What is a Cloud-Based Phone System?

A cloud phone system is a phone system that allows the user to make calls over an internet connection rather than a traditional phone system. It is operated through a VoIP connection (voice over internet protocol) and is provided and managed through a third party.

They are also designed to offer enhanced security alongside extra features such as auto attendants or virtual receptionists. Today, we're covering all you need to know about cloud based phone systems. If your business is considering installing one, hopefully we can help you decide.

Cloud Phone Systems Explained

Cloud based phone systems - also known as cloud telephony - enable organisations to manage their telephone system using the internet. Cloud telephony is employed using VoIP (which means voice over internet protocol) and enables voice calling alongside messages, video calls, and file sharing.

Cloud telephony brings together multiple digital communication tools under one umbrella. A system like this is incredibly helpful for modern businesses, and fits nicely into other internal systems.

How do Cloud Phone Systems Work?

Cloud telephony works by converting analogue voice signals into digital data, and transmitting them over the internet. A user will dial a number using a VoIP phone attached to the system, the call is routed by the cloud telephony provider.

Running your phone system in this way means that there is no need to run a standard hard-line phone system. A cloud based system can be used through a phone application, or over the web. This means calls can be made and received through a VoIP phone, a mobile phone or through a computer.

Cloud phone systems generally operate on a subscription service, which typically means that businesses are billed monthly. It works by 'renting' remote access to the service through the provider. This essentially amounts to outsourcing, where all the complicated elements are managed by the third party.

What's the Difference Between Cloud Phones & VoIP?

Before we go on, let's establish some terminology to make things clear. The cloud phone system controls where your calls go. A VoIP system is how you connect your phones or computers to the cloud system.

These two elements work together like a train line and a train signal. If your calls are the trains, the VoIP is the tracks that the calls travel on. The cloud phone system is the train signal, directing the calls where they need to go.

The VoIP forms part of the cloud phone system, and is included as standard in most cloud telephony packages.

What are the Benefits of a Cloud Based Phone System?

Cloud phone systems offer a wide range of benefits to modern organisations. Here are our favourites:

1) Cloud phones are easy to implement

A cloud phone system is fairly quick and easy to install. The absence of excess hardware means that there is no complex wiring or giant servers to fit into your office space. There is no need to wait for a team of technicians to show up, as the provider handles the installation from start to finish.

All you have to do is then inform your teams what they need to do to enable the system on their devices. This minimises downtime for your business, and reduces general hassle.

2) The system is easy to use

Cloud telephony systems are designed to be easy to use. They typically offer an easy-to-use interface that allows users to make and receive calls, store and access files, and access all other features. It essentially functions as an all-in-one communications platform.

Fundamentally, a cloud phone system is designed to streamline and consolidate everything. Modern teams generally learn how to use a cloud based system faster than traditional phone systems.

3) More cost effective than traditional phone systems

Cloud phone systems are more cost-effective than traditional phone systems. They consolidate all aspects of phone communication under one roof, and eliminate the potential for random bill shocks.

Businesses who use a system like this will benefit from reliable, agreed upon monthly costs, without unexpected maintenance fees. Less hardware also means there is no need to pay for a batch of handsets, as a cloud system can be set up on existing devices.

4) Flexible to modern business needs

Cloud based technology is undoubtedly more flexible than traditional methods. A cloud system allows workers to access their phone line from wherever they are, meaning remote workers, off site staff and even those working abroad are catered for.

The working world is becoming more virtual every year, so cloud telephony is often considered the natural successor to traditional call technology thanks to its flexibility and versatility.

5) Comes with advanced comms features

Many cloud systems offer an array of extra features, essentially providing a complete comms solution. These commonly include auto attendants for automated greetings, virtual receptionists for directing callers, or voicemail to email messaging.

The traditional method of business calling is simply not enough anymore. Organisations need to adapt to the needs of customers and colleagues, and these features can help you do just that.

6) Cloud systems help productivity

All extra features offered by cloud phone systems are all designed to make your organisation more efficient. Say goodbye to workers wasting time sorting out their phone systems, or having to juggle one phone between four.

This allows for everyone to spend more time focusing on their daily tasks, and keep delivering for your organisation. Staff can also answer calls from wherever they are, meaning that business is conducted at a faster rate, with fewer delays.

7) Extra security with leading providers

When you employ a cloud based phone system, you benefit from increased reliability and security. Most leading providers offer guarantees for uptime, which means you can rest assured that your phone system won't fail you when you need it most.

Partnering with a trusted provider such as Virtual Landline means that your secure data is in safe hands, with no risk of breach or cybercrime.

8) No need for extra hardware

As we've mentioned, a cloud system means no extra hardware. No huge plastic phones taking up space on your desks, no giant server occupying your storage space. A cloud phone system instals seamlessly onto your existing devices. Workers can install the system on their phones or desktop through an app.

Not only does this free up space from clutter, it makes the whole system easier to install and maintain. It also means that workers only have to get used to the digital interface, not a complex hardware-based calling system.

9) Easily scalable for remote workers

Because a cloud system is hosted over the internet, it is easily scalable to accommodate a quickly growing workforce. Installing the system can be made part of the onboarding process, meaning that staff have access straight away.

Adding new numbers, extensions and users to a cloud system is quick and easy to do from the central account. This means that if you are expanding your remote workforce, there are no hurdles to getting them onboarded.

Cloud Based Phone Systems with Virtual Landline

Here at Virtual Landline, we offer a catch-all cloud phone system designed for modern businesses. Our service offers a range of features, including:

• IVR Auto Attendant - Add a professional welcome message to your business number to efficiently direct incoming calls.
• DID Selection - Route calls to your existing UK landline, mobile number or employees with DID numbers, without the need of multiple physical phone lines.
• International Cover - We offer coverage throughout the world, meaning that you can call from anywhere you are covered from.
• Call Whisper - Add a short message to notify you of an incoming call from your Virtual Landline number, so you can answer the call accordingly.
• Voicemail to Email - Never miss a voicemail message again with voicemail to email. Add, update and remove email addresses.
• Follow Me - Divert your business number to any UK landline or mobile number to receive incoming calls straight to your mobile.
• Simultaneous Ringing - Forward incoming calls to up to 5 different numbers, which will ring at the same time. Whoever is the first to pick up gets the call.
• Choose your Number - We offer a wide range of custom phone numbers, including national numbers, localised numbers and memorable numbers.
• Time of Day Routing - Time of day routing allows you to specify the time or day when incoming calls should be routed to specific numbers or devices.
• Balance Top Ups - Login to your user account from anywhere in the world and manage your account balance and top-up on the go.
• Balance Remaining - You can see your remaining call credit balance in your account dashboard and make top-ups online.
• CDR Lookup & Download - Access call records to look up numbers, download call activity records.
• App & Device Purchasing - Add and manage devices from your user account. You can download desktop and mobile apps, or purchase VoIP handsets online.