Many small businesses still rely on wired telephone systems that are now outdated and obsolete. Since communication practices can play a huge role in long-term success, it is imperative for new ventures and small enterprises to invest in the best tools available in the market. 60% of customers prefer to contact small businesses on the telephone, hence it is important for companies to know how to get a virtual phone number.

It’s definitely time to go in for a complete system overhaul and get a phone number for your small business. It’s a step in the right direction and can make life easier for entrepreneurs and small business owners. Office phone systems can help companies build a positive brand reputation, make calls economically, and serve clients in a professional manner.

Virtual telephony has caught up in a big way and is a buzzing trend all over the globe. Voice-over-Internet Protocol is a revolutionary technology that enables users to make calls over the Internet. Not only are calls made through a virtual phone system more cost-effective, but they are also crystal clear audio quality and free from any line disturbances.

So, while you may be convinced that a business phone system is a smart idea for your growing organization, the fact remains that most managers are clueless about how to get a business phone. They succumb to a lot of local myths about implementing VoIP and make excuses about shifting to a VoIP solution. To make the process a bit easier, we have compiled a list of structured steps that will help your company get a phone number without any roadblocks or hassles.

Getting Started

Investing in a business phone system is a straightforward process that does not take much time. In fact, a reliable service provider can guide you through the entire process effectively, answer all your queries, and ensure that you get a value-for-money deal. Here are some pointers that will serve as a blueprint in your quest to get the perfect business phone system for an organization:

Choose The Kind Of Business Phone Number: The first step towards implementing an office phone system is to research your corporate communication requirements. This will give you a clear picture of your needs and help you choose the best kind of business phone number. If your organization receives a lot of customer calls from people across the globe, it would be a smart idea to get a toll-free number. This would provide superior support service, and boost your brand image, as customers will not have to pay even a penny for calls dialed on a toll-free number. 

However, if your business is located in another city or country, whereas your target customers are in a separate geographical base, it would be a smart idea to invest in a business phone number with local area code.

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For example: Suppose that your company has its corporate headquarters in London, United Kingdom, and it has recently expanded to the United States of America. In such a scenario, it would be a good option to purchase a business phone number that has the local area code of the city where your business has expanded in the USA, such as New York, San Francisco or Dallas.

Getting a phone system is a tremendous responsibility as it is a long term decision and will have a lasting impact on your business. So make sure to at least have a clear idea about what type of phone number will be the best for your business so that there are no regrets at a later stage.

Check If Your Desired Phone Number is Available: Once you have made up your mind about which type of phone number you will be purchasing, the next thing that you need to do is check your desired number for availability. You would want to choose a phone number with an easy sequence of digits that can easily be remembered by your customers. 

Modern VoIP service providers allow business organizations to customize their vanity numbers so that they can buy a phone number that gives them maximum visibility amongst their target audience. We know that toll-free numbers come with area codes such as 800,888,877,866,855,844 and so on. You will need to check which prefix your organization would want for its toll-free number and ensure that it is available for purchase. Choosing a number should be taken seriously as it can have a strong impact on return on investment and brand image in the eyes of your client base.

Add A Customized Greeting Message: Personalization is a key aspect that can make a tremendous difference to your rapport with clients. Hence, once you have finalized your business phone number, the next thing that you need to focus on is your greeting message. Most modern VoIP phone systems enable users to record a customized greeting where you can share a message or instructions with customers. Since this personalized message is the first thing that customers will hear when they dial your toll-free number or business phone number, it is important to ensure that your greeting is powerful, personal in nature and creates a lasting impression.

Add Extensions or Phone Lines For Employees: This is an extremely handy feature of all business phone numbers that enables users to add a number of extensions for different departments. Clients can use these extensions to get connected to the correct executive for required technical assistance. Most business phone systems have integrated interactive voice response features, hence they can give simple instructions such as ‘For Sales Press 1, For Support Related Queries Press 2’.  

Adding phone extensions is a necessity as it expedites business operations and results in a seamless flow of external communication. Phone extensions also ensure that your customers will not keep waiting endlessly in telephone queues for service, and redirects them to the appropriate department at the earliest.

Install and Test Your Business Phone Number: Once all the preliminaries have been taken care of, it is time to consult your service provider and start the installation process. Contrary to popular myths, installing a business phone system is quite a simple process and hardly takes a couple of minutes. There are no complex hardware or software requirements; the only major element is a high-speed Internet connection.

Your service provider will test your toll-free number or local phone number to make sure that there are no technical glitches. Since it is a minimalistic platform, there is not a very intense learning curve and most employees will easily adapt to using an office phone system in a couple of days. Make sure to discuss the provisions of after-sales support, system up-gradation, and maintenance with your service provider. Once the installation is completed, you can immediately start making and receiving calls with clients, suppliers, vendors, and organizational stakeholders.

Business phone systems are a must-have asset for organizations as they can lead to work efficiency and a holistic work environment. They ensure that there are no obstacles in making calls, and open the path for clear, transparent, and structured communication. Business phone numbers have an impressive array of novel features that can help any company gain a competitive edge and carve a niche brand identity.

While everyone accepts the benefits of business phone numbers, it is difficult to move out of your comfort zone and get down to switching to virtual telephony. It seems to be challenging, and the vast number of options in the market just seems to confuse genuine users. Go in a methodical fashion step-by-step and make the big transition. Research your business needs, go through client reviews and choose the best service provider in the market to enjoy the seamless transition by getting a powerful business phone number for your organization!

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