Introduction
Choosing a new business phone system can feel like a bigger decision than it should be.
With so many options, features, and buzzwords flying around, it’s easy to end up with something that sounds great on paper but doesn’t quite fit how your team actually works.
Here’s the reality:
Your phone system isn’t just a way to make and take calls. It’s how your business communicates. With customers, with colleagues, and across locations.
Get it right, and everything runs smoother.
Get it wrong, and missed calls, poor quality, and hidden costs soon follow.
Modern business phone systems (especially cloud-based VoIP solutions) make it easier than ever to stay connected, scale up, and keep costs under control. But not all systems or providers are created equal.
So, before you sign on the dotted line, here are 5 practical tips to help you choose a business phone system that keeps your team talking and your customers happy 😁
#1 Prioritise reliable business phone systems for clear communication
If there’s one thing your phone system absolutely can’t get wrong, it’s reliability.
When a customer picks up the phone to call your business, they expect to be heard, not greeted with static, lag, or a dropped line halfway through a sale.
A reliable business phone system keeps your team connected whether they’re in the office, working remotely, or juggling both.
Look for uptime guarantees of 99.9% or higher, and ask where the provider’s servers are hosted.
According to a 2025 industry report, around 31% of UK businesses have now switched to VoIP, citing reliability and uptime above 99.9% as key reasons for making the move.
UK-based infrastructure can mean faster response times and better compliance with data regulations.
💡 Tip
Don’t just take the sales brochure at face value. Ask potential providers about their Service-Level Agreements (SLAs), call quality monitoring, and redundancy setup.
It’s the difference between “should be fine” and “always on”.
💚 Beacon Bonus
Our VoIP systems are powered by secure UK-hosted servers with built-in failover protection, so even if the internet takes a wobble, your calls won’t.
The bottom line?
Clear, consistent communication builds trust and when it comes to your phones, trust starts with reliability.
#2 Choose scalable business phone systems that grow with your team
Your business today might have ten people but what about next year? Or next month, if things go really well? The last thing you want is a phone system that’s outgrown faster than your favourite pair of jeans.
Scalability is where modern business phone systems shine.
With cloud-based VoIP, adding a new user is as simple as creating a login.
No engineer visits, no new hardware, and no waiting weeks for installation.
Need to scale back during quieter months? Just remove the licences you don’t need and save the cost.
Research shows that cloud-based phone systems can reduce communication costs by up to 60% for SMEs, while giving teams the flexibility to scale up or down instantly.
💡 Tip
When comparing providers, ask how quickly you can add or remove users, what it costs, and whether you can manage changes yourself or need to raise a support ticket.
Flexibility now, saves you hassle later.
💚 Beacon Bonus
Beacon’s VoIP platform scales at the click of a button.
Perfect for growing teams, remote workers, and businesses that like to stay nimble.
A good business phone system should grow with your business, not hold it back.
#3 Look for VoIP business phone systems with productivity-boosting features
If your phone system still thinks it’s 2005, it’s probably time for an upgrade.
Modern VoIP business phone systems do a lot more than make and take calls. They help your team work smarter, faster, and from anywhere.
Think call forwarding, voicemail-to-email, auto-attendants, video calling, and mobile apps that let your team take work calls on the move (without giving out their personal numbers).
The right features can make communication smoother and your customer experience sharper.
💡 Tip
Don’t get dazzled by long feature lists.
Focus on what genuinely makes a difference to your business.
For example, if your sales team lives in Outlook or Teams, integration with Microsoft 365 should be top of your list.
💚 Beacon Bonus
Our VoIP systems integrate seamlessly with Microsoft 365 and Teams, so you can call, chat, and collaborate all from one place. No app overload, no juggling devices.
The right features turn your phone system from a basic tool into a productivity powerhouse.
#4 Select a business phone system provider that offers great support
Even the best systems have their off days, but when they do, you’ll quickly find out what your provider is really made of.
Great technology is one thing; great support is what makes it work day in, day out.
Before you commit, find out what kind of help you can expect.
Are support calls answered quickly? Is the team UK-based? Do they resolve most issues on the first try? The answers tell you everything you need to know about how they’ll treat your business once the ink’s dry on the contract.
💡 Tip
Ask for real performance stats.
Not just promises. Metrics like average response time, first-call fix rate, and SLA achievement give you a much clearer picture of the service you’re actually getting.
💚 Beacon Bonus
At Beacon IT, in the past 12 months, we've answered calls in under 5 seconds, resolved 70% of issues on the first call, and maintained a 98% SLA
Because “fast, friendly, and jargon-free” isn’t just a tagline.
It’s words we live by.
A business phone system is only as good as the people behind it.
Make sure yours come with support that’s as reliable as the service itself.
#5 Keep security and data protection front of mind with your phone system
In a world where cyber threats are becoming more creative by the day, your phone system needs to do more than just keep you talking. It needs to keep you safe.
Modern business phone systems handle sensitive customer data and call records, so security should never be an afterthought.
In fact, 78% of businesses consider VoIP systems more secure than traditional landlines, thanks to built-in encryption and centralised data protection (NUACOM).
Look for providers that offer end-to-end encryption, secure user authentication, and regular system updates.
If your teams work remotely, ensure calls and data are protected across devices and networks.
💡 Tip
Ask where your call data is stored.
UK-based hosting isn’t just good for performance. It helps ensure compliance with UK GDPR and data privacy regulations.
💚 Beacon Bonus
Our VoIP systems use encrypted connections, secure UK data centres, and proactive monitoring to keep your communications private and your business protected.
Because when it comes to security, “good enough” simply isn’t good enough.
Final Thoughts
The right business phone system should make life easier, not more complicated.
It should connect your team wherever they’re working, scale with your business, and give your customers a reliable, professional experience every time they call.
Cloud-based VoIP systems tick all those boxes and more.
They’re flexible, secure, and built for the way modern businesses communicate, without the costly hardware or clunky setup.
If you’re ready to upgrade your communications and keep your business talking, it’s time to explore VoIP.
Book a call to discuss with our team.
