How To Set Up The Most Effective Office Phone System
Looking to establish a new office or update your current communication operations? Then you need an efficient and reliable means of setting up an office phone system.
While there are multiple avenues you can take for accepting and making business calls, Teleca offers one of the simplest yet most effective solutions. Our inbound numbers provide everything you need for a business phone system, all without the add-ons like hardware or set-up costs.
Discover the process of setting up an office phone system with us below.
Step-By-Step Guide to Setting Up an Office Phone System
When establishing a phone system for your office, there are some key steps you should follow. With proper research of market options, evaluation of your business needs, and building an understanding of your customer base, you can find and set up the right phone system for your business:
Step 1: Set a budget
Before looking at small business phone systems, ensure you know how much you can or are willing to spend on communications.
Step 2: Identify business and call feature needs
Take the time to review what your business would need most in communications, such as how many phone lines would be optimal for call rates. You can match these needs with specific call features, the most integral of which should be flagged for future evaluation against potential systems.
Step 3: Choose your business phone system type
Determine which type of system would work best for your business and its operations. For example, if you just need to make and receive business calls, simple yet traditional phone systems may be more cost-effective.
In contrast, those not wanting to rely on phone lines and looking for modernity may prefer a cloud-based phone system such as VoIP.
Step 4: Find a phone number provider
Your business needs a professional image to build trust and display authority to the public. Connecting with an experienced phone number provider can help you find marketable digits, as well as a phone plan within your budget.
Step 5: Connect and integrate hardware
If you need desk phones or other physical devices in your office, you will need to connect said hardware to your chosen system and number. The complexity of this work may require an IT specialist, which may cost extra time and money to be integrated into your business operations.
Step 6: Set up call features
Once the phone lines have been connected, you can take the time to set up key features that optimise internal operations and customer experience. For many businesses, this means determining how incoming calls are to be routed, whether you want call recording active, and establishing any analytical processes to collect crucial data.
Some phone systems, such as private branch exchange (PBX), also allow you to customise the experience and features for users, including their caller ID and voicemail messages.
Step 7: Train your team
Ensure that all staff members can navigate your chosen office system. This may include teaching them where business phone extensions lead to, and how to access the system from desk phones or a mobile device.
With quality assurance across all team members, you can maintain optimal communications, even during days with high call volumes.
Step 8: Test the system
Before launching your new phone system, ensure that you test it thoroughly. If you’ve integrated software such as Microsoft Teams or a calendar, you need to make sure everything’s streamlined and there are no bugs.
Seamless communication is the main focus of a phone system, so test that every stage of the customer’s experience is satisfactory and easy to navigate.
Why Your Office Needs an Inbound Number Phone System
There are countless small business phone systems to choose from in the Australian market. So, why would your office set-up require an inbound number to establish said system?
For those just establishing an office space, or looking to revitalise their communications as the business grows, inbound numbers can help through:
Credibility & Professional Image
Unlike the personal digits associated with a mobile device, the prefixes provided by inbound numbers immediately identify a communication point as a legitimate business. When the public sees 1300, 1800 or virtual local numbers, they are assured of the credibility of said business.
Additionally, this credibility goes hand-in-hand with professionalism. The public feels more confident to make a call to a business number over a personal one due to the professional image the former provides. Hence, you are more likely to build a loyal customer base and draw in new conversions with an inbound number.
Centralised Customer Communication
When your office’s phone system is based around an inbound number, any staff member has remote access to said system. Essentially, rather than worrying about managing multiple extensions or numbers for each department or store, all customer communications are centralised.
Regardless of what communication device a staff member uses or where they’re located, they can access the business phone system network through one number.
Extensive Call Routing Options
Most inbound numbers and their phone plans come with a wealth of call features. This includes extensive call routing options, which can be determined by time, location, operation hours, and many other factors.
With so many options provided by one number, there’s no need to purchase and set up multiple phone lines or desk phones. Instead, customers can easily be routed to specific devices, offices or staff members based on their circumstances.
This way, there are fewer missed calls and more satisfied customers, as their journey is streamlined.
Streamlined Internal Operations
Customers aren’t the only ones who can enjoy streamlined communications with inbound numbers. Internal operations for your office can also benefit from the call analytics and routing options included with said numbers.
Incoming calls can easily be routed to the sales department, an open office, or the required location with inbound numbers. This saves staff more time that would normally be spent trying to work out who can provide callers with answers if they can’t.
Crucial data can also be collected on these calls, such as times when high call volumes occur. That way, sufficient staffing can be provided to prevent missed calls and delays. In turn, fewer staff can be assigned during quieter periods, lowering unnecessary spending.
Greater Data Security
While the accessibility of phone systems that use an internet connection is appealing, they’re not always the most secure. Calls may be encrypted on this network, but without additional security measures, they may still be hacked. This leads to sensitive business and customer information potentially being leaked.
For inbound numbers, the more traditional landlines and mobile phone connections may actually be a secure option. The security already provided to these lines means less chance of a data security leak. Keeping you and your clients safe.
