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Simple Guide to Choose the Best Phone System for Your Small Business

14-08-2023. Posted by Admin

Navigating the world of VoIP phone systems for small business can be overwhelming, but finding the perfect fit doesn’t have to be a complex puzzle. In this simple guide, we’ll break down the key considerations and provide you with clear insights to help you confidently choose the best small business VoIP phone system that aligns with your business needs and goals, especially if you’re in the UK and looking for the right VoIP provider.

Whether you’re looking to enhance customer communication, streamline operations, or adapt to remote work, we’ve got you covered with practical tips and valuable information to make your decision-making process a breeze when deciding on VoIP for small business in the UK

Selecting the right VoIP phone systems for your small business in the UK depends on your specific needs, budget, and growth plans. Here are a few options to consider:

VoIP (Voice over Internet Protocol) Phone System

This is a popular choice for many small businesses. It uses the internet to make calls, offering flexibility, cost savings, and a range of features. Providers such as Sleek Telecom offer VoIP solutions suitable for small businesses as well as fibre broadband business.

Cloud-Based Phone System

Cloud-based systems, like Microsoft Teams, offer unified communication tools, including voice calling, video conferencing, and instant messaging. They are well-suited for businesses that require collaboration and remote work capabilities.

Traditional Landline (PSTN)

While traditional landlines are being phased out due to the BT Stop Sell 2025 this will no longer be an option.

Hybrid Solutions

Some businesses opt for a combination of traditional and VoIP systems to meet specific requirements.

When choosing a VoIP phone systems for small business, consider factors such as call volume, geographic reach, growth projections, integration with other tools (like CRM software), and customer support. It’s advisable to compare features, pricing, and user reviews to make an informed decision. Consulting with a telecommunications expert can also help you find the best fit for your small business.

When Is It Time to Update Your Small Business Phone System?

Knowing when to update your small business phone system is crucial for maintaining effective communication and staying competitive in today’s fast-paced business landscape.

Several indicators suggest it’s time for an upgrade. Adapting to modern communication trends ensures effective operations and future-proofing.

It’s time to update your small business phone system when:

Outdated Technology: If your current phone system is using outdated technology, lacks essential features, or has difficulty handling your business’s communication needs, it’s time for an upgrade.

Limited Scalability: As your business grows, your phone system should be able to scale with it. If your current system can’t accommodate increasing call volume or additional users, it’s a sign to consider an upgrade.

Inefficient Call Handling: If you’re experiencing dropped calls, poor call quality, or difficulties in call routing and handling, it’s affecting your customer service and may require a more robust solution.

Remote Work and Mobility: If your employees need to work remotely, on the go or work from home, a modern phone system with mobile integration and cloud-based features can greatly enhance communication and collaboration.

Cost Inefficiencies: If your current system is becoming costly to maintain, repair, or expand, switching to a more cost-effective solution, such as VoIP or cloud-based systems, can provide long-term savings.

Lack of Features: If your phone system lacks essential features like voicemail-to-email, call forwarding, interactive voice response (IVR), or integration with other business tools, upgrading can improve efficiency.

End of Support: If your current phone system manufacturer or provider is discontinuing support or updates, it could lead to security vulnerabilities and operational issues.

Integration Needs: If your business relies on CRM software, customer databases, or other tools, an upgraded phone system with integration capabilities can streamline operations.

Upcoming Changes: If you’re aware of upcoming changes in the telecommunications landscape, such as the phase-out of traditional landlines (PSTN), also known as BT Stop Sell 2025, it’s wise to proactively update your phone system before it becomes obsolete.

Regularly evaluating your small business’s communication needs and staying informed about technological advancements in phone systems will help you determine the right time to update and enhance your communication infrastructure.

What Can a Phone System Do for My Business?

A small business phone system can offer numerous benefits and enhance various aspects of your business operations. Here are some ways a modern phone system can contribute to your business’s success:

Professional Image: A dedicated business phone system provides a professional image to clients and customers, boosting credibility and trustworthiness.

Efficient Call Handling: Advanced call routing, call forwarding, and auto-attendant features ensure calls are directed to the right person or department, improving customer service.

Remote Work and Mobility: Cloud-based phone systems enable seamless communication for remote workers and employees on the go, enhancing flexibility and productivity.

Cost Savings: VoIP and cloud-based systems offer cost-effective calling rates, reducing expenses on long-distance and international calls compared to traditional landlines.

Scalability: Easily add or remove phone lines and users as your business grows or changes, without significant hardware or infrastructure adjustments.

