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Choosing a Cloud Telephony Service for Business: The Dos and Don’ts

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Choosing a Cloud Telephony Service for Business: The Dos and Don'ts

The internet is constantly buzzing with what the cloud can accomplish and its evolution.

The enormous popularity is due to its excellent advantages, such as flexibility, scalability, reliability, and affordability, which have been important factors in business adoption of the cloud.

Cloud-based business phone system is an important component of cloud strategy. Cloud telephony helps streamline and optimize critical business processes. Employees are now significantly less likely to be in the workplace, especially since 2020.

Today’s professionals will spend time working from home, clients’ offices, or cafes, as well as on the go. So it’s a high time for replacing the plain old telephony system and move to the cloud.

But what are things you need to consider while choosing a cloud telephony service for business? To find that out, stick till the very end!

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What is Cloud telephony?

Cloud telephony is a virtually hosted technology that transforms a traditional phone system into a cloud-based phone system.

Every call that your company receives is routed through Cloud Servers. All vital data, such as customer databases, can be stored in the cloud and accessed at any time using a mobile device or a web browser.

Cloud telephony is a telephony system, which builds, operates, and maintains standardized phone platform solutions on its servers. In this type of phone system, the clients get remote access through the internet.

You can make consumer calls using a web browser or a mobile app using a cloud-based phone system. It allows you to easily handle inbound and outgoing calls with your customers.

Whether you decide to go cloud or not, you’ll need to do a lot of studies. You’ll be able to make smarter decisions equipped with this knowledge of what you can do and what you should avoid.

Things to do while choosing cloud telephony services

How will you choose the right service provider for your business with so many alternatives?

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When choosing a cloud computing company, there are a few things to consider.

Here are a few crucial things to address before selecting a cloud service provider.

1. Gather more information

Even if you’ve moved to the cloud and the vendor handles everything, it’ll help your organization if you’re informed of technology trends.

This will assist you in making well-informed judgments and developing superior plans to propel your company forward. Attend cloud computing conferences, seminars, and workshops as much as possible.

2. Double Check on its Quality and Reliability

You’ll begin by deciding on a platform and then looking for providers who can offer it. Since call quality is so important in telephony, you need to look for companies that can deliver a premium voice network.

In order check its reliability and quality, you can request a free trial. You can also look at the reviews dropped by the customers on the various review sites. If you get a satisfactory result while cross-checking its quality and reliability, you can make a decision accordingly.

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3. Ensure the system is safe and secure

Security is always the matter of utmost concern in a cloud telephony service. So when choosing a cloud service provider, you must examine several security risks to your data, customer and employee identities, apps, and devices.

The sensitivity of your data will influence your risk tolerance level, but any provider you select should at the very least provide encryption, firewalls, antivirus detection, and user authentication.

Things to Know:

  • i. Antivirus detection: What methods are used to detect dangers (e.g., behavioral-based scanning)? Is it updated regularly? Is there a high number of false positives?
  • ii. Encryption: Is data automatically encrypted before leaving the cloud services facility at the physical layer?

4. Customer Support

Support is also crucial to remember once the service is up and running. Is the service provider available 24 hours?

Do they promise a specific response time? If you’re a multinational corporation, do you want a provider with global operations that can provide local support?

It’s also crucial to consider the ease and availability of reporting issues, so inquire about phone, email, and live chat support options. You might also inquire about your provider’s typical response and resolution times.

5. Pricing Structure

Because you only pay for the resources you use, cloud computing is a great way to save money. However, before deciding on cloud migration, have a look at how much money you’re currently spending on your current working plan.

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Also, because cloud computing pricing varies a lot, be sure you know how and for what you’ll be charged.

Inquire about setup fees and the possibility to add services as needed. Will you bill hourly, monthly, semi-annually, or annually for your services?

6. Check out the feedback from customers:

Companies make claims about customer satisfaction and usability every day, but these statements aren’t wholly true.

