Shared Phone Numbers Explained and When to Adopt

Shared Phone Numbers Explained and When to Adopt

Some of you know this feature as group phone numbers or team phone numbers. Regardless of name, the meaning is the same: one phone number that can be accessed and used by multiple individuals or devices within a team or organization.

It’s like a shared email address that all family members have access to. Someone will send an email to the shared address, and multiple users will receive the notification. Also, anyone can reply.

Now, how does this work with phone numbers?

This functionality is made possible by virtual phone systems or VoIP (Voice over Internet Protocol) solutions and is primarily used by businesses and teams to streamline communication and collaboration.

To help you get a better understanding of this feature, we’ll take a look at how this works and who can benefit the most from using it.

How Do Shared Numbers Work?

The system is quite simple: when someone calls the shared number, the call simultaneously notifies all the team members' phones (mobile or desktop apps). The first person to answer the call is connected, and the ringing stops for the others.

When your team members call or text a client, the shared business number is displayed as the Caller ID, regardless of the device they use. This maintains a professional and consistent brand identity and allows your employees to use personal devices (great for remote teams).

The most important feature of shared phone numbers is that multiple people can use a shared phone number to make and receive calls simultaneously. This makes it a cost-effective solution for small remote teams that need an official number for client outreach.

It’s also a great solution to make sure no calls go unanswered. There will always be someone at the other end of the line to pick up the phone.

Who are Shared Phone Numbers For?

This solution can be a great tool to maximize remote work productivity, but there are more use cases where a shared number makes more sense than a traditional phone plan.

A shared number is a good option for these types of people/groups:

• Small businesses and startups looking to establish a professional presence without the expenses of a traditional phone system.
• Customer service and support teams aiming to improve response times and optimize load distribution among team members.
• Sales teams in need of a consistent caller ID.
• On-call teams and support lines for high accessibility and reduced risk of missed critical calls.
• Project teams that need a central line for a specific project.
• Groups (like a musical band) that need a single point of contact.
• E-commerce or ridesharing services looking to protect customer and agent privacy.

How Do I Get One?

You’ll first need to find a reliable Voice over Internet Protocol (VoIP) service provider that offers a virtual phone system designed for teams or businesses. This is the most crucial step, as the provider determines the features, quality, and cost.

Look for a solution that is easy to use and install, focused on shared number capabilities for small businesses and startups. The user interface should be intuitive and have mobile apps. Also, make sure you can customize the system as you see fit (decide who gets notified, who can use it, or where to store the logs).

Once you have a provider and have decided on a plan and phone number type (a local number with your preferred area code, a toll-free number, or a vanity number), the setup is quite easy. Some providers allow you to port (transfer) your existing number to VoIP, but the process takes a bit longer.

After setting up the main account, you can add your team members as individual users (or extensions) within the virtual phone system's administrative dashboard. And that’s about it; you’re ready to start conquering your market niche!

Wrap Up

If you’re looking for a cost-effective solution to your phone communication, shared phone numbers may be the answer. The systems are easy to set up and use, and the level of flexibility makes them a great option for both hybrid and remote teams. In our opinion, it’s a great solution for businesses just starting out.