June 23

Cloud-based Telephony vs. On-Premise Telephony: Which is Best Suited for your School?

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The education sector is one of the sectors in which digitalization had brought change. Education Enterprise Resource Planning (ERP) or school management system have been implemented by educational institutions for student data handling, managing their everyday activities, online examinations, and class conduction including various other tasks.


Different Telephony Systems

Cloud-based systems, also referred to as software as a service, in which the institution’s both data and software are managed and stored on a central platform over the internet, known as the cloud, to which only authorized users to have access.

In the market, various types of ERP systems are available, each one having different features, user interfaces, and benefits, making it difficult for educational institutions to choose the right one for their school management needs. Whatever system you go for must hold the capability of streamlining all key operations of the educational institution.


Cloud-Based Systems

  • Owned by the institution
  • On-site equipment installation
  • Higher upfront cost
  • Maintenance cover annually
  • Calls are charged
  • Competent internal resources required for day-to-day system management
  • Decommissioning and re-installation in case of site change
  • Separate management interfaces for multiple sites
  • Expensive data links are required to link between sites


On-premise phone systems have a local installation process on the educational institution’s hardware and server., usually managed by the IT.


On-Premise Systems

  • No upfront costs but ongoing monthly charges
  • No day-to-day management resources required
  • Cost-free calls
  • Require data switches or Power over Ethernet to upgrade or install
  • Good IP access required
  • Calls are subject to bandwidth
  • Instant disaster recovery
  • Easy site moves

What Makes Cloud-Based & On-Premise Telephony Different?

On-premise telephony involves the traditional installation of phone systems via linking all the institution’s phone extensions and their subsequent connections onto public networks. VoIP services are incorporated in the advanced on-premise phone systems.

Contrarily, cloud-based systems, facilitate the brand’s network linkage of phone extensions using the internet. Cloud phone systems use softphones, while on-premise telephony utilizes desk phones.


Advantages of Cloud-Based Telephony vs. On-Premise Telephony

When investing in Cloud-based telephony, here are a few benefits you can expect:

  • Scalability - The upside cloud telephony has is its scalability which is giving it businesses, allowing service adjustments as per the industry and seasonal fluctuations.
  • Cost-free installation - The initial installation needs no heavy investments, as is the case with on-premise telephony.
  • Flexibility - With cloud telephony, if you have access to good internet, no matter the place, you are good to go.
  • Easy & Quick Call Management - Cloud-based telephony comes with features that allow you to both manage and organize calls. Other than streamlining the processes, it allows you to collect data easily from the other end.

Advantages of On-Premise Telephony vs. Cloud-based Telephony

Against the cloud-based counterparts, some institutions still prefer on-premise telephony, here is why:

  • Communication control by management - On-site telephony allows controllability by business owners and communication managers. When cloud-based telephony can easily be both maintained and configured by anyone.
  • Stability in voice quality - Cloud-based telephony having the top-notch voice quality can still be impacted by a range of external factors, degrading communication quality.  The factors are network configuration, bandwidth and devices used.
  • Cheaper setup - On-premise telephony comes with a one-time payment on installation but costs more in the long run with both the downtime and maintenance. Contrarily, cloud-based telephony can be cheaper in the long run, requiring the clients to pay a monthly hosting rate and upfront cost for endpoints.


Which Telephony System is Better for Your School?

For institutions dealing with large volumes of data, and performing numerous operations, cloud-based telephony is the perfect choice as compared to the on-premise telephony. You can replace your traditional on-site telephony with the Microsoft Teams phone system, which provides a complete voice solution in the cloud. Allowing instant scalability when taking on more staff and students, to be sure that Microsoft can scale up and down depending on your needs quite recklessly.

Microsoft Teams telephony can be used by your educational institution to:

  • Connect with teachers through chat and vice versa
  • Holding virtual class sessions, sharing ideas, and presenting content
  • Manage homework, quizzes, and assignments online
  • Storing files and work either on OneDrive, OneNote, or SharePoint Online
  • Teams calls to other staff/teacher and students, regardless of the location or device.

For consistent, unified telephone communication systems that help you drive collaborative partnerships for your enterprise, book a strategy call with us today, if you are looking for a fully integrated cloud-based phone system like Microsoft Teams for your educational institution, we’re here for you.  

(Last Updated On: June 23, 2022)

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Saba Naseem

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