Choosing a business phone system can be a big investment, and it’s essential to make the right choice to avoid wasting time and money. A well-chosen phone system can significantly enhance your operations and productivity, leading to improved customer satisfaction and business growth. 

In this article, we’ll aim to guide you through the process of selecting an appropriate phone system that aligns with your business goals and needs. We will explore various types of phone systems, such as traditional, virtual, and Voice over Internet Protocol (VoIP) systems. We’ll also delve into cost complications, reliability, scalability, and compatibility with other business tools.

Understanding Phone Systems

When it comes to running a successful business, your communication is vital, as is choosing the right business phone system. It’s not just a tool for making and receiving calls; it’s a complex network that facilitates internal and external communication, connects various departments, and serves as a touchpoint for your clients and customers.

There are several different types of phone systems available, each with its own unique features, benefits, and considerations. Let’s take a closer look at these.

Traditional Phone Systems

These systems function using a Private Branch Exchange (PBX) and are usually housed within your business premises. They’re known for their excellent sound quality and can facilitate both internal and external communication. However, they can be costly to install and maintain and may lack the flexibility modern businesses require.

In addition, many traditional phone systems are likely to be impacted by the BT switch-off, which has led to a recent decline in their usage. For new businesses starting out, it’s unlikely that this is going to be the go-to choice.

Virtual Phone Systems

Ideal for remote or virtual businesses, these systems are operated by purchasing a service from a provider. They offer a range of features, including voicemail, call forwarding, and automatic call distribution. With scalability and flexibility at their core, virtual phone systems are an excellent option for businesses anticipating growth.

VoIP Phone Systems

VoIP systems convert audio signals into digital data that is transmitted via your broadband internet connection. Cost-efficient and feature-rich, these systems offer functionalities like mobile device integration and remote voicemail access. The caveat is that they require a consistent and reliable internet connection to operate effectively.

A customer service operator happily using her headset

The Importance of Choosing the Right Phone System for Your Business

Efficient Communication

One of the primary reasons why a suitable phone system is crucial is naturally efficient communication. A reliable phone system ensures smooth internal and external communication, facilitating collaboration among your staff and enhancing productivity. With features like voicemail and call forwarding, an appropriate phone system brings fluidity to your communication process.

Scalability and Growth

As your business expands, your communication system will also need to evolve. A scalable phone system will allow you to add more lines or features as needed, ensuring that your phone system grows with your business and supports your objectives.

Customer Satisfaction

Understanding how to choose the right business phone system plays a significant role in customer satisfaction. By being easily accessible and responsive, you can handle customer queries promptly and professionally, fostering trust and loyalty among your clientele. Conversely, an unreliable phone system may lead to frustrated customers, damaging your reputation and potentially leading to lost business.

A stylised image representing hands using a keyboard with smiley faces and 5 stars showing good customer service

Factors to Consider when Choosing a Phone System

Size of Business

The size of your business significantly influences your phone system choice. For small businesses with a handful of employees, a virtual phone system might be the most cost-effective and efficient option. However, larger businesses with multiple departments and locations may benefit more from traditional VoIP systems that can handle higher call volumes and offer advanced features.

Nature of Operations

The nature of your business operations also plays a vital role in your choice. If your business heavily relies on customer service and call handling, you’ll need a phone system with advanced features like automatic call distribution and interactive voice response. Conversely, if your business model leans towards remote work and mobility, a VoIP system that integrates with mobile devices would be a perfect fit.


Last but not least, your budget is a significant determinant of the type of phone system you can afford. Traditional phone systems often have higher upfront costs, while VoIP systems may require more internet-related expenses. Virtual phone systems typically have lower upfront and maintenance costs but might involve a subscription fee. Balancing these financial considerations with the desired features is key to choosing the right phone system for your business. 

By evaluating these factors, you can gain a clear understanding of what you need from your phone system. But remember, the process doesn’t stop at selection. Choose a reputable phone system provider that offers superior customer service and can help you assess your current and future business needs.

Committed and Transparent Support

When it comes to choosing the right phone system for your business, what you need is genuine advice. Our ethos at Maincoms revolves around transparency. We’re motivated by providing honest, effective solutions for your communications needs. In a sector where long-term contracts with hidden Ts&Cs and charges are commonplace, we pride ourselves on giving you clear and easy-to-understand advice.

You can find out what our customers have to say by looking at our Reviews page or read more about the way we work on our About Us page. If you’re interested in working with us, then please don’t hesitate to get in touch. Our dedicated customer service team will be happy to help.