What Is a Multi-Line Phone System, and Do You Need One?

March 22, 2024

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Half of small business owners have made plans to grow or expand their companies in 2024. If you’re one of these ambitious entrepreneurs, those plans need to include a communications system that allows you to manage a steady flow of calls to serve customers.

That means a single phone line won’t do. You need a multi-line phone system that makes handling your clientele easy.

Fortunately, the days of long installations and expensive analog systems are a thing of the past. Learn how unified cloud communications allow you to easily and cost-efficiently install a multi-line phone service.

Key Takeaways:

  • Multi-line phone systems allow your company to make and receive multiple connections without callers getting bumped or receiving busy signals.
  • Cloud-based communications outperform old-school analog systems, and they are easier to install, maintain, and scale.
  • Cloud multi-line systems are also more cost-effective, making them the perfect choice for small and mid-sized businesses. 
  • Advanced features with modern multi-line phone systems include analytics, reporting, automated attendants, and easy call recording.

What Is a Multi-Line Phone System?

As you can probably surmise, a multi-line phone system allows your business line to take and place multiple calls at once. Instead of callers waiting on hold until the exchange is free, the call can ring another extension on the service, allowing someone else in your organization to accept it. 

Call holding keeps the individual in a queue so everyone can receive help in a timely manner. Multi-line phone systems also simplify the process of conducting conference calls when multiple parties need to converse.

Your workers can connect to each other internally in a secure private branch exchange (PBX). This permits internal transfers and conferencing as well on a company-owned system that keeps things confidential and organized.

What Are the Different Types of Multi-Line Phone Systems?

On-premise systems require extensive on-site technical support to set up and manage. This makes them expensive to use.

The digital transformation has given rise to the cloud-based multi-line phone system. Everything that keeps the system running is online. This allows you to access your phone system wherever you have the internet. It also means you can get unlimited phone lines without worrying about going through a complicated installation any time you want to scale.

How Does a Multi-Line Phone System Work?

A multi-line phone service requires a branch system to connect internal exchanges to each other. It must also allow connection to those exchanges from a single number that connects to the outside world.

Traditional Analog Systems

The simplest landline system permits two phone lines to come out of a single jack. You pay for an extra phone line and connect wiring that splits your single service into two.

A more advanced system is the analog PBX. This is like having your own miniature phone company inside your organization. When you receive calls, it can disperse these among your team with separate landlines or trunking technology to different extensions.

These systems also allow call forwarding, conferencing, and voicemail. However, if someone is calling in on every available line, new callers get a busy signal. Also, you must set up phones and equipment for each line, adding to costs.

Cloud-Based Multi-Line Systems

Cloud phone systems are the best multi-line services available. This is possible through the use of Voice over Internet Protocol to make calls over the internet. 

Instead of sending audio as an analog signal that can degrade in quality over longer lines, VoIP converts the information into high-quality digital data that can transfer nearly instantaneously over the internet.

As a result, you don’t have to install any physical jacks and wiring to connect a team of any size. You have a virtual PBX that links your team to each other and the world. 

Are Multi-Line Phone Systems Expensive or Hard To Install?

Cloud technology keeps the cost and installation of multi-line systems reasonable. Even if you don’t need multiple lines right now, you can set up a single business number with Intermedia for less than $30 and expand later. 

With cloud communications, you don’t need to purchase special phones to start. You can use your existing PC, smartphone, or tablet to start taking calls right away. Just sign up and download the app to begin. However, you can also get a free or discounted IP business phone with your service to see how you like it.

What Are the Best Parts of a Cloud-Based Multi-Line Phone System?

There are numerous advantages to having a multi-line phone system that makes your business more competitive, but here are a few of the best.

Automated Attendant

Instead of having an operator handle calls, you get an automated system that lets callers select who they want to talk to, giving you a professional image. Setting up your auto attendant is easy, and you can have it ready in minutes.

Call Analytics and Reporting

As your team grows, you can measure your call volumes and see how they affect your business activity. This feature comes standard with Intermedia Unite, and you can even program your system to generate these reports automatically for regular review.

Easy Call Recording and Transcriptions

Get a closer look at calls whenever you wish with automatic recordings. You can also generate and archive transcriptions of those interactions so you can search for key information. By keeping your team on one multi-line system, you always have access to vital customer data, even when a team member is not available or no longer with your organization.

Screen Pop

Make it easier than ever to remember a customer’s details and preferences with screen pop. This feature integrates your customer relationship management software with your multi-line phone system. Then, when a client calls, your device will automatically display their information, including details about their past interactions and key analytics.

Upgrade to a Multi-Line Phone System Today

Intelligent business owners always look ahead to ensure they’ll have what they need as they grow and expand. A cloud-based multi-line phone system removes any worries that you’ll have the communications setup you’ll need to scale.

Request a callback from an Intermedia representative to find out how you can set up a business line with our Unite UCaaS platform that is ready to grow with you.

Melinda Curtis

Melinda is the Director of Product Marketing for Intermedia Unite, our premier cloud-based unified communications solution.

March 22, 2024

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