How can I update my business telephone system for Christmas opening hours?  The festive season is a time for joy, family, and—let’s be honest—a little chaos for businesses. With Christmas comes changes in opening hours, staff working remotely, and customers needing clear communication. One area that often gets overlooked is your telephone system. If you don’t plan ahead, you risk frustrated callers and missed opportunities. So, let’s explore the options for making your phone system Christmas-ready. 

Why Update Your Telephone System for Christmas? 

Your customers rely on your phone system for quick answers. If they call expecting normal hours and get no response, it can damage trust. Updating your system ensures: 

  • Clear communication of holiday hours 
  • Smooth handling of calls when staff are away 
  • A Professional image during a busy season 

Option 1: Update Your Auto-Attendant 

An auto-attendant is your virtual receptionist. It greets callers and directs them to the right department. For Christmas: 

  • Record a festive greeting: ‘Thank you for calling [Your Business]. Our Christmas opening hours are X,Y & Z 
  • Update routing rules: If certain departments are closed, remove those options or redirect calls to voicemail or another department. 
  • Add emergency options: For urgent issues, provide a direct line or on-call contact. 

Option 2: Change Business Hours in Your System 

Most modern phone systems allow you to set time-based rules: 

  • Holiday schedules: Define specific dates and times for Christmas Eve, Christmas Day, Boxing Day, New Year’s Eve and New Year’s Day.  If you have changes to other days, include those too. 
  • After-hours routing: Send calls to voicemail or an answering service when you’re closed. 
  • Temporary overrides: Perfect for last-minute changes if your hours shift unexpectedly. 

Option 3: Update Voicemail Greetings 

Voicemail is often the first fallback when you’re unavailable. Make sure it’s helpful: 

  • Include holiday hours: ‘We’re closed for Christmas from [date & time] to [date & time].’ 
  • Offer alternatives: Email addresses or website links for urgent queries. 
  • Keep it friendly: A warm tone goes a long way during the holidays. 

Option 4: Remote Working Considerations 

With more staff working from home: 

  • Forward calls to mobiles: Ensure key team members remain reachable. 
  • Use softphones or apps: Many systems let employees take calls via their laptop or smartphone. 
  • Check bandwidth: Remote setups need reliable internet for clear calls. 

Option 5: Temporary Voice Recordings 

If you want to add a festive touch: 

  • Professional recordings: Hire a voice-over artist for a polished sound. 
  • DIY approach: Record in a quiet space with a cheerful tone. 
  • Music-on-hold: Swap your usual hold music for something seasonal (but keep it royalty-free!). 

Option 6: Call Diversion and Overflow 

Don’t let calls pile up: 

  • Divert to an answering service: Ideal for businesses that close completely. 
  • Overflow routing: If lines are busy, send calls to another team or voicemail. 
  • SMS or email alerts: Get notified when a voicemail is left so you can respond quickly. 

Extra Tips for a Smooth Transition 

Test everything before the holidays: There’s nothing worse than finding out your changes didn’t save. 

  • Communicate changes online: Update your website and social media with holiday hours. 
  • Plan for emergencies: Have a backup contact method for critical issues. 

Final Thoughts 

Updating your telephone system for Christmas isn’t just about logistics—it’s about customer experience. A few simple tweaks can make your business look professional, keep customers informed, and reduce stress for your team. Whether it’s auto-attendants, voicemail updates, or remote working solutions, planning ahead ensures you’re ready for the festive season. 

Quick Checklist 

  • Update auto-attendant with holiday greeting 
  • Set holiday hours in your phone system 
  • Record new voicemail messages 
  • Enable call forwarding for remote staff 
  • Prepare festive hold music or recordings 
  • Test all changes before closing 
  • Update website and social media with hours 

Working with Digital Exchange 

If you already have your Telephone Support with us (or ESP Projects – our sister company), then all you need to do is get in touch with our support department using your usual method.  We’ll help you to do the rest.  If your provider is someone else, then speak to them in the first instance.  If they can’t help, we’d be happy to have a conversation about how we can help you either with your existing Telephone System, or to change that system to one that offers all of the possibilities we’ve listed above.  Don’t hesitate to get in touch or book a consultation in the diary here.