1. Not having an agreed budget for the business phone system
If you are about to set up a business it is advisable that you sit down with your colleagues or your new company's board of directors and decide upfront on what you need, no more, no less. It is common to get carried away with all the different options available out there but the bottom line is that you need a phone system that offers you what your business needs. With this in mind, do not leave it until the last moment to pull together the equipment and get quotes from various providers. Inevitably prices can change which could lead to an overspend or just a bad deal for your company.
2. Not knowing the difference between a PBX and a PRI
PBX systems offer a number of features to make your job easier, for example voice mail-to-email. At the same time they provide additional security by separating out internal extensions from external callers. Although these can be good things, it is necessary to do extensive research before you get one installed.
PRI systems are more commonly chosen to provide maximum cost savings. However, before opting for these systems it is vital to consider the future IT infrastructure of your business and any plans you may have for expansion or remote offices. If you do not pay attention to these points you could end up with a system that is unable to cope with your needs now or in the near future.
3. Not dealing with a competent supplier
In the last couple of years there has been an incredible amount of new entrants into this market sector. Some of these companies have very little experience and can lead to a few headaches for your business as they struggle with the set up process and slow down everything else. A quick Google search for the best business VoIP providers UK should provide some valuable feedback on what other customers think of their services. You can save yourself a lot of headaches by making sure that you select the right company for your business phone system.
4. Underestimating the importance of training
Once you have selected your supplier, part of their service offering should be to send you on a training course. This is not just for your customer service team, but also for your IT department with regards to set up and any future technical issues that may arise in the future. This ensures that everyone in the company knows where to find information which helps to reduce downtime when something goes wrong.
5. Not conducting an internal review
After everything has been set up you should ask yourself whether the system meets your business objectives and if it does then congratulations, you have just saved yourself a lot of money. However, in some cases the system may not be what you require and in this case it is important to conduct a full review and evaluate your options before signing a contract.
6. Not backing up your data
There is a reason why this is the number one rule when it comes to business telecoms – disaster recovery plans. You can have the most expensive phone system out there, but if someone accidentally deletes a company directory or you lose an email containing vital information then you will be powerless without a backup. Inevitably, backing up your data will save you a lot of time and stress in the long term.
7. Not planning for future growth
It is worth considering your company's future needs when organising a business phone system. If you opt for a PBX or similar advanced system then this can often lead to further expenses having to be made in order to cater for the future growth of your company.
8. Not doing regular audits
The last point is to make sure you do regular reviews when it comes to your business telephony system. Customer requirements are constantly changing and it is important that your providers keep themselves up to date with these requirements so that you can update your phone system when necessary. The best way to do this is to hire a company that can conduct regular audits to ensure your business always has the most up-to-date phone system possible.
What would you add? Any tips or advice on what to avoid when organising business telecoms? However, in some cases the system may not be what you require and in this case it is important to conduct a full review and evaluate your options before signing a contract.