Sharing a business phone number with your team is an essential aspect of communication in today’s modern workplace. A shared phone number ensures that clients and customers can contact your business quickly, regardless of who they are trying to reach. However, sharing a phone number with your team can be tricky, and without a clear plan, it can lead to confusion, missed calls, and other issues. In this article, we’ll provide you with tips and best practices for sharing a business phone number with your team, so everyone stays connected.
Determine Your Business Phone Number Needs
When starting a business, one of the most important decisions you’ll need to make is how to set up your business phone system. Knowing your business phone number needs will help you determine the type of phone system and number of phone lines that is right for your business.
Choose the Right Type of Business Phone Number
The first step in establishing your business phone system is to pick the right type of phone number. The two main types of business phone numbers are local and toll-free numbers. Local numbers are best for businesses that are targeting customers in a specific geographic area, while toll-free numbers are best for businesses that have customers all over the country or world.
Decide on the Number of Phone Lines
Once you’ve chosen the type of phone number you need, then you need to decide how many lines you need. If you’re running a small business, then one line may be enough. However, if you’re running a larger business, then you may want to invest in multiple lines to ensure that your customers are able to reach you when they need to.
Consider Integrations and Features
The last step in setting up your business phone system is to consider the integrations and features you need. Some features to consider include call forwarding, voicemail, and auto attendants. You may also want to consider integrating your business phone system with other communication platforms such as email, text messaging, and social media.
Choose the Right Communication Platform
Once you’ve determined your business phone number needs, the next step is to choose the right communication platform. There are a number of different platforms to choose from, so it’s important to consider your needs and budget before making a decision. Below are some of the most popular communication platforms:
- Skype for Business: Skype for Business is a powerful communication platform that allows you to make voice and video calls, send instant messages, and participate in online meetings.
- Google Voice: Google Voice is a great option for businesses that need to make international calls. It allows you to make and receive calls from any phone number and you can even create custom greetings for incoming calls.
- Slack: Slack is a popular team collaboration platform that allows you to send messages, share files, and collaborate with your team in real-time.
- Zoom: Zoom is a powerful video conferencing platform that allows you to host meetings with up to 1,000 participants.
- GoToMeeting: GoToMeeting is another great video conferencing platform that allows you to hold meetings with up to 250 participants.
By taking the time to determine your business phone number needs and choose the right communication platform, you can ensure that your business has the right tools and technology to stay connected.
What communication guidelines should you establish for your team to ensure efficient and effective use of the business phone number?
Having a business phone number is a great way to stay connected with customers and colleagues, but it can also be a source of confusion and disorganization. To ensure your team is using the business phone number efficiently and effectively, consider establishing some communication guidelines. Here are just a few tips to get you started:
- Establish designated times to answer calls: Setting specific times for staff to answer calls will help ensure that calls are answered promptly and no one is missing important communications from customers or colleagues.
- Have a voicemail system: Having a voicemail system set up on the business line will allow customers and colleagues to leave messages for staff if no one is available to answer the call.
- Utilize texting: Texting is a great way to quickly communicate with customers and colleagues. It can also be used to provide updates on projects or to confirm meetings.
- Set expectations for response time: It is important to set expectations for how quickly staff should respond to incoming calls or messages. This will help ensure that customers and colleagues are getting the attention they need in a timely manner.
- Designate a single contact person: Assigning a single contact person to handle all incoming calls or messages can help ensure that all communication is routed to the right person and that none of the messages are missed or overlooked.
By implementing these communication guidelines, you can help ensure your team is using the business phone number efficiently and effectively. With a little bit of planning and a few simple guidelines, you can make sure that no calls or messages go unanswered.