Should constantly check customer feedback against company claims. You’ll be able to obtain a quick product summary, complete with a list of features and consumer comments, thanks to customer reviews.

Things to avoid while choosing cloud telephony services

1. Don’t be too picky

There’s nothing wrong with utilizing both the private and public cloud simultaneously. However, conduct a thorough examination of the cloud security concerns that are commonplace.

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That isn’t to say you have to be overly picky. While security is crucial while transferring programs, don’t forget to create numerous backups to ensure you don’t lose any data. When it comes to cloud storage and hosting, though, you must be picky.

2. Don’t move too many apps to the cloud

Hundreds of programs, data, and documents may need to be migrated to the cloud in some cases. While it may be tempting to relocate them all at once, this is not a good idea.

Certain applications require significant adjustments, and making all of them before migrating would be prohibitively expensive.

3. Transferring everything to the cloud isn’t a good idea

It’s great to have a new functioning database, but it doesn’t mean you have to shift all of your information to cloud storage.

You may need to save certain files for various reasons, including security and efficiency. Your chief technology specialist can advise you on what to migrate and what not to migrate.

Benefits of Cloud Telephony

Cloud telephony is a good solution for almost any organization. A cloud-based phone system provides various benefits for enterprises, which is why so many of them are quickly adopting it.

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So, let’s look more closely at cloud telephony’s advantages.

1. Cost-Efficiency

Not only can cloud telephony save you time, but it also saves you money. The conventional landline phone system, unlike its modern version, requires costly gear, installation, and upkeep.

There’s nothing like long-term fixed deals with a cloud-based telephony solution. It’s all about flexible payment arrangements.

2. High Scalability

When you engage in a Cloud Telephony phone company system, you will no longer have to pay extra today for the possibility of needing more later. The system enables you to purchase a scalable solution deployed across several platforms and environments.

Cloud systems are built to scale to meet the organization’s future demands as they arise. You can edit users, add auto attendants to the system, and create ring groups and campaigns when your business requires it.

3. Reliability and Resilience

Traditional telephone systems can be severely damaged by natural calamities such as cyclones, floods, and earthquakes, while cloud systems are unaffected.

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Cloud storage, in reality, keeps information safe and accessible from anywhere. Whatever occurs, you can rest assured that your business will continue to operate.

4. Updating constantly

When you host your business phone system on the cloud, you eliminate the risk of it becoming obsolete over time.

The advancements occurring in the technology domain specific to your organization are updated in your specific communication system through a good hosted solution.

This independence from manually updating your business phone system all of the time allows you to focus on other business processes without being distracted.

5. Extra features are available.

Interactive Voice Response (IVR), call recording, call monitoring, voicemail, real-time analytics, call scheduling, and many other features are available in the cloud.

Final Thought

Hopefully, this article will have clarified the things to consider while choosing cloud telephony for business.

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Now that you’ve learned about cloud telephony and what it can do for your company, there’s only one thing left for you to do: Your company’s phone system will be moved to the cloud.

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Generative Engine Optimization Framework Introduced in New Research

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Generative Engine Optimization Framework Introduced in New Research

There are several AI chatbot-like features available in the current search engines, including Bing Copilot, Google, Bard, and Gemini. They help to optimize the content visibility in the search results with the help of an AI-powered Search engine known as a Generative engine or AI Search.

A traditional search engine like Bing, Google, or Yahoo ranks and displays information in the SERPs based on the search terms a user inputs. 🔎

The generative engine, on the other hand, generates comprehensive, accurate, and relevant results and information with the help of Generative AI or Large Language Models (LLMs) such as chatGPT, Gemini, and Claude. They understand and integrate information from various sources for the user’s queries.

In this blog, We will discuss the GEO that is introduced in the new research, its framework, and how it can change traditional Search engine optimization (SEO) practices and optimize content for visibility.

