How to Set Up a Small Business Phone System

January 15, 2021
Learn how to set up a business phone system for your office in 5 easy steps

5 easy steps on how to set up a business phone system

Having a phone system in your office increases your customer service efficiency. You get to take orders, respond to customer inquiries, get feedback from your customers, and collect your receivables fast. However, you need to know how to set up a business phone system. How do you do it?

Read on to learn more on how to set up a phone system in your office and other factors you need to remember.

Step 1: Selecting the best phone system

Different phone systems serve different purposes in a business. You need to select a business phone that meets your specific needs. Some of the best phones include:

Virtual phone system

The system helps you redirect your calls to your remote workers. It is a call-forwarding solution. The system features an automated receptionist, call screening, and voice mail, among other features.

PBX phone system

A PBX phone routes calling data to a centralized, separate device or internet software. It is adjustable. Thus, you can adjust it to meet your future business needs. The phone system can serve a business with over 75 workers.

VoIP phone system

VoIP phone applies the broadband internet connection rather than copper wiring. The internet connection makes the phone reliable and fast. With the phone, you can connect several business office lines to your office line. Also, you can connect the phone system to other business software.

Some features of the phone include an admin dashboard, business hours, call flows, call recording and team presence that shows available workers.

Step 2: Selecting your service for your phone system

After getting a phone system, you need to select the best service provider that meets your business needs. Your provider should have all services that you need, including the provision of virtual, toll-free, and local numbers.

Other considerations include the cost of services, the user experience, customer service, and scalability.

Step 3: Selecting phone number(s)

A business phone number should be easy to remember. You can opt to select a number with digits that match the letters of your business name. Also, your number can have the local area code of your target customers.

Step 4: Adding features to your phone system

You should select phone features that benefit your business. Some features to choose from are fax to mail, customizable greetings, simultaneous ringing, and unlimited extensions.

Step 5: Sharing phone numbers

Your customers need to know that you have a phone that they can use to reach your business. So, you should share your phone number(s). You can opt to call the customers, include your number on your products, share business cards that have the number, email your clients, or advertise the number.


Infographic: How to Set Up a Business Phone System

Here’s a quick infographic to help understand the types of phone systems out there and the steps to set up one for your business.

Here's a quick infographic to help understand the types of phone system out there and steps to set up one for your business.

Key Takeaways

If you still do not understand how to set up a small business phone system in your office, you can outsource the service. Hiring a professional to install a business phone will help you channel your efforts to other activities that increase your business productivity.

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