Business phone numbers are essential to customer interactions and internal communications. Your target market and operational flow will help determine the right strategy. Local area codes are important to solo businesses. If you have a large corporation, all the numbers for different employees should have a coherent internal order, such as the same middle three digits or the same ending digits. Having a dedicated number gives your business a more professional appearance, and it’s one of the most impactful marketing, sales, and service assets you have.
However, businesses also need more than just traditional landlines and mobile numbers. The demand to conduct business anywhere at any time requires a more flexible solution, thus introducing virtual phone numbers.Â
Knowing how to get a virtual phone number is simpler than you might think. Acquiring a virtual phone number can be streamlined with some fundamental understanding and strategy. By shedding some light on this digital frontier, you can navigate virtual phone numbers and make the right choice for your business.
How to Get a Virtual Phone Number: Understanding the Basics
Understanding online phone numbers involves grasping what they are and how they function. A virtual phone number isn’t tied to a specific phone line or device. Instead, it exists online and can be accessed from any device with an internet connection.
This might sound like a radical departure from traditional phone numbers, but the underlying principle remains the same. When a customer dials your virtual phone number, the call is forwarded to a device or platform of your choice, whether your mobile phone, office landline, or a call-handling service.
The key difference between a virtual phone number and a physical one lies in flexibility and accessibility. A traditional number is tied to a specific location and device, limiting where and how you can receive calls. On the other hand, a virtual number can be accessed anywhere, making it an ideal solution for businesses that operate across different locations or have remote workers.
Step One: Assess Your Business Communication Needs
To learn how to get a virtual phone number, take a step back and evaluate your business’s communication needs. Rather than just replacing your current phone number with a virtual one, you’re enhancing your business’s communication capabilities to better serve your customers and streamline your operations.
Define your communication goals. Are you looking to improve customer service? Do you want to make it easier for your team to collaborate, even when they’re working remotely? Perhaps you aim to expand your business into new markets and need a local presence. Whatever your goals, clearly understanding what you want to achieve with your virtual phone number will guide your decision-making process.
Next, identify the features your virtual phone number needs to meet these goals. Consider capabilities like call forwarding, voicemail-to-email, call recording, or an auto-attendant to direct incoming calls. If you have a sales team, you might need features like CRM integration or call tracking. If you’re a solopreneur or run a small business, a virtual receptionist or custom greetings might be more relevant.
Finally, consider your budget when it comes to phone numbers for businesses. While virtual phone numbers can be a cost-effective solution, the expense varies depending on the provider and features you choose. Be sure to factor in the upfront costs and ongoing monthly or per-call charges.
By taking the time to assess your business communication needs, you’ll be better equipped to choose a virtual phone number that meets your requirements and adds value to your business.
Step Two: Research Virtual Phone Number Providers
Once you’ve outlined your communication goals, identified required features, and set a budget, the next step is to research potential virtual phone number providers. The provider you choose will affect the functionality, reliability, and overall success of your virtual phone number system.
Compare Provider Offerings
Make a list of potential providers and compare their offerings. Look at the features they provide, pricing structures, and types of numbers they offer (local, toll-free, vanity, etc.). The cheapest option isn’t always the best. Finding a provider that offers the features and capabilities that align with your business needs is more important.
Read Reviews and Testimonials
Explore reviews and testimonials from other businesses. This information can provide valuable insight into the provider’s reliability, customer service, and user experience. Look for reviews from businesses like yours, as they’ll often have similar needs and experiences.
Consider Scalability
Another important factor is scalability. As your business grows, your communication needs will likely change. You might need more numbers, additional features, or expanded call capacity. Choose a provider that can scale with your business and adapt to your evolving needs.
Test Customer Support
Finally, test the provider’s customer support. Good customer support can make a big difference, especially when setting up your virtual phone number system or encountering issues down the line. Reach out to their support team with questions and see how quickly and effectively they respond.
By thoroughly researching and comparing virtual phone number providers, you’ll be able to find a solution that not only meets your current needs but also supports your business as it grows and evolves.
Step Three: Choose Your Virtual Phone Number
Now that you’ve identified your communication goals, listed your required features, and researched potential providers, it’s time to make a crucial decision: choosing your virtual phone number. This step is more than just picking a number that sounds good or is easy to remember. Understanding how to get a virtual phone number that aligns with your business’s brand, goals, and market presence is important.
Local, Toll-Free, or Vanity Numbers
Virtual phone numbers come in different types, each with its own benefits and considerations. Local numbers can give your business a community presence and make it more relatable to local customers. Toll-free numbers can give your business a national presence and make it more accessible to customers across the country. Vanity numbers, which spell out a word or phrase, can make your business more memorable and reinforce your brand. If you’re satisfied with your current phone number, find a provider that allows you to port it to your virtual system.
Consider Your Market
When choosing your virtual phone number, consider your market. If your business caters to your community, a local number might be the best choice. If you’re targeting a national or international market, a toll-free number might be more appropriate. If you’re in a competitive market where branding is crucial, a vanity number could give you an edge. Businesses with an established customer base often keep their phone numbers and turn them into virtual ones.
Check Availability
Once you’ve decided on the type of number you want, check its availability with your chosen provider. Some numbers, especially vanity numbers, might already be taken. In that case, you might need to get creative or consider alternative options. Ask providers whether they allow you to bring along your current number for a more seamless transition.
Make the Purchase
After you’ve made your choice and checked availability, it’s time to make the purchase. Your online phone number is an investment in your business’s communication capabilities and brand image. Choose wisely, and your virtual phone number will serve as a valuable asset for your business.
Choosing your virtual phone number is a significant step in setting up your online communication system. By considering your business’s needs, market, and brand, you can choose a number that enhances your business’s image and accessibility.
Step Four: Set Up Your Virtual Phone System
After choosing your phone number and provider, setting up your virtual phone system is next. This process involves configuring your number and its features to align with your business operations and communication needs. While the specifics may vary depending on your provider, the following steps provide a general guide to help you navigate how to get a virtual phone number system implemented.
Configure Your Number
Start by configuring your number according to your needs. You might set up call forwarding to send incoming calls to the right device or platform, create custom greetings to give your callers a professional first impression, or configure an auto-attendant to direct calls to the appropriate department or person.
Set Up Your Features
Next, set up the features you’ve chosen for your virtual phone number. This step could include configuring your voicemail-to-email settings, setting up call recording, or integrating your virtual phone number with your CRM system. Test each feature to ensure it’s working correctly and meeting your needs.
Train Your Team
If you have a team, train them on how to use the new virtual phone system. Show employees how to make and receive calls, use the features, and troubleshoot common issues. The more comfortable your team is with the system, the smoother your business operations will be.
Inform Your Customers
Finally, inform your customers about your new number if it has changed. Update your website, email signatures, and business cards while sending announcements to your email list. Your virtual phone number is a point of contact for your customers, so make sure they know how to reach you.
Setting up your virtual phone system is a critical step in leveraging the benefits of a virtual phone number. By carefully configuring your number and features, training your team, and informing your customers, you can ensure a smooth transition and a more efficient, professional communication system for your business.
Is Moving to a New Number the Right Choice for Your Business?
Moving to a virtual phone number is a strategic decision that can significantly enhance your business’s communication capabilities. By understanding how to get a virtual phone number and choose a reliable provider, you can leverage this powerful tool to drive your business success.
Explore Phone.com’s offerings to find the perfect virtual phone number solution for your business. Your phone number is a reflection of your business, a tool for connection, and a pathway to success. Sign up today and watch your business communication transform.