Communication & Meetings
Customers judge a small business by how quickly and clearly it answers. A separate business phone number keeps your personal number private and lets you set hours, voicemail and text replies. A shared support inbox or help desk makes sure no customer email gets lost when you are busy or away.
Internally, a team chat app and one video meeting tool cover most needs. Short recorded videos are often faster than a meeting for walking a client through a proposal or a teammate through a process, and online forms replace messy email threads for intake, orders and feedback.
Video meetings
Team chat
Business phone & messaging
Customer support
Async video & forms
How to choose
- Get a business number that supports both calls and texts; many customers prefer to text a small business.
- Use the meeting tool your clients already have installed when you can. It removes friction for the people you most want to talk to.
- Set up saved replies for your ten most common customer questions in your help desk or email.
- If you text customers about marketing, get consent first and follow your provider's registration rules for business messaging.
- Use forms with conditional questions for quotes and intake so you get the details you need the first time.
Frequently asked questions
What is the cheapest way to get a business phone number?
Virtual phone services and VoIP apps give you a number that rings on your existing phone for a monthly fee. Google Voice for Google Workspace, RingCentral, Dialpad and Grasshopper are common options.
Zoom, Google Meet or Microsoft Teams?
All three handle small-business video calls well. Google Meet is built into Google Workspace, Teams into Microsoft 365, and Zoom is widely recognized by clients. Pick the one that matches your existing suite.
Do I need help desk software?
Once more than one person answers customer email, or you get more than a few support emails a day, a help desk keeps conversations assigned, tracked and searchable.
Is WhatsApp Business free?
The WhatsApp Business app is free to download and use for chatting with customers. Messaging at scale through the WhatsApp Business Platform has per-conversation pricing.
Descriptions are written by ShopStart and are not endorsements. Features and prices change; confirm details on each provider's official site. Something missing or out of date? Tell us.