How to Choose a Small Business Phone System

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How to Choose a Small Business Phone System

on Tuesday, 22 February 2022. Posted in Industry News

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.

What is a Small Business Phone System?

So, first off, 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. 

Modern phone systems can have numerous benefits and features including voicemail to email, follow-me diversions and Auto-Attendant Configurations. 

Types of Business Phone Systems

There are three different types of business phone systems that are adopted 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. 

Cloud-based VoIP Phone System

Cloud-based VoIP systems are known for their flexibility and ease of use. Designed for the next generation of 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. 

Our benefits and features list does not stop there. Be sure to check out Virtual Landline’s full list of features and benefits today.

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 can 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 phone system.


The first thing you and your small business needs to evaluate is the cost of your new phone system. Do you have the budget to install a PBX phone system that may need additional phone lines and a large server room to perform 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 £3.95 per month, to a virtual office package from £8.95 per month. Both packages can be used with a large range of features and benefits and can be scalable to your business needs.

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 rather small, 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 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 service, 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. 

Final Notes

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.

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