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Why Every Small Business Needs a Dedicated Business Phone Number

Last updated: 11 Apr 2023
Why Every Small Business Needs a Dedicated Business Phone Number

What is a Business Phone Number?

A business phone number is a dedicated phone line used exclusively for business purposes. It differs from a personal phone number in that it is intended for business or organizational communication. Business phone numbers are vital to staying connected with customers, vendors, clients, and other important stakeholders. A business phone number fosters efficient communication through the ability to both make and receive calls.

Your company can stay connected with a business phone number no matter who you need to reach. Specific numbers can be assigned numbers for individual employees or departments to be used in customer service efforts, marketing campaigns, and sales initiatives. Beyond making regular calls with them, these numbers also enable users to text message back and forth and seamlessly engage in video conferences. Business numbers offer an easy way to provide customers with general information at any time of day. 

A business phone number is essential for any successful communication strategy. It provides a dedicated line for business-related calls and helps to establish a professional image for the organization.

The Different Types of Business Phone Numbers

Small businesses can consider several types of business phone numbers based on their unique needs and preferences. The following are the most regularly used types of business phone numbers. 

  1. Local Phone Numbers: This ten-digit phone number is linked to a specific geographic location. This phone number is ideal for businesses primarily serving a local customer base, as it helps establish a local presence and gives customers a recognizable number to call. 
  2. Toll-Free Numbers: Businesses with widespread customer bases, or those who need their customers to be able to contact them regardless of location without worrying about expensive long-distance charges, will find this type of phone number invaluable. Toll-free numbers enable callers to access the business conveniently and at no extra cost.
  3. Virtual Phone Numbers: A virtual phone number is your best bet for keeping connected wherever you go. It’s a cloud-hosted telephone number that can be routed to any device or service you choose. This means no more worrying about being tied to a single physical location. This type of phone number is ideal for businesses with a remote or mobile workforce or wanting to establish a local presence in multiple locations.
  4. Vanity Numbers: A vanity number is a customized phone number that spells out a specific word or phrase using the letters on a phone keypad. Businesses that aim to establish a unique and distinct phone number will find this type of service particularly beneficial. For example, 1-800-FLOWERS is a vanity number for a flower delivery company.
  5. VoIP Numbers: A VoIP number can be a perfect choice for businesses seeking for more affordable and advanced communication solutions. This type of number connects phone services via Internet protocol (VoIP) to reduce costs while offering features such as video conferencing and call recording.
  6. International Numbers: If your company has a global footprint or wants to establish itself locally in another area, an international number is a perfect solution. Connect with clients from around the globe by giving them access to your services via this phone number. With an international number, you can easily expand your business into new markets while maintaining a local presence that builds client trust and loyalty. 

Why You Need a Business Phone Number

A professional business phone number is essential for any company for the following reasons. 

  1. Establish a Professional Image: A business phone number is a great way to cement your company’s professional image and demonstrate commitment to customer service. It indicates your company is highly capable and reliable.
  2. Separate Business and Personal Calls: A dedicated business phone number lets you separate your business and personal calls. Utilizing it can help you stay focused and ensure you never overlook any crucial calls from customers or clients.
  3. Improve Customer Service: A business phone number lets customers easily contact you with questions or to seek assistance. You can drastically upgrade your customers’ satisfaction and build long-lasting relationships with your clients.
  4. Increase Accessibility: A business phone number makes it easier for customers to interact with you. By employing this strategy, your customers will experience a more seamless and effortless process when contacting you.
  5. Expand Your Reach: A business phone number can help to expand your company’s reach beyond your local area. A toll-free or virtual phone number offers customers an effective method of contacting you anywhere. 

Must-Have Business Phone Number Features

Consider several features before making a selection to get the most out of your business phone number. The following are some of the most important features to look for in a business phone number. 

  1. Call Forwarding: Call forwarding allows redirecting incoming calls to another phone number or device. This is a valuable feature for small business owners who are frequently on the go, ensuring they get all of their important calls.
  2. Voicemail: Voicemail allows callers to leave a message when you’re unavailable. Look for a business phone number provider that offers voicemail with customizable greetings and the ability to receive voicemail notifications via email or text.
  3. Auto-Attendant: An auto-attendant is a virtual receptionist that greets callers and directs them to the appropriate department or individual. This feature can help you efficiently manage incoming calls and improve the customer experience.
  4. Call Recording: Call recording allows you to record and save incoming and outgoing calls for future reference. This can be a helpful feature for training employees or resolving customer disputes.
  5. Conference Calling: Conference calling allows you to connect multiple callers on the same call. With this feature, any small business owner has the power to easily collaborate and coordinate with their team or arrange meetings with customers and clients.
  6. Caller ID: The caller ID feature reveals the phone number and name of an incoming caller. This can be a valuable feature for screening callers and avoiding spam or unwanted calls.
  7. Mobile App: If you are searching for a business phone number provider, choose one that provides a mobile application. This way, managing your calls and messages will be convenient and effortless while you are out of the office or on the go.  

How to Get a Business Phone Number

A business phone number helps customers contact you and provides credibility to your brand. Getting your business phone number is easy, and many providers offer plans specifically designed for small businesses. Let’s investigate the simple steps required to get a business phone number without draining your wallet.

  1. Determine Your Needs: The first step is to evaluate the size of your company and which areas you primarily serve. Doing so will assist in helping you select the most suitable type of phone number for your business’s needs.
  2. Consider Your Branding: Select a memorable phone number representing your brand’s identity. Consider using a vanity number that spells out a word or phrase relevant to your business.
  3. Consider Your Budget: Determine how much you want to spend on a business phone number. Some providers offer cost-saving solutions, while others will demand additional fees for specialized features. Ensure your choice meets your needs and offers value to your organization.
  4. Select a Phone Number: Your options depend on what you want for your company. You can go for a local, toll-free, vanity, or international numbers. Many providers also allow you to port over an existing number if you choose.
  5. Choose Your Plan: Choosing the perfect phone plan doesn’t have to be stressful. You should be able to find one that fits your budget and has all the needed features. With many providers presenting different plans with various features and pricing levels, be sure to take the time to compare all available options before making a decision.
  6. Read the Fine Print: Examine the terms and conditions before committing to a phone number provider. Take note of any hidden fees or limitations that could affect your service.
  7. Set Up Your Phone System: After you select the best plan that fits your needs, it’s time to launch and activate your phone system. This may involve installing hardware, configuring software, or setting up call-forwarding rules. Many providers offer online guides or customer support to help you set up the system.
  8. Test Your Phone System: Before utilizing your business number, thoroughly check the system’s performance to guarantee a smooth and successful experience. Make test calls to ensure you can make and receive calls, and check that all features and settings are working as expected.


Setting up a business phone number doesn’t have to be complicated or expensive. With a little research into available options, getting a professional-looking business line has never been easier. Following these steps lets you quickly give your business a more professional look with a dedicated phone number.

BlackPoint IT offers unified communication solutions to simplify and streamline the way you manage your business’s communication needs. Our business phone system solutions are specifically crafted to suit the needs of each customer. Contact us today to start building the perfect business phone solution for your company!