Cloud Telephony! How to Set up a Small Business Phone System!

Cloud telephony
Unchaining Change Leadership

So, you’ve finally started a business and can’t wait for things to fall in place. In the process of setting up, you begin to question your ability to communicate with others, not in person but on the line. Should you get a fancy office phone system or use your cell phone or consider cloud telephony?

What to do! 

Let’s face it: bulky phones, wires, and a migraine are not what you need in setting up a telephone system. As a start-up or small business owner, you want something smooth and easy as pie. 

In today’s economy, telephone-based businesses provide entrepreneurs the chance to start an endeavor while reducing many of the costs linked with traditional business models. This type of business is also very stringy and can be adapted to satisfy many needs or situations. Companies such as consulting, catalog sales, or support are especially well-suited for a cloud telephony system. 

But wait, how does it work? 

Indeed, migrating to a unique phone system can be gruesome. That said, what are the necessary steps you need to take to confirm you set up your business voice effectively? We’ve laid out everything below.

Give this four-step guide a gander and successfully create communication channels for your business.

Step 1: Choose the Right Type of Business Telephone System for Your Needs

Before you embark on your journey to set up a business IP phone system, you’ll have to browse between the various types. Since they all function differently, unique designs may be better for unalike businesses based on explicit details. Some of the best business phone systems types include the following: 

  • A Multi-Line Phone System 

As you can judge from the title, this is a multi-purpose phone system, handling numerous calls at once. How is that possible? One might ask. Well, they all route to a singular system that can transfer calls to connected business routes. It utilizes standard copper wiring and may not provide as many features as other phone systems. However, they are easy to work with, and you can set up with both local and toll-free numbers. Therefore, multi-line systems may be an excellent choice for many types of businesses. 

  • A PBX Phone System 

A PBX phone system is the same as a multi-line one, but it carries one significant difference. Instead of housing the calling data in one primary telephone unit, it gets routed to a centralized device. If not a machine, it is cloud-based software. Therefore, it’s highly adaptable as it is a personalized phone system for businesses. So, you can expect a series of cloud phone system features that’ll make doing business more efficient and more accessible. 

  • VoIP Phone System

Not going to lie: VoIP is the future of cloud telephony systems for businesses. 

How come? This phone system connects incoming calls to business phone channels using a broadband internet connection rather than typical copper wiring. Due to this, phone calls on these systems are reliable and fast as there is internet access worldwide. 

Furthermore, this offers the chance to house a series of business phone lines and numbers from one business office. Also, it provides other capabilities like the feature to connect various occupational software to your receiver lines, such as your internet CRM.

Finally, since it operates over the internet, you no longer have to have a traditional business phone unit to use it. So, you can instantly route calls to any telephone network you want, counting mobile devices. 

Step 2: Sign Up and Choose your Business Number 

The thought of setting up a phone system with multiple additions may seem like a dreadful task. Because cloud telephony systems are virtual carriers, installation does not demand any prior knowledge of telecommunications, receivers, and wiring. You have to sign up and then choose a number. Later on, you can share this number with any existing landline or cell phone. 

Furthermore, you can either (or both) a toll-free or local number for long-distance and local customers. Besides that, you can even receive a vanity number to show off your brand. But, if you want to keep a prevailing number, you can do that as well. The world is your oyster – pick a number.

Step 3: Choose your Business Phone Structures 

Finally, you know the ins and outs of your telephone system, who your supplier is, and what’s your number. Now, it is time to select from many features that come with a business phone line. When it comes to cloud-based telephone systems, you’ll have several elements to consider:

Although there’s more where that came from, we only covered the essentials. Regardless, choose the features you know that are good for your business. And set them up before you start taking calls. Once you get done setting up the elements, you can begin passing out your new business numbers and taking customer calls.

Step 4: Set up Connection Redundancy and Stability 

By now, you’ve done a splendid job. Your cloud-based phone unit is up and running – kudos to you. But, getting your all-new telephone system to the point of smooth sailing is another point to consider. What will you do if your business comes across rough waters? Today’s technology’s bitter reality is that downtime and failures need to get assessed when employing a new system. Therefore, you need to prepare yourself. 

A programmed failover structure that reroutes your major business voice network to a subordinate tail the second a connection is down is an excellent countermeasure. It is helpful to ensure that interruption is well-kept to an absolute minimum.


Lastly, you aren’t obligated to do everything all by yourself. 

Setting up a business phone system is something nearly all business owners will have to do at some point. Therefore, you need to understand the process before you dive into it. The functional phone system is a fundamental part of any business, and no two resolutions will be quite the same.

Choosing the right service level that combines flexibility, price, and quality to satisfy your needs should be the easiest thing. Of course, once you complete reading our tips.

Cloud telephony article and permission to publish here provided by Marlene Coleman. Originally written for Supply Chain Game Changer and published on April 2, 2021.

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