The number of business phone options has exploded over the past decade. Further, the demand for business phone systems has increased as a result of the COVID-19 pandemic. Today, many phone systems are cheaper, more reliable and easier to manage than traditional phone lines. Some small businesses have even replaced phones on desks altogether. Team members can simply start using a business phone from an app. As a small business manager, you need solutions that allow your business to communicate effectively. Read on to discover the best phone options for small business communication.

5 Best Phone Options for Small Business Communication

Toll-Free Phone Numbers

Toll-free phone numbers are a great phone option for small business communications. They start with a toll-free prefix, usually 800 or alternatives such as 888, 877, 866, etc. These numbers are free of charge to the caller. In addition, toll-free numbers allow you to establish a national presence. These numbers present a more professional image to clients. Many businesses use their toll-free number in marketing materials and ad campaigns. Typically, toll free business numbers are much easier to remember too. This way, customers can call your business for more sales or support. Surely, toll-free numbers are a great phone option for small business communications.


Multi-Line Phone Systems

Multi-line phone systems are a necessity for efficient communication. Before starting a business, every owner wants more calls, leads and subscribers. Once established, small businesses choose multi-line phone systems to manage more than 2-4 calls at a time. Most small businesses have customers calling in at the same time. Since these calls last an average of 4 minutes, you need to have multiple lines to pick up several calls at once. This way, your business can handle higher call volumes, reduce wait times and increase profits overall. Moreover, this phone system scales with your business as you take on more customers and team members. For an active small business, multi-line phone systems are an essential option.

VoIP Phone Services

Next, many small business owners are turning to VoIP phone solutions. Unlike traditional landlines, Voice over Internet Protocol (VoIP) systems use internet connections to make calls. There are two types of VoIP systems: cloud-based and on-premises. Since calls are made over the internet, the systems are either controlled by a cloud provider or a platform on your site. While the costs vary from monthly cloud subscriptions to fixed costs for on premise, a VoIP solution works for businesses of all sizes. The best small business phone systems offer simple plans, setup within minutes, AI voice bots, and award winning support. Typically, small businesses decide to use VoIP services based on the flexibility for configuration, security and costs.

Virtual Phone Systems

Similar to VoIP systems, small business virtual phone systems work on a cloud-based server. These systems allow small businesses to route calls virtually to any device, including a phone, tablet or laptop. Often times, users can download an app on their smartphone and use their company’s virtual phone system. Additionally, virtual phone solutions come standard with automated greetings, if/then redirection options and voicemail transcription services. More so, you can scale the number of users and lines as the business grows. For small business owners working with remote teams, virtual systems offer a full set of features that increase communication and collaboration.

Analog Phone Systems

Analog phone systems are another option for business communications. Traditional landline phone systems offer exceptional call quality and reliability. They are a great backup for a more modern business phone system. Since they do not operate through the internet, analog phone systems have less downtime than VoIP. Plus, they still have many of the features that businesses use, including place on hold, mute your sound, call waiting and speed dial functionality. You may want to consider using an analog phone system depending on the location and connectivity of the business. Or, you can implement an analog phone with an IP phone system using SIP or ATA. While this technology is dated, it can provide a reliable communication solution for small businesses.

Also read, Educational Business Ideas and Opportunities of Coaching Students Online in 2020


There are many different small business communication solutions that will save your business money as well as help your business grow. One such solution is toll-free phone numbers, as they are free to call. Multi-line phone systems are another because they enable higher call volumes and reduce customer wait times. Analog phone systems represent an additional solution to rely on should your other systems fail. VoIP services can streamline communication efforts by transferring them to the internet instead of physical lines. Finally, virtual phone systems can allow you to route calls, ensuring they reach the most relevant personnel. When considering phone options for small business communications, consider the points above.