How To Set Up A Business Phone System In 6 Steps

In the modern business world, various ways to communicate with customers exist. You can use live chats, email, video chat, or social media. However, a robust phone system is still essential as a business's primary communication channel.

Statistics show that about 65% of people still prefer to contact a company via phone call. Also, over 70% of consumers think that calling businesses can help them get a quicker response. 

If you're considering adding a business phone system to your communication channels, this article shares essential steps to set up one successfully. 

Understanding A Business Phone System

 A business phone system refers to a network of interconnected phones. Most phone system providers offer numerous convenient features such as call holding, transfers, forwarding, auto dialing, and ringless voicemail to streamline a company's call center.

A business phone system can be as simple as connecting two phones within a company or as complex as hundreds of interconnected phones in different locations. Meanwhile, most businesses set up a phone system to improve internal and customer communication.

A good phone setup within your office or multiple office locations allows employees to communicate easily with each other, increasing productivity and teamwork. It also provides customers with a convenient way to contact your business directly. 

6 Steps To Set Up A Business Phone System

A business phone system is what every business needs to have to improve communication channels. Aside from calling customers, you can also use it to send voice mail drops to promote time-limited offers or deliver messages for follow-ups.

If you're thinking about how to add one to your business, follow the steps below: 

#1.Understand The Different Types Of Phone Systems

Setting up an effective business phone system for a company starts by choosing a suitable type to support your needs. Generally, there are three types of phone systems available today:

• Key System Units (KSU): This basic phone setup suits businesses with less than 40 employees. It can accommodate a limited number of phone lines. KSU is similar to a home telephone, making it an easy-to-use and familiar system. It comes with all the essential features you need for your business communication. However, it often requires more flexibility and portability.
• Private Branch Exchange (PBX): This is another traditional phone system that can provide basic communication tools. Its functionality includes automated attendants, expansion dialing, and ring groups. This automated phone system is most suitable for startups and small businesses with hundreds of employees.

With a PBX system, you can install the phone line on-premise. Alternatively, you may choose a hosted version wherein a telephone provider hosts the programmable switching devices. As such, you don't have to worry about the installation and maintenance that comes with a standard PBX system.

• Voice Over Internet Protocol (VoIP): The latest innovation in the phone system industry. From its name, VoIP utilizes the internet and eliminates the need for a physical phone unit to communicate. You can easily route calls to a mobile device or computer. VoIP allows your business to communicate with clients regardless of their location.

As the most advanced phone system, it also offers complex features. Examples include software integration, sending ringless voicemail, call analytics, text messaging, and interactive voice response. Each feature depends on your chosen provider.

With these three types, you can assess your needs and choose the best option to suit them. 

​#2.Choose A Provider

After deciding on the type of phone system, it's time to look for a reputable provider, especially if you're opting for a VoIP system. "After deciding on the type of phone system, it's time to conduct a comparative analysis of digital phone services to look for a reputable provider, especially if you're opting for a VoIP system." But first, list all the essential features and functionality you need from a software solution. The most important aspects to consider are advanced call management, call analytics, speed dialing, and an option for local and toll-free numbers.

Once you identify the functionalities you need, compare each service by cost. Most providers will have a pricing plan that includes specific features. Meanwhile, it's best to ask if there are extra fees for some features you wish to include in a customized plan.

As you narrow down your options, ask the provider if they offer trial periods of demos. Doing so can help you assess the system before availing of their services. 

#3.Sign Up And Explore The System

After choosing a provider, you can start signing up for the software dashboard. The control center will allow you to build your contact center team and manage all phone lines. Consider having a dedicated team to manage your admin dashboard. 

Set it up as efficiently as possible. On the other hand, you can take your time exploring the dashboard.  

4#.Choose A Phone Number​

After logging in, you can set up your company's phone number for customers to contact you. A toll-free number is free and easy to remember. Also, you can use a local phone number to receive calls from a location-based audience. 

In addition, you can create a vanity number relevant to your business. You can also keep your previous phone number for your existing customers. 

#5.Customize Basic Functionalities​

Depending on your chosen solution, you may have various settings to customize. However, it would be best to start with the essential features. These include call management, extensions, outgoing caller ID, simultaneous ringing, and call recording.

Once you've finished the setup, you can explore other settings to make the most out of your business phone system. 

6.Plan A Call Flow

After tweaking your phone system's dashboard, it's time to plan a strategy for call flow. A well-planned call flow helps you understand each step. It can also help you improve how you communicate with prospects or customers.

Consider what happens when a customer dials your company's phone number until the call ends. Designing a smooth call flow is critical in creating a streamlined call experience, ensuring satisfied callers. 

Takeaways 

Although it's one of the oldest communication channels, a phone system is still relevant in today's business world. Innovative technology has significantly changed the telecommunication industry, making business phone systems easier to deploy. Whether setting up a business phone system from scratch or upgrading to an existing one, following the above steps can help you. 

Overall, you can install and set up a phone system to improve communication with customers and within your company.