Triple-threat phone lines: maximize your phone dollars by assigning three or four numbers to one line - includes related article on call-routing devices

Home Office Computing, July, 1993 by Kay Hall

As a part-time desktop publisher (and mother of three preschoolers), I receive business calls and an occasional fax on my home phone. Even if call volume is relatively low, it's important to answer every business call professionally. The challenge is to separate personal calls from business ones, and voice from data calls. My solution: RingMaster, a distinctive-tinging service offered by Bell South.

Distinctive-ringing services, offered by local phone companies under different names (such as IdentaRing from Bell Atlantic, RingMate from Nynex, MultiRing from Ameritech, Custom Ringing from US West, Personalized Ringing from Southwestern Bell, SmartRing from GTE, and so on), allow up to three (and sometimes four) phone numbers on a single line. Each of these numbers carries a different ring pattern (long, double, short-short-long, and so forth), so you can determine which number was dialed. The monthly cost is about $5 to $10 for each additional number on a business line, somewhat less on a residential line. (Generally, residential lines must be converted to business lines in order to add business numbers, which are listed in the yellow pages.)

Besides my home phone number, I now have a business number and a fax number. Outside callers, of course, think that I have separate lines, since they dial different numbers. When I'm home and the phone rings, I can tell immediately whether it's a business or personal call or a fax. My four-year-old knows not to touch the phone when he hears a double ring, the business number. Should I decide that I eventually need a dedicated second or third phone line (if call volume, say, becomes a problem), I can keep the same phone numbers I now use.

Initially, there were problems with this arrangement. When I was out, all calls-- whether business, personal, or fax--were routed to the same answering machine. Thus, I had the same message for different callers and couldn't receive a fax unless I left the fax in receive mode. Then, of course, I ran the risk of greeting a potential client's voice call with a blaring fax tone.

HARDWARE SOLUTION

The solution to these problems is to use a call-routing device. These switches automatically identify each ring cadence and direct each call to the appropriate telephone device (phone, answering machine, fax machine, fax/data modem) you have chosen. There is no manual intervention required and no reconfiguration is necessary when you leave home. There is also no impact on outgoing calls.

Installing these devices is as easy as hooking up an answering machine. Multiport models have up to four outgoing, standard modular (RJ11) phone jacks, each labeled with its associated ring style. Simply plug your telephone equipment into the ports corresponding to the appropriate telephone numbers. For example, I've connected an answering machine for personal calls, an answering machine for business calls, and a fax-machine.

Extension phones not routed through any switch are unaffected and will receive all ringing patterns. If you put answering devices on extensions not connected to the switch, set them to answer at a sufficient number of rings so as to not preempt the call-routing device.

Call-routing switches are comparable in cost to standalone fax switches (from $50 to $100), but you must also consider the ongoing monthly expense of the distinctive-ringing service. When compared to the cost of separate phone lines, however, a distinctive-ringing system will pay for itself in only a few months. At least mine did.

CALL-WAITING

I get even more value out of my single phone line by using a call-waiting service. If I'm on a personal call, I can tell by the number of clicks whether an incoming call is personal or business. Call-waiting signals are supposed to disrupt fax transmissions (and phone companies don't recommend combining call-waiting and distinctive-ringing services), but I've intentionally tried many times to knock my fax offline, without success, so I'm satisfied with the setup. The only time I have a problem is when I'm on the phone and ignore an incoming call. The caller doesn't get an answering machine or a busy signal--the phone just rings and rings. A voice-mail system would take a message, but it wouldn't be able to distinguish among personal, business, or fax calls.

Given my relatively low volume of business calls (about 10 a week), I've found the ring router/distinctive ring combination to be an economical and effective solution. Now all I've got to do is teach my two-year-old not to answer the double-ring calls.

CALL-ROUTING DEVICES

I have tested a wide range of call-routing devices and would pick these two as the best.

RINGRITE

Manufacturer: Call Management Products, 2150 W. Sixth Ave., N. Broomfield, CO 80020; (303) 465-0651, (800) 245-9933.

Ports: 3; List Price/Street Price: $119/$100; Warranty: One year (30-day mbg); Special Feature: User configurable operational modes.

RING DECIPHER ASAP RD 4000

Manufacturer: Command Communications Inc., 10800 E. Bethany Dr., Aurora, CO 80014; (303) 751-7000, (800) 288-3491.