TouchPoint Networks Blog Articles

5 Questions to Ask When Looking For a New Business Phone System

October 26th, 2012 by admin

You may be thinking it is time to purchase a new business phone system, but you’re not sure what to look for when evaluating different manufacturers and vendors. We've compiled a brief list of questions to get you started.

  1. Does the system support Session Initiation Protocol (SIP)? SIP is one of the big buzzwords in the telecom industry right now because of the cost savings that can be achieved by streamlining your monthly voice and data costs. Not only are there reduce costs, but several smaller organizations can leverage SIP trunks in order to gain access to new features and functionality, such as Local DIDs, which are private numbers to direct extensions etc. These features were previously excessively expensive or reserved exclusively for large companies. SIP is leveling the playing field and has successfully brought enterprise-class solutions to small to mid-sized business (SMB) looking to compete with larger companies in their industry. SIP protocol also means you have more choices. No longer do you have to purchase the manufacturer's proprietary phones to be placed on the manufacturer's system. You will get more choices and can move forward with new technology if your system is compliant with SIP.
  2. Does the system support Unified Messaging? Even if you don't want to take advantage of these features today, they may enhance your productivity in the future as you grow. Unified Communication solutions provide a number of impressive benefits which increase productivity in many types of businesses. One example is presence management, which informs receptionists and other users of where coworkers are located at all times and what their status is, for example, “At Lunch.” Fax-to-email and the ability to schedule outgoing faxes through a fax server lower telecommunication costs help businesses go paperless. The bottom line is that Unified Communications can not only help companies drastically reduce the use of paper, but also reduce travel by utilizing video conferencing or web collaboration and allowing employees to receive calls, faxes and voicemails anytime therefore increasing efficiency and productivity.
  3. Have the previous versions of the manufacturers system supported upgrades when new technology has become available? In some cases, phone system manufacturers require what we call a "forklift" upgrade. That means that none of the parts you originally purchased will work on new technology so you have to buy a completely new phone system. Make sure that the manufacturer you are looking at supports upgrades and migration paths to new technology in their product road map. Ask them how they have handled the situation in the past. That will give you a good idea on how the future will be handled.
  4. How does the vendor who will be responsible for installation and implementation handle upgrades and at what cost? How are moves, adds and changes performed and is there a labor charge for that work? Some companies provide low cash purchase prices at initial installation, and then make up for it after installation with time and materials charges for upgrades and changes. Does the vendor have a fixed monthly payment program that includes all future upgrades, changes and service? These are questions that companies frequently overlook when evaluating different solutions.
  5. Is the system going to help your company become more profitable and efficient? This is where your vendor can help you evaluate your Return on Investment or ROI. If you can't see an improvement in profitability, or an increase in efficiency, or even an enhanced image with your customers, then there is little to no reason to purchase new technology.

Hopefully this list will get you started on the right path in helping you find the right communications solution for your business!

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