How to Improve Workforce Flexibility with Secure Cloud Computing and Hosted Telephony

Patrick Lincoln, MD of Unified Communications specialists, Solution IP.

The rise of cloud computing and unified communications has created a wealth of opportunities for businesses in every sector, from ambitious start-ups, to long-standing multi-site organisations. The ability to coordinate groups of people across numerous locations is undeniably valuable. By taking advantage of VoIP (Voice over Internet Protocol), businesses can establish meaningful connections and collaboration opportunities without worrying about travel expenses or organisational costs.

Of course, with this increased flexibility and comes new technical and professional challenges. Even with improved communication solutions, managing any form of multi-site entity requires coordination and careful management of resources. Fortunately, a well-designed hosted telephony solution enable businesses to handle many of these concerns efficiently and effectively, while even having the advantage of lower running costs and improved business continuity.

Lower Costs and Greater Opportunities

All of this may sound too good to be true, yet the reason cloud computing has become so successful is its inherent flexibility and ease of use. Whereas on-premises hardware requires ongoing maintenance, software updates, and physical security countermeasures, with a hosted system all this is handled by the provider, saving you time, money, and worry.

An added benefit is that if your organisation does not operate from a specific location, or has not yet established a fixed premises, a hosted system lets you operate without having to find somewhere to locate and run physical hardware.

Most hosted telephony providers include maintenance costs as standard, so instead of finding funds for a hefty initial outlay, you can choose a package that fits within your monthly budget. In addition, as this service operates on a licence-per-user basis, it is easy to increase or decrease your usage in accordance with your needs.

This can be especially helpful for organisations that have occasional spikes in usage, such as charities or other non-profit organisations. During a fundraiser, or similar event where there may be greater strain on the network, you can simply purchase more licenses for the duration of the event, and scale back once demand has subsided.

Enhanced Scalability

At the heart of cloud computing’s usefulness, is that it is possible to implement a hosted system at a relatively low cost. As you have control over the specific features and cloud functionality you require, you can work with your provider to construct a package that meets your needs, without worrying about hidden costs or complications.

For larger organisations, this removes a level of administration, freeing up resources for more important things. For start-ups and non-profits, this flexibility is even more valuable, allowing them to allocate their budget more productively, and set more ambitious targets than would have been feasible with a dedicated PBX.

Furthermore, as cloud computing allows your team to work from mobile devices such as tablets and phones, you can easily check in with staff when they are off-site. This includes communicating via video, sending pictures, and remotely collaborating on documents. Some of the advantages here include more efficient project management. You may not need to visit a site personally in order to stay informed. In fact, one of your team can update you in real-time or even stream footage of ongoing work directly to your device.

Security in a Mobile World

Of course, security will always be the primary concern when considering migration to a cloud-based network. However, the scrutiny under which hosted telephony and related services have come in recent years has enabled the technology to make significant advancements. While the main threats to a hosted system are in some ways different to those for on-premises hardware, cloud computing is no less secure overall.

The rise of the “smart home” has highlighted one of the key weaknesses in many modern networks. While the use of interconnected wireless devices to automate various tasks and improve household efficiency have become commonplace, any one of these devices could be a way into your network. Then again, this is not to say these devices should be avoided; it is more practical, and more effective, to ensure that your security strategy takes into account all devices that could act as such a weakness.

After all, there is no network, hosted or otherwise, that is 100 percent safe from an experienced hacker, or even unexpected system failure. Yet by implementing multi-layered security, you can protect your data from the vast majority of threats, and ensure that you have fail-safes established in case the worst should happen. For example, setting up a redundancy facility at a separate location means that even in the event of a total system shutdown, your business can continue as normal.

This also applies in the event of external disasters, such as fires or floods. In fact, cloud computing enables your team to access files and work from any device or location you allow. This means that even if you cannot access your usual premises, your staff can continue to work from home, on the move, or at a separate site.

The Internet of Things

In addition to the obvious benefits for a computer-focused enterprise, cloud computing also allows for the integration and management of other smart devices and wireless networks, for niche applications across a range of industries. For example, Fike Safety Technology employs cloud-based technology at the heart of its remote fire alarm system. This system monitors the status of fire alarm panels across multiple sites, tracking their activity, performance, and maintenance records.

Smart devices of this nature can greatly streamline routine operations, such as maintenance, surveys, and quality control. This reduces the amount of time spent travelling between sites for routine checks, and centralises the data, making it easy to review the status of numerous devices across all sites simultaneously.

In short, the adaptability of cloud-based systems is so extensive, that a business of any scale can benefit from implementing some level of hosted functionality. Additionally, with the switch-off of ISDN services scheduled for 2025, VoIP technology is soon to become a necessity for any organisation that wishes to remain competitive.