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Wednesday, 24 May 2023

Virtual phone systems vs traditional phone systems

Traditional phone systems have ruled the business world in the past and were considered necessary tools for communication between employees and with customers. However, this has changed significantly, with virtual phone systems being the favored option now. Despite the changes, a lot of businesses refuse to see the benefits of using a virtual phone system in comparison with a traditional phone system. This could largely be because traditional phone systems are deeply rooted in many already established businesses, and a lot of older employees may not agree with the change. However, virtual phone systems do present a lot of opportunities for businesses which are not found with traditional phone systems. This article will aim to provide the differences between virtual phone systems and traditional phone systems.

Calling and receiving calls

With a traditional phone system, calling and receiving calls is done through the hardware installed. Numbers are pressed and the handset needs to be picked up. With call forwarding, a combination is needed to be input in order to do so. This can often mean that employees must remember number combinations for their fellow employees, and in doing so they can forward the call. With virtual phone systems, everything is set up visually on a platform. You can make and receive calls through a computer, and if a call needs to be forwarded, you can simply find the employee contact and press it.

Automated messaging systems

With traditional phone systems, voicemails can be set up to play if no one picks up the phone to inform the customer calling. However, that is about as far as its functionality goes. With a virtual phone system, you can of course set up a voicemail, however you are also able to set up automated messaging systems which can direct customers to the correct employee. This can mean a customer can press buttons to answer questions or even use their voice to do so, saving time and directing them where they need to go.


Scalability is important for any business, especially one that is in its growing stages. With traditional phone systems, to scale up, the business must buy new hardware and pay a technician to install it into a building or similar environment. This can end up being costly, and the business will be set back a bit. With virtual phone systems, they usually go by subscription plans based on number of users. When a business needs to increase these users, they simply upgrade to a higher cost plan which will allow for further users and thereby better communication.

With this comparison, you can see that virtual phone systems completely outweigh traditional phone systems in terms of benefits. It would be wise for any business to consider the use of virtual phone systems over traditional phone systems due to the increased functionality and the many benefits it brings. It is also an easy transition and will not halt the operation of a business for long at all.

Daniel Storey
Daniel Storey
Daniel Storey is business editor at British Journal. Previously he was the Independent's chief leader writer and worked in national newspapers for ten years, as a general news reporter and science correspondent, before specialising in economics. Daniel has broken a number of exclusive stories and interviewed senior figures including the Prime Minister and leader of the opposition.

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