Setting up a small business requires consideration into many aspects. One of the most important aspects is communication. Having an effective system in which one’s clients can contact them is imperative. Different businesses require different types of business phone system.
If one is a sole proprietor and works from home, a simple phone system is required. One can either use their own personal line or set up an additional line for business purposes only. Current technology will allow one to set up an additional line on their existing line. One can add an additional number with a distinctive ring tone. This will help differentiate between incoming business and personal calls. Another feature – ‘caller identification’ also aids in distinguishing personal from business calls. This is especially helpful when one is already on a call, and does not have the advantage of the distinctive ring feature.
One may choose not to set up an additional line, but choose a voice mailbox instead. One can rent a number from an independent voicemail service. Calls will go to that number, and one can remotely retrieve messages at their convenience. This also allows one to choose their area code. If one lives in New York, but wants to expand their business to Los Angeles, they can set up a voicemail box in Los Angeles, and appear as a local business.
Some voicemail services also provide the option of call forwarding. One can forward calls to their home or cell phone, and always be available. There are even sophisticated systems with a feature called “Find Me”. This feature will forward all incoming calls to all numbers on file, until it locates you. Features such as caller identification, whisper and conference call are also available on this type of system. Whisper is a feature whereas when one answers their call, the system announces that they have an incoming call from their phone service. It allows the person the option to accept the call or reroute it to voicemail.
If one has a national business, they may consider using a toll free number. Toll free numbers may be available through one’s local carrier. If not, one can choose an independent provider and have calls routed to their home or cellular phone. Toll free numbers can be restricted to incoming calls from landlines or cellular phones. Most toll free carriers charge a surcharge when calls are placed from a public pay phone. Toll free numbers can be customized to spell out words. This enables your client to remember the number.
Also keep in mind that if the business in national; one should take care in investing in a good long distance plan. Many providers offer specific business packages. And many providers also offer all-inclusive packages, such as unlimited local and long distance calls for one price. This will enable one to have a stable phone bill every month. A small business may have several people or departments. For this business, it is essential to have an incoming screener and router. If you have three departments, you can have a system in place that gives the caller the option to choose which department they desire by pushing an appropriate extension or button. If the business entails employees to be mobile, the calls can be redirected to their cell phones.
Sometimes all lines are busy, and a patron may be required to hold. The hold message should be used to the businesses advantage. One can record announcements or answers to frequently asked questions on this feature. Use this feature as effective advertising and marketing tool. If frequently asked questions are addressed, this can reduce call volume and save the business money. This is particularly true with toll free numbers, where the business pays for the calls.
Setting up an effective business system can aid you with getting and keeping customers. It also can be an effective marketing tool. There are systems to fit any budget, and any size small business. With a little research and creativity, any business can have an effective small business phone system.
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