Contact Us - (727) 319-0671 |
Contact Us - (727) 319-0671 |
Your Professional Guide to Cloud-based Phone System

Many businesses are in their cloud-based phone system era, but still, there are quite a few new to the whole idea. If you’re one of those companies who’ve heard about cloud-based phones but aren’t sure what they entail, or where to start, don’t worry – we’ve got you covered.

Understanding Cloud-Based Phone Systems

Let’s start with a definition. What is a cloud-based phone system?

Imagine your traditional office phone system, with all those bulky machines tucked away in a closet somewhere, connected by a maze of wires. Now, take all that and move it to the cloud—a digital network of servers and software you can access anytime, anywhere. That’s a cloud-based phone system in a nutshell.

Most cloud phones are made up of five key elements:

  1. VoIP Technology: Cloud-based phone systems use VoIP (Voice over Internet Protocol) technology to transmit voice calls using your broadband connection. This means your voice is transformed into digital data packets that are then sent to the person you’re calling. It’s like sending an email but with your voice instead of text. For this to work smoothly, you must have a reliable internet connection.
  2. Virtual Phone Numbers: With a cloud-based system, you can have virtual phone numbers that aren’t tied to specific devices or locations. These numbers can be assigned to individual employees or departments and easily be set up or changed as needed.
  3. Cloud Storage: All your call logs, voicemails, and settings are stored in the cloud. This means you can access them from anywhere with an internet connection and easily to back up your data to ensure important information is never lost.
  4. Software Applications: Cloud-based phone systems often come with software applications that let you manage your phone system from any device. Whether it’s a web-based dashboard or a mobile app (sometimes called a softphone), these apps make it easy to manage all your communications from one convenient location.

But what is it about these elements that makes so many businesses ditch their old phone systems in favor of the cloud? We’ve got the answer for that, too.

4 Advantages of Cloud-Based Phone Systems

All kinds of advantages draw businesses to cloud phones, but here are some of the most popular ones:

  1. Scalability: No more wrestling with wires, drilling holes, or waiting four to five business days for new lines and users. With a cloud phone, all it takes to add more lines is a few clicks in the online dashboard, and you’re good to go. Need to scale back? It’s just as easy.
  2. Cost-Effectiveness: Cloud-based phone systems can also save you money. Since there’s no need to invest in expensive hardware or maintenance contracts, you can significantly reduce your upfront costs. Plus, with pay-as-you-go pricing models, you only pay for the features and services you use, with potential savings anywhere between 30 and 50 percent on communication costs.
  3. Mobility: Thanks to its virtual infrastructure, and our affinity for internet-connected devices, a cloud phone system can help you stay connected whether you’re working from home or Timbuktu. As long as you’re connected to the internet, you can make and receive calls quickly and easily.
  4. Plug-and-Play Integrations: Most cloud-based phone systems easily connect with other business apps and tools. This means you can make calls directly from your CRM software, sync contacts with your email client, and even host video conferences – all from within the same platform.
  5. However, one of the biggest benefits of cloud-based phone systems is that they can keep your business up to date with the latest work trends.

Why Cloud-Based Phone Systems Are Vital for the Future of Work

More and more employees are prioritizing flexible work this year, making hybrid setups our new normal, and companies need communication tools that can keep up. That’s where cloud-based phone systems come in.

  • Adaptable Communication: With employees spread across different locations or working remotely, businesses need communication solutions that can adapt to their evolving needs. Cloud-based systems give you and your team the ability to work from anywhere, scale up or down quickly, add new features, and integrate with other business tools with just a click.
  • Reliable and Accessible Channels: In today’s 24/7 digital age, over 60 percent of customers expect instant access to their favorite businesses. A cloud-based system can help you achieve that! Because all your data is stored in the cloud, you can guarantee up to 99.999% reliability to your clients—even during power outages or natural disasters! That’s because when one server goes down, your calls can automatically be rerouted to another server in the cloud, reducing downtime by hours or even days.
  • Global Connectivity: As businesses continue to hire remote talent both locally and around the world, cloud-based systems foster easy communication across borders. Whether it’s international calling, virtual meetings, or collaboration on shared documents, distance is no longer a barrier to productivity. Plus, with a provider like Centratel, your phone system is always compliant with global communication standards.

Prepare for the Future with Centratel Cloud Phones

Cloud-based phone systems aren’t just a trend—they’re a fundamental component of the future of work. By upgrading to the cloud, businesses can do a whole lot more, like: