What are Virtual Telephone Numbers and why do you need one? Everything you need to know about choosing the perfect number for your business.
What is a Virtual Telephone Number?
A Virtual Telephone Number is a phone number without a telephone line and is not tied to a specific phone device or destination. It’s a number that can be used to route calls to your landline, or, more likely, your mobile phone. Because calls are not routed through a traditional exchange you can be based anywhere in the world, have a number for anywhere in the world and not incur costly long-distance charges.
How does it work?
You, as a business customer would choose a Virtual Telephone number (more about this later) via a virtual telephone number provider and the provider will route calls made to that number to your office landline or your mobile phone. Your customers will call the virtual number (they won’t know it’s a virtual number) and the call is directed to wherever you want to pick it up. For example, if you’re a plumber based in London and don’t want to advertise your mobile number you can choose a virtual number – say an 0203 number – pay a small monthly fee and advertise the 0203 number. Your customers will dial the 0203 number and, because you’re likely to be ‘out in the field’, you can answer the call on your mobile.
There are a few different types of number available, and most virtual phone number providers will offer a vast selection of number types and area codes for local towns or cities.
Why do I need a virtual telephone number?
There are many reasons to have a virtual telephone number, many of which depend on the type and size of your business. Sole-trader? Make your business look bigger! Multi-national company? Get cheaper calls!
We’ve already spoken about the person who does not want to advertise their mobile number and this is quite a popular reason to get a virtual number. You may also think that it looks unprofessional to advertise a mobile number. But why else?
- Give a big-business impression: there’s nothing wrong with being a small business. But some companies want to look bigger perhaps to appear longer established, more experienced and able to deal with customers more effectively. Having a virtual telephone number gives a better impression of a ‘professional business’.
- Have more than one number: perhaps you’re a tradesperson based in one area but you’re able to cover other areas. You might like to have a series of trusted local telephone numbers. For instance, if you’re based in Leeds but can cover York, Sheffield and Bradford you might like to have a virtual telephone number for each area.
- Portability: a virtual telephone number is hosted on the internet. This means that you can move around and travel freely as you’re not tied to one location. Your customers will have your business number to call and the call will reach you wherever you are.
- Location: run your UK business from anywhere in the world. Have a long-established business but want to move to Spain? Go for it – your business can run as normal, all you need is the right tech and a virtual telephone number.
- Business expansion: you can have offices all over the UK but your caller only calls one number. Alternatively, you can expand your business regionally and/or nationally and have as many virtual numbers as you need to suit you and your customers. Even if you are just adding departments to your business a virtual telephone number can help with this too.
Benefits of having a virtual telephone number
Choice – so much choice! Most virtual telephone number providers will give you the option to choose:
- Your number. Would you like an 0800 number to attract callers? Would you like an 084 number that could be free for you to own? Would you like a local/geographic number that customers trust? Have a think about what you might prefer and what would suit your business and your customers
- Your area. Where would you like your number to be based? In your local town? Would you like a number for all major cities near you? Or would you like an 0207 or an 0203 number to give the impression that your business is based in London? It’s your choice and your only limit is your budget.
- How many numbers you have. You’re not limited to one virtual telephone number! You can have as many as your business can cope with or your budget allows. You might like one number for your sales department, one for after-sales and one for technical support. Or as mentioned above, you might like a number for a different town or city near you. Skip to type of virtual telephone number below to help you choose.
Local/geographic numbers increase your sales calls
It is said that by advertising a local number you will receive up to 22% more calls from that area. Many national organisations advertise local numbers in different cities and towns in order to take advantage of this marketing phenomenon.
“The 22% increase in calls is down to one thing – trust. Many people when calling a company feel they can trust a local number and are more inclined to call. Imagine if those calls turned into sales?”
Chris Venables, technical director of SwitchboardFREE
Business Image
You can be in control of the image you portray for your business simply by the number you present to your customers. Do you want to appear as a small, local, trustworthy business? A professional, national company? A hard-hitting London business? With a virtual telephone number, you can be who you want to be.
