How do I setup a small business phone system?

It can be easy to fall into the trap of thinking of your business phone system as a simple piece of equipment, but it’s actually at the core of your communication with customers. A business phone system allows you to make the most of every communication opportunity.

From simplifying your customer interactions to becoming more productive, a phone system will help you to improve your workflows.

The prevalence of the telephone in the modern era is one of the most important communication tools on hand for businesses on a daily basis. With unified communication, audio, video and text communication is made easy with a single communication device. This means that organisations can communicate both more professionally and cost-effectively to clients, suppliers, and staff.

Setting up business phone systems can be a daunting process – there are wired, wireless, collaborative, cloud-based and SIPs solutions available to choose from. Forget about waiting for your landline to be installed by the phone provider. You can set up a multi-line virtual phone system for your company in a matter of minutes. The greatest aspect is that all you need is access to the internet.

What is a small business phone system?

A small business phone system is a phone system that integrates the functions of telephone and computer interfaces with unified phone and data lines and advanced call management and utility features. It features a simple plug-and-play setup, enhanced voice quality and security, and seamless connection to the existing network.

It consolidates multiple extensions and lines into one device. Enabling you to manage your business from a single point. You can then transfer calls, use features such as call logs and recordings whilst benefiting from enhanced connectivity such as SIP trunks and 3G failover.

It can be a telephone service that runs on your computer as opposed to a physical phone. This service usually comes with software allowing you to tailor the features to meet many of your needs.

Choosing the Right Type of Business Phone System for Your Office

Before you can begin setting up your business phone system, you must first decide on a type. Due to the fact that they all operate slightly differently, various systems may be better suited to different organisations depending on their unique requirements. The following features are included in some of the best business phone systems.

PBX Phone System

A PBX system provides all of the features of a multi-line system, with one significant exception. Instead of centralising all call data in a single telephone unit, it is directed to a separate, centralised device. Alternatively, rather than using just phone equipment, a cloud (internet) programme can be used. Additionally, it is very customizable, as it is essentially a customised phone system for the business. As a result, it may have a variety of customisable features that make conducting business simpler and more convenient.

Multiple Lines System

This sort of phone system is capable of handling many calls concurrently. This is because they all link to a single central system, which may then route calls to related business lines. It is wired in the usual copper manner. As a result, they are more simple and may lack several capabilities seen on other phone systems. Yet, they are simple to operate due to their conventional design. Additionally, they are well-known for being robust and dependable systems.

Finally, they may be configured with toll-free or local business telephone numbers. Thus, multi-line systems may be an excellent choice for a wide variety of enterprises.

VoIP Phone System

This phone system connects to business phone lines through broadband internet instead of copper cable. Because internet connectivity is available globally, these solutions are quick and dependable. This allows one location to host many company phone numbers and lines. Also, allows you to link other company software to your phone lines, such as your online CRM. Finally, because it is internet-based, you do not need a real business phone to use it. So you can route calls from a VoIP enabled PC or device to any phone, even mobile phones.

Installing and configuring a fully functional Voice over Internet Protocol (VoIP) phone system involves certain unique processes. Read below to get an insight on how to set up your small business phone.

Log into your admin dashboard

Once you have signed up for a hosted phone system from a VoIP service provider, log into your account and see the list of features offered. If you are new to using a virtual phone system or new to business VoIP in general, some of the features you will be able to use will be confusing. Some through trial and error, find that their business needs more advanced features.

The administrator portal is a safe space, where you can manage your company’s voice lines. You can add new lines for your team, set routing rules, and assign permissions to each of your team members. In addition to administrators, you can also appoint users with varying levels of access.

Users will have the ability to answer calls with a customisable greeting, route calls based on a person or caller-id information, and view phone logs from all lines that they have permission to manage. Each user has their own login name and password so they can only see the features you want them to use.

Set business hours

One of the best things you can do for your business is to automate your phone system. Learn about setting up schedules for call forwarding, auto attendants, features, recordings, and prompts. Set up a schedule for your business hours and holidays, and the phone system will take care of the rest. You can even schedule different call routes or greetings depending on who’s calling in.

Once set up, these automated features can save you time and frustration during busy seasons or special events.

Configure team extensions and voicemail

Create extensions for groups of people so they can always access voicemail and other features on their own. This is especially helpful in an agency — you could assign an extension for the advertising team, the administrative team and more. The only way to keep track of all these extensions is by assigning each person their own extension. With VoIP, you can assign multiple extensions for each person.

When you’re configuring extensions, you’re also configuring the features they access. For example, if you’re setting up an extension for John, John is configured to listen to his voicemail. If you’re creating an extension for Mary in the same office, Mary can listen to her voicemail.

Design call flows

It’s important to design an experience for your callers. Customers need to know upfront what they should expect when calling your business, otherwise, it could lead to poor satisfaction scores, or even losing customers after one call.

You can reroute any call to a virtual receptionist or voicemail, and even provide callers with an option to transfer to their local branch. Intelligent call routing based on time and day of the week ensures that only relevant agents receive calls and that your customers get quicker replies.

Enable advanced call routing and auto attendants

Call queues allow you to offer callers the option of staying on the line until one of your agents is available.

You can set up multiple queues with different greetings that sound for each queue. You can also customise various aspects of your agents’ extensions, including voicemail and transfer points. These advanced call routing features allow you to provide a better customer experience and increase your business

Turn on custom greetings and call recording

When you have a small business phone system, you want it to sound as professional as possible. For the audio tracks used by your auto-attendant, hold music, and custom greetings, you can choose from a number of professionally recorded options. Each audio track has been specifically edited so that it will sound good on standard telephone systems with varying levels of noise in the background.

Also, if you choose to enable recording capabilities on your small business phone system, then you’ll be able to record both inbound and outbound calls for up to 6 months before having to erase the recordings.

Get team presence

Team presence is a must-have for a receptionist since it displays which team members are accessible, receiving calls, or on the phone. For remote teams, this makes team presence an important choice.

Install the Telephony Provider App

With the Telephony Provider app, you can configure your account directly from a mobile device or desktop computer. That means you can manage call forwarding, ring groups, extensions and mobility settings from anywhere.

With a simple touch of a button, employees can start making calls from their personal mobile devices while the softphone app dials into your PBX. This means that employees can stay connected from virtually anywhere while being productive.

Build a conference bridge

The conference bridge will allow you to communicate with your customers and employees globally. This way, only one device is needed for all members. The conference bridge is also a great addition to make your customers feel valued and important.

Create a phone number for both external and internal callers, and combine them all into one call. Moderator tools enhance conference calling by enabling a host to silence participants, invite new guests, or record conference calls.


Since we’ve gone over everything in great detail, setting up your small business digital phone system should be a breeze. You can add or remove phones and lines as you need.

Whatever business you’re in, whatever kind of professionals you employ, no matter how large or small your office, business phone systems have it all when it comes to features and functionality.

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