Cloud-based Phone Systems

How Cloud-based Phone Systems are Changing the Game for Businesses?

Do you still use the traditional business phone system for your business communications? I mean that the ones run on designated physical boxes and are connected to individual conventional phone lines. If so, you are behind most businesses, and it’s time to switch to a cloud-based phone system.


It is because you are missing out on several advanced calling features like call recording, auto attendant (IVR), call monitoring & analytics, video conferencing, and many additional features. With a traditional landline system, you run a conventional business and limit your business opportunities. 

The cloud-based phone systems are the latest approach to telephony and one of the rising global business tech trends. It replaces landline phones with VoIP (Voice over Internet Protocol) phones or hosted cloud PBX (Private Branch Exchange). PBX systems facilitate communications over the Internet. 

Modern phone systems offer you the latest cutting-edge communication, analytics, and management features to handle your business communications. Take your contacts to the next level. Automate most of your communications and eliminate tedious and time-consuming tasks with cloud phone systems. 

Fundamentally, it allows you to focus on your customer experience, sales, and other crucial aspects of your business to ensure greater productivity and higher ROI. 

Below are the top 6 reasons you should switch to a VoIP telephone system, ditching your traditional business phones.

Reasons Why Businesses Should Ditch Traditional Phone Systems for Cloud-based Phone Systems

1. Cost Savings

Your primary business intent is to lower costs as much as possible in expenses and generate higher revenues. Isn’t it? It is exactly what you can achieve with VoIP phone systems. 

Once you move your office phone system to the cloud, you no longer need dedicated hardware. You only need to purchase cheap virtual phone numbers and convert any existing digital device (smartphone, laptop, or tablet) into a business phone system. 

Since you eliminate hardware installations, you also save money on maintenance costs. No Hardware, no Maintenance. You need to pay for your subscriptions and VoIP features. 

VoIP phones offer you cheaper calling facilities compared to traditional phones. And you also eliminate paperwork and directories to record and store your clients’ information. It reduces your expenses and helps you save more.

The payment structures are also flexible, helping you save money. Most cloud-based phone system providers offer you several pricing alternatives and payment models. 

You subscribe to only what you need. Plan and commit your expenses to save more and get the best value for your money. Pay-as-you-go is a good example. 

Unlike legacy phone systems, cloud-based phone solution offers you scalability options. You can purchase and revoke virtual phone numbers to meet your communication requirements. Save your resources wisely. You do not get to do the same with the legacy phone solution. 

2. Increased Flexibility

Do legacy phone systems facilitate remote work? They do to some extent, but it comes down to phone call rates, hardware installation, maintenance, and upfront payment. The better alternative to host and monitor remote workers is cloud-hosted phones. 

Cloud-based business phones require software and applications to establish communication. That is all. You incorporate a remote workforce into your business and effortlessly track, monitor, train, and supervise them with VoIP phones.

The next incredible aspect of virtual cloud phone systems is that you completely control your communications. Adding and removing members in your communication system is easy. Similarly, upgrading your phone system takes only a few clicks. 

Whereas legacy systems require manual upgrades that are time-consuming, expensive, and include communication downtime. Limited pros with unlimited cons are something you want to ditch before it’s too late. 

Cloud-based telephony is wider than a phone system and isn’t premise-oriented. It offers you number sharing, allowing you to host the same phone number on multiple devices. You can remain connected and productive everywhere you go. 

Number sharing also allows you to synchronize your communication log across multiple agents. It means everyone stays on the same wavelength and eliminates redundancy. It helps build a cohesive work culture, encouraging agents to perform better. Greater business productivity with increased flexibility. 

You cannot compare the amount of flexibility you get from cloud phone systems and traditional phone systems. 

3. Improved Reliability

Cloud-based phone systems are hosted from the cloud. These clouds spread all over the globe while remaining connected and synchronized. This means unfortunate cases like natural calamities and disasters have less impact on your communications. 

Even if one of the clouds gets affected, the next one can facilitate your communications without much downtime. You cannot say the same for traditional phone systems. Cloud-based systems are less prone to outages and downtime. 