Unified Communication: Integrate voice, video conferencing, instant messaging, and collaboration tools in a single platform, facilitating streamlined communication and teamwork.

Customer Service Enhancement: Features like voicemail-to-email, call recording, and call analytics help improve customer interactions, monitor call quality, and enhance service delivery..

Call Analytics: Gain insights into call patterns, peak hours, and customer behavior, enabling data-driven decision-making and optimization of operations.

Integration with CRM: Integrate your phone system with Customer Relationship Management (CRM) software to provide context and history during customer interactions, improving personalized service.

Customization: Tailor call routing, greetings, and other features to align with your branding and customer experience strategy.

Voicemail Management: Access voicemails from various devices and receive them as email attachments, making it easier to stay connected and respond promptly.

Reduced Downtime: Cloud-based systems offer redundancy and disaster recovery options, minimizing downtime in case of technical issues.

Competitive Advantage: A modern phone system can set your business apart from competitors, demonstrating a commitment to efficient communication and exceptional service.

Future-Proofing: Stay prepared for technology advancements and industry changes, ensuring your communication infrastructure remains up-to-date and relevant.

Collaboration and Productivity: Facilitate teamwork through easy communication, conference calling, and real-time collaboration features, leading to increased productivity.

Investing in the right small business phone system can significantly enhance your communication capabilities, streamline operations, and contribute to overall business growth and success.

Why Should I Move My Phone System to The Cloud?

Moving your small business phone system to the cloud offers several compelling benefits that can positively impact your business operations. Here’s why you should consider making the transition:

Flexibility and Scalability: Cloud-based phone systems allow you to easily scale up or down based on your business needs. Adding or removing users, phone lines, and features can be done quickly without the need for extensive hardware changes.

Cost Savings: Cloud phone systems often have lower upfront costs compared to traditional on-premises systems. You can avoid significant investments in hardware, maintenance, and upgrades. Additionally, you pay for only the features and users you need, reducing unnecessary expenses.

Remote Work and Mobility: Cloud systems enable seamless communication for remote and mobile employees. Team members can access the phone system and collaborate from anywhere with an internet connection, improving productivity and flexibility.

Advanced Features: Cloud-based phone systems offer a wide range of advanced features such as voicemail-to-email, auto-attendants, call analytics, call recording, and integration with other business tools, enhancing customer service and efficiency.

Ease of Management: Cloud systems are managed and maintained by the service provider, eliminating the need for your IT team to handle hardware and software updates. This frees up resources and allows your team to focus on core business tasks.

Business Continuity and Disaster Recovery: Cloud systems typically have built-in redundancy and disaster recovery capabilities. In case of technical issues or outages, your communication remains uninterrupted, ensuring business continuity.

Updates and Upgrades: Cloud phone systems receive regular updates and enhancements from the service provider. You’ll always have access to the latest features and technologies without the hassle of manual upgrades.

Quick Deployment: Setting up a cloud-based phone system is often faster and less complex than deploying traditional on-premises systems. You can get up and running quickly without significant downtime.

Global Accessibility: Cloud systems enable easy international communication without the high costs associated with traditional international calling. You can have a local presence in different regions by choosing local phone numbers.

Integration Capabilities: Many cloud phone systems offer integrations with other business tools, such as CRM software, email platforms, and collaboration apps, creating a unified communication and productivity ecosystem.

Environmental Impact: Cloud systems contribute to a smaller carbon footprint compared to on-premises solutions, as they require fewer physical resources and energy consumption.

Future-Proofing: Cloud technology is continuously evolving, and migrating to the cloud ensures that your business stays current with the latest communication trends and innovations.

By moving your small business phone system to the cloud, you can enjoy increased flexibility, cost savings, enhanced features, and improved collaboration, ultimately leading to more efficient and effective communication within your organization and with your customers.


In conclusion, this guide helps you choose the best phone system for your small business, covering options like VoIP, cloud-based, and traditional systems. It considers factors like call volume, scalability, efficiency, remote work, costs, features, and integration. It highlights timely updates and modern phone system benefits: professional image, call handling, remote work, scalability, and unified communication.

Moving to the cloud offers flexibility, cost savings, advanced features, easy management, global access, integration, and sustainability. This transition future-proofs your business, enhancing communication, collaboration, and success.

If you need help to apply these strategies in your own business, please feel free to contact us on 02045998499 and one of our experts will be able to answer any questions you may have. Alternatively, click here and one of our experts will call you back.