Can you replicate a key phone system in the cloud?

Key phones are traditional desk phones with a central unit and handset. Capable of supporting up to 50 users, these are often used by small to medium-sized offices. They have a dial pad and special buttons that let users route calls to other extensions or access features like hold or transfer.

A key phone system has been ideal for employees who need access at their desks and behind the counter. These systems are easier to manage than traditional PBXs – and excel at the core competencies of a basic phone system.

But as equipment becomes older and more flexible, scalable and cost-effective solutions come to market, many businesses are upgrading their landlines to VoIP (Voice over Internet Protocol).

Why is it hard to leave your current system?

For many businesses, this trusted technology has been the silent backbone of communications since before the Internet became a regular part of our daily lives. Key phones made offices more efficient and productive with features such as call transfer, hold, conference calling, direct inward dialing, and paging.

The main phone systems are generally easy to use, and more than anything, they are familiar. Since most adults have used a key phone system at some point in their careers, there isn’t a huge learning curve when you need to onboard new employees. With a quick explanation of how to access voicemail and which extension belongs to whom, you can get most new employees up to speed by the end of their first day.

This makes it hard for many businesses to abandon their old-school key phone systems – even if they know that modern business phone services offer much more functionality.

In short, key phone systems once had all the advanced functions you would expect from a business phone, and they were easy to use with predictable costs and straightforward maintenance. These strengths have made them a mainstay in business communications.

But now, after more than 50 years of use, this technology is slowly dying out. And businesses today should consider modernizing their phone systems as soon as possible.

Using a VoIP Gateway with a Key Phone System

a VoIP gateway or Analog Telephone Adapter (ATA) This allows traditional phones to make calls over the Internet. ATA acts as a bridge between your old phone system and the Internet.

Plug your regular phone into the ATA, connect the ATA to your Internet router, and you’re ready to start answering calls like before. Also support ATA fax machines and multifunction printers.

This is a budget-friendly way to modernize your phone system without replacing it, minimizing disruption to employees. Typically, you can access basic VoIP features like voicemail-to-email and call forwarding while staying with familiar hardware.

This approach is ideal for businesses that want to gradually transition to the cloud, phase out older equipment, or simply extend their old phone system contract for a few more years.

Are all major phone systems compatible with ATA?

Most key phones will work with ATA, but not all.

If your phone says “analog” or connects to a standard phone line, it’s probably compatible.

If it’s labeled “IP” or “Digital,” you may need a special adapter or take another approach altogether. Always check the compatibility of your system before investing in an ATA.

Challenges in moving to the cloud

Migrating to a cloud phone system brings a lot of versatility to businesses and their employees – but it’s not without challenges. Here are some important issues you’ll need to address when transitioning from a core phone system to the cloud:

• Compatibility: Can your existing handsets work with cloud systems, or do you need to invest in new equipment? To use modern VoIP services you may need to purchase new handsets or softphones.
• Replication Functionality: Can you replicate features like DID and intercom in the cloud? Chances are you can, but be sure to choose a provider that supports the features your business depends on.
• Soft Key Programming: Cloud systems often rely on “soft keys”, which are on-screen buttons that can change dynamically. You may need IT support to manually configure the changes.
• Training: This is a big deal, because you may have employees who are resistant to change. Do you have the time and resources to teach your employees how to use these new cloud-based systems? You’ll need to train employees to use new features like call parking to deter callers.

Any upgrade naturally presents challenges, but the key is to ask yourself if the benefits outweigh the costs and whether now is the right time to upgrade.

Benefits of replacing a key phone system before it fails

If your key phone system is still working, you may hesitate to replace it. But there are risks in keeping an older system that doesn’t have an infinite lifespan – what if your phone system fails or your hardware becomes unsupported before you can keep a backup?

Today, most businesses use Hosted PBXWhere the vendor manages all the infrastructure and software – employees simply log into their account and make calls. It works perfectly whether they’re in the office or working from an airport bar – secures the vendor network, allows remote employees access at any time, and never requires you to connect to the main office network. No need to worry about being on 24/7.

VoIP phone systems are relatively inexpensive – most businesses save money on switching by eliminating most of the hardware maintenance costs associated with traditional phone setups. It’s not an incredible savings, but it’s nice.

The real attraction is the functionality you get by connecting your phone to other business software. This enables advanced call administration, simple call recording, Interactive Voice Response (IVR), deep analytics and potentially much more. Premium systems support CRM integration, allowing reps to pull up customer files, view past conversations, order history, and more on a single dashboard.

Migrating to the cloud is a great way to future-proof your business phone system, as the software is constantly being updated, patched, and improved. If you’re thinking about switching to a remote or hybrid setup, cloud-based phone systems can make the switch easier. Even if some employees are working from home and others are onsite, they will all have the same communication capabilities.

Yes, there are challenges in updating your system to new technology – it is inevitable – the disadvantages of living with an old key phone system will likely worsen over time.

But by choosing to upgrade your main phone system to a cloud-based system, you can navigate those challenges at your own pace instead of being forced to do so later.