Cloud Phone System

The on-site to online infrastructure shift has been massive since the COVID-19 pandemic. In fact, it now has a worldwide market size of over $204.8 billion – which is expected to increase at a rate of 12% from 2020 to 2025!

In this tech-centric era, such a transition doesn’t seem surprising. The main factor contributing towards this shift is that cloud-based phone systems are better than traditional on-premise phone systems in pretty much every way.

Cloud Phone System

What is a Cloud Phone System?

First things first, here’s what a cloud phone system is: it is a modern communication solution for businesses that are hosted and maintained in highly reliable and secure data centres. This system is delivered via your internet connection so it is location-independent. It comes with PBX capabilities and affordable pricing.

This VoIP phone system is becoming particularly more popular because it is cutting down upfront investments and offering quick and easy deployment and management. As a company, you don’t have to purchase the complete system, instead, you can pay on a subscription basis for the cloud phone service.

While traditional phone systems must connect directly to legacy land lines at your office , cloud phone systems connect you to the PSTN (Public Switched Telephone Network)  via the internet.

Let’s break this explanation down further.

Why Do You Need a Cloud Phone System?

Any business navigating today’s uncertain environment of pandemic lockdowns, supply chain constraints, and rapid inflation requires an atop-notch communication solution.

Not only do you need to stay in constant, seamless communication with your entire team, which may be working remotely, but you also need to maintain a smooth workflow between your team and your customers, vendors, and partners.

In such a situation, you will need a communication solution that offers geographic flexibility, minimal technical requirements, ease of use, productivity-enhancing features, and most importantly cost savings. Cloud-based phone systems offer all this and much more.

Benefits of Cloud Phone System

Let’s now talk about some of the benefits of cloud phone system that you need to know before paying for the subscription.

1. Cost Efficiency

Businesses are always looking to cut operational costs wherever possible – and cloud phone systems are ideal in this regard as they reduce not only an upfront investment on equipment but can also remove recurring maintenance and licensing costs from your budget. What’s more, they are often priced on a simple per-user basis.

Traditional phone systems can be costly to set up and maintain. With a cloud phone system, you can say goodbye to expensive hardware and installation fees. The cloud-based nature of a cloud phone system allows you to save money on equipment and infrastructure costs. Additionally, you only pay for the features and services that you actually need, making it a cost-effective solution for businesses of all sizes.

2. Flexibility and Mobility

One of the greatest perks of a cloud phone system is the ability to take your business phone system wherever you go. Whether you’re working from the comfort of your home office, attending meetings in different locations, or traveling for business, you can easily stay connected and accessible. No more missed calls or missed opportunities – you can now work on the go while maintaining full professionalism and reliability.

When it comes to flexibility, cloud phone systems again take the win because they enable workers to be available and productive at any time from anywhere. Thanks to the geographic flexibility, teleworkers from all around the globe can enjoy a unified business experience with the same features.

3. No Technical Expertise Required

When it comes to cloud phone systems, the responsibility to keep system maintained and up to date shifts from your team to your service provider. The system is hosted in the cloud and requires little to no technical expertise or infrastructure from your end. The best part is all this works without the need of an IT resource as you can update user settings simply through a web interface in just a few clicks.

4. Scalability

Cloud-based phone systems are extremely scalable, much more so than traditional communication systems. If your company is expecting major growth, cloud phone systems scale very efficiently.

With  traditional phone systems, you may need to add hardware, licensing or other resources if you wish to scale the company, but with a cloud phone system, adding new users is extremely easy and cost effective. You can add extensions, phone lines, and other advanced features very easily.

As your business grows, so does the need for a scalable phone system. With a cloud phone system, you can easily add or remove lines and features to accommodate your changing needs. Say goodbye to the hassle of dealing with traditional phone lines and hello to a phone system that grows with your business.

5. Increased Productivity

Unified communication systems help employees save upto 32 minutes per call per day. With today’s  increasingly remote workforce, it not only allows employees to stay seamlessly connected, it also provides a variety of useful productivity and efficiency enhancing features.

For example, by using CRM integration, businesses can turn conversations between sales agents and customers into useful business insights. These insights can also be tracked with real-time integrations. Apart from that, features like auto call logging, screen pops, click-to-dial, and video calling can save a lot of time.

A cloud phone system can significantly improve productivity in your business. With features like call forwarding and voicemail-to-email, you can easily manage and prioritize your calls, ensuring that important messages are never missed. 
Additionally, features like auto-attendant and virtual receptionist can automate repetitive tasks, freeing up your time and allowing you to focus on more important tasks. With a cloud phone system, you can streamline your communication processes and eliminate time-consuming manual tasks, leading to increased productivity and efficiency in your business.

