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Cloud Based Phone System Pros Cons And Characteristics

Updated: July 7, 2020

    Cloud Voip Phone In Call Center

    A cloud-based phone system allows you to connect to people all over the world using the Internet instead of landlines. One of the great things about the cloud-based phone system is that your data is stored and secured in the cloud, so all your team members can access it whenever they want, from any location, on any device.

    On the other hand, one of the disadvantages of cloud-based phone systems is that they require good Internet connections. If your connection is slow, your conversations may lag and ruin your sales pitches.

    Let’s take a look at the pros and cons of a cloud-based phone system.

    The Pros And Cons Of A Cloud-Based Phone System

    The cloud-based phone system has its pros and cons, just like every other technology you use. Let’s take a look at the pros and cons of a cloud-based phone system and compare them with traditional, on-premises telephone systems. 

    Pros Of Cloud-Based Phone Systems

    Lower Costs 

    Cloud-based phone systems are cheaper than the traditional telephones systems that most businesses have been using since the 80s or 90s. And it’s easy to see why. Cloud-based phone systems use your internet connection to make and receive calls. 

    Businesses that choose a cloud-based telephone system don’t have to install an on-premises PBX. They don’t have to hire IT consultants and other experts to handle the system’s maintenance. And they don’t have to pay for add-on features like call queueing with on-hold music, auto attendants, visual voicemail, call analytics, and others. 

    Since you don’t have to install any hardware on-site, you won’t have to pay for the maintenance of the equipment or the eventual mechanical malfunctions. In addition, you won’t have to pay an IT consultant to keep your system up to date and running at all times. Your service provider takes care of all these things. 

    And a cloud-based VoIP solution can lower your monthly phone bills by up to 60%. This is possible because cloud VoIP providers charge significantly less than landline phone providers. 

    No matter how many calls you make per month, it’s almost guaranteed that you’ll save some money if you switch to a cloud-based system. 

    Simple And Fast Set Up

    Growing your company with a traditional telephone system can be difficult and expensive. You have to assign each employee an individual phone number, which means adding phone lines and ports. This means you have to call a technician or have one on retainer and invest in all the materials needed to connect the new telephone line. The entire process can take days. 

    With a cloud-based phone system, you can scale your business at any point. And you can do it on your own, without the help of a technician. 

    Cloud-based phone systems come with user-friendly control panels. You can access the control panel at any time to add new lines and assign new numbers. Since your phones use the Internet and not actual phone lines to make and receive calls, you only have to click on a few icons to create a new line, which means you can do it in as little as one or two minutes. 

    Adding and removing new phone lines at any point can be very helpful for your business if your company sees seasonal traffic increases. 

    Unlimited Flexibility

    Call from anywhere, at any time, from any device. When you use a cloud-based telephone system, you don’t have to be next to your desk to receive or make calls. Cloud phone systems allow you and your team to work from virtually anywhere if you have a working Internet connection. 

    And the best part is that you don’t even need to carry a work phone around if you don’t want to. You can simply install an app on your smartphone, tablet, PC, or laptop and make calls using your company’s contact details. 

    This means that you and your team can work from home, from the car when you’re on the go, or from a sunny beach resort when you’re on vacation but need to sort something out in a hurry. 

    The unlimited flexibility of the cloud-based system is also very helpful for businesses that have offices in multiple locations. The cloud phone system brings all your data into one place, so all the information is accessible to everyone. In addition, a single administrator can manage all your data, making it easy to create useful call statistics, track your company’s progress, and more.

    Unmatched Reliability

    When you use a cloud-based telephone system, you don’t have to store any hardware. Your service provider houses the components needed to make the system work, so you’ll still be able to make and receive calls if there’s a blackout in your area. 

    In addition, most cloud phone providers use decentralized setups to make sure that their servers have very short downtimes. Service providers manage to achieve this by mirroring the data of their servers on other ones. 


    For example, a cloud phone service provider might have servers in Toronto and California. Either of these servers could act as a backup if an extraordinary event would temporarily affect the other. 

