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Written by
Katy Ratican
4 May 2022
4 minutes

Should you get a cloud-based phone system for your business?

Is it time to ditch the traditional, on-premise phone line and move your business to a feature-rich cloud-based phone system?
Cloud based phone system for business

Traditional phone lines are making way for cloud-based phone systems. Businesses are replacing legacy landlines and their clunky hardware with highly flexible and affordable phone systems based in the cloud. Should you follow suit and migrate your phone systems to the cloud?

What is a cloud-based phone system?

Cloud-based phone systems are based on Voice over Internet Protocol, or VoIP. They use the internet to make and receive calls. This makes them different from the traditional phone systems that rely on copper wires.

Why is it called a cloud-based phone system? Because, unlike the conventional system, there is no infrastructure, hardware or private branch exchange (PBX) on the premises. Everything needed to run it is on the cloud. That’s why these are also called softphones.

Cloud phone system versus traditional phone system

Traditional phone systems use public networks to connect users. These networks could be either Public Switched Telephone Network (PSTN) or Integrated Services Digital Network (ISDN). Cloud phones use hosted internet systems for voice and data connectivity.

A traditional landline needs several devices and a PBX if you want additional functionalities. But a cloud phone system doesn’t require any device or hardware. It can work on any device that’s connected to the internet like a smartphone, tablet or computer. You can even use cloud phones with traditional devices by adding adapters.

How do cloud-based phone systems work?

A cloud-based phone system converts your voice into digital packets. These are then sent over the internet to their destination. At the receiver’s end, the packets are reconverted into voice or text. The cloud-based software routes the call instead of a physical exchange as in the case of traditional phone systems.

You can access a cloud-based phone system through any connected device. By downloading a cloud phone app on your smartphone, computer or laptop, you’ll be able to make and receive calls and send text messages. The service can also be accessed with a VoIP phone or by adding a VoIP adapter to a traditional phone.

Top features of a cloud phone

Conventional phone systems offer limited functionalities whereas cloud phones come with a world of features for businesses of all sizes.

Lower costs

The biggest advantage is that cloud phones are highly affordable. There’s no need to buy new devices or hardware. Softphone monthly fees are also lower when compared to traditional phone systems. Long-distance calling is mostly free with cloud phones.

Centralised communication

From phone calls to text messages to voicemails, everything can be centralised and managed with a single user interface. This makes it exceptionally easy to track, monitor and manage your calls and texts, which will help you with customer acquisition and retention.

Business tools

A cloud-based phone system gives you a host of tools to optimise your business communication. These include call recording, call forwarding, call queueing, custom caller ID, voicemail to email or text, conference calls and auto-attendant, to name a few. All these make your business look professional and credible.


If your team members are working from home, you don’t have to get a new number. They will be able to take calls through any connected device. You can set calls to ring on multiple devices. Softphones also allow you to transfer calls from one device to another.

A second line for work

The cloud-based phone system will give you a second line that you can use exclusively for business-related calls and texts. This will help separate your work and personal communication and give you and your team a better work-life balance.

Pros and cons of cloud-based phone systems

Cloud-based phone systems come with several helpful features for business. They save you money, improve response times, increase productivity and are suited for remote work. But like with any cloud-based software, there are inherent security risks. This is especially true for cheap VoIP services.

More importantly, a cloud phone will only work if there is a reliable internet connection. And as we know, you can never be sure of the quality of your internet connection. This is why Chalkboard uses mobile networks to connect you. This offers superior coverage, whether indoors or outdoors.

Chalkboard: A reliable alternative to cloud-based phone systems

With Chalkboard, you get to use a virtual number without any of the problems associated with a cloud-based phone. You get a reliable second line for work that offers better and steadier connectivity through cellular networks.

Chalkboard gives you all the enhanced features you expect from a cloud-based phone including auto-reply. But it also gives you contact organisation, broadcast SMS and messaging for conversational marketing.

Download Chalkboard and let this next-generation phone system work to grow your business.

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