How to Set Up Your Office Phone System

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People in operations center talking on Landline phone. Operators in the office.
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If you are wondering how you could make your business more accessible to people and how you could stay connected with your customers after they leave the store, the simplest answer you can get is “Install a Business Phone System”. This system would not only improve your communication with your customer many folds, but this system can be in organizing your employees. This system also makes your customer care and support service more vibrant. Therefore, it is a great way to build your trust locally or globally, depending on your business and aims.

Assuming that you have decided that you are going to install a business phone system for your business, what you should consider in this regard? First of all, Businesses phone system installation requires you to identify your needs. There are many systems on the market, and each one equips with numerous features, so if you don’t know what you want to buy, you are probably going to end up in a mess.

Furthermore, you have to consider how many employees you have, what is your budget, what is the status of the internet in your locality, and many more things like this into the equation. In some countries, there are privacy issues, mainly in European countries; therefore, you have to be conscious of the legal aspects of the customer’s data you would store in your system.

Setting Up Your Business Phone System

Before you integrate your business with this system, you need to know which type of system would be advantageous for you among the various types available in the market. Among those technologies, the highlighted ones are Key System Unit (KSU), KUS-less system, Private Branch Exchange (PBX), Voice over Internet Protocol (VoIP), and Cloud Call System.

It is advisable to consult a technician or an engineer before making any purchase. However, through this article, we are giving you a brief overview of this technology. So, let’s jump in!

Sign Up and Pick Your Business Number

This is the foremost step; after installing the phone system, you would require to sign up and select a phone number. The provider will give you all the information you need to install the system. The system can be set up with multiple extensions in just a few steps.

Typically, providers give you the option to choose between a local or toll-free number, 1800 number for local and long-distance clients. You can also get a vanity number from some vendors like 1-1800- YOUR NUMBER.

In the case of a virtual phone system, you won’t need to know about hardware like transmitters, receivers, wiring circuits, configuration, and setup rather than you need to install software, and you are good to go. On the other hand, on-premises systems require hardware and a maintenance team, and they are usually expensive. Here is a brief overview of these systems

  • Omni-line Phone Systems: This system enables the operator to handle numerous calls simultaneously, as it routes all calls to the main system and transfers them to linked business lines.
  • Key System Unit (KSU): It consists of multiple phone lines supported by a central system called the key system unit. The acquisition cost of KSU typically includes installation and maintenance costs. This system is recommended for small and medium-sized businesses.
  • KSU-less systems: It is similar to KSU to a significant extent, but it doesn’t have a central control box. It offers more advanced features like conference calling, calls transferring, and multiple extensions. This system is suitable for businesses consisting of not more than 10 people.  
  • PBX: Multi-line and PBX are almost similar; the highlighting difference is that the multiline phone system doesn’t house all call data in one primary telephone unit; rather than data is routed to a separate centralized device or a cloud.
  • VoIP: This system works on the internet instead of primitive telephone lines.

Record the Greeting Script

After signing up and choosing the number, the next step in business phone system installation is that you need to record a greeting message. They would be the first words to be heard by your customer when their call is queued or on hold. The message should be pleasing, even amusing, because you don’t want to be your customer to be annoyed by the voice of words; therefore, choose wisely.

It is advisable to record the script in a female voice because they are usually soft and pleasant to hear.

Add Multiple Extension

Following the installation, you need to add multiple extensions. Extensions are the subsidiary phone lines serving different sections of the office. Multiple extensions enable you to set up individual lines for operators, managers, and executives. Most services are usually offered free by the service provider; in addition to this, for bigger offices, you can even set up department extensions.

When a customer calls for a specific person, he or she can be directed to that person by extension number. This is a useful way to avoid the hassle.

Start Receiving Calls

After all the installation process, now you can receive the calls from your customers. Depending upon the technology you are using, calls can be managed accordingly. You can record and queue calls. Also, operators are provided with the option of call forwarding. If you’re using a virtual phone system, operators can receive or make calls from anywhere provided an internet connection and mobile phone.

Transferring Calls

It is regarded as one of the most important features of the phone system. It enables the agents to transfer the incoming call from the customer to the concerned department so that their issue can be resolved. In virtual systems, the calls can be transferred remotely, therefore, making the process efficient and operator productive.

Concluding Thoughts

Business phone system installation is a technical subject. It is advisable to consult with a telecommunication technician or an engineer. Although, many service providers offer thorough details of the system. Always do your research; after all, in the end, you and your employees are going to be the users of the system. Consulting with your employees would also be preferable as they are going to be the primary users of the system.  

Author Bio: Steve P has extensive experience with inbound marketing for various industries like eCom, Mfg, Real-estate, Education and advertising. Having worked with a Digital Marketing Agency Jootoor Designs. He has gained expertise in digital content creation, SME acquisition, and white hat linking.

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