We're relocating. How do we know if we need a new telecommunications system? And, if so, what's the best one for us?
No business system is more critical to your impression on the outside world than your telecommunications system, yet many organizations approach the purchasing or improving of their system with little understanding of the variables that can affect the performance and the price.Most organizations begin the project of acquiring a new telephone system (PBX, Voice Mail & Related Systems) without proper prior planning -- wasting money on buying systems that are not appropriate in terms of size and capability and buying components, software upgrades or system functions that they will never use. Not to mention that you will surely be inundated with a variety of supplier proposals with widely ranging prices, proposing systems that are not comparable in configuration or capabilities. Since the average business telephone system is in place for over ten years, it is most advantageous to take the time and make the investment to do it right the first time.
With DIgby 4's Purchasing Support for Business Telecommunications Systems and their Maintenance Support, you will not waste money on purchasing the wrong system or waste time in attempting to compare pricing on unlike proposals. Here's how we can assist you:- Assessing your requirements
- Preparing procurement documents
(Request for Proposal, Terms & Conditions, Service Level Agreements, etc.) - Identifying appropriates suppliers
- Establishing selection criteria
- Evaluating alternatives
- Selecting a system that will complement your operations
- Negotiating a Purchase Contract and a Maintenance Contract
- Preparing a Project Implementation Plan
Do we have a plan in place for the continuation of operations in the event of an emergency?
The term "Continuation of Business" puts a somewhat positive spin on the issue also called "Disaster Recovery." Any way you identify it, this is an area that all organizations need to think about before they need it.
What if...
- Your telephone systems fails
- Your telephone service company has a cable cut
- You cannot get into your building
All these questions need to be answered to ensure the continuity of your operations. While many organizations think they are covered, they may find out too late that the processes they have in place do not work. Since the solutions almost always bear significant costs, it is important to consider what is really needed before spending money for capabilities that are excessive and may never be used.
These are the types of issued addressed by DIgby 4's Continuation of Business Assessment. We'll help you...
- Determine what type(s) of services and/or equipment is actually needed
- Obtain budgetary pricing and alternatives
- Prepare an implementation plan to get your processes and capabilities in place
- Our recommendations are then summarized into Continuation of Business Assessment report to discuss with you to review your options.
What you don't know about your PBX can hurt you. Protect your most expensive telecommunications system investment! Many organizations make these common mistakes:
- Getting caught off-guard when it's time to expand and find out that they need to buy a new system.
- Run out of direct dial extension numbers and have people in adjacent offices using different area codes.
- Buy new circuit board for $3,000. each when they don't have spare capacity on existing circuit boards.
- Presume that their current PBX programming is set up in an optimal manner.
DIgby 4 requests reports from your PBX that can help you to diagnose problems, improve operation operation and find out more about what is going on in your organization relating to how the telephone system is used. A DIgby 4 PBX Assessment includes:
- PBX Configuration (circuit board & system ports)
- PBX Growth
- Use of PBX Extensions (including direct dial numbers)
- PBX Capabilities
- PBX System Programming and Parameter Setting
- PBX Report Availability
- PBX Service Problems and their Possible Causes
We then present you with a report describing the results of the assessment with recommendations for improvement as well as documentation of the records we have assembled in the course of the assessment. Besides the PBX Assessment, DIgby 4 will also assess and report on the following integral areas of your telecommunication systems to determine the growth and operational capabilities:
Voice Mail Assessment: Configuration (Ports and System Memory), Growth, Functions, System Programming and Parameter Settings, Report Availability, System Problems and their Possible Causes
Call Volume Traffic Study: Determine if you have a sufficient number of outside lines to handle current call volumes and if you are paying for outside lines you don't need.
Outside Line Trunk Group Analysis: Since you are paying for outside lines (also called trunks) into your PBX, determine if you need all these lines and if they are grouped correctly.
PBX Outside Line Optimization: Determine if your PBX is programmed to send calls out over the lowest cost line, and if not, how it should be set up.
Outside Line Analysis: Identify all telecommunications lines on your premises, their circuit numbers, purpose and cost. Determine if you are paying for lines that you don't use and ordering new lines when you have spare ones in place.
