8 Steps to Setting up Your Business Phone System

8 Steps to Setting up Your Business Phone System

A quality business phone system can supercharge the efficiency of a business’s internal and external communications. Business phone systems allow companies to streamline their communications by combining voice calls, emails, SMS, and instant messaging all under one roof. You can connect as few as two lines or as many as 500 with a business phone system. With such scalability options, business phone systems can be a valuable tool for almost any sized business.

Let’s get real: confusing phone systems and cumbersome wires are a significant migraine when setting up any business phone system. These issues hamper consistency and efficiency, two of the most important facets to a successful business operation.

 Benefits of a Business Phone System

–        If you can’t be in the office, you can forward calls to any connected phone in your network. A digital call assistant can also direct incoming calls to the appropriate extension without you lifting a finger.

–        Simple, hassle-free setup with monthly rates as low as $10 a month. Simply put, a business phone system using VoIP technology can be far less expensive than other phone plans.

–        Live Call Recording helps management listen in on and replay employee phone conversations with customers to maintain quality standards.

–        Cloud Services offer a cost-effective solution to business phone systems hoping to avoid the expenses of setup, upgrades, repairs, and maintenance. With cloud software, all these costs are handled by the host company.

The guide below will show you how to get your business phone up and running in no time!

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1. Choose a Phone System

The first thing you’ll want to research is choosing a phone system. Many phone systems are different and offer varying features. A VoIP phone system, for example, is much more stable than landlines and is ideal for companies wanting to move away from stiff, outdated analog services.

2. 
   

     Determine Your Needs

The cost of a business phone system is typically based on the number of lines you’ll need and which features you’d like to add to your package. By appointing each employee a virtual extension, incoming calls can then be forwarded to any phone or PC using that extension.

3. 
   

     Deciding to Migrate from Landlines

There are many choices when it comes to business phone options, so which one best fits your company? To find the solution, you’ll need to narrow down exactly what your business intends to accomplish. Do your daily procedures involve a lot of voice communication, whether via voice, video, or text? Is your business enterprise spread across multiple regions or offices? Flexibility is a critical component to business survivability in the digital age.

4. 
   

     Choosing Your Business Number

Setting up a phone system with tons of extensions can seem like a tedious, painful task. But with Grasshopper, your business communications are streamlined to prevent the headaches of installation. All you have to do is choose a business number and hop on! This number can be forwarded to any existing phone or landline.

You can choose a local or long-distance phone number- even vanity numbers to show off your company’s branding. Anything is possible with Grasshopper phone systems!

5. 
   

     Internet Speed

Most current business phone systems operate digitally, using VoIP technology to work through your internet connection unlike outdated landline technology.

As such, you will want to test out your business’ internet connection speeds to ensure that your connection is strong enough to support VoIP phone systems.

6.   Determining Extensions

The extension system offered in business phone systems gives you the ability to install lines for additional employees at little to no extra cost. You can even include full office-sized expansions for larger workspaces.

The virtual extension feature will also allow customers to contact specific employees simply by dialing their extension.

7.   Security

A lesser-known avenue of digital security attacks is via PBX or IP-PBX hacking. These security breaches are responsible for over 5 billion dollars in lost revenue yearly. As with all digital based systems, you will want to consult with IT specialists to determine the most efficient and cost-effective means to preserve your customer’s important data.

8.   Taking Phone Calls

Once you’ve selected your phone number and recorded an away greeting, you’re ready to receive phone calls! You can seamlessly handle voice calls, messages, faxes all directly from your phone or connected PC.

Conclusion

Businesses in the modern age depend on one important thing to stay relevant and successful: Communication. Without an efficient means of communicating with your team and customers, businesses are dead in the water. That’s why it’s so important to equip your business with the best cost-effective digital communications solutions available. Streamline your approach and let your workforce prosper with increased flexibility! Say goodbye to the days of tangling with hundreds of awkward land-based phone lines and move into the digital age!