When you think of a busy office, do you imagine people typing and plenty of phones ringing? You probably do and those phones are probably desk phones too. Now, what if we said that those phones are actually powered by the internet? Known as cloud-based phone systems, this is how business phone systems have evolved. But there’s more to it. Here’s how cloud-based phone systems work and how they’re different to traditional landlines.

What is a Cloud Based Phone System and How Does it Work?

Basically, a cloud-based phone service is a phone service that’s delivered through the internet rather than a cable in the ground (aka a “landline”). Also known as an “internet based phone system” or “VoIP” (Voice Over Internet Protocol), it’s most commonly used in a business setting to route calls via an internet connection.

Because it’s a phone service delivered through the internet, it means you can make or receive business calls wherever you are - as long as you have an internet or data connection. With cloud based phone systems, voice calls are made and connected in the same way that an email is sent, relying purely on internet connection.

There’s no restrictions on who you can call and you can reach out to various different devices. Landlines, mobile phones and other computers are all easily connectable.

This can all be done via headsets or in-built speakers and mics in your device, or via a traditional looking desk phone.

How Does a Cloud-Based System Work for Your Business?

Overall, the main ways in which it works for your business are:

• You can easily add, move, or change phone extensions and locations, which saves money and gives you more flexibility. This flexibility scope is vital when accounting for future growth or relocating.
• Your workers can access and use your phone system from anywhere they like. This will no doubt increase productivity as it makes it easier for staff to work from home. Plus, if anything should happen to your office, it reduces the potential downtime of your business. As your team can carry on working from different locations as though everything is the same.
• Your communication levels within your business will sky rocket. Your staff will now have the technology to quickly and easily connect through voice and instant messaging. All of these methods are controlled through the same interface and are based in an easy to use application.
• It helps you sell more. Customers are more likely to pick up the phone and buy from a local phone number or they may respect a national (even international) number at other times. Cloud-based systems offer such flexibility. You can set up calls from any UK or international code which means the potential for sales increases massively.

How is it Different to Landlines?

There’s No Hardware or Maintenance

Unlike landlines, a cloud-based phone system doesn’t rely on hardware or need extra maintenance. This means you’ll be spending much less on your phone bills and set up costs. Plus, it’s much easier to pack up, move offices and set up your phone again because there’s no hardware to relocate - it uses your existing device such as laptop and mobile phone. You don’t need to wait around for your phone line to be activated - you just need an internet connection.

As Long As You Have an Internet Connection, You Can Make or Receive Calls Anywhere

The biggest differentiator is the ability to make or receive calls via the internet. This means you don’t need to physically be in the office to make or take business calls, which is great for remote teams and those who travel a lot.

Well designed apps and systems allow you to manage your own system without IT support.

What Doesn’t Change?

The experience of making a call remains the same - you simply pick up the phone and dial a number. Same goes for receiving a call - the phone rings and you answer via computer and use a headset or use your smartphone. You can still use voicemail, put somebody on hold, forward calls to an alternate number and even fax somebody if you really wanted to.

However, behind the scenes things are a lot different.

In terms of reliability, traditionally landlines have edged it over cloud based phone systems and other VoIP phones. As internet speeds continue to get quicker by the day and broadband is continually evolving, you’re able to make a call as quick, easy and clear as you can with landlines

Next Steps? Choose a Provider… Just Make Sure You Choose Correctly

Many industries are being affected with technology evolving, and this is no different. Businesses that choose to take advantage of the many benefits that cloud based systems provide will find themselves reducing costs, offering better communication options to employees and customers and in position to take advantage of any further technology advancements.

Just like we’ve moved on from using cassette tapes, video tapes and even paperback books, the telephone service is going all digital as well. Why not reap the rewards and speak to us about a potential package that could be suited to you? Or if you’d prefer some further reading, at the minute, download our all in one free guide to help you choose the right cloud based phone system.