Your Guide to a Business Phone System Installation

Good communication keeps your business running smoothly. Whether you’re running a small team or a growing company, having the right phone system matters, but setting it up the wrong way can cause problems.

In this article, we’ll walk through everything you need to know to avoid those mistakes and get things right from the start.

Steps to Prepare for Your Business Phone System Installation

Setting up your phone system the right way helps you avoid problems later. When you prepare well, your team can handle every phone call, answer incoming calls during business hours, and avoid missed calls.

Here’s how to get ready step by step.

Consider Your Business Needs

Think about how your team works each day. Do you mostly receive calls from customers? Are there often missed calls when no one is free? Do some calls happen outside of regular business hours?

Your answers will help you decide which features you need. For example, if your team works from different locations, you might need a system that works on both computers and phones. If you get a lot of incoming calls, call routing and voicemail are also useful.

If you’re not sure what to choose, you can contact sales from your phone system provider. They can help you find the best match for your business needs.

Make Sure Your Internet Is Ready

Your internet connection is very important for VoIP systems. A weak connection can make it hard to hear or even drop the phone call completely.

Check that your internet speed is strong enough to support voice calls. If your team uses video or other online tools at the same time, you may need more bandwidth. You can also add a backup internet service. This way, your team can keep working even if the main internet goes down.

Pick the Right Equipment

Now choose the tools that fit your team’s style. Desk phones are good for workers who stay in one place. Softphones, which are apps on computers or phones, give your team more freedom. VoIP headsets are helpful for people who talk and type at the same time.

Choose equipment that fits your daily work. If your team moves around a lot, go with mobile options. If they stay at a desk, desk phones might be a better fit.

Powerful business communication built for your team. Book a live demo with Talkroute to see it in action.

How to Choose the Right Business Phone System for Your Business

Choosing the right business phone service can feel overwhelming, especially with so many options out there. To make a smart choice, here are some things you need to think about:

On-Premise and Cloud-Based Phone Systems

When picking a phone system for your business, one of the first choices you’ll face is between an on-premise system and a cloud-based system. Both have their pros and cons, and the best choice depends on how your business works.

On-premise systems are installed in your office and managed by your team. You buy the hardware, handle updates, and fix issues yourself. They offer full control but come with higher upfront costs.

Cloud systems, or cloud-based systems, run over the internet. You use a web or mobile app, and the provider handles updates and support. They’re easier to set up, cost less to start, and work well for remote teams.

Both types usually use VoIP systems, which stand for Voice over Internet Protocol. This means your calls travel over the internet instead of old-fashioned phone lines.

To make VoIP service work well, you need a strong Internet connection. That’s why having good internet is important, no matter which system you choose. If your business has strict rules about data or needs full control, an on-premise setup might be better.

But if you want to save time, lower costs, and give your team the ability to work from anywhere, cloud systems are a great option.

Basic and Advanced Features

Once you choose the type of phone system you want, the next step is picking the right features. Here are some features to look for:

• Calling features: These include call forwarding, call waiting, and voicemail. They help you manage incoming calls and avoid missed calls, even during busy times.
• Ring groups: This feature lets calls ring on multiple phones at the same time. It’s helpful for teams that share the same role, like sales or support. The first person available can answer the call.
• Video conferencing: You can hold face-to-face meetings with clients or your team, even if they are in different places. It saves time and helps teams stay connected.
• File sharing: Share documents, images, and other files while you talk or chat with your team. This makes it easier to work together without switching tools.
• Team collaboration: Many phone systems now include tools for chatting, sharing updates, and working on tasks together. This helps your team stay on the same page and get work done faster.

These features help your team work better and improve how your business communicates with customers. Choose the ones that match your daily needs and your long-term goals.

Total Cost

When choosing a phone system, cost is one of the most important things to think about. The right system should match your business size and give you good value for what you pay.

For a small team, a simple setup with basic features might be all you need. These systems usually have lower monthly fees and are easy to use.

As a growing business, you might need more features like call tracking, video meetings, or team chat tools. These extras can help you streamline operations and keep your team connected.

Keep in mind that cloud-based systems often cost less upfront. You pay monthly, and you don’t need to buy or maintain your own equipment. On-premise systems may cost more at first, but can be a better fit for large businesses that want full control.

Pick the plan that fits your needs. Check out Talkroute pricing here.

Available Business Phone Numbers You Need

Choosing the right phone number for your business is just as important as picking the right phone system. The type of number you use can affect how customers see your business and how easy it is for them to reach you.

Here are some types of business phone numbers to consider:

• Local phone numbers: These are great if you want your business to feel local and familiar. They use area codes that match your city or region, which can help build trust with nearby customers.
• Toll-free numbers: These numbers start with codes like 800 or 888 and let customers call you without paying. Toll-free numbers are useful if you serve customers across the country and want to make it easy for them to reach you.
• Vanity phone numbers: These are custom numbers that spell out words, like 1-800-FLOWERS. A vanity phone number is easy to remember and can help with branding and marketing.
• International calls and numbers: If you do business in other countries, you may want to make or receive international calls. Some providers offer international numbers so people in other countries can reach you without high calling fees.
• Use your existing phone numbers: If you already have existing phone numbers that your customers know, many providers let you keep them. This is helpful if you’re switching systems but want to keep the same contact details.

