Top 3 Tips For Setting Up Your Business Phone System

A wide range of business phone systems that offer features for small businesses, individual entrepreneurs, and larger offices are available on the market. However, bulky phones and wires are a big headache when it comes to multitasking and mobility, so you rather want seamless communication. 

How do you set up a business phone system? What are the important considerations to achieve effective and efficient business communication? Check out some helpful tips for setting up your business phone system below.

  1. Know the Key Considerations

When choosing a business phone system, it’s important to consider your location because not all places would have the same business communications capability as the rest. Also, it’s important to consider whether you work in an office or virtually. Setting up the perfect business phone system would entail knowing your business needs.

Here are some other important considerations before choosing a business phone system: 

  • Budget
  • Number of employees
  • Manner of utilizing the system
  • Customer and support services, such as 800 service for trust and convenience 
  • Services available in your area
  • Plans for your company’s future growth 
  1. Choose the Right Phone Technology 

Are you ready for a full-blown or sophisticated business phone system? Or are you already struggling to have one? It’s time to decide on the right phone technology for your business. 

Here are the most common business phone systems used today:

  • Key KSU-Less System: It’s applicable if you have a small business with 10 employees or less. This phone system has advanced features, including conference calls, call transfer, and multiple extensions. 

All of these features come without extra cost and comes along with setting up your key system unit (KSU) or central control box. While this system is inexpensive, it’s not supported by major telephone vendors. If problems arise, you’ll need to figure out how to make it work. 

  • KSU System: It offers multiple phone lines supported by KSU or central control unit, which is recommended for small- to medium-sized businesses with 75 or fewer employees. While the installation and maintenance are more expensive than KSU-less phones, KSU systems are supported by most telecom vendors that offer more expansion flexibility for your business.
  • PBX Systems: Larger businesses utilize private branch exchanges or PBX with more than 75 employees. PBX systems are equipped with highly advanced features but a higher setup and installation upfront cost as compared to KSU systems. However, using a cloud PBX system like Broadvoice is easier since it operates via the Internet and takes very little time to set up. PBX systems are suitable for medium-sized to large businesses with complex needs.
  • VoIP Systems: Internet is utilized in Voice over Internet Protocol or VoIP systems when making calls both domestically or internationally. In terms of connectivity, VoIP systems are very convenient. 

If you’re not tech-savvy, managing the VoIP equipment can be a headache. That’s why opting for a hosted VoIP system is highly recommended so you can get enough support whenever problems arise. Hosted VoIP systems have a monthly fee billed by your telecom company for using their equipment and getting support as needed.

  1. Choose a Virtual System for Small Business

If you have a startup or small business, a virtual phone system is extremely affordable and reliable, making it the perfect business communications solution. You can take advantage of online phone management tools and extensions, and you can complete your setup without spending much money on professional installation.

Here’s how to set up a virtual phone system:

  • Sign Up and Choose Your Business Number: Sign-up with a virtual phone carrier and choose a number, and this number can be forwarded to any existing landline or cellphone. No need to know the complex installation of receivers, wiring, and telecommunications. Choose a local or toll-free number for your customers or get a vanity number to highlight your brand.
  • Record Your Message: Record a personalized greeting, which is a message that your customers will first heat when they dial your number. 
  • Add Extensions: You can set up individual extensions for your employees and executives without extra cost. If you have larger offices, you can add department extensions too. Whenever customers call, they’ll be given the option to reach a specific department by calling specific extensions.
  • Start Receiving Calls: Now, you’re all set and ready to receive calls, faxes, ad voicemails from your customers. Manage your voicemails and phone calls directly from your phone or online.


At this point, you’re more knowledgeable as to the important things you have to consider when choosing a business phone system. It’s crucial to know your needs, your budget, and the capability and features you want for your business communication system for smoother customer service and business operations.

Adam Hansen

Adam is a part time journalist, entrepreneur, investor and father.