Setting up a phone system for your business is a crucial step and one that requires careful planning and consideration.
Like most people, you would probably just ask for a quote. But the majority of quotes are just a list of hardware and monthly fees. This is no great help if there is no plan, or consideration given to how your business operates, or future needs.
I call this getting sold.
You really need an upgrade strategy, so your project can add the most value and improve productivity in your business.
For example:
- Define Your Needs & Goals
Start by clearly defining your organization’s communication needs and goals. Consider factors such as the number of employees, the nature of your business, and the expected call volume.
Determine whether you need basic voice calling, advanced features like video conferencing, or a unified communications platform that integrates various communication channels.
If your employees work remotely or on the go, choose a phone system that supports mobile integration, allowing calls to be made and received on smartphones and laptops.
- Budget Planning
Establish a budget for your phone system project. Consider not only the upfront costs of hardware and software but also ongoing maintenance service & internet fees.
VoIP systems rely on a stable internet connection. Assess your current internet infrastructure to ensure it can handle the added voice and data traffic. A separate business grade connection is recommended.
- Assess Hardware Requirements
Choose between on-premises, cloud-based (VoIP), or hybrid phone systems based on your organization’s needs and budget.
Cloud-based VoIP systems are increasingly popular for their scalability, flexibility, and cost-effectiveness.
Determine the type of phones you need for your office. Options include desk phones, softpwith hones (software-based), and mobile apps.
- Training & Support
What training & support will you receive for your employees on how to use the phone system effectively, including features like call forwarding, conferencing, and voicemail?
Setting up a business phone system is a significant undertaking, but with careful planning and attention to detail, you can create a system that enhances productivity and supports your organization’s growth.
Things to avoid!
- Getting Sold – Inadequate Planning
Failing to plan for the specific needs and scale of your business can lead to an ill-suited phone system. Inadequate planning may also result in underutilized features or the need for costly upgrades later and poor call routing or call quality issues.
- I’ll Just Get a Quote
By not planning and getting the right advice, you are at the mercy of the sales guy with them telling you what you need or what they want to sell you. This also could leave you paying for extra services you don’t need right now.
- Inefficient Call Queue Management
Poorly managed call queues can result in long wait times for callers, leading to customer dissatisfaction and potential business losses.
To avoid these mistakes, it’s essential to invest time and effort in planning, configuring, and maintaining your phone system properly. Additionally, staying informed about best practices and regularly reviewing and updating your phone system can help ensure it aligns with your organization’s needs and goals.
At WTCO we offer an on-site audit of your communications network and a tailored upgrade strategy for business phone system upgrades. Why trust us? We are technicians 1st not sales guys and only recommend hardware and services we install and maintain. That’s why we also offer our 100% satisfaction guarantee. If what we provide does not work as it should, we will work for free until it does!