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photo of employees hand using Telephony telecommunications

Sheila Keller, Marketing Strategist

What is a Cloud-Based Phone System and What are the Benefits to My Business?

You’ve probably heard this term thrown around a lot, especially with businesses now offering a work from home (WFH) model for their employees.

Some questions you may be asking are:

  • “What is this term “VoIP” I keep hearing?”
  • “If I switch from traditional phone systems, what are the benefits to my organization?”
  • “If an employee works from home, how do they make or receive calls?”
  • “Is it possible to save money from our traditional phone service?”

All of these are valid questions if you are not familiar with the different types of phone systems available. So, let’s cover the basics.

What is a Cloud Based Phone System or VoIP?

VoIP is a term that has been around for a long time. It stands for Voice Over Internet Protocol. WHAT? I know. It sounds really techy. But in reality, its simple. It basically takes the same premise of a traditional phone system, removes unnecessary phone lines, and allows you to make and receive calls over the internet – oh, and its hosted in the cloud. This isn’t your grandma’s landline. This is a robust, state of the art service and product offering that will transform the way you communicate in your business – and could save you significant money in carrier services too! Can you say, WIN-WIN? Instead of being tied to a physical phone line, you can use this service anywhere. Calls can be transferred automatically to your cell phone, an app on your smart phone, can be sent to a “soft phone” on your laptop, or can come in through a VoIP desk phone to an ethernet port.

What are the benefits to having VoIP over traditional phones in my organization?

There are several – but the ones that stick out the most are:

Cost Savings

SIGNIFICANT Potential savings on telephony services (or Carrier services – like Spectrum, AT&T, Xfinity Office, whoever sends you your phone bill)


Systems can be built and customized to your office preferences


Adding and removing users is very easy and inexpensive. The system can grow with you, instead of working against you.

Easy To Transfer For Remote Work

You aren’t tied to your desk line anymore. Employees are on the go more than ever and need the ability to have calls come into different platforms. With the simple use of an app, transferring calls to your cell phone or implementing a “soft phone,” your mobile or work from home employees can enjoy the same benefits of your phone system remotely.

If an employee works from home, how do they make or receive calls?

Remote workers unite! We’ve all felt the communication pain at some point or another when it comes to working from a home office but missing calls on your clunky desk phone. Have no fear – VoIP is here! VoIP phone systems have the capability of allowing you to call from a simple app, transfer calls to your cell phone (don’t worry, the caller doesn’t capture your cell phone information) or you can implement what’s called a “softphone.” A softphone is a software program that sits on your laptop or desktop where you can make and receive phone calls through your office system. It’s like having a phone on your computer. You’d have the same functionality as you’ve grown to love on your desk phone, but at your fingertips. Can you do that with an analog phone? Survey says — Nope!

Is it possible to save money on our traditional phone service?

If you have a traditional phone system that runs off of analog lines, or “phone jacks,” you can expect to potentially see some cost savings if you switch to an internet-based phone system (VoIP.) Typically, your cost with the phone is by user, versus clunky expensive hardware to purchase. While you may elect to purchase new hardware, there is still a possibility your existing phones can work with this new system. In addition, your phone bill itself is very much like your car insurance bill. Each year, prices escalate and often times, its such a pain to have to call your carrier that its much easier to just stay status quo. If you pair up with an IT company that also offers telephony and carrier services, you can simply let them do all the leg work, find you the best price, pass on their discounts, and they can be the conduit for negotiation. When that happens, you’re more than likely going to see some pretty great cost savings.

If this is something you feel is a fit for your business or have additional questions, we will be hosting a FREE live masterclass on how you can understand ways to save money within your organization, take back control of your phone bills and phone system, and feel confident in knowing flexibility is in your horizon. Click here to register.