Businesses need additional management as they expand, whether for operational reasons or to handle customer communications. If you see that you are taking a rising number of calls daily, it may be time to consider getting a multi-line phone system for your business.
The ability to have many people on the phone distinguishes multi-line phone systems from traditional phone systems. Phones with several lines are different from those with just one line, which can only support one ringing call at a time. They also have a single phone number that belongs to them. Callers will either be connected to voicemail when the line is busy or receive a busy signal.
What is a Multi-Line Phone System?
A multi-line phone system is a piece of hardware that accommodates two or more phone lines. It enables businesses to place and take several calls simultaneously. You can utilize internal or external cues.
You may contact people outside the organization, such as clients, through outer lines of communication. Internal lines let you talk to your coworkers and employees. The internal telephone network created by a multi-line phone system has different extensions. Operators can use this feature to hold incoming calls and view the current presence of other extensions.
Types of Multi-Line Phone System Experience
1. Traditional Multi-Line Phone System
A traditional multi-line phone system requires pressing a designated key to accept incoming calls or place outgoing calls. The most fundamental analog method is to use existing lines to provide a two-line service from a single landline. Yellow and black wires would link them to the phone jacks. The phone provider would charge you for the new line. This method becomes prohibitively costly and impracticable if you require more than two lines.
2. Cloud-based Multi-Line Phone System
The cloud phone system is the replacement for the conventional phone system. They provide unlimited scalability and multi-line capabilities. Additionally, they have a lot of popular business features. Instead of using physical phone lines, cloud multi-line phone systems enable organizations to manage conversations using software, a web browser, or a phone application. They also require relatively little on-site hardware. Wireless phone service providers are fast replacing traditional lines.
How Does a Multi-Line Telephone System Work?
Traditional Multi-Line Phone System
Each call needs its own physical line for customer or client service on a traditional multi-line phone system. If your workplace had nine phone lines and all nine were in use, a caller would receive a busy signal. The flash button on analog phones may swap lines and place calls on hold.
Cloud-based Multi-Line Phone System
Calls are converted into data packets using a cloud phone system. They are sent over to a nearby data center. The IP phone transforms the audio into the sound you hear in a couple of milliseconds. The VoIP service provider gives its business-class customers access to a virtual PBX. Physical phone lines are not what phone extensions are. Additionally, there are no phone jacks. Its smooth operation depends on the quality of internet speed.
The Best Multi-Line Phone System for Small Businesses - Community Phone
Multi-line phone systems are suitable for small organizations since they increase productivity and provide a better connection with customers or users.
Community phones offer excellent call quality and incredible versatility without requiring much equipment. Take advantage of unlimited nationwide calling and all the features you require from your business phone system. The basic plan begins at $39 per month.
Advanced Features
Enjoy the experience of premium quality phone call services by using Community Phones. Here is what you can get from us:
Simultaneous Ring
Our business phone plans allow you to ring as many phones with one call as you need. Make sure the appropriate staff answers all your incoming phone calls. Here’s more on what is a simultaneous ring.
Call Routing
Route calls to the right person with your business phone line. We are proud of our smart call routing system.
Voicemail to Email
Set up a business voicemail recording, and send voicemail recordings and transcriptions to your email. You can check the voicemail attachments later. This keeps you up to date with missed voicemails.
Ring an Available Line if One is Busy
Never miss another call with our business landline phone service. Our system enables you to ring a second phone line if another is busy.
Suitable For Both Small and Large-Scale Businesses
Community phone offers premium quality multi-line phone calls for small and large-scale businesses without any internet connection required and with minimum installation time.
Multi-line phone systems are suitable for small organizations since they increase productivity and provide a better connection with customers or users.
Community phones offer excellent call quality and incredible versatility without requiring much equipment. Take advantage of unlimited nationwide calling and all the features you require from your business phone system. Our plan begins at $39 per month. Stick around to know what multi-line system is most suitable for your business.
How to Setup a Multi-Line Phone System
It's simple to set up a multiple phone system. Choose the best service provider, choose the best plan based on your company's needs, and allocate extensions to the appropriate staff members, and you're done. We've broken this down step by step below.
