You may not have heard that traditional landlines are being cut off on January 31, 2027.

Businesses and individuals will be expected to use their landline number on a Voice over Internet Protocol (VoIP) system, which are cloud-based systems allowing you to do phone calls over your Internet connection. However, a 2023 survey done by National Business Communications found that 62.1 per cent of businesses are still using landlines, while a concerning 44 per cent are not even aware of the upcoming switch-off.     

Given the changes we’ve seen since Labour came into power, businesses of all sizes have had enough to think about lately. Employer National Insurance costs are set to increase in April 2025, alongside National Living Wage which will be going up by 6.7 per cent. Many are holding back on investment and hiring – or scaling down operations altogether.

UK businesses are also slicing staff numbers at the highest rate since the pandemic. The Managers Index Survey, which surveyed 650 manufacturers and 650 service sector companies, revealed that managers were cutting back because of ‘softer demand, rising employment costs and tight profit margins.’ A survey by the Federation of Small Businesses (FSB) says that a third of small businesses (33 per cent) are planning to cut jobs, up from 17 per cent in Q3 2024.

The landline transition presents yet another issue for small businesses who are already tackling rising costs, skills shortages and more red tape.

In amongst all the noise, some elements of business operations remain essential, whatever its size, including its communications. Being able to reach your team and clients, wherever they are, makes or breaks the day-to-day.

But this could be a chance to enhance your business operations, as well as saving money. Providers such as Virtual Landline can give you virtual numbers and more advanced features such as call reporting and call routing for as little as £4.50 a month.

With that in mind, we’ll be exploring how to future-proof your all-important business communications and guide you step-by-step towards a VoIP system.

Read on to find out the non-negotiables for future-proofing your business communications, or you can jump straight to 7 steps to switch to a VoIP.

The non-negotiables for future-proofing your communications

Whatever happens over the coming months and years, you want to make sure that your business communications are watertight against the following factors.

Making sure the number of users is flexible

Against a backdrop of shrinking businesses, it’s just as important that you can scale down your number of users as it is to scale up when you grow.

If you feel like the size of your business could change in the near future, look for a communications package which doesn’t have a restrictive contract that is tricky to get out of – comb through the Ts & Cs if you have to. For sole traders and freelancers, single user virtual number packages tend to be even more flexible, with the ability to change as and when you need to. With Virtual Landline, for example, you can change your virtual number package after 30 days if it’s not working for you.  

Your business communications can be taken with you if you change physical location

With a change in the size of a business can come a change of location. It removes a major headache for your business if you can just take your number with you and set up in your new digs – or if some of your staff members decide to work remotely.

The best value for your changing business

The likelihood is that you’ll save money when switching away from a traditional landline – not least because you won’t have to pay line rental anymore – but you still want to be reassured that you’re getting the best value for your business.

Be aware that some providers offer a free phone number. It looks great from afar, but they are likely to charge extra fees for services such as auto attendant, voicemail to email and extra numbers.

There’s no need to shell out loads of money for a business communications platform. We like Virtual Landline, who offer virtual numbers from just £4.50 per month. They also have virtual office systems starting at £6.95 per month.

Professionalism

Having a local number (or an 0800/0330 phone number) will give you the edge over someone who uses their mobile phone for their business. Customers and suppliers may very well take your business more seriously if you have a more traditional-looking landline number. Plus, as a sole trader, having a local number displayed on your website and business cards could give the impression of running a bigger operation and create trust with customers.

Features

Certain features can be invaluable to businesses, such as:

• On-hold music
• Call menu
• Auto-attendant

It’s also important to have a range of packages to suit the size and needs of different businesses. The beauty of this is you can move between packages as your business’ needs change.

Every small firm is different. For smaller businesses, voicemail to email can be useful for picking up non-emergency calls when they’re busy. Having a call queue that puts you through to the first available member of staff would be more suitable for customer service-based businesses.

7 steps to switch to a VoIP

There’s not a great deal of support out there for businesses ahead of the big switch-off, but here are some steps you can take next.

1. Decide which phone number you’d like to use

You don’t have to change your number, but you should check its compatibility for porting. In most cases it will be (though some providers will impose a charge), but you can check if your number is okay to port with your current provider.

2. Speak to your landline provider

Your landline provider will likely give you a call anyway, notifying you of the changes and letting you know your options. Get in touch with them if you want to start the porting process or have any other questions.

3. Assess whether your existing tech is compatible with VoIP

This could involve checking whether your software is compatible with VoIP software, that your security updates have all been done and that you have the latest version of any anti-virus software you may have. You may also need new hardware such as IP phones which have features not found in traditional phones.  

4. Assess whether you need to upgrade your broadband

Your package might be suitable for your current needs, but you may well need a more powerful package to make and take calls using your Internet connection too. According to structuredcommunications.co.uk, you’ll need a minimum of 90-100kbps to run a VoIP system.

5. Consider your other connected devices

Despite its name, it’s not just your landline phone you need to worry about, whether you’re home or office-based. Your landline might also be connected to:

• CCTV
• Alarm systems
• Lift alarms
• Payment terminals
• Telehealth devices
• Point of sale systems
• Fire alarms
• ATMs
• Intercoms

These devices will need to be switched before the 2027 deadline. If you’ve ported your existing number, remember to switch away any other services that were on that line.

6. Think of your back-up

Your VoIP won’t work in a power cut, for example, so consider solutions such as a back-up battery or automatically redirecting calls to a designated mobile phone in case of an emergency.

7. Shop around for suitable providers

Your existing provider might have a suitable VoIP system, but while you’ve got the time, it’s worth shopping around. Look out for features, cost, reviews and integrations.

Why not start with our article, The 6 best VOIP providers for small businesses? Our top pick, Virtual Landline, is compatible with various devices for easy communications across your business. Features include call forwarding, call queues, call recording and transfer.

Port your number – or choose a memorable one to boost your business branding – to streamline your business calls. You can even get a 01 or 02 number to reflect your locale. It can integrate with a lot of your existing software: think Sage, Microsoft Dynamics, Salesforce and Zoho.

Read more

Friendly guide – top tips for small businesses switching to VoIP – With the landline shutdown coming fast, there’s never been a better time to switch to VoIP. Don’t let your small business be left behind!

Three reasons businesses should use VOIP for communications – This article provides insight into three strategic reasons businesses should use VOIP for communications