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7 Step Plan for Creating Structured Business Communication

on Wednesday, 01 July 2020. Posted in Tips

Does your business struggle with any aspect of communication? Whether it be with suppliers, customers, or internal employees? Well, it might be time for a rethink…

Deciding to proactively make the change to better your communication system is the first step but any large change should be done so thoughtfully and in a supportive way to those, it affects so as not to rock the boat and further affect business relations. With this in mind, the below process is a step by step of how you can go about reviewing and changing your business communication system in a productive and effective way for your business's benefit.

The Step by Step for Structured Business Communication 

1  Research

Find out what phone system options you have and what is in your ability to change. For example, if you have a budget this could limit what changes you can make. It is best to have this information first to keep any expectations in check.

Compare business/brands

Compare plans to view your options

Read reviews from trusted sources

Call companies to talk to a member of staff about your needs as a business

2 Review

Review your current system and its failings and successes so you know what you need in a new communication plan or phone system. If you already know that your inhouse communication works well but the issue is with customer communication e.g. loss of connection and a long-winded phone chain trying to direct customer's calls, then you should focus on those points when improving your method. Try and find a VoIP (voice over internet protocol) system with pro features and plan variations that can suit your needs and combat your issues, like Virtual Landline.

3 Feedback

Get feedback from those around you and in the workplace that will also be utilizing the communication system. Although you may think you have a great grasp on the goings-on in your business, it is always worth having a second opinion, specifically by those who have to deal with any of these problems daily. Potentially some employees could be used as a focus group to trail a potential method.

4 Needs

Figure out what your company needs… Do you need multiple business numbers? A VoIP phone system? Some sort of organizational communication, or is it purely message/call based?

Virtual Landline offers multiple landline number options including 0800, 0330, London, and local area codes, a wealth of options for your business to choose from that can benefit your communication. Having an easy and memorable phone number that’s free to call will encourage customers to enquire or be more comfortable calling about an issue.

The pro features available will help streamline communication and help your professional image. Options like Auto attendant to help direct calls to their intended destination and simultaneous ringing to ensure no call is missed are just an example of some of Virtual Landlines business benefits.

Once you know what you need the decisions will be easier and you can create an in-detail communication plan moving forward based on your review, research, and feedback, resulting in a fully informed plan of action.

5 Implement

Define your business communication system plan and explain its implementation to your colleagues and other relevant parties e.g. supply chain or customers.

Make sure it is understood by all and the change is clearly labeled e.g. a change in contact number should be alerted to on all socials and changed on all websites/blogs. This will avoid any confusion that could dishearten or annoy customers. 

6 Easy

Make it simple to follow for all parties involved. A complicated plan is more likely to fail as it will be harder to follow.

e.g. internal VoIP phone systems for team communication and organization, using calendars and chats to keep UpToDate with deadlines and business operations on a daily/weekly basis.

Using Virtual Landline for customer communication through our new virtual landline business numbers and pro features to help direct calls to relevant areas and streamline client communication.

7 Continuity

It is all well and good putting a plan in motion, but it must be kept going to create any benefit in the long run. Potentially having monthly reviews and feedback about the new system could help keep it on track.


At the end of the day, you must pick what is best for you and your business. Communication is key in any business and finding a plan that works for you and continues to work will continue to benefit you through cost-saving and happy customers and employees.

Find out how Virtual Landline can benefit your business communication and all of the plans available. If Virtual Landline has already benefited you then please let us know how we are doing by leaving us a review on trust pilot.


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