The Public Switched Telephone Network (PSTN) is due to be switched off by the end of January 2027. To me and you, this is the landline system that has served the world since before the turn of the 20th century.
So, it’s nearly time to say goodbye to copper phone lines and hello to cloud-based phone systems. Are you ready for the big switch?
If you’re not prepared, you run the risk of losing customers and falling behind your competitors. That’s why we’re always being asked about cloud-based business phone systems here at Sipalto.
To give you a single source of information, we thought we’d create a kind of FAQ post that should help you decide if it’s time to introduce a cloud-based phone system in your business.
What Is a Cloud-Based Phone System?
Put simply, it’s a telephony system that transmits and receives data over the Internet instead of traditional copper lines. Often referred to as Voice over Internet Protocol (VoIP), this relatively new technology offers a wide range of services you can’t access via a landline system.
Digital messages, call waiting, pre-recorded welcome messages, call diverting, and call logs are just a few examples of the services available with the latest cloud-based phone systems.
What’s Included in the Latest Cloud-Based Phone Systems?
That’s the great thing about a cloud-based phone system in the UK – it can be adapted to the needs of the user. This means you don’t have to pay for hardware and software you simply don’t need!
In terms of hardware, you don’t actually need any specialised gear if you want to do things on a budget. You could get by with just your computer and its mic and speakers. That’s not recommended, however. For the best call quality and experience, a VoIP-enabled desktop phone or headset is the way to go. You can also connect mobile phones to the latest cloud-based phone systems, so versatility and convenience are built in.
Depending on the package you choose, you might receive virtual numbers that mimic a certain location or prevent your customers from being charged to call you. That’s on top of the various call management features we covered earlier in this post.
How Easy (or Difficult) Is Collaboration Using Cloud-Based Phone Systems?
It couldn’t be easier. In fact, many businesses list it as the most impressive feature of the new breed of VoIP telephony system.
Many systems come with integrated video and call conferencing capabilities. Other collaboration tools include instant messaging, shared voicemail, shared notifications, and multi-device compatibility.
Can Different Devices Be Connected to a Cloud-Based Phone System for Small Business?
This is another great aspect of making the switch to a cloud-based phone system in the UK sooner rather than later. The ability to hook up various terminals and tech doesn’t just deliver flexibility – it also keeps the cost of upgrading your system to a minimum. That’s because you can integrate your existing mobile phones, laptops, desktops, tablets, software, and Bluetooth devices.
Once your cloud-based phone system is established, you can add multiple devices without too much hassle. And because everyone can keep their existing number, disruption to business operations is minimal.
What Happens if the Internet Goes Down?
Even the most reliable and powerful broadband can go down at times. And when that happens, you need to know that you can continue operating – albeit at a lower capacity. That’s why the latest VoIP systems have various backup options to ensure continuity. Here are a few of them:
Call Forwarding to Mobile Phones
Most cloud providers offer automatic call forwarding to mobile numbers or alternative landlines.
This ensures incoming calls are still received even without internet access.
Mobile Network (4G/5G) Support
Employees can use a mobile app over their mobile data connection instead of Wi-Fi to allow calls to continue without disruption.
Backup Internet Connection
Businesses can set up a secondary internet connection (e.g., fibre and 4G/5G backup) to switch over if the primary connection fails.
Voicemail & Auto-Responder Options
Calls can be redirected to voicemail with customised messages informing customers of the issue. Voicemails can still be accessed via email or mobile apps.
Cloud-Based Call Management
Calls can be rerouted automatically to different teams or locations where internet access is still available.
Can Cloud-Based Phone Systems in the UK Be Integrated with CRM?
The good news for businesses just keeps coming. Yes, the latest cloud-based telephony systems can be integrated with CRM software to create an efficient and seamless experience for both employees and customers. But that’s not all.
Advanced systems are also compatible with various collaboration, automation, productivity, and support tools. And the latest AI technologies can create call transcripts and summaries with minimal effort on your part.
Are Cloud-Based Phone Systems Secure?
Put simply, yes. But like any IT system, the devil is in the detail. The best systems use technologies such as end-to-end encryption to protect the data generated by cloud-based phone systems.
Multi-factor authentication (MFA) is used to restrict access, and role-based permissions ensure only authorised personnel can access high-risk or potentially sensitive information.
It’s worth remembering that, essentially, VoIP is IT. This means all the traditional security measures that go hand in hand with IT have a role to play. These include network security features, firewalls, updates, software patches, and disaster recovery measures.
Upgrade Your Business Telephone System with the Help of Experts
With more than 15 years of experience with cloud-based phone systems for small businesses, we know everything there is to know about installation, configuration, monitoring, and security.
We’ll assess your business needs before recommending the best cloud-based phone system for your operation. Just get in touch with the SiPalto team to get started.