The right mix of numbers can make it easier for people to call you, no matter where they are. It also helps you look more professional and organized.

Choose a VoIP service that can provide you with all the number types you need, including local, toll-free, vanity, and international options. This way, you get the flexibility to match your business style and reach more customers.

Make the switch to a smarter phone system that provides you with different types of business phone numbers. Book your live demo now.

Common Problems to Look Out For During Your Business Phone System Installation

Setting up a new phone system can be exciting, but it also comes with a few common challenges. Knowing what to watch for can save you time, money, and stress.

Here are some issues you should be aware of.

Poor Internet Connection

VoIP phone systems run over the internet, so a weak connection can cause real trouble. If your internet is slow or unstable, you may drop incoming and outgoing calls, hear static, or struggle with delays.

These problems affect your team’s communication and make your business look unprofessional.

Before installing anything, test your internet speed and reliability. Make sure your network can handle voice traffic, especially during busy times. It’s also smart to set up a backup internet option in case your main connection goes down.

No Plan for Call Quality

Call quality is one of the most important parts of a business phone service. If your team can’t hear customers clearly or if calls keep cutting out, it hurts your workflow and customer trust.

To avoid this, use high-quality equipment like VoIP headsets and updated routers. Also, make sure your provider offers tools to monitor and improve call performance. This helps you stay on top of problems before they grow.

Not Testing the System Before Going Live

Jumping straight into using your new system without testing it first is a common mistake. You need to test all features, including voicemail, call routing, and outbound calls, to make sure everything works as expected.

Set aside time to run test calls with your team. Check how well your system handles multiple incoming and outgoing calls. Make adjustments before real customers start calling.

Forgetting About System Updates and Maintenance

Many businesses install a powerful business phone system and then forget about it. But all systems need regular updates and checkups to stay in good shape.

Without updates, your system may start to slow down, drop calls, or run into security issues. Choose a VoIP service that offers regular software updates and makes maintenance easy. This helps your system run smoothly over time.

Choosing the Wrong Provider

The provider you choose matters. If you pick one with weak support or limited features, it could lead to problems during setup and after.

Look for a provider that offers strong support, easy setup help, and a business phone service that fits your needs. A good provider helps you install your system the right way and supports you as your business grows.

Find out how Talkroute supports your team’s calls, texts, and meetings.

Recommended reading:

18 Best Small Business Apps to Try Today

VoIP vs Landline: Which Option Is Right for You?

Ready To Make Your Business Phone System Simple?

Talkroute is a virtual phone system that lets you run your business from anywhere. You can talk, text, and meet with customers using one easy-to-use app. There’s no hardware to install and no complicated setup. Just download the app and start working.

You can forward calls, send texts from your business number, host video meetings, and manage voicemail all in one place.

It works on computers, phones, and even in your browser. Whether you’re at home, in the office, or on the move, Talkroute helps you stay connected.

• No setup, no hardware, no hassle – Everything runs in the cloud. No wires, no tech headaches, and no waiting. Just open the app and go.
• Talk, text, and meet from one app – You don’t need separate tools. Handle calls, texts, and video meetings all in one app.
• Packed with features you’ll actually use – Route calls, create custom menus, check voicemails, and record calls. It’s all designed to make your day easier.

Start with what you need and add more features or users when you’re ready. Talkroute works well for small teams and growing businesses alike.

Give Talkroute a try and keep your business communication simple, smart, and stress-free. Start your free trial today!

FAQs About Business Phone System Installation

How do I set up a small business phone system?

Setting up a small business phone system with Talkroute is quick and easy. You don’t need desk phones or special wiring; just use your existing internet connection and mobile phones, or the desktop app.

Their cloud-based phone system lets you manage calls, forward calls, set up an auto attendant, and keep your team connected across multiple devices.

There are no high setup costs or complicated installation steps, so your business communications can be up and running fast.

How much is a business phone system?

Talkroute offers a cost-effective business phone system with pricing that fits small businesses. You can get started for just $19 per month, without any big upfront costs or extra fees for things like voicemail transcription or call logs.

Even with unlimited calling, call forwarding, and team chat, there’s no additional cost for basic features that many VoIP providers charge extra for. You can also keep your existing business phone number at no charge.

What is the best phone system for a small business?

Talkroute is one of the best options for a small business phone system because it works on mobile phones, desktops, and VoIP phones, all without changing your current setup.

It handles inbound calls, outgoing calls, call transfer, caller ID, call queues, and more using a cloud-based phone system that grows with your business.

You can route calls to multiple locations, improve customer experience, and keep your team working smoothly with zero extra hardware.

What is the cheapest way to have a business phone?

The cheapest way to get a business phone is to use a cloud-based VoIP phone service like Talkroute.

It runs on your mobile device or computer and connects through your existing internet connection, so there’s no need for desk phones or a separate phone line.

You get unlimited calling, call forwarding, video meetings, and all the key features for one low price without any surprise fees or added cost as your business grows.