10 Dos and Don’ts for Setting Up Your Small Business’s Phone System Yourself

If you don’t want to wait for the phone company to set up your landline, know that you can set it up yourself via an internet phone service or VoIP system. But before you do, here are some dos and don’ts you should know that’ll help you set up your small business’s new phone system.

Do #1: Choose a Phone System That Fits Your Needs

Before setting up a small business phone system, you should find one that suits your needs and budget. When comparing different systems, virtual or manual, weigh vital business factors, such as the number of employees, type of company, and features you need to find the right choice. 

Don’t #1: Overcomplicate Systems With Unnecessary Features

Most businesses need to forward calls, set up voicemail, and add new extensions, but not all features are useful. Your business type will determine what features are right for you, so consider what you need beforehand. Otherwise, you’ll be paying for something you won’t use.

Do #2: Create a Friendly and Professional Voicemail Greeting

Creating a friendly and professional voicemail greeting is one thing you should always do when setting up a business phone. Customers may be confused if they hear a general greeting, but a custom message can help people distinguish between team members and departments.

Don’t #2: Use One Number for Personal and Professional Calls

Never use the same phone number for your personal and professional calls. Not only is this unprofessional, but it also makes it difficult for customers to reach you. Fortunately, most virtual phone systems let you connect multiple numbers to the same phone or communication device. 

Do #3: Set Up a Central Phone Number With Extensions

If you have a traditional phone system and you don’t want to pay for a new number, you can set up a central phone number with extensions instead. When your customers call in, the phone system can ask the user to add an extension, which connects them to an internal employee.

Don’t #3: Ignore the Importance of Security for your Systems

One of the top emerging cybersecurity challenges is mobile security attacks. If mobile phones are a part of your phone systems, make sure you protect your business and customer data by using secured connections. Be sure to encrypt all sensitive client information on your servers.

Do #4: Test Your Phone System Before Going Live

Phone systems are complicated to install, so you may experience a few hiccups before going live. To avoid any interruptions or lost sales, test your phone system. Check that everything is working properly by calling internal employees and asking them to call the business phone.

Don’t #4: Forget to Train Your Employees to Use the System

Even if your employees are used to working with a business phone system, your new one won’t work the same as the old model. For this reason, you should train your employees on how to use the phone system property. This will ensure they can effectively communicate with clients.

Do #5: Set Up Notifications for Long Phone Calls

The whole point of using a phone system is to become more efficient. But besides using call-blocking features and message boards to reduce call queues, businesses can use notifications that go off during long phone calls. That way, customer service knows when to wrap up the call.

Don’t #5: Neglect Regular Phone System Maintenance

Maintenance is vital to keep your phone system running at its best. You can’t just set and forget your phone system and expect it to keep up with your ever-increasing business demands. Make sure you keep up with regular updates and repairs to reduce complications or downtime.

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