Should You Get A Cloud-Based Business Phone System?

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Written By Obaid Ur Rehman

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Is a cloud-based business phone system worthwhile for your business?

Any successful firm must have a solid means of communication that can be relied upon. With the rising use of cloud storage in many facets of business, cloud-based phone systems—also known as internet calling or Voice over Internet Protocol (VoIP)—have gained enormous popularity. However, they may not be the best option for everyone. See whether it’s right for you by reading on.

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What is a cloud phone?

A cloud-based phone system, often known as a cloud phone, is a kind of phone service that enables you to place calls online rather than via an analogue phone line that connects through copper wires or optical fibers. One or more secure off-site data centers house cloud phones.

These phone systems may be utilized with a wide range of gadgets, including VoIP-capable phones, smartphone applications, computer software, and conventional phones with adapters. All information and data are saved in the cloud rather than being maintained through a server, such as a private branch exchange (PBX) on the premises. Since everything can be readily updated in the cloud, this helps you save on expensive maintenance and upgrades.

Cloud phone system vs. a traditional phone system

By linking phone systems to the public network, conventional telephones function. To make calls, these networks either employ an ISDN (Integrated Services Digital Network) or a PSTN (Public Switched Telephone Network). Traditional phones may function with VoIP, which uses internet connections to operate the phone lines, in more contemporary configurations.

Cloud phone systems expand on the idea. The phones are not at all routed through conventional networks. Instead, voice communication is sent over an internet network maintained by a third party. While it is an option, conventional phone technology is not required. Instead, voice communication via any computing device is possible with cloud calling.

As a result of its ability to be combined with other cloud services, voice over the cloud is often less costly than VoIP or conventional phone lines. Cloud calling is a low-cost method of providing

How do you know if your business needs a cloud-based phone system?

Although cloud-based phone systems are more portable and reasonably priced than more complex conventional phone systems, they may not be the best option for every company. To decide if you should purchase a cloud-based company phone system, take into account the following aspects.


Cloud phone systems are a terrific choice if you’re starting from scratch and want to use the least amount of equipment possible. A desktop computer or mobile device may function completely as a cloud phone, therefore extra hardware is not required. Before registering with a provider, make sure your existing conventional phone system equipment is compatible with current cloud systems if you have a lot of it and don’t want to waste it.


With many older phone systems, there is no way around paying for installation and upkeep. However, some cloud-based phone systems provide users access to a variety of functions, including AI sentiment analysis and video conferencing. However, these added capabilities come at a cost, so carefully assess if you need them before making a purchase. A firm in need of simple phone services can benefit more from the scaled-down versions that certain cloud phone companies provide.


A reliable and constant internet connection is necessary for cloud-based phone services. A cloud phone system could not be helpful for you if your internet is inconsistent unless you first improve your internet plan.

Management of data

Data is not kept on local servers but rather is handled and stored by a third party when using a cloud service provider of any sort. Small organizations without dedicated IT personnel may profit from this, but those who demand complete control over their data may find it to be a disadvantage. Take into account how your company handles data as well as the security procedures of any providers you decide to engage with.

What are the pros and cons of cloud-based phone systems?

As organizations transition to utilizing digital and internet-based services, cloud-based phone systems are growing in popularity. However, before choosing if a cloud-based phone system is ideal for your business, it’s crucial to consider all of its advantages.

Pros of cloud-based phone systems


The major advantage of cloud-based phone systems, like many other cloud services, is their cheap price. Due to the fact that all of your calls are made over the internet, you are only charged for your internet connection as opposed to call minutes or other phone services, as you would be with a regular phone system. The majority of cloud-based systems offer these functions with your phone service so you simply have one monthly expense for your communication requirements, in contrast to traditional systems that charge extra for extras like voicemail or auto attendant.


The dependability of cloud-based phone systems is another major selling point. A dependable phone connection is essential since the majority of companies rely on communication with clients and other outside parties to run their operations. Because cloud-based phone systems are housed across numerous sites, you and your data are secure even if a server goes down. Geographic redundancy is a powerful tool for preventing service problems and downtime for enterprises.


Cloud-based phone systems also provide almost limitless flexibility, making them a desirable choice for companies with distant employees or frequent travellers. No matter where you are, a cloud-based system can route calls to your VoIP-capable device as long as you have an internet connection.


Cloud-based phone systems also allow for flexible expansion if your business is expanding. You may quickly add phone lines, extensions, and sophisticated features using a cloud management system as required without having to pay for expert installation or buy more hardware. Additionally, updates and maintenance are done immediately in the cloud, saving you time, money, and preventing communication outages.

Cons of cloud-based phone systems

Dependent on connectivity:

Because cloud phone systems are internet-based, they are vulnerable to outages and problems with internet access. A cloud-based solution may not be suitable for you if your internet access is sporadic or unpredictable and regularly fails or drops. A cloud-based phone system needs a reliable, robust internet connectivity to operate.


You should be fully aware of the security procedures used by third parties managing cloud services. Cloud-based systems are prone to viruses and hacking if the right precautions and security measures aren’t taken. Make sure your internet connection is secure, and that the company providing your cloud system has taken security precautions to further safeguard your data.

Sunk costs:

If your company currently has a significant amount of conventional telephone equipment, switching to cloud-enabled VoIP phones or acquiring brand-new VoIP phones might be expensive. Think about the equipment you currently own and decide if it would be more cost-effective to pay to convert your current system or to buy a whole new service.

Choose cloud phones for affordability and usability

A cloud-based phone system might be advantageous to businesses that want efficient phone capabilities at a low cost and without the clutter of conventional hardware. A solid internet connection and one of the top suppliers of business phone systems are all you need to make the most of cloud phone technology and provide first-rate service. Once your cloud-based phone system is configured, your staff members will enjoy using the user-friendly software interface to make crystal-clear calls.

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