Phones for working from home UK? Use VoIP softphones, DECT handsets or mobile plans

Phones for working from home UK typically fall into three choices: **VoIP softphones**, **DECT cordless handsets**, or **mobile plans**. Pick based on call volume and security — for example, small teams often use Microsoft Teams softphones or Yealink handsets and **3** clear deployment paths.

1. Hardware and software options: match form to function

Start by deciding whether calls should feel like desk phones, mobile phones, or apps. The common options are:

  • VoIP softphones — apps on laptops or mobiles (Microsoft Teams, Zoom, or provider soft-clients). Best when staff already use laptops and need seamless transfer between devices.
  • IP desk handsets — physical Yealink or Poly phones that register to a cloud PBX. These give a familiar handset experience and are reliable if staff have good home broadband.
  • DECT cordless handsets — useful where staff need mobility around a house or small workshop and want a dedicated device that behaves like an office phone.
  • Mobile-first — company mobile plans (EE, O2, Vodafone) for staff who primarily use cellular voice and aren’t tied to a desk.

Practical note: softphones are cheapest to roll out quickly; IP handsets give better ergonomics for long call days; DECT works where cordless range matters. If you need a unified directory and call routing, pick a cloud PBX that supports your chosen hardware. Consider headset compatibility for call-heavy roles and whether staff need physical hold/mute buttons.

2. Costs, billing and ownership — where the bills actually land

There are three cost buckets: one-off hardware, monthly telephony subscriptions, and connectivity. You’ll pay for handsets (if you choose them), a cloud voice licence per user, and your broadband or mobile plan. A clear procurement decision here reduces surprises when a new starter joins.

Typical billing models:

  • Per-user monthly licences for cloud PBX or Teams Voice — these include number routing and features.
  • One-off handset purchases or leasing costs if you want dedicated equipment.
  • Mobile allowances or business contracts for staff using company SIMs.

Think about ownership: who replaces faulty equipment, who pays for upgrades, and whether devices stay company-owned when someone leaves. For budgeting, list the full run rate: handset depreciation, monthly licence, and an allowance for extra data or call bundles. If you need guidance on rolling phones into a remote-working policy, our page on setting up remote working phones explains configuration and support handoffs in practical terms.

3. Security, reliability and regulatory questions

Phone choice isn’t just comfort — it affects data protection, call quality, and business continuity. Use simple controls: require strong passwords on SIP accounts, keep handset firmware updated, and restrict access to voicemail and call recordings.

For security and remote-work best practice, consult NCSC’s guidance on secure remote working. That covers VPN and endpoint hygiene which matter when staff use softphones on personal laptops. Also consider these reliability points:

  • Broadband backup — have a basic fallback plan (mobile tethering or a second ISP) for staff who must remain reachable during outages.
  • Power issues — cordless handsets need power; if calls are critical, arrange for an alternative handset or mobile failover.
  • Call recording and GDPR — treat voice data like any other personal data and document retention policies.

Quick decision rule: if you run more than a few dozen minutes of calls per user per day, favour dedicated handsets or business-grade softphone licences; if calls are occasional, a mobile plan or softphone is fine.

Related reading

FAQ

Which phone option is cheapest to set up for home workers?

Softphones are usually the cheapest to deploy because they use existing laptops and require only a licence rather than physical handsets; there’s still a monthly cloud PBX fee per user.

Do I need a business mobile contract or is a personal SIM OK?

Personal SIMs can work, but business contracts give pooled billing, device management and better roaming/support terms — useful if you expect regular travel or need central cost control.

How long does it take to set up phones for one remote worker?

Plan for 1–3 hours to install and test a VoIP softphone or IP handset, longer if configuring call routing, voicemail-to-email or integrating with CRM systems.

What should I check for compliance when recording calls at home?

Ensure you have lawful basis for recording, secure storage and a retention schedule; document where recordings are stored and how long they will be kept in your records.