The Key Components of the GEO Framework and How They Transform Traditional SEO Practices

GEO is described in the research paper as: “A novel paradigm to aid content creators in improving the visibility of their content in Generative Engine responses through a black-box optimization framework for optimizing and defining visibility metrics. We facilitate systematic evaluation in this new paradigm by introducing GEO-bench, a benchmark of diverse user queries across multiple domains, coupled with sources required to answer these queries.”

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Traditional SEO depends upon the keyword volume, difficulty, and optimization for the specific search terms, which focus less on an interpretation relationship between the concepts of keywords or user queries. SEO practices prioritize text-based source content over other sources of content format where regular updating of fresh content is not a primary focus. Also, metrics like impression and click rates affect ranking system results in traditional methods.

GEO encourages detailed information over just the keyword, addressing the related main queries by creating depth content and potential subtopics with the understanding of concept and relationship, encouraging the other formats, such as visual, audio, and images, not just text-based. Moreover, it emphasizes the latest updated content information with continuous accuracy and relevance to provide the most accurate and up-to-date details.

The Impact of Introducing GEO on Website Ranking and Content Relevancy

A generative engine relies on traditional SEO practices like user intent and algorithms for ranking to a degree, such as keyword stuffing. Although it focuses on keywords, it tries to find connections and meanings beyond the keywords in order to create high-quality content.

GEO doesn’t directly indicate the web visibility or page ranking in the Search Engine Result Page. However, it can optimize the overall website visibility and indirectly drive user traffic to your websites through generated responsive data and information.  

GEO-optimized content provides the AI Search or a Large Language Model (LLM) with reliable and completely detailed information, enabling them to generate the most accurate and relevant information for responses to user questions or inputs.

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These AI-powered engines can deliver a vibrant user experience using optimized content for user engagement and interactive experiences. Furthermore, It also builds trust with a user as it relies on renowned and credible sources, which enhances the effectiveness and reliability of the generated response data and provides synthesizing information.

Comparison with Existing SEO Models: Why GEO Stands Out in Enhancing Search Engine Performance

GEO utilizes auto-generative algorithms for content generation based on predetermined objectives and standards where generated content can cover a broader range of keywords and related topics in various formats like image and visual.

A generative search engine uses modern optimization techniques that involve cognitive SEO, NLP (natural language processing), and structured data markup to maintain and improve content leverage, relevancy, and search engine visibility. In addition, it introduces new methods for determining citations’ importance and website visibility, as well as improving user-centric content by using impression metrics.

Traditional SEO models rely upon and use specific keywords to optimize and rank manually in search results. It uses traditional optimization techniques like link building, meta tags, and URLs.

In traditional search optimization, content creation and optimization can be slow and have low content scalability compared to AI-powered, requiring manual effort for generation and optimization. Constant monitoring and adaptation to platform algorithms are needed to produce the latest and updated information for dynamic user behavior.

Both are equally responsible for improving the brand or website’s online visibility; traditional SEO models require the manual touch for content creation and optimization. GEO tends to use generative responses automatically for content generation as per user queries, making it more effective for user-centric content creation, optimization, and stability in related topics or keywords.

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9 Test research findings to improve the website content in GEO

The researchers from Princeton University, Georgia Tech, Allen Institute for AI, and IIT Delhi tested nine various GEO approaches to improve site content for generative engines. Techniques that have been tried and tested over 10,000 search queries, nine optimization strategies were tested on something that “closely resembles the design of BingChat”:

1714643800 803 Generative Engine Optimization Framework Introduced in New Research

  1. Authoritative: The content was altered to be more compelling while conveying definitive claims.
  2. Keyword Stuffing: More keywords were added to match the query.
  3. Statistics Addition: Instead of a qualitative conversation, quantitative statistics were included.
  4. Sources: Relevant citations have been added. Like quotes statistics
  5. Quotation Addition: Quotations from reliable sources have been included.
  6. Easy-to-understand: Simplified the language.
  7. Fluency Optimisation: Improved fluency.
  8. Unique Words: Used in the text whenever possible.
  9. Technical terms: Technical terms have been incorporated into the content.

