Read our simple guide if you are considering updating or overhauling your telecoms infrastructure
The telephone system is one of the most important investments any business will make and there are many things to consider before you sign on the dotted line. To help, we have put together a simple guide so that you can plan and make the right decisions to ensure a smooth implementation of your new telecommunications.
Defining the evolving business needs
The first, and most crucial step of the implementation process is to conduct a comprehensive review of your current systems. This should include a full audit of your telecommunications hardware and all the connectivity services that support it.
Conducting a survey to understand the strengths and weaknesses of your current systems is a great way to lay the foundations on which to base your decisions and it will help you to ask the right questions when choosing your new system.
Involving Key Members
Pulling together such detail will probably require the help of key members of staff across the business. Depending on the scale of the project, input could be required from the IT Manager, Operations Directors or Facilities Management. Such key members could be instrumental in defining the requirements for any technology change and involving them early in the process is crucial to getting their full support to help find the right telecoms solution.
It is also important to understand the key factors that could constrain the overall vision for the company’s needs, these include budget, timelines, resources available to assist implementation and the service impact on the business.
Do your Research
Now that you have defined your business requirements, you now need to do your research. With so many telecom solutions out there it can be a total minefield, however it is important to grasp a basic understanding of some of the products and services available to you in the market place.
Fundamentality you have two options on how you want your telecommunications delivered within your business, either by a hardware based solution located within your premises or by subscription based solution hosted via the Internet or ‘Cloud’ as its commonly known.
We previously posted a blog on how to choose between a ‘Cloud or an On-Premise Phone System’ which you might like to take a look at. In addition to this, there are many other applications that you may wish to consider which include Call Recording, Remote Worker functionality or Multisite Connectivity for example. All of these considerations will have an impact on whether you choose a cloud or on-site solution and must factor in your long-term strategy.
With any investment made you certainly don’t want to be compromised by the limited capability of your chosen solution, especially if you wish to accommodate additional application technologies further down the road.
Choosing a trusted Supplier: the questions to ask....
Once your business’s needs are established and you have carried out your research, the next step is to choose a supplier that can deliver on your objectives. But how do you know which supplier is the right one for your business?
It’s all about asking the right questions…Here are our key 5 points which you should think about when choosing a supplier.
Supplier checklist:
-
Service – Every supplier will promise great customer service, but what does that actually mean? Look at the supplier’s existing relationships to determine whether their service is as good as they claim. Access to case studies and asking for references is a great place to start!
-
Credibility – Can the supplier implement the service or solution you need? Do they have the resources and expertise to provide support before, during and after the entire implementation process. Are there qualified project managers and staff able to deliver on their promise? These may seem obvious points, but many suppliers often fall short on these areas.
-
Reliability – What kind of products and services does the supplier provide. Do they use established hardware vendors and network carrier’s? These are some of the most important things to recognise as the supplier should be accredited to supply their services and provide ongoing support.
-
Ethos – Look for a strategic partner. For any implementation, it is just as important to look at the supplier’s ethos and company values as well as the solution they are supplying. As with any relationship, trust is imperative, find out if you can meet the Operations or Technical Directors. These kinds of face to face meetings will demonstrate their commitment to delivering real value to your organisation.
Managing Risk – How can Business Disruption be avoided?
Business disruption is unfortunately often overlooked at the planning stage. It is important to understand the relationship between all suppliers involved and should there be a problem what measures are in place by the supplier to manage unforeseen circumstances?
Sometimes there is no guarantee that connectivity providers can deliver on time due to the complexity of the operator’s network. However, by careful planning to reduce potential risks this will certainly minimise disruption and ultimately safeguard the reputation of your business.
So, it’s all about the Planning and Preparation?
Ultimately the answer is yes. With the support of your staff and close cooperation with your chosen supplier, there is no reason why any new telecoms implementation can’t be delivered with great success.
To help you plan for your next telecommunications change, contact us today on 01908 324 270 or email info@entropie.co.uk
