Top 10 Tips for Small Businesses Implementing a Virtual Phone System


In today's fast-paced business world, small businesses are turning to virtual phone systems to streamline their communication processes. Whether you're a startup with just a handful of employees or a growing enterprise, setting up a virtual phone system can revolutionize the way you handle calls and enhance your professional image. Since many small businesses may not even know what to look for when setting up this system,  we have compiled a list of the top 10 things small businesses should keep in mind when embarking on the virtual phone system journey:


1. Separate Work and Play:

One of the key advantages of a virtual phone system is the ability to keep personal and work calls separate on the same device. Maintain professionalism and stay focused during work hours by designating specific lines for business-related conversations.

2. Retain Control of Your Contacts:

Employee turnover is a reality in any business. With a virtual phone system, you retain control of your phone numbers. As staff members come and go, ensure that your customers stay connected to your business, not individuals. This seamless transition guarantees uninterrupted communication.

3. Quality Assurance, Monitor Calls Effectively:

The ability to monitor calls for quality assurance or training purposes is crucial for business success. Diamond Voice provides the option to record all calls, ensuring that you can keep tabs on the customer interactions and enhance your team's performance.

4. Texting with a Professional Touch:

In a world dominated by messaging apps, don't miss out on connecting with your customers through text. With a virtual phone system, use your work number to send professional text messages, creating a convenient and familiar channel for communication.

5. Effortless Call Transfers:

Collaboration is key in any business. Virtual phone systems offer the flexibility to transfer calls seamlessly between employees, ensuring that clients experience a smooth transition and efficient problem resolution.

6. Set Schedules to Protect Personal Time:

Small business owners and employees often wear multiple hats. To maintain a healthy work-life balance, use the scheduling feature to automatically re-route or avoid business calls during off-hours. This not only respects personal time but also contributes to enhanced job satisfaction and productivity.

7. Heightened Employee Privacy:

Protect your team's privacy by eliminating the need for them to share personal cell phone numbers. With a virtual phone system, employees can communicate professionally without compromising their personal information. The Caller ID is the business number and not their personal number.

8. Business Name Recognition:

When making outbound calls, present a unified and professional front by displaying your business name, not individual employee names. This adds credibility and ensures consistent branding in every customer interaction.

9. Dedicated Business Voicemails:

Say goodbye to the confusion of personal voicemails mixed with business messages. Virtual phone systems provide the luxury of separate voicemail boxes for each business line and employee, allowing for organized and efficient message retrieval.

10. Scalability for Growth:

As your small business grows, your communication needs will evolve. Diamond Voice's virtual phone system is scalable, adapting to the changing requirements of your business. Whether you have a few employees now or a larger team in the future, the system grows with you.


Setting up a virtual phone system with Diamond Voice is not just about answering calls—it's about transforming the way you connect with customers, manage your team, and present your business to the world. By keeping these 10 tips in mind, small businesses can harness the power of modern communication tools to drive success and foster lasting relationships with clients. Cheers to a more connected and efficient future with Diamond Voice!


Contact Diamond Voice Today!

Diamond Voice is the top choice for your business telephone needs. Contact us today for more information or to start customizing your telephone environment to be the very best it can be.

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