Getting the Right Solution – 10 Tips

Choosing the telecom solution that’s right for your business can be a daunting task. Here are 10 tips to help you make the right decision…

1. Number and Types of Phones

   When a company begins thinking about a phone system the options, choices, and features can all seem a bit overwhelming. To simplify, start by sizing up your organization. Group individuals and areas that may need a phone into common uses. For example, some office personnel will require phones that offer a variety of features while others will only need the basics. Will sales reps need a full featured phone? What about common areas like the lobby, break room, or shop? What about your executives? As you narrow down the use for each category it becomes easier to create a master plan that will show you the total number of phones that will be needed.

2. Number of Telephone Lines

   One of the most common questions all companies struggle with concerns calculating the total number of phone lines that are really needed. While there are some standard guidelines such as a 1:2 ratio, it really depends on your business model and its specific phone activity. A manufacturing facility certainly needs fewer phone lines than a direct sales call center but by how much? Perhaps that manufacturing company could really get by with a 1:2.5 or 1:3 ratio but a call center on the other hand may need 1:1 because their reps are on the phone 90% of the time. Since you know your business best only you can determine the actual need for your company. In any case, getting a good handle on this end of your phone needs will go a long way to getting a solution that will serve you well.

3. Required User Features

   Modern phone systems have come a long way in regards to features. The IP phone systems of today can offer a small office the capabilities once only reserved for Fortune 500 companies. The sheer quantity of those features can seem a bit daunting but don’t be dismayed. Start by identifying the functions and procedures of your personnel in reference to their phone usage. Once you have that basic list you can begin to identify the features that will enhance your staff’s routines. Do they need voicemail? Would voicemail to email simplify things? Do they need a visual desktop panel to view other phones on the system and use click to call or drag & drop to transfer? What other capabilities would enhance or simplify their phone use?

4. Required System Features

   Once you’ve identified the individual user’s needs you can look at the big picture to determine what major capabilities could be used to streamline your operation or lower the overall monthly spend. Things in this analysis include whether or not an Auto Attendant would be beneficial. Perhaps you need to take it a step further and consider an Automatic Call Distribution queuing system, otherwise known as ACD. Do you have multiple sites or remote employees? What features could be used to streamline everything and give the appearance that everybody’s under one roof on the same system? The possibilities are endless here and the cost savings created by some of them can be impressive.

5. Cost Savings

   As mentioned earlier, an IP phone system can save a company money. A careful analysis may be required to capitalize on the potential savings. Some areas known to produce such results involve a reduction in the total number of phone lines required, retirement of point-to-point circuits, a reduction in long distance usage through IP trunks or smart dialing configurations, or the long term net gain through the elimination of periodic software and hardware upgrades. There are many angles to saving your company money when deploying a new phone system. Contact us today for an in depth analysis.

6. If Going With A VoiP System Do All Phones Have To Be IP Phones?

   A common misconception when looking at an IP phone system is that all phones on the system have to be VoIP phones. Nothing could be further from the truth. If your company has basic users that don’t need access to very many features it is possible to deploy common analog phones in those areas.

7. Compatibility

   Some companies have discovered quite painfully after the fact that the system they purchased is not up to date in it’s compatibility with other technologies or equipment. If you have special applications or want to utilize cutting edge features be prudent and check compatibility specs in the decision process. It’s also a good idea to develop a long term perspective concerning your purchase. Questions such as the following should be explored in your decision process: “Where is the technology going and will this solution be able to adapt or migrate with potential changes in services or standards?”

8. System Dependability

   In today’s business climate quality communications can make or break a company. The system you choose should have a strong track record of reliability. Unless you really don’t care about your callers needs, anything less is guaranteed to tarnish your company’s reputation concerning its responsiveness to its clients.

9. Vendor Reliability

   In much the same way you don’t want to find out that your system vendor is characteristically unreliable in the midst of a major crisis. Do your homework and verify that the vendor you’re considering doing business with has a reputation for good service.

10. Future Growth

    If your company grows will the solution you buy today grow with it? At what point would it need to be replaced again if that growth exceeds its capacity? Questions like this can save your company money in the long run and avoid potential headaches later.

Each business model is unique and may have it’s special applications. As well there are many more things that should be considered but these pointers will get you started on your quest to finding the right phone system for your organization. Feel free to contact us – we will assist you in your decision process in any way we can.