in the organization. Each and every department of a company should have access to the right information for handling business communications with customers. Cloud telephony does just that with omnichannel.
Omnichannel cloud telephony system organizes a company’s business communications into a network of channels. It is known for providing a seamless customer service experience. It is a customer support operation that manages each client’s interaction through a variety of communication channels, including phone calls, SMS, live chats, emails, and more. Its major goal is to effortlessly transition from one channel to another without compromising the flow of customer-company interaction.
Cloud telephony enables scalability
The scalability of your virtual workspace should be a top priority for any company. Scalability is essential if you plan to expand your business in the future or if you require to add/remove employees. The traditional phone system in a physical office isn’t flexible enough to keep up with the growth of your business.
But with cloud telephony, you can easily add or remove employees from a virtual workspace. There are no additional steps or expenses to add a new member to your company. All you need to do is click few buttons. Not just adding employees to one virtual workspace, but you can create multiple workspaces in a few simple steps.
Cloud telephony reduces cost considerations
The main reason why businesses are switching to the virtual workspace is cost. Cloud telephony in a virtual workspace drastically minimizes the needs of physical infrastructure. In a physical office, you will need to add expenses of space rent, wiring, network devices, telephone, etc. Transitioning to the virtual workspace eliminates more than 70% of these expenses.
Also, cloud telephony systems offer subscriptions packages at a very affordable rate. It completely eliminates the extra cost to utilize advanced features like call forwarding, voice mail, etc., as these features are already bundled in the package. You can simply upgrade your cloud-based phone system with a software update that means you won’t need to upgrade your physical infrastructure to use the latest system.
Cloud telephony tackles security vulnerabilities.
Security breaches are pretty serious threads for everyone. Since cloud telephones rely on the internet to make phone calls, they are prone to attacks targeting the web. Security vulnerabilities like DDoS attacks, Vishing, black hole attacks, etc., are common threads to your important calls, data, and information. It will make any business feel uneasy about utilizing a cloud VoIP-based phone system.
Fortunately, Cloud telephony systems are already ready with various cybersecurity methods to tackle such issues. There are strong encryptions and protocols to block security attacks from accessing your sensitive information. The system is continuously checking for potential security vulnerabilities. There are regular updates that strengthen the capability of the cloud phone systems to get rid of attacks.
Cybersecurity in a virtual workspace is crucial. Businesses deal with many layers of communications and information. Loss or leakage of such vital points can bring the downfall of a project or entire business. So, cloud telephony systems are constantly working to create a sage virtual workspace to run business operations.
Cloud telephony integrates with project management and sales automation tools.
Without a proper set of tools, it is difficult for any employee to perform their task. Work from home or office branches can be hectic if employees can’t streamline the flow of tasks and remain productive. On top of that, employers cannot tell how an employee is doing their task. Such a scenario can make virtual workspace infeasible. This is why cloud telephony is built to integrate with project management and sales automation tools.
On the one hand, project management tools assist in organizing all the tasks together. They are necessary for listing tasks, scheduling tasks, time management, documentation, and evaluation. They can be customized to fulfill the needs of teams of any size and project goals. This keeps the project on track without missing any tasks.
On the other hand, sales automation tools assist in performing a set of repetitive tasks automatically. They are responsible for streamlining the sales funnel from collecting data, analyzing data to closing deals. This makes sure your business is earning revenue working in a virtual workspace.
Businesses have experienced a profound interest in working in a cloud-based environment. They have seen a rise in productivity, flexibility, cost savings, and scalability by using cloud telephony systems in a virtual office. Moreover, cloud telephony technology will keep evolving, which will make remote work even better. So, it is safe to say that COVID or not, virtual workspace is here to stay.