Answer Calls from Anywhere in Australia
Inbound numbers can receive calls from anywhere in Australia, all without any additional costs. Even the most remote callers can easily connect with your office, improving their trust and loyalty in your brand.
When communications are made easy and cost-effective, the public is more likely to call. This can increase opportunities to convert callers and introduce new streams of revenue.
Conveniently Collect Call Metrics
With a business connected to call analytics, you can collect notable metrics about customer behaviour. This includes times or days when they’re most likely to call, or concerns with your services that are most commonly called about.
Such metrics help with understanding your current business model and what improvements may need to be made. It can also be used for marketing purposes, as you can more clearly identify your customer base and what they want.
What Are Inbound Calls?
Inbound calls generally refer to incoming calls made by customers to a business. They are always initiated by clients, rather than the business.
Common reasons behind an inbound call can include:
- Questions about a product, service, or purchase
- Clarification on bills, including how they are paid or calculated
- Users looking to upgrade, change, or cancel their accounts
- Beginning processes such as refunds or purchases
Ultimately, the purpose of an inbound call is to provide customer support. Callers, whether they are already loyal clients or not, have a query that they want more information on or a resolution to. That’s why it’s crucial for businesses to take every call and provide a streamlined communications approach for greater customer satisfaction.
What’s the Difference Between Inbound and Outbound Calls?
When it comes to business communications, inbound calls are always made by a customer. Thus, the inverse applies to outbound calls. These are made by the business to existing customers as a proactive form of outreach.
Reasons why a business may make outbound calls include:
- Initiating contact with previous inquiries who haven’t become loyal customers to generate potential sales
- Scheduling or amending appointments
- Conducting a survey or other forms of market research to optimise business products and customer experiences
- Contacting those with overdue payments to collect fees or arrange alternate payment methods
Some businesses may also make outbound calls to members of the public who aren’t customers yet. Telemarketing involves cold calling people to pitch products and services, all with the hope of attracting a sale.
Benefits of Trusting Teleca with Your Business Communications
When setting up your business communications, don’t settle for traditional or costly small business phone systems. Teleca provides a customisable and client-focused service for businesses of all scales and industries to profit from.
Our services include the provision of marketable business numbers and affordable yet feature-rich phone plans. When you become a customer with Teleca, you can enjoy the following benefits from this service:
- Transparent and upfront costs, with no hidden fees or increasingly costly monthly phone plans
- Client-focused services that uplift and scale with your business
- A wide range of phone plans that are suitable for small businesses and high call volume offices alike
- A fast and easy set-up process, so you can begin receiving calls right away
- Access to numerous call features that can help manage and optimise your business communications
- 24/7 self-management portal so you can take charge of your business phone system whenever and wherever you need
- Provide customers nationwide with a centralised contact point through just one number
- No lock-in contracts, allowing you to change your mind without any additional costs
Set Up Your Office Phone System with Teleca in 5 Minutes
Set up your new business phone system for the office with Teleca’s efficient services. In just five simple steps, you can have your entire business connected internally and with the public. Ensuring flexibility when it comes to the relationship between your office and the public.
1. Choose Your Inbound Number
Take your pick from 1300, 1800 or virtual local number prefixes. Each comes with its own benefits, helping you not only communicate with clients but also provide greater functionality and a streamlined process internally.
With 1300 and 1800 numbers, you can also determine a budget for marketing through the following number types:
- Free: The digits of your business number are randomised but come at no additional cost, suitable for small businesses looking to save more
- Premium: Hand-pick a number with double or triple sequential digits, creating a more marketable feature at a little extra cost
- Memorable/Phoneword: Take complete advantage of the marketing opportunities of a business number through memorable digit sequences, or by spelling out a word related to your brand
2. Select a Business Phone Plan
Teleca provides phone plans tailored either for small businesses or offices with higher call volumes. These plans both provide unlimited calls and our extensive call features, just tailored for different budgets and levels of customer engagement.
You can choose from:
3. Submit Your Details
Complete a simple yet informative online form once you’ve chosen your desired business number and plan. This process generally only takes a minute or so, and remains completely private on our high-security database.
4. Confirm Your Teleca Account & Test a Call
Finalise your contract with us and receive a confirmation of your new Teleca account. With this account, you can access a 24/7 self-management portal through our website to oversee your communications.
Once your account has been confirmed, we will test your new number with a call. When it comes through, we know that your business phone system is up and running!
5. Start Taking Office Calls
Now, you can begin taking calls in your office. This can be done right away after the provided test call, allowing you to immediately reach out to and receive calls from customers.
Establish Your Office Communications Through an Inbound-Only Phone System
Don’t wait to get your internet connection set up or hardware installed. Begin connecting your office with the public right away through Teleca’s inbound numbers.
With complete control over your number type, sequence of digits, and accompanying phone plan, you can make the right decision for your business. There’s no need to pay additional costs for an IT expert or complex office system installations. You have complete oversight and streamlined processes with our dedicated team.
Interested in getting your new phone system set up within a matter of minutes from the comfort of your computer or mobile? Contact Teleca today, and we can provide you with more information.
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