Phone System for Business
A platform in which a large number of telephones are networked and used by businesses to provide services such as call handling and transferring, conference calling, call metering and accounting, private and shared voice message boxes, and so on. A business phone system can be as simple as a few phones in a small office or as complex as a private branch exchange (PBX) system used by large organisations.
Business phone system can communicate over the Public Switched Telephone Network (PSTN) and the Internet (Internet telephony or VoIP). Business phone systems can also be supplied as a hosted service (often referred to as a centrex), allowing businesses to avoid investing in costly equipment.
Forget about waiting for your phone company to install a landline. You may set up a multi-line virtual phone system for your company in minutes. The best aspect is that you only need an internet connection.
Nextiva is a dependable internet phone service that provides over 40 business phone functions and is simple to use. Here are ten unique stages for installing and configuring a fully functional Voice over Internet Protocol (VoIP) phone system.
If you require desk phones, these will be available on-site. There is no need to handle a private branch exchange (PBX) system daily!
Go to your admin console.
Establish business hours.
Set up team extensions and voicemail.
Create call flows
Activate enhanced call routing and auto attendants.
Calls are routed to toll-free and local lines.
Turn on personalized greetings and call recording.
Ensure team presence
Create a conference with the Nextiva App
Navigate to your admin dashboard.
After signing up with a new service provider, the first thing you should do is log in to your administrator dashboard. Learn about the phone system features that are accessible to you. Prepare a list of questions to ask your point of contact.
This is where you will manage your business lines and create your staff. As a result, you should consider who you want to serve as a backup or primary administrator for the phone service. Navigate the administrator and user interfaces to learn how your staff will utilize your virtual phone system.
The interface on Nextiva puts a plethora of options at your fingers. Manage your company’s phone number, caller ID settings, call forwarding, and other features.
Establish business hours
Creating and executing a schedule for your company hours and holidays may take some effort initially.
It’s hardly the most glamorous profession in the world. However, automatic functions like call forwarding and auto attendants operate on these timetables. Create them early, and you’ll save a lot of time and work later.
You won’t have to deal with phone queues at lunch or during the holidays. Without simply pressing a button, you may have the proper message and call routing at the perfect moment.
Fice closed on holidays, but someone is on-call in the event of an emergency? Calls should be forwarded to their cell phone, and you can alter the cell number once their shift is done.
Set up team extensions and voicemail
Your VoIP system allows you to choose an extension for every feature. This can be perplexing, where a well-organized extension system comes in handy.
The first digit can be determined by location. The headquarters are in the 1000s, the satellite offices are in the 2000s, the warehouse is in the 3000s, etc.
Keep user extensions between the 1-200 range for each office (unless you have more than 200 users). Make 300 call groups and automated attendants. You may also give call centres 400s and every office group a page number of 999.
Extension classification and identification Maintain your office’s organization – no more lengthy reference lists.
Nextiva’s VoIP solution gives you complete control over your workplace phone system’s extensions. Use 3-5 digit extension ranges to fit your company needs and activate or disable extension dialling. Your agents may access and manage their voicemail greetings and voice mailboxes from any location. The Android, iPhone, and PC applications have a visual voicemail option.
Create call flows
It’s critical to understand how your company’s callers feel. Creating a great experience will result in more satisfied calls and return consumers.
Consider the following:
When someone dials my primary toll-free number, what should happen?
Is there a message being conveyed to them?
Is it a human receptionist who is directing their call?
How can I reduce the number of times a call is transferred before it is resolved?
What will assist in making a sale in a single phone call?
How can my call centre experience turn a consumer into a lifelong customer?
Create your call flow on a canvas with drag-and-drop ease. Additionally, export your call flow and keep a record for future reference.
Activate enhanced call routing and auto attendants
Now, examine some sophisticated capabilities, such as hunt groups of many agents that are accessible simultaneously. Call queues can keep callers waiting until an agent becomes available. Rather than leaving a voicemail or disconnecting, several consumers might stay on the phone simultaneously.
These are some of the most significant benefits of VoIP phone systems. And, with Nextiva, these are available to companies of all sizes.
Investigate various call distribution strategies and features to maximize the capabilities of each department.
Calls are routed to toll-free and local lines
Contact your prior supplier once you’ve implemented your call flow. Request that any incoming calls for your business phone lines be forwarded to the temporary phone numbers provided by your new service provider.
This allows you to use your new calling system even before your phone numbers are transferred from your old carrier to your new one.
Please verify portability – Nextiva is more than glad to port any vanity numbers you may have. Every Nextiva account includes a phone number with a local area code and a toll-free phone number.
Turn on personalized greetings and call recording
Do you want to spice up your business calls? Here are a few suggestions: Before your agents pick up the phone, have professionally produced audio tracks for your auto attendant, hold music or announcement.
Add personalized greetings to your small company phone systems to make them appear larger and more sophisticated.
Enabling call recording will allow you to save recorded phone calls for up to 6 months. Longer durations can be arranged upon request. Calls should be recorded for quality assurance or training purposes. If there are any issues concerning the promised items or services, clarify your comments. To further determine quotable material, replay previous calls.
Ensure team presence
Team presence, a must-have for a receptionist, displays which team members are accessible, receiving calls, or on the phone. This makes team presence an important choice for distant teams.
Warm-transfer customers without putting them on wait, using an indication on your desk phone or mobile app. A devoted secretary to the business owners can check whether they are available or on the phone. They can even intercept phone calls when the owners are not in the workplace,
Download the Nextiva App
The Nextiva App, a softphone accessible on mobile and PC, is required for business phone installation. This softphone software allows remote employees to operate from any location while being productive.
Another benefit of a softphone software such as Nextiva is that employees may adjust their voice settings straight from the app. For example, if you want calls to your number to be redirected to your virtual number, you may do it in a few simple steps within the app.
Nextiva users may now use the app to send and receive text messages. This provides an additional communication channel to your business phone service!
Construct a conference bridge
You may host up to nine individuals by constructing a conference bridge. This is included for free with Nextiva’s Professional and Enterprise plans. Create a phone number for external and internal callers and combine them into a single phone call. Moderator tools enhance conference calling by allowing hosts to silence attendees, invite new attendees, and record conference conversations.