How to Get a Teams Phone Number for Your Business

If you’re looking to establish a professional presence with a dedicated business phone number, Microsoft Teams Phone is a tool worth considering. This article will explain why having a business phone number matters, how to set it up with Microsoft Teams Phone or other systems, and the best practices for managing it effectively.

Why a Business Phone Number Matters

A dedicated business phone number isn't just a nice-to-have. It's a fundamental tool for any professional communication setup. Here's why it's invaluable for businesses of all sizes:

1. Professionalism and Credibility

Using a personal phone number for business interactions can hurt your business's professional image. Having a dedicated line, especially tied to a recognised system like Microsoft Teams, adds credibility and reassures clients that they're dealing with a legitimate organisation.

2. Privacy Protection

Your personal number should remain private. A business phone number gives you the freedom to communicate with clients and partners without compromising that privacy. It also ensures you can turn off work calls during personal time.

3. Accessibility and Organisation

Professional phone systems streamline how your business manages customer calls. They enable advanced features like call routing, voicemail, and integration with other tools to ensure no opportunity is missed.

How to Obtain a Teams Phone Number

Getting a dedicated business phone number is simpler than you might think. Here are your main options for setting it up.

Option 1: Using Microsoft Teams Phone (VoIP)

Microsoft Teams Phone is an enterprise-grade cloud-based system that offers affordable, flexible, and reliable ways to obtain a professional business number using Voice over IP (VoIP) technology.

Benefits of Microsoft Teams Phone:

• Unified Communication: Teams integrates chats, meetings, and calls into one streamlined platform.
• Seamless Collaboration: Allows your team to manage internal and external communications from one place.
• Scalable Plans: Suitable for businesses of any size---grow as your business grows.
• Enhanced Features: Utilise advanced tools like auto-attendants, call queues, and voicemail transcription.

Steps to Get Started with a Teams Phone Number:

1. Set Up a Teams Account: Sign your business up for Microsoft 365 and access Teams.
2. Add a Teams Phone Plan: Purchase a phone system or calling plan through Microsoft Teams. These plans provide you with a business phone number.
3. Configure your Number: Customise settings such as call routing, voicemail greetings, and availability hours.
4. Integrate with Other Tools: Link Teams Phone with productivity tools like Outlook and SharePoint for even greater efficiency.

Option 2: Using a Traditional Phone Line

If you prefer a more traditional approach, consider acquiring a dedicated phone line from a telecom provider. While this is less flexible than a VoIP solution, it's reliable and can be familiar to those hesitant to switch to newer technology.

Key Advantages:

• High-quality voice calls with consistent service.
• Physical desk phone options.
• Suitable for businesses with poor network conditions for VoIP.

However, compared to Teams Phone systems, traditional systems may lack the integration and collaboration features that are now critical in remote or hybrid work setups.

Option 3: Combine Teams Phone with Third-Party Providers

Some small businesses pair Microsoft Teams Phone with third-party VoIP providers to strike a balance between affordability and features. Providers like RingCentral and 8x8 offer integrations with Teams, allowing you to get a number while leveraging Teams' collaboration tools.

Considerations When Choosing a Provider

When selecting how and where you'll get your business phone number, evaluate these factors to make the best decision:

1. Cost

Understand the upfront and ongoing subscription costs. Teams Phone offers flexible pricing plans to suit businesses of varying sizes and budgets.

1. Features

Assess the features provided---call forwarding, voicemail transcription, global calling plans, and integrations with third-party tools are often must-haves for modern businesses.

1. Ease of Use

Choose a system that is intuitive and doesn't require extensive training. Microsoft Teams is user-friendly and easily adaptable by businesses and individuals alike.

1. Customer Support

Reliable customer support is crucial. Ensure the provider you choose offers timely troubleshooting and assistance.

Best Practices for Managing Your Business Phone Number

Once you've obtained your business number, it's essential to set it up and manage it effectively. Here are some actionable tips for doing so:

1. Set Up Professional Greetings

Record a professional voicemail greeting to ensure every caller gets a good impression of your business---even when you can't answer immediately. For Microsoft Teams, automated attendants can greet and guide callers seamlessly.

2. Organise Call Routing

Leverage call-routing features to ensure customers are directed to the right person or department. Using Teams Phone, you can configure call queues or forward calls to other devices.

3. Integrate Communication Tools

Maximise productivity by integrating your phone system with your business tools like CRM software. Microsoft Teams works seamlessly with other Office 365 apps for streamlined collaboration.

4. Maintain Professionalism

Always be courteous and clear on calls. Respond to voicemails promptly, and avoid mixing personal and business interactions. Microsoft Teams makes it easy to switch seamlessly between devices while maintaining professionalism.

5. Monitor Call Analytics

Teams Phone offers analytics on call quality and activity. Review these regularly to optimise communication strategies and identify areas for improvement.

Empower Your Business with a Dedicated Phone Number

A business phone number is more than just a number---it's a symbol of professionalism, a tool for seamless communication, and a way to scale business growth. Whether you opt for a modern Microsoft Teams Phone system or a traditional service, the benefits are undeniable.

The right tools can make all the difference, and Microsoft Teams Phone stands out as a powerful solution for small business owners, startups, and freelancers looking to enhance their operations.

Cloudworks can help you start your communication transformation today---contact us to discuss your Teams Phone plans and set up your business number.