Having a reliable and cost-effective phone service is essential if you want to meet the needs of your business and stay both efficient and productive.

However, as announced by the UK government last year, the copper landline network will be switched off in 2025.

This will make traditional business landlines a thing of the past as we switch to new digital technologies like VoIP (Voice over Internet Protocol) and cloud-hosted systems.

Here at Orbicomm, we understand that these digital business phone systems aren’t exactly the most exciting reading material and the jargon can be confusing.

That’s why we’ve created this short article – to explain exactly what VoIP is, consider its advantages, and then look at the best phone systems for your business.

What is VoIP and what are its advantages?

Voice over Internet Protocol (VoIP) is a technology that uses the Internet to make voice calls.

You’ve almost certainly used VoIP without realising it because familiar platforms like Skype, WhatsApp and Zoom use this same digital technology, especially during the pandemic.

Here are a few of the advantages of VoIP:

  • Flexibility & remote working

VoIP has become increasingly popular thanks to its flexibility – you can use it to make calls wherever in the world you are, as long as an internet connection is available.

For businesses, this makes it easier to stay connected throughout the day, work remotely and collaborate with teams in different locations.

  • Budget-friendly

VoIP is usually a more budget-friendly alternative to traditional phone lines too. The lower overheads and the fact that it costs less to make long-distance or international calls and it’s highly scalable makes it the perfect, modern phone system for individuals and businesses of all sizes.

  • Extra features

For businesses, the extra features offered by VoIP can help enhance communication and boost efficiency and productivity.

By adopting a VoIP business phone system, you’ll improve customer service, help and support more individuals and communicate more effectively as an organisation.

  • Minimal disruption

What’s more, when the digital switchover happens in 2025, you’ll experience zero or minimal disruption when you adopt VoIP phone systems because you’ve already future-proofed your business.

Choosing the best phone system for your business

Our team here at Orbicomm can help guide your business to make the switch with minimal stress, hassle and confusion. We will explain the options, assess which is best for you based on the unique needs of your business then support you, every step of the way.

To help, here are the four best phone systems for your business, starting with an explanation of the traditional phone systems and then moving on to hybrid, cloud-hosted and virtual landlines.

1. Traditional phone solution

Previously, most businesses have used a traditional landline business phone solution. This uses analogue technology with copper cables and often PBX (Private Branch Exchange or ‘Internal) phone lines. They’re usually composed of a central control unit, desk phones, handsets, a business landline and cabling.

The advantage of this system is that it is familiar, and reliable and provides the business with full control of its communication infrastructure. Privacy and data security depend on the organisation itself as the data is kept within the premises.

However, the organisation needs sufficient space and access to infrastructure like copper phone lines, cabling and installation, must provide suitable headsets for users and needs ongoing maintenance and support.

Additionally, this system is not ideal for the evolving technological landscape, especially as it does not use VoIP or cloud-hosted PBX systems and not forgetting that the traditional landlines will be switched off next year.

2. Hybrid IP PBX phone systems

Hybrid phone systems use VoIP technology to provide a flexible alternative to traditional landlines, using traditional phone lines to make calls over the Internet.

This is an excellent option if you want to slowly modernise without switching your business phone system overnight or if you have some team members who aren’t so comfortable with technology.

It’s also a very affordable solution, it’s easily scalable and it will easily integrate into your existing IT system, softphone extensions, audio devices and CRM system. There are also added features like call recording, call conferencing, call transfer, call queuing and many more.

However, to switch to a hybrid IP PBX phone system, your business will need a robust internet connection, IP-compatible handsets and software like softphones. You should also be able to operate them solely on VoIP when the traditional system is switched off.

3. Cloud-hosted phone systems

Cloud Hosted PBX systems offer VoIP systems where the data is managed in an offsite data centre. Perfect for smaller businesses, it’s usually accessed via website app portals, mobile apps, desktop apps or a combination of both.

Like other VoIP systems, it’s cost-effective to set up and maintain and offers an excellent modern and efficient phone system for small to medium-sized businesses. There’s no need to have hardware on your premises to use a cloud-based phone system, but you can pair it with IP phones and headsets if required.

It also offers both standard and advanced features for your business phone system including call forwarding, call routing, conference calls, video calls, call recording, instant messaging and CRM integration.

We love the fact that cloud-based phone systems like this are extremely flexible and easy to scale up or down in just a few clicks. You can also keep your existing number and enjoy reduced-cost calls.

The only requirements are a reliable internet connection and compatible hardware and devices.

4. Virtual landlines

Similar to hosted PBX systems, virtual landlines use the internet to help businesses stay connected. These provide dedicated business phone numbers that can be used across multiple devices and offer a straightforward call forwarding and mobile rerouting service.

Simple, affordable and reliable, they’re great for small businesses who need a streamlined, dedicated phone service without extensive cloud features and are ready to adopt a digital approach.

One of the advantages of virtual landlines is that they don’t require much maintenance and they’re largely hassle-free and quick to get up and running.

Additionally, they can accommodate a high number of users, they integrate well with IP handsets and they excel in forwarding calls to another landline, mobile phone or VoIP service.

To set up a virtual landline, you simply need a stable internet connection and a smartphone or computer that can handle the software plus any softphone extensions or IP headsets you require. Then you need a phone system provider that offers virtual landlines, select your plan, get your number and you can start using your virtual phone.

Final words

When it comes to choosing the best phone system for your business in 2024, first bear in mind the UK copper landline switch-off happening next year before making a decision. Then consider various factors such as your budget, required features and the degree of flexibility you need to find the ideal business phone system for you.

Here are Orbicomm, we can help. Whether you want to upgrade your existing system or migrate to VoIP, we are here to provide the help and support you need.

We will work closely with you to understand your unique requirements and find a phone solution that ‘ticks all the boxes.’ Contact us today.