VoIP
A five-step plan to switch to VoIP
by Chad Agate
The process of switching over to voice over IP (VoIP) does not have to be complex or time consuming. The transition begins with a network readiness assessment, followed by a survey to determine how company goals match the available features of communication systems. Then, after determining requirements, a quoting process clarifies the costs and the features available from different solutions and vendors. After taking advantage of some product demonstrations, companies can select a vendor and finalize the contract.
Using this approach, businesses of any size can realize the cost savings, features and functionalities of VoIP in a short period of time. Following these five steps can simplify and accelerate the VoIP selection-and-installation process.
Determine network readiness. A network assessment should be the first step in the VoIP selection-and-installation process. The condition of the network impacts the total cost of the installation, the achievable voice quality, the type of vendor required and the type of solution needed.
Networking consultants can evaluate what hardware and configuration changes will be needed to manage voice traffic on the data network. Some vendors can provide preliminary information on the network’s VoIP compatibility via an online assessment questionnaire or can even remotely evaluate the network by running test voice packets and providing a detailed report on how the network responds. These assessments can help determine what will be required to make the network ready for VoIP.
Ascertain desired features. Each advanced feature chosen can impact the total cost of managing a VoIP system. While the potential for cost savings, productivity gains, ease of telecommunications management, and the integration with customer and other management systems are expansive and varied, they are often promoted as a package, which can mean paying for unnecessary features or sacrificing a desired feature for the sake of a lower cost.
Talk with other businesses that have already adopted VoIP technologies to learn about what VoIP capabilities they find useful. Businesses are often willing to share their insight into their experiences, including issues that they determined were important to consider throughout the installation process.
Contact a number of different VoIP vendors to determine the features their products and services offer. Discussing VoIP installation plans with other members of the organization can also reveal features that would be valuable to the company.
Obtain vendor quotes. While still early in the VoIP review process, ask for a price quote for a VoIP PBX system. The ultimate decision is going to be based in large part on the budget, so being armed with specific cost information related to particular systems, solutions, hardware and features as early in the process as possible is helpful. This also provides an opportunity to evaluate potential vendors on the quality of solutions they provide, as well as on the quality of their responses to inquiries.
Arrange for product demonstrations. Contact several qualified vendors to see what their systems offer through product demonstrations. Some vendors bring their products on site, while others provide a webinar or video demonstration. Demonstrations offer the opportunity to ask specific questions about the system, as well as maintenance and service options.
Many vendors do not provide full demonstrations of their PBX systems as part of their sales process. While obtaining a full demonstration before receiving a quote from a potential vendor is not necessary, getting a feel for how the system works prior to purchase is useful.
Select a vendor. The final step in the process is vendor selection and negotiation. All vendors should meet the credentialing, financial and customer referral requirements of the organization’s approval process. One of the most important considerations, however, is often determined by the customer service offered by the vendor. The vendor should be able to provide evidence that its experts will be readily accessible for problems that may arise, and guarantee that service-related issues will be handled in a timely manner.
Chad Agate is CEO of NeoPhonetics, Tinley Park, Ill.
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