Which kind of phone systems are suitable for small and medium businesses

Which kind of phone systems are suitable for small and medium businesses is a very important question. Let’s dig in deep.

The goals that small and medium businesses need to set and complete are numerous. From managing staff in motivation, retention and productivity, to making sure efficiency in the workplace is at its highest possible level, these businesses always strive to operate at the optimal level.

With so many goals and strategies developed to achieve those goals, minimising errors and problems arising in pursuit of these goals is a key need. By making operations as smooth as possible, businesses can ensure that they are in the best possible position to achieve what they need to achieve.

That is where phone systems come in. Business phone systems are designed for businesses to manage their incoming and outgoing calls, whilst providing other interesting features as well. Phone systems can be expanded depending on how many people work in a particular business. 

Since small and medium businesses aren’t dependent on many people, it is important to understand which types of phone systems are suitable for businesses of this category. With that in mind, here are a few phone systems that fit the bill.


VoIP, also known as Voice over Internet Protocol, is the standard for current phone systems. Voice over Internet Protocol ensures both the voice and phone system are connected to the internet, as opposed to analog systems of old. Analog systems use copper lines that go all the way to the premises. VoIP, on the other hand, does not rely on these physical necessities and replaces it with the internet. Data is compressed when your voice is encoded into digital data, and said digital data is then translated back into an analogue voice signal. 

The benefits of VoIP are numerous for small and medium businesses, most notably reduced costs. Making calls becomes cheaper because a lack of physical lines means you are not restricted from calling anywhere. If you possessed a traditional analog system it would be more expensive because of the fixed number of lines. VoIP can also adapt to its environment. You can connect your personal mobile device to the system and use the functionalities of the system wherever you are, such as forwarding calls or audio conferencing. 

Which kind of phone systems are suitable for small and medium businesses

Cloud (Hosted VoIP)

There is also the cloud phone system. This system is an alteration of VoIP, and keeps the main features of VoIP such as advanced portability and internet reliance. Cloud systems are a little different, and this comes from their name. The cloud is used, where all the information, systems and processes are stored and utilised. Another benefit is that they are not restricted by the need for a traditional desk phone for operation. An apparent lack of geographical restrictions will allow you to use it on devices such as mobile phones and laptops to perform tasks anywhere, anytime. What can be seen from this is that efficiency and productivity in the workplace will inevitably be improved. This only results in seamless transition, communication and collaboration. 


One of the most traditional of the lot is the PBX, also known as Private Branch Exchange. This system has had the most evolution over time. Traditional PBX Systems had a box placed at the premises which enabled calls to be made and received. They used analog wiring to perform these actions. Although new additions and alterations have been made to this system, it is quickly being phased out. A more advanced version of the PBX phone system is the VoIP PBX. Another variation of VoIP, this new model gets rid of the analog wiring and replaces it with a broadband link. By comparison to its predecessor, there are numerous improvements such as an increase in the quality of calls and reduced costs. 

Hosted PBX

Hosted PBX is a different, more updated version of the PBX System mentioned above. What usually separates these two versions of each other is the location of the switching device. For standard PBX Systems, they are installed on the premises of the business. For Hosted PBX it is ‘hosted’ by a telephone provider. This allows businesses to gain and use all the benefits of PBX whilst not needing to stress about extra maintenance and installation costs that could be incurred if the system was installed on-site. 


Although the last of this list is the least technologically efficient, the KSU (Key Systems Unit) phone system has lots of upside, particularly for small businesses. KSU are the most basic of the phone systems presented. They have manual switching devices that monitor calls. KSU systems give all the typical services a business needs such as multiple lines, visual voicemail, holding, conference calls etc. Also, there is a model of the KSU which is called KSU-less. It has the same features as KSU but now has portability as an additional function.

Small and medium businesses usually need phone systems to ensure they operate optimally, and having the right phone system is important. This selection of phone systems represent the best that can be offered to small and medium businesses, as they can help them to achieve their goals.

MeshTelco is a provider of business-grade phone systems. For more details, enquire today.