A Beginner’s Guide to Setting Up a Phone System for Your New Business
Starting Fresh? Let’s Get Your Phones Right
So you’re starting a new business — congrats! There’s a million things on your to-do list, and setting up your phone system probably isn’t the most exciting one. But it’s important, and getting it right from the start will save you headaches (and money) later.
Here’s a no-nonsense guide to getting your business phones set up, from someone who does this for a living.
Step 1: Figure Out What You Actually Need
Before you buy anything, ask yourself a few questions. How many people need their own phone number or extension? Do you need a main business number with a greeting? Will people be working remotely or just in-office? Do you need features like call recording, voicemail-to-email, or an auto-attendant?
For a one-person operation, you might get away with just a business cell phone or a simple VoIP app on your computer. For 2-10 people, you’ll want an actual phone system. For 10+, you’re in serious PBX territory.
Step 2: Choose Your Path
You’ve got three main options. First, a hosted VoIP service like RingCentral or Ooma — easy to set up, monthly per-user fee, minimal technical knowledge needed. Second, a self-hosted PBX like FreePBX — more powerful and cheaper long-term, but requires technical setup. Third, a virtual phone system like Google Voice or Grasshopper — cheapest option, best for solopreneurs who just need a professional number.
For most new businesses with a small team, I recommend starting with a hosted VoIP service. You can always migrate to a self-hosted system later as you grow.
Step 3: Get the Right Hardware
If you’re going VoIP, you’ll need IP phones. Yealink and Polycom are my go-to brands for reliability and value. A decent desk phone runs $80-150, and you don’t need to go crazy — a mid-range Yealink T54W handles everything most businesses need.
You’ll also want a solid router that can handle VoIP traffic. Consumer-grade routers from the big box store will technically work, but a business-grade router with QoS support will give you much better call quality.
Step 4: Don’t Forget the Basics
Port your existing number if you have one (don’t lose it!). Set up a professional voicemail greeting. Configure your business hours so calls route differently after hours. Test everything before you go live — call from a cell phone, call from a landline, make sure voicemail works, make sure transfers work.
Need Help?
Setting up a phone system isn’t rocket science, but there are enough gotchas that it’s worth getting some guidance. If you want a hand getting set up right the first time, reach out. I’ll point you in the right direction.
Got questions? Reach out at jeremy@lizzotte.com or use my contact form.
— Jeremy Lizzotte