Why A Cloud-Based Phone System Is Better Than Traditional Phone Service

When you’re running a business, you have a lot to worry about.

One of those concerns shouldn’t be how you’re going to handle the barrage of phone calls you get on a daily basis.

You need to have a reliable communication system in place so that you can make and receive calls when necessary but most importantly so that your customers can get through with their questions or concerns.

With a cloud-based phone system, it’s easy to keep track of all incoming and outgoing calls without having to pick up the receiver yourself.

Here’s what you need to know about the advantages of VoIP over on-site telephone services.

Cloud-Based Phone System vs Traditional Service

Let’s take a deep dive into how a cloud-based phone system stacks up against a traditional telephone setup.


You’re going to have expensive costs upfront with a traditional phone system because of the sizable hardware. On the other hand, cloud-based systems don’t have unwieldy equipment to bother with or pay for.

(FYI: You’re going to see a lot of references to cost from here on out, so keep your eyes open!)


Anytime a lot of hardware is involved in an endeavor, you can plan on it also being fairly complicated to install and get up and running. (Plus, there’s usually a cost associated with the installation.)

So, what does the setup for a VoIP system look like? Suffice it to say, blink and you’ll miss it because it’s quick and painless. Let’s take a little timeout to get a better understanding of the procedure, from start to finish.

Here’s what the process looks like:

  1. Perform an internet speed test to confirm that your network can manage the additional bandwidth.
  2. Purchase or lease high-quality hardware. Typically, a desk phone. Your softphone (your extension in your cell phone, laptop, iPad, or home PC) is included for free.
  3. Choose a VoIP provider that has plentiful features.
  4. Port over your existing phone number or select a new one.
  5. Complete the in-office set-up. (The actual steps will vary depending on the number of employees you have, as well as the type of hardware you’re using.)
  6. Run a test to check your connection. (Pay attention to how clear the calls sound, if there are any delays, and how stable your connection is.)
  7. Educate your employees on how to utilize all the features of their new cloud-based phone system.

Now, remember all that equipment we’ve been talking about with traditional phone systems?

Well, at some point it will need to be serviced and eventually upgraded. And that’s gonna cost ya.

Your cloud-based phone system already integrates with IP phones, your desk computer, laptop, and your other mobile devices. And we’ve already talked about how easy it is to upgrade or add additional features when necessary.

(Hmmm...are you starting to see a pattern?)

Adding New Extensions

The number of people on your team is likely to ebb and flow.

But what happens when you need an additional extension to your traditional phone system? Well, it’s going to require new cables and equipment. And when you get new cables and equipment, it all has to be installed.

And you can already guess what that means...cha-ching.

When you need to add anything to your VoIP system, there are no cables or hardware to deal with. It’s a lot easier.


With a traditional phone system, maintenance must be performed by a trained specialist. Two factors come into play when this happens. One, not shockingly, is the cost associated with having a professional come to your location to do the work.

The other is that it can take a while for you to get the service you need if there are other organizations ahead of you in the queue. (The argument can also be made that time is money.)

With a cloud-based phone system, any kind of update or upgrade you need will be automatically applied. In addition, changes can be made with the click of a mouse, and there’s no maintenance requiring a trained professional.

Feature-Rich Functionality

The previous points mentioned already state a strong case for a cloud-based phone system.

But the main reason – worth even more than cost – is the enormous amount of capabilities that are possible, including unified communications such as:

  • HD audio and video
  • Group and private chat
  • Screen sharing
  • File sharing
  • Conferencing up to 200 participants
  • Guest access, no downloads necessary
  • Dial-in to meetings
  • Meetings scheduling
  • Full mobility with iOS & Android apps
  • Make and receive calls to/from any outside number
  • Users presence
  • Emojis

If 2020 taught us anything, it’s that having the ability to conduct business and collaborate with your entire team virtually is invaluable.

Being able to work remotely and still receive and make business calls from your home office or on the road as if you were sitting at your desk is one of the most important features for today’s workforce. It opens up a whole new way to do business by providing previously unheard-of accessibility.

Cloud-Based Phone Systems Are the Clear Winner

It doesn’t take a rocket scientist to see that cloud-based phone systems are the best choice for your business.

Especially when you look at the totality of all that’s included and how you’ll save:

  • No upfront costs
  • Phones can be leased
  • Softphones are included for free
  • Maintenance and support are included.
  • No need for PRIs or SIP Trunk
  • No need for internal IT tech
  • You can add and remove users/extensions with no extra cost
  • Upgrades and feature updates are included
  • Centralized cloud PBX for multiple locations

While cost is a huge factor with far-reaching implications, the ease of use and lack of hardware and all that equipment entails make it easy to see that the future of your business may hinge on making the right communication choice.

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