Considering A New Phone System? Do Your Homework First.

Communication system is a vital aspect for maintaining smooth business operations. An efficient communication system can really improve your business and boost profits. The world is moving away from the old PSTN system. Internet based VoIP is the new paradigm in office communications.

Prior to choosing a phone system, several factors need to be considered like technology, telephony features, security etc. Now, this implies that you have to do your homework before buying a new phone system which fulfils all the communication needs of your company.

IP telephony systems are gaining popularity among business organizations as it offers amazing telephony features, uses the latest Internet based telecommunication technology and robust security. Let us look at some of the features that are being used by this latest telephony system.

Type of phone system that suits your business:

VoIP, or Voice over Internet Protocol, is the technology that is put to use by an IP telephone system. Depending on the number of users in your organization, you can either opt for the on-premise VoIP system or a hosted VoIP system. It has been proven that it is economical and convenient for companies with more than 25 users to choose an on-premise VoIP system that involves the installation of an IP-PBX such as IPedge, or Strata CIX  from Toshiba. If you have less than 25 users, a cloud based or hosted VoIP such as VIPedge is ideal. You start with a small number and keep on adding users as you gain confidence.

Now, you have to decide the IP telephone system that suits your business communication needs and budget.

Reason for looking a new phone system:

Other than dialling and receiving calls, modern day phone systems are expected to cater to several other communication needs of a company. You have to have good reasons to replace your old telephone systems and more often than not it would be the inability of your old phone system to offer advanced telephony features like voicemail, auto-attendant, find-me-follow me, voicemail-to-email etc. There are several companies that are offering VoIP services and you will have to make a list of all your communication needs before you subscribe with any one of them.

Phone system should integrate with other business systems:

It is known that a VoIP phone system has the ability to integrate with business applications such as ERP, MIS, CRM platform. Some VoIP systems also offer API’s for integration with software of your choice.

At the outset, you have to understand what integration is and what pieces of your software and/or application you want to integrate. Instead of worrying about technology, look at it from usage point of view – you want to show your accounts receivable to your clients? You need to integrate your accounting or ERP system. You want your and your colleague’s schedules to be integrated? Simple. Integrate your Outlook or similar Time Management software.

Deploy, maintain and support for phone system:

It is important to decide upon whether to go for deployment, maintenance and support or to outsource the operations and maintenance to a service providing company. If the company has a skilled IT team then it can deploy as well as maintain the system without any hassles. If not, it is better to consider a hosted VoIP service provider that provides all the necessary support.

Service provider:

If one opts for outsourcing the VoIP support it is essential to figure out who is going to provide support to the phone system. It is to be ensured that the VoIP provider understands the communication needs of the company. Again if the organization is planning to go for both VoIP and PSTN service, the phone system vendor must know this so that they can offer a proper solution and integrate the two.

Total cost of ownership:

Everyone is aware of the fact that switching to VoIP can save a good amount of money. However, it is important to look at the total cost involved for owning a VoIP phone system. The price factor has to be analyzed in a proper manner so that the company stays within the allocated budget. One needs to know what savings will be realized in the long run if the company opts to migrate to a VoIP system. As the business grows, the organization will tend to add users to the system, upgrade the system with new features and at that particular time, the savings may have to be recalculated.

About PhoneAM

At PhoneAM, we have the knowledge and experience to prepare a blueprint for your shift to VoIP. Call us today and we will guide you through the whole process.

PhoneAmerica Corporation is a leading supplier of advanced telecommunication systems for small and large business environments. A total service company, PhoneAmerica serves as a single point of contact for today’s growing communication needs, offering a wide range of telephone equipment, wiring, surveillance systems, telephone cost accounting systems, and voice processing systems.

Please call (800) 836-3601 for a free evaluation of your current system and the system you will need to carry your business into the FUTURE.