Set up a Business Phone Number

Set up a Business Phone Number

Part 4 of the Digital Foundations series

Your phone is your lifeline.

We all know how to use a phone. Yet so many businesses lose customers because of slow replies, missed calls, bad voicemails or one-word texts.

Your phone is how customers message you, how leads first contact you and how you make first impressions.

This guide isn't about using a phone, it's about using it professionally.

Why phone etiquette matters

In today's world, most people text or message before they ever call.

So if your replies are slow, full of typos or you ghost people completely - it makes your business look unprofessional.

Clean, timely replies build trust. And trust turns into bookings, sales and jobs.

Messaging: The new normal

Most customers expect messaging. Here's how to keep it professional:

✅ Do:

  • Use complete sentences (or at least clear ones)
  • Respond promptly (ideally within a few hours)
  • Add a name or context in your first message

    “Hey John, thanks for reaching out to [Business Name]!”

❌ Avoid:

  • One-word replies like “Yep” or “K”
  • Overuse of emojis 😬😂😎
  • Leaving people on read for days

WhatsApp & Telegram

If you use messaging apps for your business, treat them like business tools.

WhatsApp:

  • For most use cases, this is the only Messaging app you will need
  • Set a Business Profile with your logo and name
  • Turn on read receipts only if you can reply quickly

Telegram and other apps:

  • More niche, common is non-English speaking markets
  • Great for group channels or ongoing client threads
  • Use pinned messages or folders to stay organized

Voicemail: Better than silence

If you miss a call, make sure your voicemail:

  • Says your business name
  • Sounds clear, warm and confident
  • Invites them to leave a message

🎤 Example:

Hi, this is [Business Name]. Sorry we missed you. Leave a message and we'll get back to you shortly.

Then check it daily.

Call etiquette 101

  • Answer with your business name, not “Hello?”

  • If you're busy, say so and offer to call back

    Hey, can I give you a ring in 10 minutes?

  • Don't eat, drive or multitask loudly while on a call

  • Follow up missed calls with a text if they didn't leave a message

Response time matters

Fast replies = booked clients. If someone messages you and hears nothing for 2 days, they've probably moved on.

Set a personal rule:

  • Respond to all missed messages daily (at minimum)
  • Aim to reply within a few hours during business hours

Recap

Let's make sure your phone setup sends the right message:

✅ Have you:

  • Have you set up WhatsApp or Telegram with business info?
  • Do you respond clearly and quickly to messages?
  • Does your voicemail sound professional?

Your phone is part of your brand. Keep it clear, responsive, and professional and it'll win you business.

Whats's next?

👉 Up next: Get Found on Google