More and more people are now willing to work remotely, and remote office phone systems have continued to gain importance.
Modern office remote phone systems come with fewer maintenance obligations. They can be extended by adding more phone lines without the need for extensive maintenance or attendance by technical staff.
A remote office phone system should provide workers with the flexibility and mobility they need to work remotely.
In this post, we’ll talk about what a remote office phone system can offer you, the different types, and more info to help you decide whether it’s worth it.
Types of Remote Office Phone Systems
A remote office phone system is a modern communication tool that allows businesses to make and receive calls without being tied to a physical phone line. Unlike traditional phone systems, virtual phone numbers work over the Internet.
These systems give employees the freedom to answer business calls from their mobile phones, desktops, or tablets, making them perfect for remote teams.
There are different types of remote office phone systems, each offering unique features to meet specific business needs. Let’s take a look at the most popular ones:
VoIP (Voice over Internet Protocol)
A VoIP system lets you make and receive online calls instead of traditional phone lines. They’re cost-effective, easy to set up, and offer advanced features like video calls, voicemail-to-email, and call routing.
Virtual Phone Systems
These systems route business calls to your personal devices, such as mobile phones or laptops. Virtual phone systems are ideal for small teams and remote workers because they don’t require physical hardware—just an app or web-based interface.
Recommended Reading
10 Reasons Your Office Phone System Should Go Virtual
Cloud-Based Phone Systems
Cloud-based systems store everything online, making it easy for businesses to scale and access the phone system from anywhere. They’re great for growing businesses that need flexibility and seamless updates without hardware headaches.
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Top Ways You Can Benefit From a Remote Office Phone System
If you’ve been thinking about switching to a remote office phone system, there are plenty of reasons to give it serious thought.
Let’s break down the key benefits in simple terms.
1. Cost
Traditional landlines are expensive to install and maintain. You need hardware, dedicated phone lines, and professional installation. On top of that, upgrading or expanding a fixed-line system can lead to high costs as your business grows.
A remote office phone system is a cost-effective alternative. Non-fixed VoIP (Voice over Internet Protocol) systems are easy to install, requiring just an internet connection. You don’t need physical phone lines, which eliminates installation fees.
The software is also far more affordable than traditional systems, and many plans include free features like call forwarding, voicemail-to-email, and video conferencing.
This means you can cut down your communication costs significantly while still enjoying modern features that improve how you run your business.
2. Integrating Employee Phones Into the Business Phone System
In a traditional setup, employees are tied to their office phones. If they’re traveling for work or working remotely, they risk missing important calls. Landline systems don’t offer much flexibility, and integrating them with mobile devices is complicated and expensive.
A remote office phone system allows employees to connect their personal devices—whether it’s a mobile phone or a laptop—directly to the business phone system. This means they can receive business calls anywhere. If they’re on a business trip, they won’t miss a phone call that needs their attention.
This level of flexibility is a game-changer. Whether your team is working from home, attending a conference, or relocating to a new office, they can stay connected.
Unlike landlines, these systems can easily scale with your business as it grows, so you’ll never have to worry about switching systems or upgrading costly hardware.
3. Call Center Benefits
Managing a call center can be a logistical nightmare. You need a physical space for agents, plus the right hardware and systems to support them. Bringing everyone under one roof is costly and makes it harder to find the right talent.
With a remote office phone system, your call center can go virtual. This means you can hire talented agents from anywhere in the world without worrying about office space or equipment costs. Agents can work remotely, logging in from home or any other location.
Tasks can be assigned and managed remotely, improving efficiency. Customers get the help they need faster because agents aren’t limited to office hours or physical locations.
This flexibility also saves your business money by reducing overhead costs, making it a great option for small businesses looking to scale.
4. Extra Features
Traditional phone systems offer limited features. You might get voicemail and call forwarding, but anything beyond that—like video calls, call transcription, or web conferencing—requires expensive add-ons or entirely different software. This lack of integration slows down communication and makes managing calls more complicated.
