How to Get Virtual Phone Numbers for a Small Business

Let's cut through the noise and shed some light on a word that everyone’s heard of, but few might know the potential of - Virtual numbers.  

At its core, a virtual number is essentially a phone number without the traditional baggage of being tied to a physical phone line or specific location. Think of it as your business's digital passport for communication – it doesn't matter where you are or what device you're using; this number follows you, not the other way around.

Why does this matter? Today, flexibility and mobility are not just buzzwords but essential business strategies, a virtual number allows you to set up presence anywhere in the world without needing a brick-and-mortar presence. It's like being able to plant a flag in any market, saying, "We're here to serve you," without the overheads and logistical nightmares of setting up a physical office.

Whether you're working from the beach in Maldives or a co-working space in Singapore, your business maintains a local presence, complete with a number that feels familiar and accessible to your customer base.

It's all about breaking down geographical barriers and opening new possibilities for how and where we conduct our business.

Why Do You Need a Virtual Number for Your Business?

Standing out and staying connected with your customers is everything. You might be wondering, "Why add a virtual number to your communication mix? Isn't my current setup good enough?"  

Let's peel back the layers on this and really get to the heart of why a virtual number isn't just a nice-to-have—it's a strategic powerhouse for your business communication.

1. Offers the Necessary Flexibility

Remember the last time you missed a customer call because you were out of the office or, let's be honest, because you were avoiding that one desk that's under the ancient, noisy air conditioner? A virtual phone number ensures that your business doesn't miss a beat—or a call. It moves with you or your team, making you accessible whether you're on the go, working remotely, or even when you're juggling tasks across different locations. This kind of flexibility is not just convenient; it's critical in today's work-anywhere culture.

2. Builds Trust and Credibility

There's something about a local phone number that says, "We're not just a faceless entity; we're part of your community."  

For small businesses aiming to crack into new markets, a virtual number can instantly give you a local presence. It's about building trust and credibility without having to invest in a physical office in every city you want to operate in.

3. Cost Efficiency at its Best  

The financial aspect cannot be overlooked. Traditional phone systems with their complex setups and hefty price tags can be a drain on resources. Virtual numbers, on the other hand, are the epitome of cost efficiency. With minimal setup and operational costs, they free up your budget to be invested in other growth-driving activities. Plus, the ability to scale up or down without penalty is a game-changer for businesses in flux.

4. Simplifies Customer Interaction

Ever had a customer get frustrated because they were bounced between departments, or worse, asked to call a different number?  

Virtual numbers can streamline your customer interactions. With call forwarding, voicemail, and IVR, your business can create a seamless, satisfying experience for your customers. It's about ensuring they reach the right person at the right time, without the runaround.

5. Shields Your Business from Crisis

Finally, if recent times have taught us anything, it's that the ability to adapt is crucial. Virtual numbers offer a layer of resilience, allowing your business to remain operational even in the face of disruptions. Whether it's a natural disaster, a pandemic, or just an unexpected power outage, your communication line stays open.

In essence, a virtual phone number is more than just a communication tool; it's a strategic asset that empowers your business to operate more flexibly, project a professional image, save on costs, and simplify customer interactions. It's not just about keeping up; it's about staying ahead.

Types of Virtual Numbers

1. Local Numbers

Tailored for businesses aiming to establish themselves in specific regions, local virtual numbers carry the area codes of the regions they aim to serve. This strategy is perfect for businesses looking to establish a local presence, even from a different country.

2. Toll-Free Numbers

These three-digit virtual numbers, often beginning with 877, 888, or 855, provide a cost-free way for customers to reach out to your business. They are instrumental in encouraging more customer interactions by removing any cost concerns for the caller.

3. Vanity Numbers

Customizable and memorable, vanity virtual numbers are designed to stick in your customers' minds. With easily recallable sequences like 1-800-TAXI, they blend marketing savvy with convenience, ensuring your business number is never forgotten.

Localizing on a Global Scale

1. Bridging Distances without the Miles

Do you want your business to be able to serve a customer in Tokyo, chat with a client in London, and resolve a customer’s query in New York—all before your first coffee break in your home office in Singapore? Virtual numbers turn this possibility into a reality, allowing businesses to establish a local presence in markets thousands of miles away without the need for physical branches. This isn't just about saving on costs; it's about establishing your business’s presence in the new markets while weaving the bonds of trust amongst the local communities worldwide.

2. International Toll-Free Numbers – Your Global Welcome Mat

Offering an international toll-free number is like rolling out a welcome mat for your global customers. It says, "We're here for you, and it won't cost you a dime to reach us." This can be a game-changer for customer service and sales-support teams, making your business accessible to anyone, anywhere. It's about removing barriers to communication, encouraging engagement, and fostering a culture of openness and support.

3. Direct Inward Dialing – Personalized Service-at-Scale

With Direct Inward Dialing numbers, you can offer your customers direct access to specific departments or support agents. It's the difference between saying, "Welcome, let me guide you to where you need to go," and "Sorry, please hold while I transfer your call."  

DID numbers streamline the customer journey, making interactions more personal, efficient, and satisfying. It's not just about efficiency; it's about building relationships.

4. Enhancing Credibility and Recognition

A local number can significantly boost your business's credibility in a new market. Customers are more likely to trust and recognize a local number, seeing your business as a legitimate, committed player in their local economy. It's psychological; a local number feels familiar and safe. This aspect of virtual numbers can transform customer perceptions, turning the tide in favor of your business.

5. The Power of Choice

Offering the customers a choice of how they connect with your business is empowering. Whether they prefer the cost-free route of an international toll-free number, or the direct access provided by DID numbers, you're providing options. This flexibility enriches the customer experience, catering to individual preferences and situations.

Virtual Numbers vs. Traditional Numbers: A Comparative Look

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Adopting virtual numbers is akin to embracing the concept of a virtual office. It's about understanding the advantages of being unshackled from physical locations—enabling business mobility, ensuring 24/7 customer service,facilitating multilingual teams, and allowing close monitoring and adaptability in real-time. This digital transition represents a shift towards a more resilient, flexible, and customer-centric business model.

How to Get Virtual Numbers forYour Business with CINNOX

CINNOX provides virtual office versatility with virtual numbers to let you make, manage, androute calls. Directly integrated with 160+ tier-1 carriers, our powerful omnichannel contact center solution provides International Toll Free (ITFS), local DID and UIFN (universal Toll Free) numbers from 160+ countries with A-to-Z voice termination. The solution also supports a full array of PBX features such ascall controls, call ID masking, voicemail and call recording; as well as any SIP (Session Initiation Protocol) based system integration.

One Step Process: Subscribe to our Omnichannel Contact Centre plan to unlock web, social, and telephony channels in a unified dashboard, and share your requirements with our experts.

That’s it! Our experts will help you get your desired virtual numbers.