    At Epik Networks, we guarantee a 99.99% uptime with our financially-backed SLAs

    Robust Call Features

    Cloud-based telephone systems are modern communication solutions. As a result, they come with modern build-in features such as: 

    • Advanced Call Forwarding 
    • Custom Caller ID 
    • Automatic Call Recording 
    • Call Analytics And Logs 
    • Voicemail To Email Or Text 
    • One-Click Conference Calls 
    • Multi-Level Auto Attendants 

    And more… 

    And the best part of using a cloud-based phone system is that you can tailor it to your liking. You can integrate third-party tools like CRMs to run your business more smoothly. You can install accounting software to keep track of all your expenses. And more. 

    You can install all these new features on your own, without waiting for hardware updates or addressing complicated requests to your service provider. 

    These features help you operate your business with confidence knowing that your team can provide efficient and quality services even during busy seasons.

    Cons Of Cloud-Based Phone Systems

    You Need Fast Internet & Modern Network Equipment

    When you use a cloud-based system, every action you or your team take uses some of your network’s bandwidth. The more actions you make, the more bandwidth your business needs. 

    That’s why you might need to upgrade your Internet connection. But if you upgrade your Internet connection, you might also need to upgrade your networking equipment - your routers and your switches. 

    And since your team will most likely connect to a Wi-Fi network, you have to make sure that your Wi-Fi equipment covers the entire surface of your office and that your building doesn’t have any dead spots.

    Your ISP May Affect Your Business

    Since all your business calls go through the Internet, your Internet service provider can directly affect your business. If your ISP frequently drops your Internet or if your connection lags and has high ping times, your communication services will suffer. 

    Having a high latency can create connectivity issues. The unpleasant effects of a high latency usually manifest as a voice delay, but they can also lead to dropped calls. Having a poor voice quality might even convince some of your clients to drop your service altogether. 
    With Epik’s fiber optic Internet, you get a cross-continent latency time of 70 milliseconds or lower, guaranteed.

    You Need IP Phones

    You need the right equipment to switch to a cloud-based telephone system. Your old phones might not be able to connect to the Internet, so you might have to buy some IP phones

    IP phones use Ethernet ports to connect to the Internet, so you might also need to install a larger POE switch if you install many phones. 

    A Guide On How To Pick The Best Cloud-Based Phone System

    How do you go about choosing the best cloud-based phone system? What should you look for in one? Well, you should make sure that your new phone system comes with the best possible features. 

    • Find Me, Follow Me - This feature allows you and your team to make or receive calls on multiple devices using the same phone number or extension. You have the option to answer or make calls using a smartphone, an IP phone, a tablet, or a laptop.

      This is a great feature because it allows you to work remotely at all times without any of your clients noticing. For them, it’s business as usual. 
    • Unified Communications - This feature allows you to integrate third-party tools to your phone system. It’s a great feature because you can connect all your tools into one easy-to-use application. This helps you create accurate statistics, keep track of your business progress, evaluate your employees, manage your budget, and more. 
    • Artificial Intelligence - Artificial intelligence can help your business grow. Using chatbots can relieve some of the pressure your customer support team is under during busy periods. Speech-to-Text bots can help your team draft emails while they’re driving or on the go, and sentiment analysis features can help your support specialists understand how to approach different clients. 

    At the moment, it seems that AI will have an important part to play in the future of business communication, so using a cloud-based system that’s compatible with AI can be a smart move moving forward.

    Advantages of Cloud Based Phone Systems

    Even though the cloud-based system has some cons, the advantages it brings to a company outweigh them by far. A cloud-based phone can help your business branch out into new markets, streamline your sales and support services, and more. And this system is compatible with a lot of third-party tools, which means you can configure it to your liking. 

    Cloud-based phones also give your team the possibility to work from anywhere, at any time, using any device. They are perfect for remote or work-from-home teams. And the best thing is, their sound quality is so good that your clients will never know the difference. 
    At the moment, the cloud-based system is the best communication solution for businesses. If it’s paired with high-speed internet, the cloud-based phone system is virtually limitless.

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