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How to Pick the Right Phone Number for Your Business

Getting a business phone number is one of the most essential marketing and operational decisions that a business owner can make when getting off the ground. A dedicated business line makes it easy to keep in touch with customers, partners, and suppliers and improves the professionalism of your growing business.

But when starting a new business, many entrepreneurs and start-ups elect to begin by just using their personal number on their cell phone, often to save money. This is a mistake for multiple reasons:

  • You won’t be able to tell the difference between personal calls and business calls.
  • Inability to add team members or share a common business line with extensions.
  • Personal phone lines don’t have business features that scale with your business’ growth.
  • Personal privacy is compromised when used in ads, marketing material, and other promotional efforts.
  • Using your personal phone number can give the appearance of being unprofessional in the eyes of potential customers.
  • Exposure to robocalls and telemarketers.
  • The longer your business is tied to your personal phone number the more difficult the transition to a new business phone number.

What Types of Business Phone Numbers Are Available?

Your two main types of business phone numbers to choose from – a traditional business phone number or a virtual business phone number.

You can get a traditional business phone number through your phone company, whether a new second cell phone or a whole office phone system. Alternatively, you can get a virtual phone number through a service provider specializing in small business telecommunications. Virtual phone numbers work seamlessly across your existing devices, like your smartphone, office VoIP phone, landline, and even your laptop.

Let’s be honest. The way we work and run our businesses is changing rapidly. We are on the road a lot more; we work from home; we work on the go. We might want to work out of a café one day and on the train the next. Old school business phone systems are simply not designed for the mobility business owners need. The idea of being tethered to a traditional office phone no longer makes sense. You must be at your desk to make and receive phone calls. Plus, traditional business phone systems lack modern features that customers have become acclimated to, like text messaging. Plus, you’ll need to buy new equipment and hardware to manage your phone system. That is on top of onerous big telecom contracts that lock you in for years and make it difficult to switch providers.

Virtual phone numbers, on the other hand, are built for modern professionals and business owners. They relieve business owners of having to be attached to the office to make and receive calls. Virtual phone numbers also work with your personal cell phone with a mobile app. It creates a stand-alone business number so you can talk and text with customers using your Business Caller ID. The same virtual number also works seamlessly with your office VoIP phone, home landline, and your laptop. In addition to these conveniences, virtual phone numbers are also packed with modern professional business features so you can work from anywhere. Here are just a few:

No Additional Equipment to Buy – Use the mobile phone you already have, and manage your phone system via the mobile app or web platform on your laptop.

Go Mobile or Stay in the Office – Your virtual business number will still ring no matter where you are, so you don’t have to worry about missing any calls, ever. Set business hours so that you aren’t disturbed when not available.

Works Across Multiple Devices – Use your mobile phone, tablet, desktop computer, laptop, office IP phone, and even your landline. Virtual phone providers use powerful software to route your business calls to the device that’s most convenient for you in any situation.

Reduce Costs – Virtual business phone numbers cost a fraction of traditional business phone systems and calling plans, and tiered pricing based on employee count is available to meet your budget, no matter the size of your company.

Professional Calling Features – Get the features you and your customers are already familiar with from any big company’s phone system, including automated greetings, calling options, voicemail, and more. Plus, you get modern features that big telecom doesn’t provide – like business text messaging and team notes so you can share updates on customer conversations.

Scalability – Your business phone system can scale up to the size of your team for however many lines and extensions you might need.

Brand Visibility – Having one easy-to-remember phone number for your business makes it easier to give that number out, print on marketing materials, publish online, and anything else you want to do with it.

Professionalism – Professional call menu options and team extensions empower your customers and suppliers to reach the right people on your team with ease.

Should I Get a Local Business Number or a Toll-Free Business Number?

Choosing the right business phone number depends on the characteristics of your business, where you intend to operate, and the impression you want to leave with potential customers. There are various reasons for choosing a local business phone number vs. a national toll-free business phone number.

A local phone number helps you get up close and personal with customers. It enhances the local presence of your business and gives the company an image of being easily accessible to its customers.

Toll-free numbers, on the other hand, are handy for businesses looking to set up a country-wide presence or even a corporate image. Toll-free numbers promote the image of an established mature business and can enhance the power of your business brand among potential customers.

Benefits of Local Business Phone Numbers

Local business phone numbers are great if your goal is to convey a local presence. A local number gives your customers confidence they’re dealing with a preferred local business rather than a large national corporation. For a local bakery choosing a local business phone number makes more sense than a national toll-free number.

Local business phone numbers also work well for local advertising campaigns. This is particularly true if your business is planning to target customers in a particular region. Customers also like the thought of working with someone who is located close by in the same city or neighborhood.

Local business phone numbers also help you establish a local presence. A toll-free number looks robotic and impersonal. On the other hand, a local number gives your business a friendly neighborhood small business feel. This enhances follow-ups and leads. If your main focus involves setting up a good customer base locally, a local number works wonders. In addition, it also maximizes the chances of your business showing up in local phone books and local online searches.

Benefits of Toll-Free Business Phone Numbers

Toll-free numbers convey a national presence (or the appearance of a national presence). They are perceived as belonging to larger, more established, well-run businesses. Toll-free numbers can also instill initial trust and credibility without too much branding from the business owner.

Toll-free numbers, such as 800 numbers, are telephone numbers that can be dialed with no charge to the person placing the call. Such numbers allow callers to reach businesses out of the area without being charged a long-distance fee for the call. Toll-free services have traditionally provided callers with a free and convenient way to contact companies without fear of potential long-distance charges.

That said, today, toll-free phone numbers are not necessary since most national calls are free and most people have unlimited calling plans. However, the perception of toll-free numbers belonging to established, well-run, national organizations persist among consumers.

A factor to take into consideration is how convenient your number is for your customers. While a local phone number can charge customers in different area codes with a long-distance fee for a call placed, a toll-free number ensures people can get in touch with you without paying from their pockets. While most cell phone carriers offer free unlimited calling. Many landlines still charge for calls outside the local area code. If the call is free, customers are more likely to get in touch with your business. This can boost the sales of your business.

If this is an important part of your business plan, establishing a national brand that is different from your competitors is essential but hard to accomplish. A toll-free number can enhance your business brand. Having a single toll-free number for all your locations that is easy to recollect can be used on marketing materials, billboards, business cards and websites. This in turn offers a better recall rate and more calls.

Which Is the Right Number For My Business?
If your business requires mobility, there is no question that a virtual phone number is an optimal choice. If you don’t need mobility, a traditional business phone line could make sense but will likely be much more expensive. However, given the benefits of virtual business phone numbers, including cost-effectiveness and professional business features, there is no contest here in my opinion.

Should you choose a local business phone number or a toll-free business phone number? If your goal is to have a local presence and serve a local market, choose a local business phone number. However, if you have plans to go national or if you want to connote an established big company feel, go with a toll-free business phone number.

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