1. Choose a Service Provider
Different service providers are offering multi-line phone systems. But it depends upon the service quality and plans. You will be relieved that Community Phones are there to take responsibility for your business's communication needs as we offer a multi-line phone system network for different types of companies.
2. Pick a Plan
Based on the demands of your company, choose a package. According to your company's needs, Community Phone offers various phone plans with various useful features. You can easily activate a plan for small or large-scale enterprises' personal and business needs.
3. Assign Phone Extensions
You may begin adding internal extensions for each team member in your admin interface. This facilitates internal dialing and call transfers.
Read More here: How to Call An Extension
4. Record Phone Greetings
You may upload a personalized welcome or use a phone recording. Make an excellent first impression when customers call your business. Setting up a multi-line community phone requires less than an hour.
5. Begin Making and Answering Calls
Now, you are all set to enjoy your multi-line phone system. If you have still any questions about the setup, ping us now. We’ll help you out with the configuration process.
Which Multi-Line Phone System Best Suits Your Business?
Growing businesses entail more orders and communication, which demands handling all of these calls at once. However, many multi-line phone systems are in charge of that.
It is possible to categorize multi-line phone systems according to how many lines they can accommodate. The most popular systems are those with two, four, or six lines.
For Small Scale Businesses (2-Line System)
The most straightforward multi-line phone system is a 2-line system, often used by homes and offices, small-scale businesses, and self-employed individuals. These systems allow you to accept two calls simultaneously since they contain two lines that can operate concurrently.
For Large Scale Businesses (4-6 Line System)
A 4-line phone system is a viable alternative for large-scale businesses that require more than a 2-line system. Four lines let you handle four calls simultaneously, which is ideal for companies or businesses with reasonable call traffic.
A multiline phone system with more than four lines is required if your business receives a significant volume of calls. These systems accommodate as many lines as necessary and may be tailored to your company's needs. Depending on the complex structure, you can opt for a 6-line system. Give us a call and we’ll help you with choosing the right telephone system.
Pros and Cons of Office Phones with Multiple Lines
Both small and large enterprises benefit from multi-line phone systems. Despite their many benefits, there are also disadvantages. They are explained below in detail.
Pros
1. Cost-Effectiveness
Costs are often minimal unless you need to buy brand-new equipment for multiple staff. Organizations prefer many multi-line systems because they are more affordable than traditional physical phone lines.
2. Advance Customer Service Capabilities
Multi-line systems provide improved customer service capabilities like auto-attendant or do not disturb that help smaller organizations present a professional image. Multi-line systems make it simple to receive and transfer calls inside and outside your firm.
3. Secure Lines
Multi-line systems are very secure and dependable. Many encrypt your data, and a battery keeps your customers in touch during a power outage. Additionally, landlines are still among the most reliable forms of communication available if you choose to use them.
Cons
1. Adaptability
Mobility and flexibility are constrained because traditional multi-line can only be utilized with conventional desktop phones. A multi-line phone system is not the best option for a business where many employees travel or frequently work from home. In this case, the company simply needs to use good time tracking and task management solutions.
2. Reliable Service Provider
You won't have many carrier alternatives if you use a traditional phone system, which is one of the significant drawbacks. Finding a reliable carrier in your region may be difficult because many service providers are entirely abandoning the landline market. Furthermore, locating an alternative carrier will probably be challenging if problems emerge in the future without service interruptions.
Community Phones cover 99% of the US. Contact us now to check the coverage status in your area.
3. Confusing Packages
Numerous multi-line phone service providers provide a variety of plans for both small and large organizations, making it often difficult to select the one that best suits your company's needs. Book a call with us now to discuss the requirements of your business.
The Bottom Line
Managing consumers or clients can occasionally be stressful for your personnel when all the lines are busy. Future consumers and clients may be at risk; thus, there has to be a communication system that can manage various clients by sending tailored messages or transferring calls from one to another. In these circumstances, multi-line phone systems come to the aid of small and large-scale enterprises.