Step One
Identify the needs of your organisation and your users.
- What sort of calls do my employees make and who makes them? For example, a sales team might be making more calls than other departments.
- Are there any requirements that a particular group may need? Don’t take anything for granted. Don’t assume that because your current system has a particular functionality that your new VoIP system will have the same capability. While it is more than likely that it will be achievable, there may be a cost involved.
Why do I need VoIP?
- You need to be completely clear that VoIP is the right way forward for you and your organisation at this point in time. It might be better to invest at a later stage, for example, if you are thinking of moving offices.
How much do I expect to save?
- Where are you expecting to save money? Is it in call costs or through improved efficiencies made from people being better able to collaborate on projects and communicate more easily? Such scenarios include people across the world being able to communicate easily and cost effectively by using the VoIP system rather than having to arrange a traditional conference call, which can be expensive and time consuming to organise. Using VoIP means that you can arrange this at any time and at no additional cost. Defining the savings you will make through achieving greater efficiency is difficult, but reductions made from calls are easy to highlight.
How much is your organisation currently spending on calls?
- Have you analysed the cost of your annual calls and how will it compare to a VoIP system? Are there any other savings that could be made such as PABX rental and maintenance for that system?
Step Two
Identify your needs for a new VoIP system.
- What equipment will I require? For example, you may still need to retain your fax.
- How much will it cost?
- How much will it cost to maintain and support?
- How much more (if at all) bandwidth will I need? And at what cost?
- Consider future options – you may be looking to open another office or expand your current operation. As a result you will need to ensure that whatever you purchase now will be able to meet your future requirements.
Step Three
Identify the right supplier.
- Use Conjungo’s ‘Find VoIP Suppliers’ search facility at the top right of this page..
- Look through magazine and online reviews.
- Talk to others who have recently installed VoIP in the same area as you.
- Use forums, networks and personal contacts to obtain recommendations.
Ask questions such as:
- Who has the experience of working with a company of the same size and profile as yours?
- Are any of those suppliers local to where you are located?
- How many similar installations have they made?
- Ask for references – ensure that the company is capable and reliable.
- Talk to a couple of their customers in order to see what benefits have been gained and what pains those customers went through when installing the system.
- Obtain a credit check to ensure that they are financially stable.
Step Four
Request a detailed proposal from three or four of your preferred suppliers.
- Set a deadline for when you need the proposal back.
- Give out details in advance as necessary to ensure that the suppliers you have selected can give you the best proposal.
- Go and meet them in person – get a good feel for whether you will be able to work with them.
Step Five
Select a supplier.
- Who best demonstrates that they understand your business and your requirements?
- Is the solution flexible and scaleable and therefore able to meet future demand? You don’t want to find out later that by investing a little more money now you could have saved money in the long term.Is it cost effective? Have they shown how and where you will save money?
- Does it clearly demonstrate the functional benefits – rather than just listing particular features? Does the proposal clearly show what the benefits are? There is no point on spending money for a system full of features that are of no benefit or that you will never use!
- How will your potential supplier support and maintain your system afterwards?
- How much will support and maintenance cost?
- Have you spoken to a couple of your preferred suppliers’ customers?
- Agree on financial terms – you may be required to pay a deposit but do not pay the whole amount in advance of delivery.
Step Six
Implementation, testing and go live.
- Install the new system. Only when you are entirely satisfied should you pay any balance outstanding on the invoice. This way, if there are any problems, your supplier will sort them out as a matter of urgency.
- Don’t forget to account for user training!