When choosing a new small business phone system, you have to take into account the factors that may affect your business. What features do you require? What costs are right for your business? Is this phone system scalable enough for your business? This article will be a guide in everything regarding small business phone systems.
Choosing a small business phone system can come with its challenges. So in this blog we will be covering the pros and cons of small business phone systems, and how to choose the right one for your business.
What is a Small Business Phone System?
A small business phone system is a telephone system that allows your business to make or receive calls. This can include internal communication, as well as your business receiving calls from customers and clients. Modern phone systems can have numerous benefits and features including voicemail to email, follow-me diversions and Auto-Attendant Configurations.
Read the full list of benefits and features today.
Types of Business Phone Systems
There are three different types of business phone systems that are used in businesses today. These systems are used throughout the world and can give your business the flexibility it requires to work more efficiently when interacting with customers and are named Cloud-based VoIP Phone System, PBX Phone System & IP-PBX Phone System
Cloud-based VoIP Phone Systems
Cloud-based VoIP systems are known for their flexibility and ease of use. Designed for the next generation of small businesses, you can use your VoIP phone system from your own phone, tablet or computer through a bespoke app that can be integrated within your small business.
Virtual Landline has designed a bespoke app to make using our VoIP phone systems hassle-free and cost-effective. For more information, check out our Virtual Landline app today.
Typically, cloud-based VoIP phone systems come with a large list of features and benefits that can make your small business phone system easier to manage.
Some benefits and features include:
- Follow-me - Divert your business number to any other UK landline or mobile to receive incoming calls.
- Time of day routing - Pick the time of day that your calls should be routed.
- Call Whisper - Add a small message before your incoming calls, so you know that they are from your VoIP phone system.
- Auto-Attendant Configuration - Add a virtual, customisable, welcome message to your business number.
Learn more about our Virtual Landline Office.
PBX Phone System
A Private Branch Exchange system is a private network that requires a local server on the businesses premises to operate. This type of small business phone system can only send and receive calls and rarely comes with many modern features.
PBX systems also come with the headache of limited expansion. With a finite number of internal extensions, the number of phones you can use is capped, which could leave you short in customer support or stunt your businesses' growth when looking to expand.
IP-PBX Phone System
As discussed earlier, the PBX phone system operates with an on-site server that requires installation and upkeep. The IP-PBX is different in this regard, the phone system can operate with the server on the premises but can also be used virtually, from the cloud. Being cloud-based, this system relies on a reliable internet connection, so a solid internet connection is required.
Choosing the Right Small Business Phone System
Here are a few things you may want to think about before committing to a new small business phone system.
Cost
The first thing you and your small business needs to evaluate is the cost of a new phone system. Do you have the budget to install a PBX phone system that may need additional phone lines and a server room to operate from? Will the minimal expansion possibilities limit your profits in the future?
For a cheaper, more flexible phone system, you may want to go with a VoIP package.
A VoIP phone system can be quickly launched by Virtual Landline with a single user package from £4.50 per month, to a virtual office package from £9.95 per month. Both packages can be used with a large range of features and benefits and can be scalable to your business needs.
Contact us today for more information.
Internet Connection
As we explained earlier, a VoIP phone system is hosted on the web, so your business will need to have a strong internet connection to host calls. The bandwidth required to host these calls is minimal, but a constant, and consistent connection is key.
If your business is located in an area that suffers from internet blackouts or down-times, why not look to see if there are other internet providers available?
Slow internet speeds do not just affect your business calls, but the overall productivity of your employees.
What Do You and Your Employees Require?
Another key element you must consider is what features does your small business phone system need? Before making any changes to your phone system, it may be worth asking your employees what features would improve their productivity.
Perhaps the introduction of an auto-attendant configuration will yield better customer care results for your business, increasing customer satisfaction.
Using Virtual Landline's Follow-Me feature, you can divert your VoIP number to any UK landline or mobile phone, meaning that you, or your employees can answer business calls when on the move from their own phones.
Virtual Landline Services
Here at Virtual Landline, we provide a wide range of business phone services, such as:
- Custom local phone numbers
- Custom national phone numbers
- VoIP handset packages
- Virtual receptionists
- IVR auto attendants
Our team is always on hand to answer any questions you have, so get in touch if you're looking for a phone system to suit your business needs.
Transitioning from a single business phone number to a fully integrated phone system was a significant step, and Virtual Landline made the process seamless. Their platform offers a robust set of features—call routing, voicemail-to-email, multi-user support, and more—that were clearly explained and easy to implement. The onboarding process was smooth, and within just a few days, we began seeing improved efficiency and communication across the team. For any business seeking a scalable, cloud-based phone solution, Virtual Landline is a solid choice.
Kieran handled our recent transition to the new Virtual Landline call management system. The migration process of our business VoIP was smooth, and the onboarding video call to explain the system’s features and benefits was clear and informative. For anyone considering Virtual Landline as their VOIP service provider, rest assured—you’re making a reliable choice.
Virtual Landline made the setup process refreshingly simple. Their range of plans offers excellent flexibility and affordability, making it easy to find the right fit for your needs. What really stands out is the scalability of the service—it's reassuring to know that as my business grows, Virtual Landline has the features and support in place to grow alongside it. A smart choice for any business looking for reliable VOIP solutions.
Great to speak to a UK based call centre on the phone, Dan couldn't have been more helpful and friendly! Everything was explained clearly, and the switch over to Virtual Landline from my old copper landline went really smoothly. It did exactly what it promised. Really happy with how easy it all was.