Your Guide to Easy Business Phone System Installation

Happy customers are generally repeat customers, wouldn’t you agree? So, by using VoIP features to improve your call flow and enhance the caller’s experience, you’re actively a path for customer satisfaction.

Aside from giving your customers the service they need, you can also use a selection of features that will help engage your employees as well. Features like ring groups, voicemail to email, and call forwarding allow your customers and employees to harmoniously interact with each other as it places certain controls in the employee’s hands.

By engaging employees in the creation of your call flow, it promotes a sense of contribution and internal regulation which does wonders for morale and focus.

A phone number is one of the most common ways a customer or prospective customer will contact you. If you already have a business number, porting your number over to a new provider is a simple yet tedious task.

Porting your number requires you to accurately fill out a Local Number Portability (LNP) form in order to reassign the number from one carrier to another. Remember to be as accurate as possible on these forms; any information that does not match what your carrier has on record will slow down the number porting process.

If you don’t have a business phone number yet, you can get started with either a local, toll free, or vanity number.

The type of number you choose will depend on how large your business is, how fast you’re seeing growth, and what types of calls you will be making. Each one has its benefits and can be a great asset to your business.

Local numbers make it easier to reach customers and prospects in your area. If someone sees a caller ID from an unknown number with a familiar area code, there is a greater chance of the call being answered. These numbers work great for local, family-owned stores and new businesses trying to build their local presence.

Toll free numbers are a crowd favorite among business owners who have multiple locations and want to foster a unified presence. 800 numbers also build a company’s credibility and professional status. Call centers and larger enterprise companies prefer these types of number.

Vanity numbers make your business phone number easy to remember, which makes it easy for people in need of your products or services to get in touch with you. If you can get away with using a vanity number for your business from the start, take advantage of it! Not only will it look nice on business cards and other marketing collateral, it will also resonate with your target market and leave a lasting impression.

A business phone system is only as good as the devices used to communicate between parties. When you have outdated equipment that can’t measure up to the call volume, your call quality suffers, which results in bad experiences for the caller.

Avoid these call quality issues with compatible hardware that can help you access the full potential of your phone system.   

There are countless brands on the market that offer IP phones to businesses. The type you choose depends on your budget and specific communications needs.

Although there are plenty of brands and models when it comes to VoIP phones, there are three main types of devices you can choose from:

Wireless phone, which allows you to move freely around your workspace while on a call

Softphone, which is an app you install in your computer to integrate with your phone system to make and receive calls easily

Conferencing phone, which operates similarly to an analog phone but can be used where multiple calls between several parties take place.

If you’re not looking to purchase any hardware for your business phone system, there are mobile-friendly options that allow you to use your business phone system through your smartphone; although, there are limitations.

Some of the best brands on the market include Polycom, Cisco, Grandstream, and Yealink. Not ready to purchase just yet? Some providers offer hardware rentals with their service as an economic way to get the full experience of your VoIP service.

The last thing you need to do before you start setting up your business phone system is, of course, a provider.

There is no shortage of business phone service plans but it can be difficult to know which service will work for your business needs.

Not every business needs all the bells and whistles to get by; some might do all right with a simple business phone and a lower-tier service plan.

The goal is to decide first what it is you want out of your new business phone service and use that as your criteria for choosing one that suits your business.

Once you’re found the right service, a solid business number, and the right hardware, your VoIP provider will onboard you with minimal downtime and hassle.