Five Steps to Prepare for a VoIP System Implementation
Choosing a new business telephone system is just half the battle; the other half is implementing this critical communications infrastructure. Careful planning is the key to a successful IP communications rollout. To make sure you cover all the bases before implementing your VoIP phone system, follow these five steps:
1. Map Specific Departmental and User Communications Requirements
User adoption is one of the primary factors in a successful VoIP system implementation. Mapping out the topography of user requirements across the organization can help you make sure the system is configured to yield the most value to employees. For example, sales, call center services, and other customer-facing departments can tap into the more robust call handling features of today’s VoIP systems. Both hosted VoIP services and premises VoIP systems offer a range of customization options to help your IT team deploy IP communications resources to the users who need them the most.
2. Build a Technical Support Team
Make sure that your in-house IT support team is up to speed in the new business phone system technology, or line up an external support service. A training seminar in IP communications technology can give your staff the tools they need to effect a smooth rollout. If your business has signed on for hosted VoIP services, you can depend on the service provider for technical expertise.
3. Hire an IP Communications Integration Consultant
Complicated VoIP integration projects can benefit from the expertise of an integration consultant. These specialists serve as both project managers and technical experts, resolving compatibility issues and planning a smooth transition from old to new telephone system.
4. Establish an Implementation Timeline
An IP communications systems serves as essential infrastructure for daily business operations. System downtime can cost the business and compromise productivity. Plan for a seamless transition by taking a phased approach, extending implementation over several months to a year.
5. Create Reliable Metrics
Define key performance metrics and create reporting tools before implementing the system. It’s important to include not only easily accessed data such as cost savings, but also difficult-to-measure features such as organizational efficiency and productivity. The ability to quantify the benefits of the new system can lead to greater senior-level support as well as ground-level user buy-in.
Implementing a new business phone system doesn’t have to promote chaos. To reap the benefits of new technology without the growing pains, follow these five steps to a seamless VoIP system rollout.
Sources