The data set for search queries was obtained from Google, Microsoft Bing, and Perplexity. Sources include AI Discover, GPT-4, and others.

So, focus on creating detailed and comprehensive blogs or articles by defining the relation and highlighting the context for deeper meaning. Utilize the various formats for content creation to enrich information and diversify the learning perspective.

Also, update your content with the latest information and trends to maintain regular effectiveness and relevancy in the generative engines.

Conclusion:

In the end, Generative Engine Optimization (GEO) provides a more automated, scalable, and adaptive method of content creation and optimization than traditional Search Engine Optimization (SEO) approaches, which need manual and constant work for the optimization and ranking. Compared to traditional search engines, generative engines give instant and detailed personalized information to users’ queries for improved engagement.

Conventional SEO uses metrics like impression, session duration, and click-through rate (CTR), whereas GEO proposes new metrics to measure the relevance and visibility of citations within generative engine responses, making users eliminate the need to visit individual websites for information as it generates the responses on users queries from the reliable, relevant, and various sources.

AI-powered search optimization is still developing and becoming popular since most users and business owners are using generative AI as their source of information and improved visibility with universally applicable diverse content formats.

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How To Develop a Great Creative Brief and Get On-Target Content

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How To Develop a Great Creative Brief and Get On-Target Content

Every editor knows what it feels like to sit exasperated in front of the computer, screaming internally, “It would have been easier if I’d done it myself.”

If your role involves commissioning and approving content, you know that sinking feeling: Ten seconds into reviewing a piece, it’s obvious the creator hasn’t understood (or never bothered to listen to) a damn thing you told them. As you go deeper, your fingertips switch gears from polite tapping to a digital Riverdance as your annoyance spews onto the keyboard. We’ve all been there. It’s why we drink. Or do yoga. Or practice voodoo.

In truth, even your best writer, designer, or audiovisual content creator can turn in a bad job. Maybe they had an off day. Perhaps they rushed to meet a deadline. Or maybe they just didn’t understand the brief.

The first two excuses go to the content creator’s professionalism. You’re allowed to get grumpy about that. But if your content creator didn’t understand the brief, then you, as the editor, are at least partly to blame. 

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Taking the time to create a thorough but concise brief is the single greatest investment you can make in your work efficiency and sanity. The contrast in emotions when a perfectly constructed piece of content lands in your inbox could not be starker. It’s like the sun has burst through the clouds, someone has released a dozen white doves, and that orchestra that follows you around has started playing the lovely bit from Madame Butterfly — all at once.

Here’s what a good brief does:

  • It clearly and concisely sets out your expectations (so be specific).
  • It focuses the content creator’s mind on the areas of most importance.
  • It encourages the content creator to do a thorough job rather than an “it’ll-do” job.
  • It results in more accurate and more effective content (content that hits the mark).
  • It saves hours of unnecessary labor and stress in the editing process.
  • It can make all the difference between profit and loss.

Arming content creators with a thorough brief gives them the best possible chance of at least creating something fit for purpose — even if it’s not quite how you would have done it. Give them too little information, and there’s almost no hope they’ll deliver what you need.

On the flip side, overloading your content creators with more information than they need can be counterproductive. I know a writer who was given a 65-page sales deck to read as background for a 500-word blog post. Do that, and you risk several things happening:

  • It’s not worth the content creator’s time reading it, so they don’t.
  • Even if they do read it, you risk them missing out on the key points.
  • They’ll charge you a fortune because they’re losing money doing that amount of preparation.
  • They’re never going to work with you again.

There’s a balance to strike.

There’s a balance to be struck.

