What is a cloud based phone system

A cloud based phone system is revolutionizing the way modern businesses operate. Unlike traditional landline systems that route calls over copper phone lines, a cloud phone system runs calls over the internet.

This allows for a range of capabilities and flexibilities suitable for UK businesses in the digital age.

With over 82% of companies expected to be using cloud technology by 2025, understanding this modern phone solution is key.

How do cloud based systems work

At its core, a cloud phone system works by turning analog signals into digital data. This data is compressed and sent in packets across the internet, rather than over conventional phone lines. The packets reach the recipient almost instantly and reassemble on the other end back into crystal clear audio.

All of the key phone system components like the switchboard, extensions, voicemail, interactive voice menus, hold music, and more are hosted remotely in the cloud. Users simply access everything through an internet connected device like a desktop phone, mobile app, or softphone. This allows businesses to set up a business phone system without investing in expensive on-site private branch exchange (PBX) hardware.

“82% of companies are expected to be using cloud technology by 2025”

When it comes to making and receiving calls, a cloud based phone system assigns each employee extension a virtual phone number. Incoming calls to this number are instantly routed to the individual over the internet–whether they are in the office, at home, or on the road. This enables seamless communication and collaboration regardless of location.

Benefits of cloud phone systems

There are many advantages to moving your business phone system to the cloud:

Cost savings

Cloud technology eliminates the need to purchase, install and maintain an on-site PBX system. Most providers charge a simple monthly fee per user. This cloud based solution allows you to convert high capital expenditure into more manageable operational expenditure. You only pay for what you need each month.


Legacy phone systems require manual reconfiguration to accommodate changes. With a cloud based phone system, you can seamlessly scale up or down the number of users and extensions in real time–only paying for what you need. This caters perfectly to fluctuating business needs.

Business continuity

If legacy hardware fails, your phone system goes down. However, a cloud based phone system runs off remote servers so business operations can continue uninterrupted during outages. Calls seamlessly route to mobiles and other backup numbers.


Advanced features

Modern cloud based phone systems integrate sophisticated features like intelligent call routing, interactive voice menus, omnichannel contact centers, detailed analytics/reporting, conference calling, and unified communications tools.


Cloud systems provide full connectivity across devices like landline phones, softphones, and mobile apps. Calls can seamlessly switch between gadgets while maintaining quality. Users have complete flexibility to bring the office phone system on the go.

“Cloud phone systems provide seamless communication regardless of user location”

Who are cloud phone systems suited for

Any UK business looking to upgrade from outdated legacy hardware will benefit from transitioning to the cloud. However, below are some examples of establishments perfectly suited for a cloud based phone system:

Rapidly scaling startups

The unmatched scalability of cloud phone systems makes them ideal for SMEs experiencing sudden business growth. There is no need to continually invest in new hardware. Simply pay for additional cloud licenses/features when needed.

Remote workforces

The location agnostic nature provides complete mobility for off-site/remote employees while retaining enterprise-grade call quality.

Multi-site establishments

Seamlessly interconnect multiple locations to operate under one unified business phone system. Cloud networks can easily manage sophisticated call routing logistics between offices.

Customer service teams

Omnichannel cloud contact center features help enhance customer experience and agent productivity when managing high call volumes.

BYOD work environments

Easily extend full desktop phone functionality to employee mobiles/laptops. This allows staff to use their own devices worry-free.

Getting set up with a cloud phone system

Transitioning an entire company’s communication infrastructure may sound daunting. Fortunately, reputable business VOIP providers make adoption simple by looking after the whole process–from planning to implementation and beyond. Follow these steps to get started:

1. Define business requirements

Document your workflow, peak call times, number of users/locations, existing hardware, must-have features, and future objectives. This helps providers pitch the optimal solution.

2. Select a cloud phone provider

Research multiple vendors with strong industry reputations that offer the reliability, features, and support your business needs. Many offer free trials to experience the system firsthand.

3. Customize the setup

Choose from a selection of enterprise grade IP phones, mobile apps, communications tools, contact center features, and intelligent call routing functionality to customize your setup.

4. Seamless deployment

The provider will work with your IT team to seamlessly deploy the new business phone system with minimal downtime during the transition. Comprehensive testing is done upfront.

5. Ongoing management/support

Reputable providers assign dedicated account managers to handle ongoing system updates, fixes, changes and to provide 24/7 UK based support via phone, email and chat.

“Work with reputable providers for seamless deployment and ongoing support”

The future is cloud

Legacy phone systems restrict agility in today’s digital marketplace. Transitioning business communications to the flexibility of the cloud is a smart, future-proof decision. With remote work on the rise, seamless mobility will only grow in importance long-term. Partnering with trusted providers takes the complexity out of adoption while delivering enterprise-grade call quality. Prepare your UK business for whatever lies ahead by embracing cloud now.