6. Advanced Features

A cloud phone system offers a wide range of advanced features that can enhance your business operations. Features such as voicemail-to-email, call forwarding, and auto-attendant can streamline your communication processes and improve customer service.
Additionally, cloud phone systems often come with analytics and reporting tools that provide valuable insights into your communication patterns and help you make data-driven decisions.

7. Reliability and Security

Cloud phone systems are highly reliable and come with built-in redundancy and backup systems. This ensures that your business communications are always up and running, even in the event of a power outage or system failure.
Additionally, cloud phone systems offer advanced security measures to protect your sensitive business information and prevent unauthorized access. This level of reliability and built-in disaster recovery measures provide peace of mind, especially during critical situations.

8. Improved Customer Engagement

A cloud phone system can greatly improve customer engagement. With features like call recording and call analytics, you can gain valuable insights into customer interactions and identify areas for improvement. 
Additionally, features like virtual receptionist and call routing ensure that every customer is connected to the right person or department, improving response times and overall customer satisfaction. With a cloud phone system, you can provide a seamless and efficient customer experience, leading to increased loyalty and repeat business.

9. Customization Options

A cloud phone system offers a wide range of customization options to fit the unique needs of your business. You can choose from a variety of features and settings to create a communication system that aligns perfectly with your workflow and goals.
Whether you need advanced call routing, personalized greetings, or integration with other business tools, a cloud phone system can be tailored to meet your specific requirements. This level of customization ensures that you have the flexibility and control to optimize your communication processes and make them work best for your business.

10. Seamless Integration With Other Tools

A cloud phone system can seamlessly integrate with other business tools and software, further enhancing your productivity and efficiency. Whether you use customer relationship management (CRM) software, collaboration tools, or productivity apps, a cloud phone system can integrate with them, allowing for seamless data sharing and streamlined workflows.
This integration eliminates the need for manual data entry and ensures that information is automatically updated across all your systems, saving you time and reducing the risk of errors.

11. Easy To Upgrade

A cloud phone system is easy to upgrade, allowing you to stay current with the latest technology and features without the hassle of purchasing new hardware or software. With a traditional phone system, upgrading often involves significant costs and disruptions to your business operations.
However, with a cloud phone system, upgrades can be done remotely and seamlessly, ensuring that you always have access to the latest communication tools and capabilities. This flexibility and ease of upgradation empower your business to adapt and grow without being limited by outdated technology.

Best Pick: RingOffice Cloud Phone System

We recommend RingOffice Managed 3CX Cloud Phone Systems because it offers the productivity features that matter. It comes with a highly available secure cloud infrastructure that is proactively monitored and updated after regular intervals. But that is not all, RingOffice Managed 3CX  Cloud Phone System is a feature-rich service that comes with:

1. Security and Scalability

When going for cloud-based tools, the foremost requirement is security from hackers. RingOffice managed 3CX phone systems offer businesses advanced security features such as encryption, firewall, authentication, and backup and disaster recovery. Cloud phone systems are designed with utmost security; including multiple levels of physical and logical security to protect you from both internal and external threats.

RingOffice managed 3CX phone systems solution offer businesses the flexibility to scale up or down quickly, so you don’t have to worry about adding users or upgrading infrastructure at a later stage. This makes 3CX a reliable and scalable communication system for businesses of all sizes.

2. Administration or IT Control

This platform does not require specialized IT staff as the administration  panel is self-explanatory and very easy to use. Plus you can have complete administrative control while on the go. Whether you need to manage users, add/remove features, change call routing , or add staff, all this can be donefrom your smart phone.

3. Privacy and Reliability

RingOffice Managed 3CX Cloud Phone Systems provide complete server privacy so you don’t have to share a phone system with anyone. Most importantly, this system is extremely reliable as it is created with geo-redundant, high availability infrastructure. The cloud data centers are equipped with redundant power and network connectivity in the case of any outage. RingOffice takes periodic backups of your phone system and stores these in geographically diverse locations to protect against loss and to minimize disaster recovery time.

Geo-redundant servers improve service availability, reduce downtime, and increase reliability. It ensure that businesses can continue to operate even if one server location experiences an outage, making it an excellent solution for businesses that require uninterrupted service. Additionally, geo-redundancy allows businesses to distribute their workload across multiple servers, reducing the risk of overloading a single server and improving system performance. In short, geo-redundant servers provide businesses with the peace of mind they need to operate smoothly and efficiently.


The pandemic has massively changed the course of life and business making it crucial to upgrade our communication systems. To stay relevant in the field, you have to replace your outdated office phone systems today with more flexible, ubiquitous, efficient and cost-effective cloud-based phone systems.

Not only do cloud-based phone systems offer cost savings, they improve productivity, mobility and flexibility. Searching for the best service provider to help with your cloud communication and collaboration solution? Talk to RingOffice about how your business could communicate better.