Use Cases of Cloud VoIP System in Various Industries

Cloud VoIP Phone System is the widely used communication medium in almost all industries.

Other phone systems will be available in the market, but based on the demand and productivity outcome, the cloud Phone system has gained more business attention.

In this blog post, we are not going to discuss the benefits of the VoIP phone system; we are focusing on the service quality or the features of the VoIP.

We will be looking into an insightful post discussing the use cases of the cloud phone system in various industries.
The following is the list of the industries we will be briefing about the use case, significance, and application in the services offered.

The list of the industries is:

  • Healthcare
  • Education
  • Retail
  • Manufacturing

Now let us dive into further knowledge digging based on the utilization of VoIP by the above-pointed industries.

Cloud VoIP System for Healthcare:

Any healthcare organization needs a unique yet effective communication system. The extent of telemedicine and telemedical consultations has rapidly increased due to the global emergency.

During Covid-19, telemedicine has assisted thousands of families by taking necessary precautions and prescribing medications for health issues.

Online facilitation of contacting the medical staff has not only assisted the patients with courage and support online but also helped them to contact the specific medical personnel within less time than the offline process.

Healthcare industries use cloud VoIP phone systems for the following purposes:

  • To book online consultations with the doctors for online services.
  • To register their name for specialized treatments.
  • Facilitating the patients to book appointments for an offline visit.
  • Assisting the on-site medical personnel with communicating from floor to floor without meeting personnel.
  • Avoiding the clutter in the drug inventory management by contacting the drug managers.
  • The demand for the drugs and placing orders for an additional drug requirement.
  • For reporting the damages/defects notified in the lab apparatus.
  • For reporting the downtime of the electronic devices used in the medical field for quick rectification and modifications.

Along with the points mentioned above, the use case of the Cloud VoIP Services varies according to the services provided by the healthcare departments.

Few healthcare units don’t allow the patients to meet the doctor of the concerned department directly; the patient or the attendant has to wait in a long queue to fill out the documentation process and assist the medical staff with their details.

These issues are present in the healthcare units, and we feel irritated to undergo as a patient.
VoIP phone call allows the staff to keep updated with the patient’s data and assist them in a much better way within less time.

Cloud VoIP System for Education:

Educational institutions have been benefitting from internet calling services for a long. The use case of VoIP in Education is almost common for all organizations and institutions working under the same tree.

The educational sector will utilize VoIP for carrying out the following activities effectively.

  • Monitoring the class attendance by contacting the class teachers.
  • Student database management by coordinating with the non-teaching staff.
  • Admissions and other fee structures were discussed within the management.
  • Conducting online meetings and intimating the same with the parents for parent meetings and for passing other information related to the student.
  • Scheduling of online classes.
  • Usage of softphone applications for better outcomes.

The educational system has to undergo many processes involved with the student database, from organizing an online class to assessing the students’ performance subject-wise and taking necessary steps to overcome them.

With all these tasks being completed with or without the help of the on-site staff, communication sources will play a vital role in sharing the information from department to department to clear any cliches.

The student-teacher interaction will also be increased when VoIP calling is used within the school premises to contact the students at home due to personal reasons.

Repetition of classes, time wasted for spending extra time for attendance adjustments, and can check down other issues with the help of VoIP solutions.

Cloud VoIP System for Retail:

Retail industries use case is a common thing for all types of businesses. There will be small and large businesses that will run with a particular amount of employees.

Based on the size of the employees and the need to communicate with them regarding task allocation and execution, retailers have come up with a good alternative to the traditional phone system.

They decided to have a cost-effective communication system in their businesses to prevent the loss incurred due to the communication gaps.

The following are the applications of VoIP systems in the Retail sector:

  • Product management
  • Warehouse management
  • Inventory management
  • Quality Assurance
  • Product Demand Forecasting
  • Resolving product issues
  • Market analysis
  • Interactive sessions with the customers
  • Better customer support

Retailers utilize the VoIP services providers for the above tasks and maintain consistency in the communication module provided by business analysts and other experts.

