Phone Systems for Offices: How They Work

The right phone system will help you save money, increase efficiency, improve customer service and provide a better bottom line. Here at Virtual Landline, we're here to help you find a system that's tailored to your company so that you can thrive.

Types of Office Phone Systems

Office phone systems are typically divided into three main types:

• Landline
• Mobile
• VoIP

Here's how they all work.

Landline phone systems

Landline systems are classed as on-premises, meaning they are directly installed into your office. As the more traditional phone option, landlines use on-site hardware, meaning you'll need physical phones to make and field calls.

Landline systems offer reliability, but they are not very versatile. If your staff work remotely, or ever have to receive calls out of the office, you're unlikely to get this with a landline system.

A multi-line system is perhaps the most common. This is where each employee in an office has a dedicated phone, equipped with a unique extension. Multi-line systems allow companies to easily divert calls to the relevant team or employee.

They are increasingly popular for offices because they improve efficiency and customer service, helping callers access the right department quickly. It's common for incoming calls to go via an individual handset, where an employee will transfer the caller to the relevant department.

Unsurprisingly, multi-line phone systems require multiple lines. Each phone requires a separate line, which makes installation, maintenance and scalability more expensive. If a customer calls while a phone is engaged, they'll either be notified that the number is busy or be sent through to voicemail.

In this way, it becomes easier to miss calls, and potential customers may be left with a bad impression of your business. To remedy this, some multi-line systems have a 'rollover' option, which diverts customer calls to different lines within the company so that calls aren't missed.

While multi-line systems are equipped with call handling features, such as call forwarding, these often aren't automated and need to be manually activated.

Mobile phone systems

As the requirement for out of office calls increases, so does the need for mobile phone systems. This works much the same as a landline system, where each employee has their own mobile phone used to make and receive work calls.

The obvious upside to a system like this is that employees can make and receive calls wherever they are. For staff who are working remotely, or are out in the field, this is absolutely essential.

The way the system works can vary. Some organisations prefer to simply pay for several devices, as one would a personal phone. Others utilise business mobile phone packages, where multiple devices can be paid for on one plan.

Alternatively, mobile phones can be used to employ a VoIP phone system.

VoIP phone systems

Voice over internet protocol (VoIP) systems make calls over the internet, as opposed to traditional telephone lines. They require minimal hardware, as you won't need to install any new telephone lines in your office to use them.

Adding new lines to VoIP systems is easy and inexpensive (if it costs anything at all), making them great for expanding businesses and growing offices. They're cheaper than traditional systems and don't demand businesses sign up for lengthy contracts.

Plus, VoIP systems allow companies and their employees to be far more flexible; whether employees are working at home, in the office or elsewhere, VoIP systems allow you to take calls to mobiles, landlines, and other devices, so you'll never miss a sale or inquiry again.

VoIP systems come with call management features like call forwarding, call routing, transfers, video conferencing and so much more. Plus, the use of these features isn't limited to the office; whether you're working from home or out on a sales pitch, you'll benefit from improved connectivity.

Systems like this are easy to set up and manage, and only require an internet connection. It's cost-effective; other than phones and a router (if you don't have these already), you won't need to buy any hardware. Plus, you'll save money on maintenance costs, while upgrades are carried out through the cloud, rather than having to pay to call someone out.

VoIP is the most scalable of office phone systems, and will likely be the dominant system of the future. Cloud-based VoIP phone systems are reliable and secure and offer excellent quality.

How to Choose an Office Phone System

Here is everything you need to consider when deciding upon an office phone system.

Cost

One of the most important things to consider is cost. All systems will likely involve a set-up fee, but VoIP systems will get you the most value for money when it comes to monthly payments. VoIP / virtual systems will also incur fewer maintenance costs, as the whole system is managed digitally rather than by landline or phone contracts.

Scope of use

If your business employs remote workers or any in-field staff, you'll likely need a mobile or virtual system. If your business is always contained to your offices, then a landline system might be all you need. You should also consider how you want your organisation to be perceived. If you're targeting local areas, a virtual system allows you to use custom phone numbers and better appeal to local demographics.

Scalability and your business goals

Consider the long-term goals for your business as you are choosing a phone system. If you have no intention of expanding and no desire for your office to grow, then multi-line and PBX systems may be as appealing as VoIP. However, if you have ambitions of your office getting bigger, then VoIP is the best option, as adding new lines is cheap and easy.

Customer service

Customer service is essential, and neglecting it is guaranteed to harm your business. Incoming callers who have a good experience are more likely to convert than those who don't. Consider how automated features, flexibility and call quality can influence what customers think of your company.

How can Virtual Landline improve your office phone system?

Here at Virtual Landline, we provide a complete business phone solution using a virtual system. Virtual Landline Office is a multi-user office VoIP system; it's flexible, comes with lots of great features, and costs just £9.95 ex VAT per user, per month. When you choose our phone system for your office, you'll get a main business phone number, additional numbers for each user, and a wealth of fantastic features. Handle calls on multiple devices, including mobile app, desktop app and desk phones; get call recordings sent to email; seamlessly transfer calls or add employees to conversations; and so much more.

To sign up to Virtual Landline Office today, call us on +44 (0) 203 488 0088, or email us at support@virtuallandline.co.uk.

Virtual Landline - how do our phone systems work?

Using our virtual numbers and phone systems is simple - just sign up, choose your number, fill out your registration details, and you're ready to go! Use the free Virtual Landline app to make and receive calls.

Learn more about how it works.

More phone numbers on offer at Virtual Landline

As well as our fantastic office phone system, we offer a variety of virtual numbers that can benefit your office:

• Local numbers - Get a phone number with a specific area to give the impression that your business has a presence in the associated location.
• Freephone numbers - Get an 0800 number today so that callers can contact you free of charge: it's a great way to boost incoming calls!
• National numbers - Customers can call national numbers (also known as 0330 numbers) at the standard rate; for businesses, they're a cheaper alternative to freephone numbers.
• Memorable numbers - Find a number that your customers will never forget and watch your incoming calls skyrocket.

Find a tariff that suits you.

Why choose Virtual Landline for your office phone system?

We're trusted nationwide for our virtual numbers and phone systems, and our case studies are full of successful businesses that've benefitted from our services. Clients who choose us reliably improve their efficiency and productivity, boost incoming calls and increase their ROI, to name just a few reasons why you should choose Virtual Landline.

For all these benefits and more, sign up today.