Shared Phone Number: A Complete Guide

A shared phone number is a single phone number that multiple team members and firms have access to. You can configure such numbers to ring several phones simultaneously.

A Voice over Internet Protocol, or a "VoIP" service provider, typically facilitates number sharing. The system routes incoming calls in shared devices on the pre-determined sequence.

Depending upon your needs, shared numbers can be used for various purposes.
 

• Healthcare services use these numbers as emergency numbers to assist needy people in emergencies 24/7.
• Both government and non-government organizations employ such phone numbers to communicate with people and provide community services.
• Businesses operate shared team phone numbers as hotlines, allowing multiple agents to assist callers with queries. 
• Business enterprises use shared phone numbers for customer support, allowing calls to be queued when an operator is busy with another call.

• Understand your needs: Before choosing any service provider for a team phone number, understand what facilities you need and in what amount. For example, if you run a call center, you would need a robust communication system to manage the large inflow of calls.
• Choosing the correct number: Memorizing complex phone numbers can be challenging. For instance, between "901-975-3917" and "901-123-4567,” the number "901-123-4567" is easy to remember. Hence, get a toll-free number that is easy to memorize.
• Scalability of service providers: Ensure the service provider meets your evolving needs and demands, as markets are highly uncertain and can grow or shrink anytime.
• Cost and features offered: Be sure to choose the right plan for your  Shared phone number, which gives the best cost-to-value. Check whether offered services match your departments, business software, and other tools for a seamless transition.
• Reviews: Customers’ comments and ratings are vital in determining which VoIP provider offers the best services. So, read their reviews either on Google or Yelp to get a sense of their experience and implement it.

When there's an incoming call on the shared number network, every device connected to the same phone number gets a ring. If one person picks up the call, it stops ringing on other devices. Typically, the first person who answers connects to the call. At the same time, some systems offer options to set priorities or use sequential methods for answering phone calls among team members.

Pros:

Increased Flexibility
Shared numbers can be integrated on multiple devices which makes it easy for team members to operate remotely, thus increasing flexibility at work.

Cost Efficiency
A single phone number can be used on a single line. Hence, there's no need to install multiple phone lines, reducing the cost of operation.

Improved Customer Service
Using the group phone numbers among teams increases coordination, and the first available representative can take the call, reducing waiting time and thus improving customer service.

Versatility and efficiency 
An increase in team collaboration and centralized incoming calls makes it easy for teams to track and resolve customer issues. This efficient system improves communication, allowing the team to address customer needs more quickly and effectively.
 

Analytics and reports
A shared phone number provider uses Interactive Voice Response (IVR) for advanced call routing options. It ensures the calls reach the appropriate team members or departments, making it easier for insights into the call patterns of customers and performance metrics.

Cons:

Blacklisting Problem
If one of the team members on a shared network doesn’t comply with rules and regulations, it affects the whole team.

Increased Complexity and Personalization Problems 
Managing a single number requires additional coordination and communication with team members, which can lead to increased administrative overhead.

Also, providing personalized experiences to clients becomes challenging as they may speak to different representatives each time they call.

Privacy and security risks
Multiple users use the same shared phone number. If not appropriately managed, unauthorized access may increase. This makes it harder to secure sensitive information, leading to potential data breaches.

You can get a shared phone number from VoIP phone service providers. These services offer a virtual phone number that often comes with the feature of number sharing.
 

• Step 1: Choose your preferred VoIP service provider.
• Step 2: Go to their dashboard and sign up.
• Step 3: Select your preferred plan, country, and your number.
• Step 4: Provide your payment details and purchase the number.
• Step 5: Activate the number sharing feature. Assign the same phone number to your different team members.

A shared phone number for a business provides a flexible and effective way to handle calls across different teams and departments. Companies can improve their operations by having only one primary contact number. It helps in offering a better customer experience, and keeping a professional image.

Whether used for customer support, sales inquiries, or internal collaboration, these phone numbers contribute to improved efficiency, cost-effectiveness, and organizational effectiveness in today's dynamic business environment.

Calilio provides free virtual phone numbers with a number-sharing feature. Get your number today and assign it to your multiple team members for improved team collaboration and customer service.

You can invite your team members through an email link.

Yes, you can have more than one shared number. At Calilio, you can get multiple virtual numbers and share them with your different team members. They can use these shared numbers from a single device.

It depends on the service provider. Usually, the price ranges from $15 to $35. Consider Calilio for a more affordable price. Its monthly subscription plan starts at as low as $15.

Yes, shared numbers often support both calls and texts. You can use them for phone calls and SMS on multiple devices using a single number.