Knowing how to give useful and concise briefs is something I’ve learned the hard way over 20 years as a journalist and editor. What follows is some of what I’ve found works well. Some of this might read like I’m teaching grandma to suck eggs, but I’m surprised how many of these points often get forgotten.

Who is the client?

Provide your content creator with a half- or one-page summary of the business:

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  • Who it is
  • What it does
  • Whom it services
  • What its story is
  • Details about any relevant products and services

Include the elevator pitch and other key messaging so your content creator understands how the company positions itself and what kind of language to weave into the piece.

Who is the audience?

Include a paragraph or two about the intended audience. If a company has more than one audience (for example, a recruitment company might have job candidates and recruiters), then be specific. Even a sentence will do, but don’t leave your content creator guessing. They need to know who the content is for.

What needs to be known?

This is the bit where you tell your content creator what you want them to create. Be sure to include three things:

  • The purpose of the piece
  • The angle to lead with
  • The message the audience should leave with

I find it helps to provide links to relevant background information if you have it available, particularly if the information inspired or contributed to the content idea, rather than rely on content creators to find their own. It can be frustrating when their research doesn’t match or is inferior to your own.

How does the brand communicate?

Include any information the content creators need to ensure that they’re communicating in an authentic voice of the brand.

  • Tone of voice: The easiest way to provide guidance on tone of voice is to provide one or two examples that demonstrate it well. It’s much easier for your content creators to mimic a specific example they’ve seen, read, or heard than it is to interpret vague terms like “formal,” “casual,” or “informative but friendly.”
  • Style guide: Giving your content creator a style guide can save you a lot of tinkering. This is essential for visuals but also important for written content if you don’t want to spend a lot of time changing “%” to “percent” or uncapitalizing job titles. Summarize the key points or most common errors.
  • Examples: Examples aren’t just good for tone of voice; they’re also handy for layout and design to demonstrate how you expect a piece of content to be submitted. This is especially handy if your template includes social media posts, meta descriptions, and so on.

All the elements in a documented brief

Here are nine basic things every single brief requires:

  • Title: What are we calling this thing? (A working title is fine so that everyone knows how to refer to this project.)
  • Client: Who is it for, and what do they do?
  • Deadline: When is the final content due?
  • The brief itself: What is the angle, the message, and the editorial purpose of the content? Include here who the audience is.
  • Specifications: What is the word count, format, aspect ratio, or run time?
  • Submission: How and where should the content be filed? To whom?
  • Contact information: Who is the commissioning editor, the client (if appropriate), and the talent?
  • Resources: What blogging template, style guide, key messaging, access to image libraries, and other elements are required to create and deliver the content?
  • Fee: What is the agreed price/rate? Not everyone includes this in the brief, but it should be included if appropriate.

Depending on your business or the kind of content involved, you might have other important information to include here, too. Put it all in a template and make it the front page of your brief.

Prepare your briefs early

It’s entirely possible you’re reading this, screaming internally, “By the time I’ve done all that, I could have written the damn thing myself.”

But much of this information doesn’t change. Well in advance, you can document the background about a company, its audience, and how it speaks doesn’t change. You can pull all those resources into a one- or two-page document, add some high-quality previous examples, throw in the templates they’ll need, and bam! You’ve created a short, useful briefing package you can provide to any new content creator whenever it is needed. You can do this well ahead of time.

I expect these tips will save you a lot of internal screaming in the future. Not to mention drink, yoga, and voodoo.

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This is an update of a January 2019 CCO article.

Get more advice from Chief Content Officer, a monthly publication for content leaders. Subscribe today to get it in your inbox.

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Cover image by Joseph Kalinowski/Content Marketing Institute

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Quiet Quitting vs. Setting Healthy Boundaries: Where’s The Line?

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Quiet Quitting vs. Setting Healthy Boundaries: Where's The Line?

In the summer of 2022, we first started hearing buzz around a new term: “Quiet quitting“.

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