Multi-line Phone System
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A multi-line phone system is a vital part of many organizations nowadays. Although advances in technology mean that it’s now possible to contact businesses online via email or instant chat, there’s still a place for telephone calls.
We’re going to explore exactly what multi-line phone systems for small business are and how they can benefit your company.
What is a multi-line phone system?
Traditionally, the definition of a multi-line phone system is that they’re telephone systems that allow users to have a single phone to host multiple numbers.
Users accept incoming calls or make outgoing calls by pressing a dedicated key for a particular phone number.
Those traditional systems featured a very limited setup and were mostly used by smaller businesses that weren’t able to afford an on-premises PBX system.
The cloud, however, changed all that. The modern multi-line phone system now refers to cloud-hosted setups that can host multiple business phone numbers and provide access to myriad further features.
How do multi-line phone systems work?
This type of business phone system works in different ways depending on the exact type. For example, whether it’s a traditional on-premises, or cloud-based system.
Cloud-based systems don’t require the use of physical phone cables. There’s no need to buy additional hardware as calls can be made and received using software, apps, or browsers on devices that you probably already have such as cell phones and laptops.
A cloud-based multi-line phone system provides businesses with an advanced PBX system that directs incoming calls to a virtual phone number based on the rules specified for each number.
Traditional PBX systems and on-premises phone systems in general, however, require relevant hardware, as well as wiring, telephone jacks, and more.
The most basic of those on-premises setups only offer two phone lines, but others provide more and can have more advanced features that enable users to forward and transfer calls, among other features.
Let’s take a closer look at how traditional telephone systems compare to the cloud-based alternative:
Traditional phone systems
- On-site hardware can get out of budget
- Implementation is expensive and complicated
- There's no way out of contracts that have early termination fees
- Extra funds needed for service and hardware upgrades
- High-level technical support increases the overall cost
- Maintenance requires qualified IT staff
- Service change requests take too long to implement
Cloud-based phone systems
- No need for expensive, bulky hardware housed in a dedicated area
- Installation and setup are quick and easy
- There are simpler, flexible monthly contracts
- Upgrades and updates are automatically rolled out
- Customer support is usually free of charge
- Manage the system using your smart device
- Lines can be added or repurposed depending on your needs
Types of multi-line phone systems for small business
Choosing the right type of multi-line phone system for business depends on each company’s specific needs.
Let’s explore the types of business multi-line phone systems that are available to give you a headstart.
Traditional multi-line phone systems can be categorized by the number of lines that each phone has. Most commonly, there are two-line phones, four-line phones, and phones that have between six and 12 lines.
The latter of these is geared toward organizations that experience a high call volume and require complex call-routing. This type of multi-line phone system would be required for people working as supervisors, who need to monitor lots of calls simultaneously, for example.
Four-line phone systems enable the call handler to put people on hold, forward calls, and conduct multi-party conferencing.
Have you ever rang your doctor’s office to ask for an appointment, only to be placed on hold for what seemed like forever? The receptionist on the other end of the phone was probably using a four-line phone system.
Two-line phone systems are aimed at businesses with lower call volumes that require less advanced calling features. Think of businesses with a small number of employees (maybe even someone running their own business solo).
The problem with choosing a specific number of lines for your multi-line phone system is that you’ll be restricted to that number.
So, when your business expands in the future, you’ll have no option but to stick with the same number of lines or change your entire multi-line phone system to increase call capacity.
But fear not. That’s where more flexible and modern multi-line phone systems, aka VoIP systems, come in.
VoIP phone systems make it easy to scale the number of phone lines you have either up or down, depending on your business needs. As this type of phone system connects calls via the internet, you’re not restricted by your hardware or physical phone lines. Additionally, a virtual telephone system can seamlessly integrate with other online tools, enhancing overall communication efficiency.
As a result, businesses of all sizes can benefit from using VoIP phone systems, from startups with just a few employees to enterprises with thousands of staff members. A VoIP phone system will be able to handle it all.
But how can your business set up one of these flexible multi-line phone systems?
How to set up a multi-line phone system
Forget having to spend time and money purchasing desk phones and other hardware, and getting technicians into your premises to set everything up. Also gone are the days of having to regularly bring technicians back to service, maintain, and repair all that hardware.
Now, you can set up a VoIP-based multi-line phone system at a fraction of the cost of a traditional landline phone system and far more quickly, too.
All that’s required is that you do your research to make sure you choose the best multi-line phone system for your needs and then sign up with an internet phone service provider. Once you download the relevant software, you can then get to customizing your setup. Assign phone extensions to each team member, customize the greetings that your customers hear when they ring your business, and then start making and receiving calls.
You can even get started using apps on your cell phone if you’re out of the office.