The other thing is you require qualified individuals present on the site to repair, maintain, and upgrade any traditional desk phone system. In contrast, a VoIP provider can program automated updates and backups of your cloud-phone system from any corner of the world.

The reliability of cloud-based voice solutions is better than that of traditional phone lines. 

4. Enhanced Features

What do you get with a traditional business phone system? A standard voice communication. It is the only thing. And more is needed to sustain your business communication requirements in the present and future.

However, you can relish VoIP telephony’s latest and most advanced communication features, sustaining every communication requirement. Cloud-hosted phones do not limit their services to voice solutions. 

You can incorporate several enhanced call features, such as call recording, conference calls, SIP Trunking, international calling, voicemail-to-email, call forwarding, call routing, ACD, auto-dialers, virtual receptionist, and more, into your business communications. 

Additional features like call masking to an unallocated phone number, call transfer, call monitoring, analytics, and reporting help you track your live calls, generate reports, and analyze your communication productivity rates. It gives you a better insight into your business communications.

You can always use it to design and implement better communication strategies for better results. Remember the quality of customer experience you can deliver with these enhanced features. 

5. Future Proof

Future-proofing your business communication is crucial to stand a chance against your competitors. With the advancement of innovation in the communication sector, you will be left behind if you do not switch to VoIP as soon as possible. 

IP (Internet Protocol) communication is the imminent future of business communications. It ensures secure and reliable communication with an easy plug-and-play format. Safeguarding your business from common landline disruptions is the least of the things cloud-based phone systems bring into your business communications. 

The graphical representation above shows the decline of landline phones over 1.5 decades in US households. It indicates that people are scouring for better landline alternatives every day. Soon, landline phones will be in the museums. 

Individuals and businesses want high-quality, dependable communication platforms. Many of them have realized it and switched already. If you also wish for relevancy in the years to come, it is the optimal time to switch to VoIP. 

Switching to VoIP and virtual phone numbers is the best way to meet your business communications requirements. Future-proof your brand, business, or whatever it is with VoIP phones. Stay caught up.

6. Case Studies

If the above four reasons aren’t enough to ditch your landline phone systems, then these case studies might help you change your mind. Below are some top names that have opted for cloud-based phone alternatives and landed success in their respective fields. 

Case study 1: Coffman Engineers

Coffman Engineers opted for a cloud phone system for their communications because one of their offices was hit by disaster. They say they use virtual phone numbers for communications and save more than 25% compared to their plain old telephone service (POTS).

They have their disaster recovery feat assembled with their cloud phone system. In addition, they state that they have been able to use unified communications to their advantage. 

Case Study 2: Reliance Nippon Life Insurance

Reliance Nippon Life, one of India’s top insurance companies with 1.9 billion dollars worth of assets, used a traditional phone line system before the pandemic (covid-19). Connecting 1,250+ agents across 713 branches was impossible; that is when they opted for Exotel.

Reliance Nippon Life Insurance’s Chief Operating Officer, Srinivasan Iyengar, said that Exotel incorporation was crucial to keep their business alive. Exotel provided his company with a digital, anywhere-available telephony solution to ensure productivity even during the pandemic. 

Case Study 3: Multipanel UK

Multipanel UK, a manufacturer in the UK, has its production facility and head office at the opposite ends of the country. They needed proper communication and synchronization of data between those two sites. In addition, they operate in 20 different countries with thousands of salespeople. 

Managing Director of Multipanel, Andrew Cock says that Cobalt, a cloud telephony service provider, has helped his company achieve outstanding communication across the whole team. Cobalt has helped them save money while ensuring elevated business productivity. 


Telephony or communication is an integral part of any business, small or big. No matter the sector of your industry, communication (both internal and external) plays a massive role in business growth and sustainability. 

So, why limit your business potential and confine productivity using traditional phone systems? It is time to ditch legacy phone systems and move on to cloud-based alternatives. Incorporating the latest communication features guarantees better business insights and communication opportunities.

Ensure greater productivity and deliver an exceptional customer experience with cloud-based telephony.

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