Retailers have been benefitting and doubling their income with the extensive usage of cloud business voip service. The VoIP services will effectively handle the time taken for passing a single note of the message or updating the customer regarding the recent order.

Cloud VoIP System for Manufacturing:

VoIP services boost the manufacturer’s productivity when they are in the cloud.

The communication between the raw material providers and the manufacturing agencies will be transparent, eliminating any issues and misunderstandings.

Below are the benefits of cloud pbx phone system in the manufacturing industries:

  • Updating with the raw material suppliers
  • Placing raw material requirements using the conferencing feature in VoIP telephony
  • Managing the orders placed by the other industries and updating them regularly with the amount of product produced.
  • Assisting the employees in completing the design or production based on the timeline.

Conclusion:

Cloud VoIP system is an outstanding performer in the telecommunication industry. Due to its features and customized plans, the VoIP services will stay on top of the list until a true dominator arrives. VoIP is integrated with CRM (Customer Relationship Management) to increase the customer’s trust.

Vitel Global Communications has the features that will suit any industry’s needs, be it retail, IT staffing, or Healthcare; we provide a cost-effective solution with 24/7 customer support.

Significance of Cybersecurity in Cloud Phone System

Today, we are going to discuss the significance of cybersecurity in any Cloud Phone System.

Cloud Phone System is widely used to meet the communication needs in all organizations which function globally.

These have a few stressing issues, which are not able to be handled easily by the employees.

The threat of data being stolen by third parties unofficially is increasing on a daily basis.

The internal communication codecs have been compromised due to the vulnerability of the cloud system.

Also, we are going to know in detail about the measurements to be taken by the owners of the companies to safeguard their data without being peeked by others.

In this blog post, you are going to learn:

  • How do Cyber-attacks threaten the reputation of the organization?
  • The Vulnerability of Cloud hosted systems and the risks involved.
  • Necessary safeguarding factors to be considered while making use of the cloud services.

How do Cyber-attacks threaten the reputation of the organization?

Enterprises running on IP (Internet Protocol) telephony are often exposed to various types of data breaching issues.

Either this will impact the next quarterly report of the organization or the employees who are dealing with the securing of the data loss will get fired due to ignoring the loopholes.

But, hold on, not just the enterprises, every individual in this advanced technology-driven world might have faced at some point or the other a low time with the cyber-attacks.

Don’t dig deeper, if your mobile phone is working on a 4G Network and constantly receiving text messages or video messages regarding the lotteries or any other huge loan proposals, which are in no way close to reality are the traps by the cyber attackers.

Here, as an individual, data is secured by either erasing the phone’s user data or by uninstalling an application that is treated as a malicious one.

In the case of an organization that has onboard 500+ employees, it is not that simpler thing to perform something like erasing the data.

Cyber-attacks generally called hacker’s ultimate motive is either to expect huge ransomware from the victim.

They don’t care whether the victim can pay them or not, they will place a text box or a notification bar that demands the particular ransomware to get the lost data back.

Here, not all organizations can back up their files that are stored in the cloud, in that case, if a cloud service is hacked, every file will be corrupted and cannot be retrieved back.

For some huge companies, this will be a huge reputation risk.

Whatever the projects they are working on and the businesses they are associated with will lose confidence and eventually develop trust issues due to the cyber-attack.

They are not able to accept it as a hacker’s fault but consider it as a mistake of the victimized company for not having a secure firewall.

Most of the world’s reputed companies that provide software services globally have witnessed this many cyber-attacks.

Only those attacks which are filed as a complaint with the investigation departments are on the records, many companies will prefer paying the ransomware and getting their data back from being off the record.

The second thing mentioned above is an actionable point from the perspective of a company’s owner, but if anyone has chosen that way, it is also like encouraging cyber-attacks.

That is why many awareness programs are being conducted globally to spread awareness on what to do when you feel your data is compromised.

The vulnerability of Cloud hosted systems and the risks involved without Cybersecurity.

