Cloud Phone System Pros and Cons: Is It Right for Your Business?
Are you less than thrilled with your business’s current phone system? Perhaps you’re gearing up to implement a phone system in a new business? You’ve come to the right place.
When it comes to choosing a business phone system, there’s a lot to consider. Reliability, scalability, security, mobility, and integration are all important factors that ultimately determine the right type of phone setup for any business.
At Lighthouse Technology Solutions, we help businesses nationwide find the most cost-effective, reliable phone solutions for their unique needs. Below, we explain the benefits and drawbacks of cloud-based phone systems to help you determine if they’re well suited to your business.
What Cloud-Based Phone Systems are Available?
RingCentral
They offer enterprise-level collaboration and features that come at budget-friendly prices.
Freshcaller
This affordable solution is excellent for small businesses because it's easy to set up and use.
CallHippo
CallHippo offers excellent integration and is known for being user-friendly while at the same time offering automatic updates and a superb API.
Grasshopper
Is a company that specializes in Android apps that can support receiving calls on a cell phone while using the business number, which equates to keeping work and personal communications separate.
Benefit: Cloud-Based Phone Systems Are Incredibly Affordable
One of the greatest draws of cloud-based phone systems for business is their low cost.
Most cloud-based phone systems for businesses offer a number of major features included with the phone service, including voicemail, auto-attendant, and more. As such, they can be a great option for businesses that are looking to cut back on communication costs.
Benefit: Cloud-Based Phone Service Is Reliable
The vast majority of businesses require dependable phone service to communicate with their customers, vendors, and other outside parties. When having a reliable line is vital for daily business operations, a cloud-based phone system delivers.
Because cloud-based systems are hosted in multiple locations, your business’s data is well protected even if a server goes down. Most providers experience few service disruptions and very little downtime as a result of the cloud’s geographic redundancy, a fancy way of saying multiple different servers are mirror images of one another.
Benefit: Performance
A cloud-based system also helps increase the overall performance of the business. There are things that happen that are not in your control, such as human errors or disasters. A cloud-based system means your data will be stored remotely, which won't negatively affect accessibility and keep performance at optimal levels.
Benefit: Quicker Setup and Incorporation
Traditional phone systems can be time-consuming to install because they might require giving employees their own phone numbers and adding new lines or ports, which means less productivity. A cloud-based system helps you expand at any point, which means your business will run no matter how your company grows.
Benefit: Low Maintenance
Most phone systems will need at least one person dedicated to looking at them regularly, which will require additional staffing or contractors. If there are malfunctions or repairs, this can also be more problematic, which is why a cloud-based system is more efficient because it's handled offsite and by a provider that can address any issues or minor details.
Benefit: Robust Features
A cloud-based system also offers helpful features, including:
● Customer caller ID
● Hold queues with music or recorded messages
● Automatic call recording
● Call analytics
● Multi-level auto attendants
These are just a few features, and they mean that you can maintain a higher level of customer service even in the busiest of times. Some of the cloud-based systems can even be integrated with your current system to help you have one space that runs all of the business operations.
Benefit: The Cloud Provides Virtually Unlimited Phone System Flexibility
The nature of the cloud allows cloud-based phone systems virtually unlimited geographic flexibility, which translates nicely to scalability. This type of system can route calls to a VoIP-enabled phone regardless of a person’s location, as long as there’s an internet connection available.
Given their incredible flexibility, cloud-based phone systems can be an attractive setup for businesses with remote employees or workers who travel frequently. They can also be a great option for businesses with multiple offices that want to connect their locations to the same phone service and manage it via a single administrator.
Drawback: Cloud-Based Phone Systems May Be Subject to Service Outages
Because cloud-based phone systems are internet based, they can be vulnerable to service outages and connectivity issues. However, this particular drawback should only be a problem if your business internet is unreliable and goes down frequently. Note: This drawback can be overcome by using a mobile app associated with the VoIP carrier. This mobile app is part of today’s cloud-based phone systems in a platform called UcaaS (Unified COmmunications as a Service).
If you have inconsistent internet service, dropped calls and connections are bound to be the norm with a cloud-based phone system. But if you’re operating on dependable, speedy business internet in your office, a cloud-based system should work just fine. Lighthouse Technology can also help you upgrade your Internet bandwidth!
Drawback: Data May Be Vulnerable to Cyber Attacks
Any service that’s internet based can be subject to hacking and malware, and cloud-based phone systems are no exception. That said, when your business internet is properly protected and your cloud system provider has implemented the appropriate security measures, there should be a low risk of intrusion.
Drawback: You Need a Good Internet Connection
Another consideration that can be a drawback to the cloud-based system is that it will need an internet connection that is stable. But fortunately, the service doesn't use a lot of bandwidth, so even if the system goes down, you will have access to a dashboard to direct calls to other numbers.
Drawback: Potential Lack of Emergency Service Access
Certain cloud-based and VoIP phone systems may not provide guaranteed access to emergency calling. Because these types of systems are not connected to a single geographic location the way traditional phone systems are, it can be difficult to trace 911 calls accurately.
If you’re concerned about access to 911 calling support, it may be best to opt for an alternative phone system for enhanced peace of mind. However, 911 call tracing is certainly possible with cloud-based systems, as long as the business phone system provider has Enhanced 911 (E911) enabled. E911 is a nationwide system that automatically displays the caller’s physical address to 911 dispatchers when an emergency call is made over an IP phone.
Find the Right Office Phone System for Your Business: Contact Lighthouse Technology Solutions
Need a cost-effective, reliable, secure business phone system? Get in touch with our team at Lighthouse Technology Solutions today. We specialize in helping Twin Cities businesses as well as businesses nationwide find the right phone systems for their size, budget, location, and security needs and provide end-to-end service to ensure each project meets our clients’ expectations.
To learn more about how we can help you, request a free quote or call our Minneapolis office today at 612-345-9177 or contact us online.