Ready to transform your business communications?

Nicky Smith
7 min readNov 25, 2022

Here’s why moving to a cloud-based phone system is the intelligent choice.

Looking to improve the efficiency and effectiveness of your business communications? A modern phone system — specifically a cloud-based PBX — can help you do just that by optimizing your workflow, reducing costs, and providing a host of other valuable benefits. Whether you’re looking to streamline operations or enhance customer service, a cloud-based phone system is an intelligent choice for businesses of all sizes and industries.

Carolina Digital Phone helps businesses like yours upgrade their existing telephone systems so they can increase productivity, streamline the customer experience and reduce costs without the need to maintain an on-premise phone system. Getting started is simple and can improve your bottom line almost immediately.

1. The problems with traditional business communication methods

One of the main problems with traditional business communication methods is that they are often time-consuming and inefficient. With a cloud-based phone system like Carolina Digital Phone, however, you can streamline your workflow and get more done in less time. This not only helps to improve employee productivity, but it also allows you to provide better customer service and increase customer satisfaction.

In addition to improving efficiency and productivity, a cloud-based phone system also offers other valuable benefits, including:

  • Increased flexibility and scalability
  • Enhanced collaboration and teamwork
  • Better security and disaster recovery
  • Reduced costs for maintenance and upgrading
  • Greater reliability and uptime
  • Easier access to business analytics and reporting

Whether you’re looking to improve operations, optimize your team’s performance, enhance customer service, or simply stay competitive in today’s fast-paced business environment, a modern cloud-based phone system is the ideal solution.

2. The benefits of moving to a cloud-based PBX system

There are many reasons why a modern cloud-based PBX system like Carolina Digital Phone is the smart choice for businesses of all sizes and industries. Not only does it offer significant efficiency benefits, but it also enables you to improve collaboration and teamwork, enhance customer service and satisfaction, increase productivity and flexibility, reduce costs, boost reliability and uptime, and get easier access to business analytics and reporting.

Availability

A multi-device cloud-based phone system gives you the ability to have numerous devices running all at once. Your employees can be accessible no matter where they are or what time it is.

Pick the Equipment You Need

With an on-premise system, you’re usually limited to using certain vendors and their equipment. Cloud-based phones give you the option to lease or buy your equipment without having to make the expensive upfront payment that comes with PBX systems.

Infrastructure Management-Free

A traditional on-premise phone system requires periodic upgrades to maintain compatibility with newer hardware and software. With a cloud system, the service provider is responsible for infrastructure and software updates instead of the business. This saves time and money.

Improved Reliability

Having accessible customer service is crucial for any business that relies on phone calls from customers. If you’re not easily reachable, your brand will suffer.

One of the dangers of having an on-premise phone system is that, if something goes wrong or a disaster occurs, your employees and customers will be unable to communicate. With no way to make or receive calls, this can lead to major disruptions in your business.

The Cloud phone system does not have this issue as it hosts services in various data centers spread locally and internationally. If one data center’s service goes down, your calls can be easily rerouted through other data centers. This goes unnoticed with a cloud-based phone system as you will not experience interruption during calls.

Ideal for Hybrid Work

On-premise traditional phone systems make it hard to take advantage of a remote workforce. If you don’t have advanced setups and costly service upgrades, you can’t connect directly with your employees who work outside the office.

A virtual phone system that is based in the cloud, like Carolina Digital Phone offers, eliminates the need for physical boundaries. The phone traffic can be routed to any internet connection.

Quick and Easy Setup

Cloud business phones are easier to deploy than traditional lines. On-premise installation can take months and has intensive hardware and resource liabilities. Cloud systems need fewer physical devices and can be installed within days. Depending on what works best for you, deployment of cloud phones can be done all at once or in incremental steps. Once the system is put in place, it’s easy to add new offices and users.”

Quick Upgrades

If you’re using an on-site phone system, your service provider likely has to test their upgrades for each individual location and client. This ends up making you wait until they finish testing before you can access the latest features. Cloud solutions, however, don’t make you wait and will roll out new updates and features to all clients simultaneously.

3. Tips for getting the most out of your new platform

To get the most out of your new cloud-based phone system, it is important to work with a company you trust to help you set up all the features available to you. By taking advantage of the different tools and capabilities, you can improve your productivity and efficiency in your daily business operations.

Once you have made the decision to upgrade your old phone system, you will want to ensure the call flow of your new, cloud-based phone system suits your needs. Setting up features such as auto-attendants and call queues will ensure your calls are quickly routed to the proper department.

Features like holiday time-frames and after-hours call routing will make it easier to manage your communications and stay on top of incoming calls, even when you are out of the office. Additionally, using features like voicemail-to-email will help you prioritize important messages while keeping you connected to your team, even when you’re unable to take phone calls.

Other tips for getting the most out of your new phone system include utilizing the different communication tools available through the platform, such as text messaging and video conferencing. By taking advantage of these features, you can boost your team’s collaboration and efficiency, even when working remotely.

4. Case Study of a business that made the switch and saw results — City of Lexington, NC

Like most government agencies, the City of Lexington, North Carolina needed to bring its phone system into the 21st Century. Their Mitel phone system was aging, and the city was looking to have some redundancy outside of their facility. Systems Administrator Lindsay Hedrick, who has been with the city for 6 years, opted to take their communications to the cloud!

Previously, all of their hardware was on-site. Now, The City of Lexington has moved its telephone services into the cloud with Carolina Digital Phone. Before the move, he says, they relied on their telephone vendor heavily for support — all the way down to changing a user’s voicemail password. “We were trying to bring some of that in-house,” says Hedrick. He has been heavily involved with the transition to Carolina Digital Phone.

Since moving to Carolina Digital Phone, The City of Lexington has benefited from many of the features offered by its new cloud-based system One such feature is the voice-to-text transcription feature. Once set up, the feature sends a transcription of voicemail as well as a recording to a user’s email inbox. From an IT perspective, says Hedrick, “It’s nice to have that translated text message and recorded voicemail embedded in the email without having to go to a phone to call it back.” That is just one of over 200 convenient built-in features available from Carolina Digital Phone.

To read more about The City of Lexington’s transition to the cloud, CLICK HERE.

5. How to make the switch

If you have been considering upgrading your outdated, on-premise phone system, the first step you need to take is to reach out to a trusted professional company and assess your options. Carolina Digital Phone has been a leader in the VoIP telephone industry for over 22 years.

After talking with the professionals at Carolina Digital Phone, you will be able to decide if a cloud-based phone system is right for your business. If you choose to make the switch, our team of experts can help you plan and execute your transition with minimal disruption to your day-to-day operations.

Whether you have a small, medium, or large business, we have the expertise and technology to ensure that your new cloud-based phone system works seamlessly with your existing infrastructure. Our team will work one-on-one with you to understand your needs and goals and help you develop the customized solution that is right for your business.

If you are ready to explore the features and benefits of a cloud-based phone system, contact Carolina Digital Phone today at (336) 544–4000 to learn more about making the switch!

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Nicky Smith

Carolina Digital Phone is a cloud-based business phone system that saves you money while increasing productivity and mobility.