Never miss a call
You can divert your virtual number to anywhere you like so that you or someone you nominate can take calls at any time. Direct calls to your landline if you’re at home or in the office. Direct calls to your mobile if you’re on the move. Unable to take a call? Divert to a colleague or to a voicemail so that you can get a message and return the call.
Call management system
When you purchase a virtual telephone number it is likely that you will be able to manage your calls via a call management system (CMS). This will be an account you can log into to direct your calls, set business opening times, get your voicemail messages and set up your departments for example. There are many CMS out there that, as well as basic features, offer advanced features too such as call recording; the ability to record your own greetings; screen your calls and get calls statistics and reports.
Integrates with a VoIP phone system (Voice over Internet Protocol.)
You can have a virtual telephone number on its own if that’s all you need. You might, however, like to have a complete VoIP phone system. A VoIP phone system might include your number, CMS, VoIP telephone and app so that you have more capability and functionality for your communications. Check out our blog for more information on VoIP phone systems.
Disaster recovery
Because a virtual telephone number is based over the internet you can handle your calls from anywhere. So if the worst should happen – you break a leg, your office burns down or your warehouse floods (hopefully not all at the same time!) you can still take business calls. Your business may still be able to operate as normal but if not, at least you can let your customers know.
Department choices
Is it just you running your business but want to seem bigger? Or do you just want to know what type of call is coming in? You can set up departments for your customer to choose: “Press 1 for sales, press 2 for support…” If you’re a bigger organisation setting up virtual departments can ensure callers are routed to the most appropriate person, department or call group. Ideal for growing companies or if your workforce is split over different locations.
Cost savings
Save money a number of ways:
- Call charges – a virtual telephone number uses the internet to carry calls which significantly cuts down domestic and international calls charges. Because a virtual telephone number doesn’t go through an ‘exchange’ it’s usually charged as a local rate number, even for international calls.
- No line rental – there’s no monthly cost of a pricey telephone line, just the small cost of your virtual number.
- Very little equipment is required in fact you potentially already have all you need to proceed – a smartphone and an internet connection. If your budget allows you can of course have more equipment to expand your repertoire.
- Efficiency – just by answering all of your calls you will become more efficient. In addition, if you use a CMS you can benefit from its many features which will be designed for maximum business efficiency. Unifying your telecommunications so that you (and your staff) can move seamlessly between office, home and abroad can help use skills and time in a more streamlined way.
- Reacting to changing circumstances – having a virtual telephone number gives you more flexibility and therefore the ability to be able to react to the changing business environment. It’s much faster to make changes, adapt and grow if you’re not restricted by a traditional telephone line.
- Marketing – You could have a different virtual telephone number for each style of advertising that you do. Use numbers for social media ads and different numbers for leaflets for example and get an idea of where your calls come from and which methods are most effective.
Productivity
Having a portable, flexible system means you can take business calls anywhere; more colleagues can be set up to take calls; call outcomes can be linked to your databases/systems (potentially reducing duplication); call features to enhance your service and make it more efficient and with the option to work from anywhere means that you can work whilst or instead of travelling.
Consistency
Even though virtual telephone numbers are not tied to a specific device, your customer will only ever have to call one number. Departments, teams and individuals can be reached irrespective of where they are and your calls will always be answered giving a consistent and reliable service to your customer.
Efficient marketing
Virtual phone lines supply helpful marketing data. If you use print, radio advertising or social media, you may promote a different number in each ad. You can log into your CMS and see how many calls came from a certain campaign. Consequently this gives you full control over your marketing; which campaigns work well and which gives poor ROI (return on investment).
Quick set up
Usually, a virtual telephone number can be set up in minutes. As long as you have a phone and an internet connection of some description, a basic service can usually be yours within minutes.
Types of virtual telephone number
The good news is that there are different types of virtual number to choose from for a variety of businesses and budgets. Here are some examples:
Local/geographic numbers
Otherwise known as 01 and 02 numbers, associated with a specific area or town within the UK. Local numbers are trusted by the caller and are charged at local rate so they are not costly for your customer to call. Most local numbers will be included in mobile minute packages and landline packages and so can be ‘free’ to call.
084
084 numbers are well known and trusted. If you have an 084 number (0843, 0844 and 0845) it will cost your customer to call you and this can be quite expensive depending on their phone company. Companies such as SwitchboardFREE offer 084 numbers to businesses who want to divert their calls to a landline, for free.