  • Cloud technology, after its inception, people have started working more productively and companies placed the huge burden of data handling on the cloud by removing it off their shoulders.
  • Here is the catch, wherever cloud technology is present, there will be a huge risk of data loss due to technical server issues or due to cyber attacks.
  • In the first case, data can be retrieved easily if the server issues are found and restored to normal, this can be done by the personnel working on-site within the organization in case of a hosted cloud system, or external expertise support is needed if that is hosted on the third party’s cloud provider.
  • In the second case, where we quoted the word cyber attack, it is not something that can be resolved by working internally, because the data which has been stolen is done with the purpose to defame your organization or exchanging something in between as cash or a material gift.
  • Cloud-hosted PBX systems are extensively used in the companies where they have branches spread around the world.
  • Communication challenges are said to be overcome with the help of cloud PBX.
  • Usage of IP phones and softphones will assist the employees to work more effectively without being worried about sharing their thoughts and ideas when they are working remotely or working from various locations.
  • If we discuss the advantages of Cloud PBX telephony, there are many. There is always a saying, that with such great power comes great responsibility.
  • When cloud PBX is used in any organization, the precautions and backup plans are streamlined.
  • The process will be in such a way that there will be a zero percentage of a data breach within the organization.
  • Unless any individual working within the organization leaks the data or takes an illegal step further.
  • Cloud PBX and VoIP transform the existing communication system into a more powerful one.
  • This can be done with help of transmitting information with the Internet as a medium.
  • To avoid any phishing, call interferences, and other cyber attacks, there is necessary of establishing a strong firewall that acts as a defense for your entire telecommunication system.
  • Companies that rely on the cloud VoIP providers have to ensure that the provider is running their services with strong security in terms of data encryption and end-end communication.
  • Small businesses have no other option than preferring to the cloud phone system provided by the service providers because of the space and aforementioned reasons like the risk of being hacked.
  • Here, the responsibility must be held by the providers before allowing their provisions to enter the market that their services are risk-free and ensure data privacy and security when coming to the cyber crimes happening in the world.  

Necessary safeguarding factors to be considered while utilizing the cloud services.

Based on the size of the organization, the security reasons may vary.

For small businesses, there will be no need for high-end data security since the employees are less in number and the on-site manpower is enough to monitor the security terms and identify any obligations related to the data protection and address them right away with the concerned individual.

For large businesses, that have employees widespread across the countries, and if they need to avail of the services from Cloud PBX providers, the board of that particular company has to arrange a meeting with the provider to clarify the security concerns and guidelines of the company.

If a provider considers security as a second option, then this would be not the best choice to meet your communication needs.

There are certain things to keep in mind while utilizing the cloud services, they are:

  1. An organization or an official body of operations has to stay in touch with the cloud service providers for verifying the quality of services by focusing on the security terms.
  2. Updating the software of softphone applications or other applications which are meant to run on the computers provided by the cloud service provider must be done regularly.
  3. Assigning a person or a team to look after the security compromising factors and identifying the loopholes is highly recommended.
  4. Changing the passwords now and then is an added benefit to avoid cyber threats imposed on your organization.
  5. Call monitoring, and call logs access can help identify any intrusion.
  6. Organizing webinars or on-site awareness programs for the employees to stay updated on the risks involved while utilizing the cloud services will reduce cyber threats.
  7. Applying Multi-factor Authentication (MFA) will provide additional security to your organization.

Demographics of Cyberattacks

We must be aware of the historical data concerning cyber attacks, this will provide more insight into developing a strong yet high-performing working module while working with cloud telephony.

These demographics are not placed here to either frighten you or warn you for not using the cloud services but to enlighten your approach and increase your productivity by taking the necessary steps mentioned above while using the Cloud services.

