How to Set Up a Small Business Phone System: A Step-by-Step Guide

VoIP, also known as “Voice over Internet Protocol,” enables a business to make and receive phone calls over the internet rather than a traditional phone line. Increasingly, we are also seeing more small and medium businesses switching over to small business phone systems that tap on VoIP technology. According to a study done by Global Market Insights in 2019, small to mid-size businesses (SMBs) in particular, are expected to contribute to more than 15% in the VoIP market by 2025. With remote work trends and tightened budgets here to stay, small business owners should consider switching over to small business phone systems that are more suited for their needs.

In this article, we will guide you through the reasons to use a small business phone system, some points to consider when you are getting one, and most importantly, how to set up a small business phone system that is reliable and cost-effective for your small business.

5 Reasons to Use a Small Business Phone System

So, what are the reasons for learning how to set up a small business phone system? We outline the top reasons for setting up VoIP for small business.

Reason 1: Protect Your Privacy

One of the main benefits of setting up a small business phone system is the protection it offers to a small business owner's privacy and personal phone number.

With a dedicated business phone number, you can keep your personal phone number private and avoid the risk of receiving unwanted calls or messages on your personal phone. This can be especially important for small business owners who need to maintain a professional image and separate their personal and business lives.

Additionally, a VoIP setup for small business can provide features such as call screening and voicemail to help filter out unwanted calls and ensure that important calls are answered promptly.

Reason 2: Separate Your Business from Personal Life

A small business phone system can be a game-changer for small business owners who want to separate their business from their personal life. With a dedicated phone system, you can ensure that business calls are kept separate from personal calls, making it easier to manage your time and maintain a work-life balance.

Reason 3: Maintain a Professional Image for Your Small Business

A small business phone system can help small business owners maintain a professional image by providing features such as call forwarding and voicemail. With these features, customers can easily reach the appropriate person or department, even if the business owner is unavailable.

This creates a more efficient and streamlined experience for customers, which can improve customer satisfaction and help build a positive reputation for the business. Additionally, by using a VoIP phone system, small business owners can have a professional phone greeting that is separate from their personal phone number, further enhancing their professional image. Keeping up with professional appearances is thus a good reason for small business owners to consider setting up VoIP for small business.

Reason 4: Help Your Employees Stay Connected

A small business phone system can also help small business owners and their employees increase productivity. By using a small business phone system, employees can make and receive calls from anywhere, which can be especially useful for remote workers or employees who need to work from home. This flexibility allows employees to stay connected with customers and colleagues even when they are not in the office, which can improve communication and collaboration. Overall, setting up a small business phone system can help small businesses operate more efficiently and effectively.

Reason 5: Achieve Cost-Savings from Your Small Business Phone System

Last but not least, a small business phone system can also help small business owners achieve cost savings. Traditional phone systems can be expensive, with high costs for installation, hardware, and maintenance. However, by using a small business phone system that works using VoIP, small business owners can eliminate many of these costs.

VoIP systems are typically more affordable than traditional phone systems, with lower costs for hardware and installation. Additionally, because VoIP systems use the internet to transmit voice calls, long-distance calls can be much cheaper. This can result in significant cost savings for small businesses, allowing them to reinvest the money into other areas of the business, such as marketing or product development.

What to Consider in a Small Business Phone System

Next, what should you consider when are figuring out how to set up a small business phone system? Well, there are many VoIP service providers available, so it's important to do your research to find the best one for your small business phone system. When choosing a VoIP service provider to set up for your small business phone system, consider these four tips:

Tip 1: Is the Small Business Phone System Easy to Use?

When you're trying out the different VoIP phone systems, you should get a quick sense if the app or platform offers a user-friendly interface and easy-to-use features. These is crucial, as it can make it easier for employees to manage their calls and use the system effectively.

Look for providers that offer features such as call forwarding, voicemail, call recording, export chat and call log functions, as these can help employees stay connected and productive.

Additionally, consider providers that offer mobile apps and web-based interfaces, as these can make it easier to manage calls and access features on the go. By choosing a VoIP provider that is easy to use when you're figuring out how to set up a small business VoIP phone system, you can ensure that your small business phone system is efficient and effective.

Tip 2: Is the Small Business Phone System Flexible For Your Needs?

As your business grows and expands, you may need to add or remove phone lines to accommodate changes in your staff or customer base. Look for small business phone system providers that offer flexible pricing plans and can easily scale up or down as your business needs change.

Additionally, consider providers that offer features such as call forwarding to ensure that calls are routed to the appropriate person or department. By choosing a scalable VoIP provider when setting up VoIP for small business, you can ensure that your small business phone system can grow and adapt along with your business.

Another key consideration when you're wondering how to set up phone system for small business: does the small business phone system offer international numbers that allow you to communicate globally, whether via voice or SMS capabilities? You might want to check with your business partners if having global reach is important in the future. If so, then having a small business phone system that offers international numbers would be worth considering.

Tip 3: Is the Small Business Phone System Safe and Reliable?

Your business relies on your phone system to communicate with customers, colleagues, and partners, so it's important to choose a provider that offers a reliable and secure service. Look for providers that offer features such as encryption and firewalls to protect your calls from eavesdropping and other security threats.

Additionally, when you're learning how to setup VoIP for small business, choose providers that have a good reputation for uptime and reliability, as this can ensure that your phone system is available when you need it. You should also check if they have a satisfactory customer support service to answer your questions and resolve issues quickly and efficiently. Lastly, you should also see if the developers of the app are pushing new releases or fixes on the App Store / Google Play Store, as this will indicate if the app is constantly being improved.

By choosing a safe and reliable VoIP provider, you can ensure that your small business phone system is secure and always available for your small business.

Tip 4: Does the the Small Business Phone System Within Budget?

Considering the price is an important factor when choosing a VoIP provider for a small business phone system. While VoIP is generally more cost-effective than traditional phone systems, pricing plans can vary widely among providers. When comparing pricing plans, consider the features and services included, as well as any additional fees or charges.

As mentioned earlier, look for providers that offer scalable pricing plans that can grow or shrink with your business needs. Additionally, consider providers that offer free trials or money-back guarantees, as this can allow you to test the service before committing to a long-term contract. By choosing an affordable VoIP provider, you can ensure that your small business phone system is cost-effective and fits within your budget.

Check out this small business phone system