Pros and Cons of Cloud-Based Phone Systems

Nowadays, almost all organizations have an in-house cloud-based phone system, and for several reasons. First, it allows the establishment to manage calls from customers more smoothly. Next, a cloud-based phone system tracks and records every incoming and outgoing call from and to the organization, resulting in better record-keeping. Last but not least, cloud-based phone systems promote faster interactions than other communication methods like emails.

Cloud-based phone systems, in particular, offer a wide range of benefits to a subscriber. Of course, you can’t blindly invest in a system without knowing the specifics. In that regard, this article will discuss the pros and cons of cloud-based phone systems. Let’s start with the pros.

Workplaces are evolving, and businesses that don’t keep pace run the risk of significant impacts on productivity and profitability.   Nowadays, end-users expect to be able to meet, call, conference, collaborate and message from a single application. Businesses desire increased productivity despite the new complexities introduced by hybrid working conditions.

As businesses change and grow, the requirement to be able to adapt and scale systems and processes to suit their needs becomes a necessity.  Traditional on-premise phone systems are more difficult to scale due to higher setup and maintenance costs and the need for hardware on-site and heavy reliance on IT support.  A cloud-based phone system on the other hand enables businesses to manage communication services in a less costly, more streamlined, and agile manner.  When communications services are in the cloud, you can collaborate with ease, manage costs and simplify what it takes to keep your business communicating and collaborating.

Cloud-based phone systems use VoIP Technology that connects phone calls.   Since there is no central hardware in a cloud-based phone system, your phones can be connected at any location and unified into a business-wide phone solution such as Teams Calling.  Therefore legacy technology such as on-premise hardware is not required, all you need is a high-speed internet connection.

Traditional analog phone systems use copper wires and optical fibers to establish a connection with the network. That’s why back in the day, organizations had a room dedicated to their phone system hardware. However, cloud-based phone systems do not require bulky hardware to operate.

To further clarify, the service provider has the hardware you need on their premises. They simply supply your system with the necessary computing power and resources via the cloud. Therefore, unlike analog phone systems, you don’t have to prepare a dedicated room for the system. (1)

By eliminating the need to buy hardware, you can reduce your expenses and free up some space in your office. You also don’t have to worry about maintenance costs, further reducing expenses.

Since there is typically no hardware or cabling involved, installing and setting up a cloud-based phone system is pretty quick and easy. The entire process may take one day at most, and even then, it’s still several times faster than the installation and setup of analog phone systems. (1) (2)

Though it’s possible to configure analog phone systems, it typically involves tasks that take quite some time to accomplish. For example, to change the location of a specific extension, you will have to rewire your punchboard, which usually requires paying a professional.

On the other hand, if you want to make changes to your existing cloud-based phone system, you only need to press a button on the software your service provider supplies.

Do keep in mind that it may take a while for the configuration to take effect as the service provider would have to actually apply the configurations to the hardware they have on their premises. Nevertheless, you need not worry about this procedure as a subscriber.

When an analog phone system service provider releases patches and updates, configurations must be done to the on-premise hardware for implementation. The procedure may take a while, which can bring inconvenience to your organization. Cloud based solutions only require you to press a few buttons on your software to accomplish the same thing. In fact, some cloud-based phone systems dish out updates automatically without requiring input from the subscriber. (1)

Additionally, if you ever encounter an issue during the update, you can very easily resolve the issue by sending a ticket to your cloud service providers’ customer support team.

The new ‘hybrid’ workplace is our new normal.    Since the world is mostly working on remote operations with employees expected to be available at all times, cloud phones enable you to route calls to VoIP based phones anytime anywhere to support the ‘modern workplace’, as long as you have a reliable internet connection.

The solution commonly referred to as UCaaS – Unified Communications as a Service includes video conferencing, instant messaging, conference calls, and file sharing.  UCaaS improves productivity and collaboration between onsite and remote teams.  Meaning all staff have access to the relevant communication tools they need to operate effectively.

If your small business is expected to grow in the near future, investing in a cloud-based phone system can be very cost-efficient. You can easily add more advanced features, phone lines, and extensions without getting services from professionals or paying extra for equipment.  A cloud-based phone system makes employee onboarding faster and meetings more efficient.  It removes barriers that came with old communication systems putting you back in control.

As you may already know, the internet is home to all kinds of threats. Malware, phishing, and SQL injection are just a few examples. Since a cloud-based phone system is based entirely on the internet, it’s exposed to numerous threats. Therefore, if you want to invest in a cloud-based phone system, you’ll have to make sure you choose cloud vendors with top-notch security. (2)

Another well-known fact about the internet is that connections may experience delays or jitters depending on your internet speed. Delays will become even more common if your organization deals with high volumes of traffic on a day-to-day basis. Of course, you can always solve this issue by investing more money to increase your internet speed, but that equates to more expense.

You have reviewed your options and like us understand that the Pros far outweigh the Cons.  Hence moving your office phone system to the cloud is a no-brainer!

We have prepared some tips to help make your transition to the cloud run smoothly.

See what equipment is available for our Teams Calling cloud-based phone solution.

1. Plan ahead: It pays to forecast your business growth and understand your future network requirements, bandwidth, and workflow.
2. Leverage the many VoIP features:  Get your teams together and workshop what features will make them more productive and take advantage of the many features a cloud-based phone system offers.
3. Talk to an expert:  not all cloud-phone service providers are alike, so make sure that you are happy with the level of service they offer.  Remember cheapest is not always the best.

The flexibility a cloud-based phone system offers means it can adapt to the growth of your business.  All you need is the right technology partner to help you on that journey.

Cloud computing has always been a hot topic in the tech industry due to its countless potential applications, and cloud-based phone systems are proof of its potential. These systems not only cut down on your expenses; it’s also a lot easier to install and set up in an organization. Not to mention it almost always has better features than traditional analog phone systems.

While cloud-based phone systems have several disadvantages, such as higher demand for security and the likelihood of delays, they’re often overshadowed by their potential benefits. Overall, a cloud-based phone system can be a highly beneficial addition to your organization.

1. “Top 10 Benefits of Switching to a Cloud-Based Phone System”, Source: https://smallbiztrends.com/2016/05/top-10-benefits-switching-cloud-based-phone-system.html
2. “Cloud-Based Phone System Pros and Cons”, Source: https://www.atlantech.net/blog/cloud-based-phone-system-pros-and-cons