CountryAverage Cybercrime Cost (In millions of dollars)Increase from 2017
United States23.729%
Japan13.530%
Germany13.118%
United Kingdom11.431%
France9.723%
Singapore9.3n/a
Canada9.2n/a
Spain8.1n/a
Italy8.019%
Brazil7.2n/a
Source: DataProt | Ivana Vojinovic

According to the news published on The Hindu dated July 05, 2021, more than 1000 companies have been affected by the attack on Miami-based firm Kaseya[1], and the hackers, in this case, have demanded $70 MN.

By considering all these cyber threats, the organizations must double-check the services they are availing of to be clear from such unexpected things in the future.

6 Outstanding Benefits of Cloud PBX System

Vitel Global is an expert in providing Business VoIP solutions. In this blog, we are here to share the top 6 reasons to know why many businesses are switching to the Cloud PBX system.

In recent years, technology has taken leaps; that might be due to the fast-growing industrial demands or to compensate for the pandemic loss. More organizations permitted their employees to work from home/remote working. Now-a-days, it is a pretty normal activity that comforts employees and the firms in their individual needs.

VoIP Business Phone Services is the best communication medium between the business, its employees, and clients. With the advancement of the digital age, people can use every communication service, such as calls, audio/video conferences, voicemail, and messages. But all of these cannot be fulfilled by landline, which is why VoIP Phone Services is preferred. 

PBX-Private Branch Exchange:

PBX is the internal communication system generally designed for Business organizations.

  • On-Premise PBX
  • Cloud PBX

These are the two available types that businesses choose as per their requirement. But recently, many businesses have been switching from on-premise PBX to Cloud. 

Cloud PBX:

Cloud PBX Phone System allows you access to all types of features to integrate your business communications, and you don’t need any special hardware. The crucial thing about it is that this is entirely based on Cloud Ecosystem. You get all the access through the internet, and cloud PBX doesn’t need any internal server installed to help with the business communications. It is relatively cheap, flexible to use, and the experts will protect the data.

Now, let us discuss the advantages that Cloud PBX offers your organization:

  1. Cost-Effective: The very first pro of VoIP phone services you find is affordability. Because cloud PBX is tailored to address this requirement, VoIP has successfully changed the face of telecommunications, especially business. Why? You don’t need any hardware. Everything is configurated with the cloud telephony service provider. One more benefit is that you pay as you go. Isn’t it cost-effective? Modern technology has brought the telecom investment set up almost to zero.
  2. Security: Every business insider is aware of the fact that Cloud is prone to hacking. With the basic firewall setup, there is a chance of vulnerable to hackers. In such a case, you can level up the security of your stakeholders, clients, device authentication, and your VPN. Once you enhance the security, there will be 24/7 surveillance by technical experts.
  3. Flexibility and Scalability: As the complete data is integrated with the Cloud, the Cloud based office phone system is easy to upgrade, determining its flexibility. If you intend, you can update your system with new features very quickly, and that’s how its scalability is defined. The policy of pay as you use is very beneficial to small, medium, and big businesses.
  4. Technical Flexibility of Hosted PBX: Using Hosted/Cloud PBX, you can configure the existing features and add new ones quickly. Here, you can change the intended setting in the live panel itself. You need to add more hardware and physical space to scale the traditional PBX. Apart from this, a new human resource is required. A fantastic benefit while scaling your cloud PBX is that you can add one seat or as many as you want within seconds. Coming to upgradation, you never need an IT person for it, as in the case of On-Premise PBX. Cloud PBX has an expert team; the provider will upgrade it seamlessly every time there is a notification.
  5. Installation and Maintenance: A new business leader would generally wonder to know how easy it is to install and handle Hosted PBX system. It does not need any space, physical server, or an IT person to maintain it. Because traditional PBX needs an on-site infrastructure and a dedicated staff to handle the server, this is how Cloud PBX saves space and budget. Besides, you can monitor the incoming and outgoing calls through the dashboard.
  6. Integrated Communication: Cloud/Hosted PBS is the best option to integrate business communications such as calls, video, chat, and even CRM. And thus, it creates a flexible space for the customers to access their preferred features.

Cloud-based PBX gives you the best experience with many more features besides the above. It ensures flexibility, accessibility along with security in unified business communications.