Find Out the Right Business Telephone Systems For Your Business

By Olivia Johnson - Trusted UK Business Expert

Last Updated 8th of December 2024

4 minute read

You have been using a basic business telephone systems to communicate with your customers and employees, but you have started to feel like it is time to upgrade to a more modern system. 

Many people only use a business telephone system for making calls, but there are many other features that can be used to improve communication and productivity in the workplace. In order to get the most out of your business telephone system, it is important to understand what they are and how to use them. 

As a business owner, you know the importance of communication and how it can impact your bottom line. You also know that upgrading to a business telephone system can be a big investment, so you want to make sure that you choose the right one for your company. 

The right business telephone system depends on your specific needs and goals. It involves evaluating your business size, communication requirements, and budget to select a system that enhances efficiency and connectivity.

This article will provide you with an overview of business telephone systems, the benefits of using one, and how to choose the right system for your company. 

What are Business Telephone Systems?

A business telephone system is a multi-line phone system that is typically used in an office setting. Business telephone systems can range from simple, single-line systems to complex, multi-line systems with features like voicemail, caller ID, and call forwarding. 

The main difference between a business telephone system and a residential phone system is the number of lines. Business telephone systems can have two or more lines, while residential phone systems usually only have one line. 

Another difference is that business telephone systems are designed for businesses, so they typically have features that are not available on residential phone systems. For example, business telephone systems often have caller ID, call waiting, and voicemail. 

Types of Business Telephone Systems

Traditional Landline Systems

These are conventional phone systems provided by local or regional phone companies, often connected via a Private Branch Exchange (PBX) system within your office.

Features:

• Reliable and well-established
• May require dedicated maintenance staff
• Suitable for larger businesses with specific communication needs

Voice over Internet Protocol (VoIP) Systems

VoIP systems use the internet to make and receive calls, offering advanced features and flexibility.

Features:

• Cost-effective, especially for long-distance calls
• Easy integration with other business applications
• Scalable, suitable for businesses of all sizes

Virtual Phone Systems

These systems connect callers to remote workers via mobile or home phones using a main business phone number.

Features:

• Ideal for businesses with remote or mobile employees
• Affordable with low setup costs
• Limited functionality compared to VoIP or PBX systems

Benefits of Using a Business Telephone System 

There are many benefits of using a business telephone system, including: 

• Improved communication: Business telephone systems can help to improve communication between employees and customers. They can also help to improve communication between different departments within a company. 
• Increased productivity: Business telephone systems can help to increase productivity by allowing employees to make and receive calls more easily. They can also help to reduce missed calls and lost messages. 
• Reduced costs: Business telephone systems can help to reduce the costs of making and receiving phone calls. They can also help to save on long distance and international calling charges. 
• Enhanced features: Business telephone systems often have enhanced features that can be used to improve communication and productivity. For example, many business telephone systems have voicemail, caller ID, and call forwarding. 

How to Choose the Right Business Telephone System 

When choosing a business telephone system, there are a few things you should keep in mind, including: 

• Your business needs: The first thing you should do is assess your business needs. You should also think about what features you need and what your budget is. 
• Your business size: The size of your business will play a role in determining which type of business telephone system is right for you. Nowadays, a virtual phone system is sufficient for a small business. 
• Your budget: Business telephone systems can vary widely in price. You should set a budget and then compare the features and prices of different systems. 
• Installation and set-up: You should also think about the installation and set-up process. Some business telephone systems are easier to install and set-up than others. 

How to use your business telephone system to its fullest potential 

Now that you understand the different types of business telephone systems and the benefits of using one, it’s time to learn how to use your system to its fullest potential. 

Here are a few tips: 

• Make sure all employees are trained on how to use the system: This is important for ensuring that everyone knows how to use the features of the system. 
• Take advantage of the enhanced features: Business telephone systems often have enhanced features that can be used to improve communication and productivity. Take advantage of all the features your system has to offer. 
• Set up voicemail: Voicemail can be a great way to ensure that you don’t miss any important calls. Make sure you set up voicemail on your business telephone system. 
• Stay organised: A business telephone system can help you to stay organised and keep track of your calls. Use the call log feature to its fullest potential. 

FAQ

What is the main advantage of a VoIP system over a traditional landline?

VoIP systems offer cost savings, flexibility, and advanced features, making them a popular choice for modern businesses.

How do I determine which telephone system is best for my business?

Consider factors like business size, communication needs, budget, scalability, and integration with existing systems.

Can VoIP systems support remote work?

Yes, VoIP systems are highly suitable for remote work, allowing employees to make and receive calls from anywhere with internet access.

Are traditional landline systems still relevant?

Traditional landline systems are reliable and well-established, making them suitable for larger businesses with specific communication needs.

What should I look for in a telephone system provider?

Look for reliability, robust customer support, and the ability to offer scalable solutions that meet your business needs.

Conclusion 

A business telephone system can help to improve communication between employees and customers, increase productivity, and save on long distance and international calling charges. You should assess your business needs and budget before choosing a system, and make sure all employees are trained on how to use it. 

Additionally, be sure to take advantage of the enhanced features offered by your system and stay organised by using the call log feature. 

Ready to upgrade your business communication? Click below to explore and compare the best telephone systems for your business.