0203
0203 London numbers were introduced in 2004 to expand on the 0207 number types and cover the whole London area. Choosing an 0203 virtual telephone number gives your company a London presence without the expense of running a London office. A great value number for any business and local rate charges for your customer to call (included in mobile minutes too!)
0207
0207 London numbers have traditionally been associated with the Central London area. Rarely available and highly prestigious, having an 0207 number will make it appear as though you operate from an established central London location. Possibly the most prestigious number type available and local rate charges for your customer to call (included in mobile minutes).
0333
Many organisations use 03 numbers as an alternative to more expensive 08 numbers. Calls cost no more than calls to geographic numbers (01 or 02) and are included in inclusive minutes in the same way. Call costs for your customers are the same for all 0333 numbers.
0800
Calls made to 0800 numbers from both landline and mobile phones are completely free, making them ideal to be used in all kinds of advertising. 0800 numbers have a proven track record to improve the number of sales calls you get and 0800 numbers should have no additional surcharges when called from a mobile phone.
Some virtual telephone number providers offer packages if you need more than one number – multi number or city number packages for example. You can even get bespoke services specific to your business should you require a service that is a bit more designer!
Who can help?
A quick web search will show that there are many companies in the UK who offer virtual telephone numbers. Here are some of the most popular:
Tamar Telecom – with over 17 years experience in the telecoms industry Tamar Telecom are able to adapt their services to suit the sole trader through to large corporate clients. They offer a good range of virtual UK telephone numbers with prices starting from £4.99 per month for a virtual number.
Virtual landline – Virtual Landline is a product of Buzz Connect who have been working in the telecoms industry since 1996. They have lots of expertise offering a wide range of solutions tailored to your requirements. Virtual Landline offer virtual telephone numbers from £5.95 per month.
Telecomsworld – established in 2002, Telecoms World want to enable your business to become a better communicator. Easy to set up, there’s an option to see if you qualify for free handsets and free calls. Prices for a virtual telephone number start from 99p per month.
City Numbers – City Numbers have over 20 years experience in the telecoms industry and offer a wide variety of telecoms services. They ‘are viewed as one of the most diverse and creative communications companies in the UK’ and offer a wide range of virtual telephone numbers (including international phone numbers). Prices start from £5.00 per month.
SwitchboardFREE – with many years telecoms experience prior to 2011 birth, SwitchboardFREE offer a quick, easy and reliable call management system. You can have a virtual telephone number from 99p per month, a VoIP phone system from £4.99 per month, and sister company Pocket Receptionist offer a call answering service. UK based support teams.
Here’s a quick FAQ
Yes, transferring your existing number to is called “porting” and is standard in the telecoms industry. Some companies make a charge to port your number. Some, like SwitchboardFREE, will take care of the porting process without charging a “porting” fee.
Yes you can, that is the beauty of having a flexible telephone number. You may find that there are charges to do this though.
You will need to find a company who support outbound dialling. There are a variety of options, depending on what you need for example you can just have a virtual telephone number with additional outbound dialling and use your own handset or you could sign up for a VoIP Phone System which will give you everything you need for your communications: a virtual number, call management, outbound dialling and a VoIP handset too.
Only if you want to be! But most companies offer a monthly service where you’re not tied in.
This is a reasonable question! But it’s all about the cost of re-directing your calls. When a customer calls your virtual number the call is re-directed to a landline or mobile of your choice. Telephone companies make a charge to do this and the cost of this is normally passed on to you within your monthly fee.
Have a look at switchboardfree.co.uk for more information on virtual telephone numbers and VoIP telephone systems.
What next?
Our advice would be to suggest you take some time to consider what you need from a virtual telephone number. Where is your business based; what image do you want to portray and where do you want your number to be? However it’s not just about your needs, it has to be about what you think your customers might need too. Will they pay for the call? Would they prefer to call a trusted local number? These are your starting points and, once you have an idea of a budget you should be able to pin down a service provider who can fulfil your requirements.
Head on over to SwitchboardFREE to read more, or discover the right number for your business.
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