Why Are Businesses Switching to Cloud Phone Systems?

Updated: February 23rd, 2024

Benefits of Cloud Phone Systems for Modern Business Communications

Communications have changed drastically in recent years. With more data constantly moving more than ever before, it’s never been more essential for businesses to up their communications game. Many businesses are still relying on legacy PSTN and ISDN lines, which will become obsolete by December 2025. This means that those businesses who are still relying on these analogue lines will need to move onto internet-based telephony.

Moving your communications to a cloud phone system is one option to enable internet telephony (VoIP) within your business. Not only does moving to the cloud safeguard your business against the PSTN Switch Off, but it can also provide a wealth of benefits and advantages for your business including effective call recording, intelligent auto attendant services, advanced call forwarding and so much more. By utilising modern internet speeds and technology, businesses can handle huge amounts of data – including fully digital calls – with little effort. But what exactly is a cloud phone system, how does a cloud phone system work and are business cloud phone systems the solution to communications issues still plaguing businesses today?

What Are Cloud-Based Phone Systems?

What is Unified Communications? (UC)

A cloud phone system is a virtual phone system that processes and stores data created by your phone systems on cloud servers through an internet connection, taking the behind-the-scenes handling of your phone calls away from fixed phone lines and onto the internet. When it comes to making and receiving calls, there aren’t a lot of changes from a traditional phone system. The calls between your customers and employees will continue as normal, but the voice signals that the call produces will be handled in the cloud, instead of through analogue phone lines. Calls are converted from a traditional analogue signal into a digital signal using VoIP (Voice Over Internet Protocol) technology.

When calls come in, they’re converted to digital signals via a router and an internet connection. That signal quickly makes its way to the cloud server, opening up many more features for the way calls are managed. Employees can access your business phone system via a range of devices, including mobile devices and laptops, as well as desk phones, and can utilise your business phone system from anywhere. Cloud phone systems also condense all your business communication methods – text, voice, video meetings etc. – into one easy-to-operate, flexible system. Meaning you don’t need to invest in multiple platforms. These systems are known as Unified Communications systems or ‘Unified Communications as a Service’ (USaaS) if taken under a subscription plan with a third-party provider managing it.

Advanced Features and Benefits of Cloud-Based Phone Systems

Cloud phone system features are a key reason why so many businesses are making the switch. Here are just a few of the features and benefits businesses can expect when they switch to cloud systems.

Advanced Security

A cloud-based telephone system is often backed up by excellent security. Several cloud-based processes help businesses stay one step ahead of breaches. Data encryption, for example, renders a business’s data unreadable to anyone but authorised users, protecting data from unwanted visitors. This can happen within the cloud or while the data is moving to the cloud. 

Other security processes in a cloud phone system, like identity verification and multi-factor authentication, ensure only the correct parties can access data stored on the cloud system. With cloud systems, your business phone and all the data it possesses are bolstered by layers of strong security solutions.

Communication Across Multiple Devices

What Devices Do You Need For a Business Telephony System

A business phone system running on analogue technology is normally restricted to transferring calls to a desk phone. However, cloud phones can share calls and other data across multiple devices, making it easy to transfer calls between a desk phone and a PC; a PC and a mobile device, or any number of other combinations, for ultimate flexibility and mobility. Most solutions offer access to the business phone system via an app, which can be utilised across mobile phones and laptops, as well as desk phones.

Remote Working

 fixed phone lines hooked to a single device won’t cut it anymore. Cloud telephone systems allow employees to work from anywhere, without fear of losing connection with their customers or fellow employees and without sacrificing call quality. By using a cloud-based system, business calls can be accessed virtually anywhere at any time, with no negative impact on efficiency, for seamless flexible working. 

You can retain a single business phone number, which can be answered by anyone with a compatible device and internet connection. This also makes remote video conferencing a breeze with people able to access video conferencing sessions from multiple devices in multiple locations. 

Performance

Many offices are limited to the reliability of the technology within their walls. However, moving a lot of processes to cloud systems is beneficial when these external systems carry a lot of power and reliability. A cloud-based phone system is often made up of multiple large servers that are capable of handling mass amounts of data at any one time. Plus, as this is handled off-site, you don’t need to lose office space to bulky servers. 

Cost-Effective

Cost-Effective

Analogue phone systems can be awkward and costly to set up with multiple phone lines needing to be purchased and connected. Then, there’s the physical process of connecting each individual phone to the phone lines. As the phone system is delivered via the internet, cloud communications systems are much simpler and cost-effective.

Usually, the most expensive up front cost is upgrading to IP phones – if you need them. If you plan on accessing your cloud phone system via PC, laptop or mobile then this isn’t a cost you will need to factor in. Alternatively, if your current desk phones can be adapted for VoIP, you will need to factor in the cost of adaptors.

From a technical standpoint, all other processes are handled by the cloud servers. Paying for a cloud-based phone system is usually completed via a subscription-style package, depending on how many users will be utilising the technology. So, it’s easy to keep track of exactly how much you’re spending and avoiding your business from going over budget.

Productivity

As cloud phone systems are a very modern solution with companies keeping user experience in mind when creating them, employees often find using these systems to be far easier and less stressful than when using legacy technology. With 46% of employees feeling their current use of technology in their job is not built with employee satisfaction in mind – according to a recent study by technology company Ricoh – it is easy to assume those still using outdated systems and legacy technology will be dealing with technical issues and consistent frustrations on a daily basis.

By onboarding a modern, efficient cloud phone system, employees can find it easier than ever to seamlessly transfer calls, communicate with their colleagues and remain productive at work, all without the barriers presented by outdated phone systems. In turn, this will raise overall morale, increase employee engagement and improve productivity.

PSTN Phone Systems

Cyber Security - Elite Group

Another key reason UK businesses should consider switching to a cloud-based phone system is the upcoming PSTN Switch-Off in 2025. As we mentioned in the introduction, BT Openreach is planning to switch off traditional phone lines, focusing entirely on digital. This means if your business phone systems are still running on analogue, you need to start thinking about alternatives like cloud phone systems.

Cloud Phone Systems From Elite Group

If your business phone system is ready to leap to the cloud, Elite Group is here to help make the switch as simple and as speedy as possible. With decades of experience providing business cloud communications – we’re ready to help! Get in touch with Elite Group today by filling in our contact form or calling our specialists on 0344 875 8880

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