Modern remote office phone systems come loaded with advanced features that simplify communication and improve customer service. Here are just a few of the features you can expect:
- Video calls: Connect with team members or clients face-to-face without needing a separate video conferencing tool.
- Voicemail-to-email: Receive voicemail messages directly in your inbox so you can read and respond without dialing in.
- Call recording and transcription: Record important calls and have them automatically transcribed for easy reference.
- Interactive voice response (IVR): Guide callers to the right department or person with an automated menu.
- Call routing: Automatically forward calls based on the time of day or availability so no call gets missed.
These features improve collaboration and help your business offer faster, more reliable service. Even better, many systems support Internet of Things (IoT) integration, and you can connect smart devices to your phone system for additional automation and control.
For instance, non-fixed VoIP works on IP infrastructure like IoT; the two can interact without a problem. It makes it easier to integrate smart technology and devices into your business and keep up with modern trends.
These systems offer more privacy with their hack-proof nature, and features, such as call screening, would allow managers to screen calls without any need for a secretary.
5. Saves Employees Time
Commuting to the office just to take calls is a huge waste of time and energy. Employees get stuck in traffic, spend less time with family, and often feel less productive. The rigid 9-to-5 structure also makes it harder for them to balance work and personal life.
A remote office business phone system allows employees to take business calls from anywhere. They can work from home, their favorite coffee shop, or even while traveling—without missing a beat. This flexibility helps them manage their time better.
With more control over their schedules, employees can plan their workdays more efficiently. This reduces stress, improves work-life balance, and boosts productivity.
Setting Up Your Remote Office Phone System
Setting up a remote office phone system is easier than a traditional one. Since it’s primarily internet-based, there’s no need for extensive hardware installation. Follow these steps to get your system up and running quickly:
Choose a Reliable Provider
The first step in setting up your remote office phone system is selecting a provider that meets your business needs. Start by researching different providers and comparing their features, pricing, and customer support options.
Look for a solution that offers VoIP or cloud-based services with essential tools like call forwarding, voicemail-to-email, and call recording. These features will help improve your communication process and make it easier for employees to manage calls from any location.
Choosing the right provider also means considering scalability and compatibility with your existing tools, such as CRM software and collaboration platforms. A flexible system will grow with your business and adapt to future needs.
Set Up User Accounts
Once you’ve chosen a provider, the next step is creating user accounts for your team. Each employee should have an individual account with the right access level based on their role. Assign virtual phone numbers and extensions to simplify internal communication.
Organizing user accounts properly will make call management easier and reduce confusion during day-to-day operations. This setup is especially useful for larger teams that need clear, structured communication channels.
Install Mobile and Desktop Apps
Most remote office phone systems offer apps for both mobile and desktop devices. These apps allow employees to handle business calls from their smartphones, tablets, or computers without needing a desk phone.
To start, download and install the apps recommended by your provider. Make sure every employee has access to the apps on their preferred devices. This flexibility will help your team stay connected whether they’re working from home, on the road, or in a coworking space.
Configure Call Settings
Configuring your system’s call settings is an important part of the setup. Start by setting up call forwarding, which directs incoming calls to the right person or department. Auto-attendants can handle initial greetings and route callers to the appropriate extension, improving caller experience.
Adjust voicemail settings to ensure that employees receive voicemail notifications through email. Additionally, configure business hours, routing rules, and after-hours messages to provide a consistent and professional experience for anyone contacting your business.
Train Your Team
Proper training helps your team get comfortable with the new system and its features. Offer hands-on training sessions or video tutorials focusing on essential tools like call transferring, voicemail access, and conference calls.
Make sure your employees know how to access both the mobile and desktop apps and understand how to manage call settings. Encourage them to explore time-saving features like voicemail-to-email and call logs.
