1-800 numbers have been used historically to benefit customers and businesses alike. You still see them being employed by a number of businesses today.
We’ve put together this guide to show you how to get a 1800 number for your business, how they work, whether they’re needed, and what benefits they offer.
Step 1: Select a VoIP Service Provider That Offers Toll-Free Numbers
The first step in the process is finding a service provider that can offer you a toll free number.
Your business likely uses (or will use) one of two phone system types: cloud systems or VoIP systems.
If your business plans on employing the former, reach out to your cloud business phone system company to see if they offer toll free numbers already. This will streamline the process and help you get your toll free number faster.
If you’re not interested in a cloud phone system, you can get a business phone number with a VoIP service provider. Some recommendations for toll free phone numbers include Nextiva, RingCentral, Zoom Phone, and OpenPhone.
Take care to shop around to make sure you’re getting the best deals and working with a service provider that other businesses have been satisfied with.
Some offer free quotes so that you can see how much you can expect to pay for VoIP phone numbers and services ahead of time.
Step 2: Figure Out Which Toll-Free Prefix You Want
A 1-800 number is the most recognizable toll free phone number out there. However, it’s not the only toll free prefix.
Other toll free prefixes that you can use for your business include 888, 877, 866, 855, 844, and 833.
It might seem like common sense to go for the 1-800 number when you get your virtual number.
The problem?
It’s always important to remember that the number you want could very well be taken, especially if it’s a vanity number.
Be flexible and explore your options for business phone numbers. If one number isn’t available, see if there are other phone numbers or figure out ways to get creative to ensure you have a number that customers will remember.
Step 3: Vanity Number or No Vanity Number?
Have you ever heard the familiar opera jingle of a J.G. Wentworth commercial?
If so, you know that if you have an annuity and you need cash now, call J.G. Wentworth, 877-CASH-NOW.
This is a popular example of a vanity number that most people are familiar with. Vanity numbers feature phrases associated with your business that allow for instant brand recall and greater memorability.
In the case of J.G. Wentworth, you would know that all you would need to do to reach them is dial 877-227-4669.
Another great example of this is 1-800-FLOWERS. It might not be as catchy, but you know exactly who to call to get your service.
A vanity number can be a great way to bolster your marketing and make your business contact information memorable to prospective customers. These phone numbers stay in your head even if you don’t need the products or services.
Consider whether a vanity number would work for your business, what combinations would work, and if it’s already taken or available.
Step 4: Assign the Number and Finalize the Process
Once you’ve figured out your number and your provider, it’s just a matter of signing up for your chosen service and assigning your number to an agent or call group.
Are you planning on using your new number for inbound customer service? What you can also do is assign it to an IVR system. This enables you to direct customers to their desired departments so you can answer their questions more effectively.
How 800 Numbers Work
Long-distance calls used to be quite expensive, especially when operators had to physically route calls from the caller to the receiver.
Because of this, some might avoid long-distance calls due to the expenses. Toll free numbers were the solution.
When someone would call a 1-800 number, the costs of the call would be passed on to the business receiving it. This ensured that customers could make the call without worrying about the costs.
It also ensured that businesses weren’t losing prospective customers because they were avoiding long-distance calls.
1-800 numbers are still used today because of their staying power. However, most toll free numbers aren’t a necessity, given that almost all unlimited calling plans cover long-distance calls.
Even if they’re no longer relevant, there are reasons you might wish to consider an 800 number for your business.
800 Number Benefits
So, what exactly do toll free numbers offer? A 1-800 number can support your business by:
- Keeping the costs of long-distance calls down for customers who are still affected by long-distance calling rates. Not all customers may be with the times, and this can serve as a major selling point for them.
- Improving your business’s memorability with vanity phone numbers. If you have a vanity number, customers will be able to recall your phone number easily when they require your products or services.
- Offering seamless marketing. If you play your cards right, you can easily incorporate this contact information into online ads, national commercials, and beyond. Phone numbers that are easy to remember can bolster your marketing.
- Making it easier for you to reach a much wider audience. A toll free number speaks to every potential customer regardless of location. This is important if you operate an online business or are seeking to expand nationwide.
- Having a 1-800 number can make it easier for you to secure a business loan. Given that funding is one of your major business needs, this is an important point. This is true whether it’s a basic number or a vanity phone number.
There are a number of benefits to having a 1-800 number. However, a 1-800 number might not be for every business. When are these phone numbers not worth it for small businesses?
Is an 800 Number Worth It?
When is a 1-800 number not the right fit for your business? While many highlight the benefits, there are some disadvantages worth noting. These include:
- Toll free numbers no longer serve much of a purpose. You could be paying extra money to a toll free service for phone numbers you don’t need in today’s world, where most people aren’t going to face long-distance calling charges.
- If you’re a local small business, a toll free number might lack that sense of local connection and prove unnecessary. Customers may prefer a local phone number with their area code instead of toll free phone numbers.
- Some toll free numbers are used by spammers to circumvent people avoiding their calls (it may still show up as spam on caller ID). This reputation could impact your business, leading some to associate these phone numbers (and your number) with spam callers.
- Even if you have a number in mind, you may not be able to acquire it. This can be a source of frustration if you’re unable to find an alternative.
A toll free business phone number is great for some businesses. However, it’s important to recognize that it’s not for everyone. Consider the above and the pros of a toll free number before buying one.
Other Phone Features Worth Considering
There are numerous features associated that you can use alongside a 1-800 number to support your business.
One such feature is vanity numbers, which we’ve covered above. But a great point about vanity numbers and 1-800 numbers in general is that you have a separate dedicated phone number for your business.
Another phone feature worth considering is call routing. With call routing, you can direct incoming calls to specific departments to provide them with the support that’s specific to their needs. This improves the customer experience.
If your agents are away from the office, you can take advantage of features like after-hours answering systems.
Whether automated or offering live support, these ensure customer queries and concerns are handled promptly outside of operating hours. It will support customer engagement to prevent driving away customers as well.
Explore your options to make the most of your new business number. The better your customer service system, the easier it will be on your business, and the higher customer satisfaction will be.
CRM Integration
Were you aware that toll free numbers can integrate with your CRM?
Integrations with CRMs like Hubspot or Salesforce can greatly improve call tracking and enable you to leverage call data for greater customer service outcomes.
Integrating your toll free number with your CRM can help you establish customer profiles featuring call records and outcomes for each customer interaction, streamline your workflow, and boost overall call center productivity.
Just take care to choose a VoIP service that offers said integrations. Many CRMs are capable of integrating VoIP numbers for more effective business communication. However, the opposite is not always true.
Not every VoIP provider may offer the integrations for your virtual phone number that you require for your business. This can hamper customer support efforts.
Use the suggestions in step 1 to find a VoIP service that offers your desired integrations.
If you have already signed up with a VoIP provider but they don’t integrate with your business’s CRM, you can always make the switch to another VoIP provider for your business call needs.
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