cloud-based pbx for small business

Upgrading office phone systems for small business: Essential tips to avoid common pitfalls

Discover the key mistakes to avoid when switching to cloud-based office phone systems for small businesses while ensuring your business remains connected, efficient, and future-ready.

Upgrading office phone systems is a major decision that can have a lasting impact on communication and operational efficiency of small businesses. With market research showing a 60% increase in effective stakeholder communication and a 54% increase in the ease of decision making, digital experts agree that integrating digital systems including VoIP systems is the way forward.


However, navigating the upgrade process can be tricky, especially with so many technological advancements and options available in the market today. As many businesses are turning to cloud-based systems, it’s crucial to understand the potential challenges and how to avoid them.


From hidden costs to inadequate training, poor choices can lead to disruptions and lost productivity. This guide will help you avoid common mistakes and ensure that your office phone system delivers maximum value without the pitfalls.

Reliable communication


Key mistakes to avoid when upgrading
office phone systems for small business

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Overlooking scope for future scalability

While your current needs are important, it’s essential to choose a system that can grow with your business. Selecting a solution that cannot easily expand in terms of users, features, or locations is an easy mistake to make. Choose a scalable phone system to avoid costly upgrades later on.

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Failing to assess internet infrastructure

Cloud-based systems rely heavily on your internet connection. If your broadband speed and reliability aren’t up to par, you may experience dropped calls and lagging service. Remember to make sure your internet infrastructure is robust enough to handle increased voice data traffic.

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Neglecting integration with existing tools

Choosing a phone system that doesn’t integrate smoothly with your current CRM or collaboration tools can lead to workflow disruptions. Ensure that your phone system supports integrations with critical business applications, improving efficiency rather than complicating processes.

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Not providing sufficient employee training

Even the most advanced system can fail if your team doesn’t know how to use it. Without proper training, employees may struggle with new features, impacting productivity. Invest in comprehensive training programs for a smooth transition and maximum utilisation of your new phone system.

Why small businesses benefit from
cloud-based phone systems

Effortless scalability

Cloud phone systems grow with your business. Adding new users or lines is simple and hassle-free, allowing small businesses to scale operations seamlessly.

Flexibility and mobility

With cloud-based systems, employees can make and receive calls from any location, making remote work easier and increasing overall business flexibility.

Enhanced collaboration

Cloud systems integrate with collaboration tools, streamlining communication across teams and improving workflow efficiency to increase effective collaboration.

Simplified maintenance

Cloud providers manage system updates and maintenance, reducing the need for complex on-site infrastructure and in-house IT teams, and ensuring smooth operation.

Advanced features

Cloud-based systems offer advanced features like call analytics, voicemail-to-email, and automated attendants, giving small businesses access to big-business tools.

Improve your business communication with Uniden

Uniden, a leader in cloud-based communication solutions, offers small businesses a range of office phone systems designed to enhance productivity and streamline operations. Our systems are built to handle the demands of growing businesses, providing flexibility, security, and ease of use. Our solutions integrate seamlessly with existing tools and come with expert support to help businesses avoid common pitfalls when upgrading.


With our solutions, your business can upgrade confidently, knowing you have a reliable partner in communication infrastructure. For businesses looking to modernise their business phone systems, we offer affordable and scalable options tailored to meet unique business needs.

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Ready to upgrade your communication with office phone systems for small businesses?

Avoid costly mistakes and improve your communication with Uniden’s cloud-based solutions.


Frequently asked questions


Can my existing internet connection support a cloud-based phone system?

A reliable and fast internet connection is needed for cloud-based systems. Test your current infrastructure to ensure it can handle the increased data traffic.

Do cloud-based phone systems require a large initial investment?

No. Cloud-based systems eliminate the need for expensive hardware, resulting in lower upfront costs and making them more accessible for small businesses.

How can I avoid hidden costs when upgrading my office phone system?

Ensure you fully understand the cost structure, including licensing, international calls, and upgrades. Ask for a breakdown of all fees before committing.

How can cloud-based phone systems effectively help with remote work?

Cloud systems allow employees to make and receive calls from any location, providing greater productivity, and flexibility for remote and hybrid work environments.

What support is available when upgrading to a cloud-based system?

Most providers offer 24/7 customer support, training materials, and regular updates, ensuring a smooth transition and reliable ongoing service for businesses.

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