By giving your team the right training, you’ll help them adopt the system faster and reduce communication errors.
Recommended reading:
11 Reasons You Need a Separate Work Phone Number for Your Business
Why You Need a Virtual Phone Number for Your Small Business
Power Your Business With Talkroute’s Remote Phone System
Running a remote office can be tricky, but staying connected with your team and customers shouldn’t be. That’s where Talkroute comes in. It’s the all-in-one solution for business phone calls, texting, and video meetings—no special equipment needed.
Whether you’re at home, in the office, or on the go, Talkroute keeps your business communication running smoothly.
Here’s why you’ll love it:
Take Calls Anywhere
With Talkroute, you can take your business calls no matter where you are. Forward calls to your mobile, landline, or even your desktop PC. Whether you’re working from home, in the office, or on the road, you’ll never miss an important call.
Stay Organized With Call Routing and Extensions
Talkroute makes it easy to connect customers to the right team members. Set up call routing and extensions to direct incoming calls exactly where they need to go. You can even schedule calls based on time and day, so your business is always prepared.
Business Texting From Your Number
Send and receive texts using your business phone number. Manage messages from your desktop, mobile app, or web browser. Whether it’s a quick reply or a full conversation, business texting helps you stay connected and responsive to your customers.
Host Video Meetings Anytime
Meet face-to-face with up to 100 participants using Talkroute’s video conferencing feature. Share your screen, chat with team members, and even collaborate using a virtual whiteboard. It’s the perfect way to stay in sync with your team or clients, no matter where they are.
Manage Everything From One Dashboard
Talkroute puts you in control. Adjust call routing, customize greetings, set schedules, and manage your entire phone system from one easy-to-use dashboard. You’ll have everything you need to run your business communication in one place.
With Talkroute, you’ll have a powerful, flexible phone system that grows with your business. Everything works right from your existing devices.
FAQs About Remote Office Phone System
What is the best small business phone system?
There are a lot of great options out there when it comes to small business phone systems. The best choice depends on what your business needs—like whether you want mobile flexibility, advanced features, or something budget-friendly.
That said, Talkroute is one of the best options you can choose. It offers everything a small business needs, from virtual phone numbers to call forwarding, voicemail-to-email, and even text messaging.
Talkroute works seamlessly with your existing devices (like mobile phones and laptops), so there’s no need for complicated hardware setups.
How do I set up a phone system in my office?
To set up a phone system in your office, start by choosing a system that fits your needs. VoIP phone systems are a great option because they work over an internet connection and don’t require traditional phone lines.
You’ll need a reliable internet connection for smooth business calls and features like call recording, call forwarding, and call routing.
Most virtual phone systems also offer mobile and desktop apps, making it easy for your team to handle incoming calls from anywhere. If you prefer physical devices, you can use IP phones, which connect directly to your network. Once your system is in place, set up your business phone number, and you’re ready to take calls.
How much does a cloud phone system cost?
The cost of a cloud phone system depends on the features you need and how many users you have. Most services offer monthly plans, starting as low as $20 per user and going up based on advanced features like call recording, call routing, and mobile apps.
If you’re adding physical IP phones, those may cost extra. The best part of a virtual phone system is that it’s more affordable than traditional phone lines and ideal for remote teams since it runs over the internet.
What is a remote phone?
A remote phone allows remote workers to make and receive business calls using an internet connection. It can be a physical IP phone or a softphone, which is an app on a computer, cell phone, or tablet.
Remote phones are key for businesses with remote teams because they support call forwarding, call recording, and seamless call routing. This setup makes it easy for employees to handle business calls no matter where they are.
Stephanie
Stephanie is the Marketing Director at Talkroute and has been featured in Forbes, Inc, and Entrepreneur as a leading authority on business and telecommunications.
Stephanie is also the chief editor and contributing author for the Talkroute blog helping more than 200k entrepreneurs to start, run, and grow their businesses.