Why customers choose RingCentral
Created especially for businesses
Start with basic features and add more as you go along. Apart from VoIP calling and conferencing, you can access other functionality like texting, faxing, and online meetings without having to change systems.
Top-notch mobility and flexibility
It doesn't matter what mobile device you're using—you can text, call, and fax from your business number. All incoming calls are forwarded following the call-routing flows in your office.
User-friendly and easy to deploy
Go live within a day! You can respond to the changing business climate at any point by customizing your phone system through your online account.
Hardware not needed
Sign up for an account, configure it to your own network, and you're good to go. No need for physical cables, boxes, or other hardware. If you have to add extensions, there's no need for new cabling.
Industry-leading customer support
From setup to maintenance and consultation to technical support, RingCentral is here for you—that's an award-winning service available round the clock.
Comprehensive service plans
With RingCentral, you get the most cutting-edge communications solution for a single amount. Bills are given monthly and itemized clearly for your peace of mind.
We’re easily seeing a 40% to 50% reduction in communication costs. Several years on, I am still very happy that we chose RingCentral.
Nick Barbarise
Director of Information Technology
RingCentral business communications plans for your small business
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The Huge Benefits of a Virtual Multi Line Phone System
Multi-line phone systems from RingCentral make it possible to have a superior but affordable business communications suite.
You get better phone features, greater flexibility, and more manageable and secure business telephony at a lower cost than that of traditional phone options.
Our virtual multi-line phone system also makes it easy to scale your business communications up and down, depending on the size of your business
Multi-line phone systems are best when cloud-based
Cloud computing instantly delivers software to your home or business and lets you pay only a fraction of the cost of traditional telephony. That makes cloud-based setups the most logical option when it comes to choosing a multi-line phone system for your business.
RingCentral is a cloud-based service provider that offers multi-line phone systems that are accessible via your computers or smart devices. This means that you can use and bring your business telephony with you wherever you are—transact business on-the-go and meet with clients anywhere!
It’s a huge convenience, given all the added features of a more powerful virtual system, too. Moreover, you don’t have to worry about your privacy; RingCentral displays your business number if you’re calling using your smartphone app.
Lower rates for calling and faxing
Install RingCentral softphones on your computer for more affordable long distance calling and faxing. RingCentral lets you send and receive calls and faxes via the Internet, so you don’t have to worry about the usual high costs of long distance rates.
RingCentral also offers free minutes and fax pages, depending on your subscription plan.
Convenient and faster access to your business telephony
Do you need multiple phone lines? Toll-free vanity numbers? A professional voicemail greeting? RingCentral lets you add and tweak all these features through a user-friendly online account that you can conveniently access through a smartphone or tablet.
Phone lines or extensions are “virtual” or wireless and can be instantly added to your account. RingCentral also has data centers in multiple locations to ensure that your business communication needs are addressed accordingly.
Since you can keep your faxes and voicemails online for a certain amount of time, you have the option to immediately delete or forward them—ensuring that you have access to the most important messages.
Choose RingCentral multi-line phone systems
Complete business telephony features
Multiple phone lines, toll-free vanity numbers, online faxing, professional voicemail greetings, auto-attendant, audio conferencing, and music-on-hold can be quite expensive if you subscribe to a traditional service provider.
However, RingCentral provides all these functions and more on a single, affordable platform.
Instant set-up
RingCentral requires no lengthy installation processes. It has software delivered instantly to your devices. If you want to keep using your old business number, you can have it ported to RingCentral without worrying about disruptions to your transactions.
Easy to manage and grow
Set up shop in locations outside your local area. With a multi-line phone system, you can easily add multiple lines, phone numbers, voicemail inboxes, and other features. Give your business a homegrown feel by choosing local business numbers.
Collaborate better
Collaboration in the workplace is vital. RingCentral features are designed for the seamless operation of teams and departments.
Check your colleagues’ presence through your mobile device, route calls and faxes to the right departments and employees, send business SMS to colleagues and clients, and work together using the most popular applications like Box, Dropbox, and Google Drive.
Affordable and user-friendly
The RingCentral multi-line phone system can be kept in your pocket and is easy on the pocket, too! You can use RingCentral on your smartphone or tablet to stay connected even while traveling. The online interface is also easy to navigate—perfect even for those with no IT training.
Compared to other virtual offerings with the same features, RingCentral subscription packages are attractively priced. You get all the phone features you need at a low monthly price with no setup fees and no long-term contracts needed.
Optimize business communication with the best multi line phone system for small business or large
Adopting the right multi-line phone system offers a multitude of benefits that are hard to ignore.
From scalability and affordability to their setup process being a breeze, a modern multi-line phone system like RingEX offers a robust communication solution that will grow as your business grows.
Want to find out more? Experience the benefits of the best multi-line phone system by viewing a demo now!
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Important details and disclaimers