For any business contemplating the switch from an old-fashioned public switched telephone network (PSTN) system to Voice over Internet Protocol (VoIP), it’s easy to focus on the shiny new functionality and convenience and overlook the potential complications such a transition inevitably entails. To help avoid difficulties and maximize the benefits, here is a checklist of five things to consider before moving to a new VoIP system.
How Many Users?
Whether considering hosted VoIP or a premises-based system, it’s important to take into account the size of the user base before signing a service agreement or provisioning the hardware. Ensure that the service provider is capable of accommodating the number of users on the system in addition to enabling potential growth. To that end, it is a good general guideline to add 20% to the maximum projected user count for the next 12 months when calculating how much capacity the new VoIP system will need to support.
How Much Data?
In addition to considering the number of users on the system, it is important to have a reasonably accurate idea of how much data each of those users will require, and to ensure that the network infrastructure can carry that load. On top of being able to deal smoothly with normal bandwidth requirements, a good service provider must be able to handle abnormal surges in the amount of traffic passing through the system.
Most workplaces now are mobile, with a great deal of communications and other work being performed on mobile devices. This is largely due to the fact that the vast majority of people now use mobile devices in their personal lives, and they like to continue doing so at work. It is generally better to plan for employees’ preferences to use their personal mobile devices and implement those devices properly than to allow them to be used haphazardly on the VoIP system.
Aside from the technical aspects of setting up a new telecommunications system, the relationship with the service provider is an important consideration. Look for signs that a VoIP service provider is professional and values its clients. A service provider who takes unduly long to respond to questions or continuously attempts to up-sell potential customers before they’ve even sold the service is probably not a good choice.
It’s quite easy to look no further than the startup costs when considering the effects of switching to VoIP, but a more sound approach is to consider the total cost of ownership (TCO), which includes both startup and operating costs. Hosted services might involve lower startup costs than premises-based systems, but the operational expenses are sure to be higher.
Making the switch to VoIP services can be a daunting task. By considering these five areas, the process is more likely to be successful.