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How to successfully implement a phone system in your business

Posted on 13th August 2019 at 09:51

Setting up and implementing a new phone system can be a huge challenge. Luckily, business communications specialist Andrew Lamb is on hand with some advice to ensure that the process is hassle-free.

Often, the successful implementation of a new phone system requires businesses to take into consideration planning and execution step by step, to make sure that the transition from the old system runs completed smoothly – and with minimal disruption to day-to-day activities.

Follow this guide and you’ll be on the right track…

Outline timescales, budget and scope of requirements

Crucial to completing this step successfully is to create a process flowchart, which you can use as the foundation of the whole process.

Define your requirements as a business

This includes scoping out user requirements, evaluating the current system environment and its compatibility with your new phone system, training and communications needs – and any security issues.

Integrate your technical support team into the process

Usually, IT teams are the first point of contact when a malfunction or user-based problem rears its head. It is crucial that they’re familiar with the system and know the solution. This can be achieved by ensuring that the IT team is highly involved in the implementation phase. Also, IT teams often have vital recommendations when it comes to compatibility, integration and configuration – making their early involvement even more important.

Find the right system and provider

When going through this step, many businesses find it helpful to get quotes from various providers and comparing offering based on your budget and requirements. Cellular Solutions has years of experience in helping businesses to find the right business communications solution. We work with businesses from launch to maturity and we are able to future-proof communication systems, enabling organisations to scale-up easily.

Set performance metrics/KPIs

Using performance metrics to compare your new phone systems to what you had set in terms of expectations and requirements will help you to evaluate if the service you pay for is the best for your business. You could consider ROI, efficiency, call time, wait time and overall satisfaction.

Follow a timeline

Setting up a timeline is an activity which a lot of businesses undertake during the flowchart stage – it helps you to map responsibilities and contact details. In addition, it offers a clear view of your progress and any gaps that you may need to fill.

Network evaluation 

This covers aspects such as evaluating and planning for backup systems, bandwidth, amount of hardware such as handsets, switches and routers for new phone systems and inventory of existing stock for upgrades.

Network set up

During this stage, it’s helpful to keep track of things such as correct execution and integration, efficient incorporation of relevant features, inclusion of performance tracking methods and implementation of failsafe measures.

System test

It’s recommended that you test your system before its roll out to avoid disruption: things don’t always go as expected and you might experience technical hiccups! Do a test network with a set number of end devices and bandwidth, test its failsafe mechanisms and put it through a ‘stressed’ conditions test to ensure it can handle emergency situations. This gives you an opportunity to tweak any technical or software features with the help of your provider well before it’s live.

System roll out

Once you have completed these steps your system should be ready for its roll out!

If you need help with finding the best phone system for your business needs or require additional training or advice, then get in touch. If you have a burning question for one of our experts, feel free to tweet us @CellSolNE or give us a call on 08700 118 000.

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