Top 10 things to know before buying a VoIP Phone System

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What are the top 10 things to know before buying a VoIP Phone System?

If your business is currently in contract with a phone carry provider it’s really important you determine what is the contract end date for example when you originally sign the agreement which could have been five to ten years ago there was a term in the agreement the term was either 12 months 24 months or 36 months now you might think while I fulfilled my term a month.

But that’s not always the case you have to pull out the terms and conditions and look up the auto renewal. clause in it it’ll tell you what is the length of your auto renewal again the renewal Clause could be 12 24 or 36 months so it’s critically important on your journey to get buying a VoIP phone system to finding out your contract end date and to notify your current phone provider that you do not want your contract auto renewed two things might happen your account will be activated to month to month

How much does VoIP Phone Service Cost?


How much does VoIP Phone Service Cost?

which then you’re free to go out in the market and evaluate VoIP phone systems or they’re gonna disclose an early termination fee to you that’s basically a big number that if you leave you have to pay so the first step in your journey to a VoIP phone system is finding out your contract end date and communicating with your phone carrier provider that you don’t want your contract auto renewed [Music] so on average of VoIP phone system costs $25 per user per month so for example if you have 20 phones at your office simply take 20 times 25 and that will be 500 a month and that will be an ongoing monthly service so also you’ll need phone hardware and installation services to getting the phone equipment at your office

so again if you have 20 phones and you require on-site installation services you can estimate about a hundred dollars a month for the rental of that phone hardware and labor services so if you take $500 a month and $100 a month that equals $600 a month it’s a really good average for a 20 user business on how much this technology will cost the carrier you were paying for local long-distance toll-free lines you no longer have to pay them so that’s an eliminated expense and also if you are paying for maintenance fees on your older phone system that was in your office you no longer need to maintain that system so the fee for that older phone system goes away I broke it down into eight features that clients tell me they really like for example you get new IP phone hardware so the quality of the instruments are much more improved from currently

What are the best new features with VoIP phones?


What are the best new features with VoIP phones?

the one you’re using the second best feature is mobile applications everyone has an iPhone and Android at your office so you can load a mobile app and it really helps using the phone system much easier and much more effectively if a client leaves you a voicemail it can email you with text transcription and again that’s a really popular feature that most people like as opposed to just checking the voicemail on their phone number four is end-user phone software each employee your office has the ability to log in to their own portal this gives them really sharp features like visual voicemail visual call logs click to dial features so within the phone user portal itself you get an array of features you didn’t have in the past number five the ability to record calls manually and automatically

so if you need to go back to a conversation you had two weeks ago with someone it’s very easy in your phone software to go find that recording and listen to it as a WAV file or forwarded off to another user number six would be if you’re a call center environment so with VoIP phone systems the ability to give advanced call center reporting analytics if you have them you know a heavy inbound service queue with multiple staff call center could potentially really help your business number seven is CRM integration the new IP phones on your desk can integrate with many different software programs so the top two that I think that are really popular our Salesforce and Microsoft Dynamics so if you’re using Salesforce you can click to dial right out of your program you can have inbound screen pops so if a client calls you could see through Salesforce you know

Do I need new wiring or cabling at my office for IP Phones to connect to?


Do I need
new wiring or cabling at my office for IP Phones to connect to ?

the customers information right away and then deeper integrations from there but that gives you an idea where it starts and the last features that clients tell me they really like our instant messaging so that’s internally with your co-workers you can instant message each other through the through VoIP phone software and video collaboration so if you’re working remotely or if you intercom someone you can actually talk face-to-face with your coworkers when it comes to new wiring at your office there are four options and variables to think and talk through number one you could simply share the IP phone with your current cabling environment

What are the best IP Phones to use for my business?


What are the best IP Phones to use for my business?

so that means the computer and the phones share one cable other are some downsides to that so you would want to be careful before you just do it you’d want to talk to your IT vendor to make sure it’s okay with your network number two is if you have cat 3 Ethernet so let’s say you have an older phone system that’s 15-20 years old the wiring it’s connected to is called cat 3 so we can install a fiber appliance on site which reuses your Catherina Ethernet to work with IP phones what we like about this is it still separates the phone and the computer network and you could reuse your existing wiring so you don’t have to invest more money into new wiring solutions the third option and this is the most ideal is if you’re in a new office environment that has a cat5e or cat6 cabling for computers and you have cat5e or cat6 for phones so that’s the best of both worlds because you’re completely separating the networks and you don’t have to invest any more money and wiring and the IP phones will already work on your current wiring environment and

the last option is you could just avoid wiring all together and go with wireless IP phone technology or soft phone technology with headsets now there are technical things to talk through before you go ahead and do that but those are your four options at your office if you don’t know where to go or what to do we could come on-site and do a site survey or you could talk to your current IT vendor which might be able to give you recommendations we recommend two types of IP phones with our service the first brand called Polycom in the second called yaling what we like about Polycom is they have a wide array of options it’s called the vvx series of IP phones so the options go from the 301 to the 401 to the 501 to the 601 and additionally they have a huge array of conference room phones that could fit for your business we also like Yale Inc which happens to be the number two manufacturer and the voice over IP phone space and what we like about yaling is they have a TC a model phones called the T series so you have a huge array of options for desktop phones additionally of Yale and has made really nice cordless phones and conference room phones so between Polycom and Yale Inc your business has huge amounts of options and you just pick and select what’s right for you based on your end users based on your price point and what you like the most

What are the most common problems with VoIP that can impact my business?


What are the most common problems with VoIP that can impact my business?

the biggest problem with VoIP the number one issue that could go wrong hands down is bad phone call quality so that means if you’re making a phone call on your new IP phone and there’s jitter echo static and just terrible audio quality the human brain has no tolerance for bad audio quality so what we do to solve that is early in the process we team up with your IT company the company you outsource your IT services to and we get really aligned on technical design your IT hardware firewalls network switches wiring your internet circuits and IP addresses so early in the process we make sure that the design for your VoIP phone solution is flawless and makes sense with your current IT environment .

so when we go to deploy a new phone system installation we’re already partnered with your IT company and then you the end-user has a high quality functioning phone system not something that you deeply regretted you purchased the second biggest problem with VoIP phone systems going wrong is the actual day of the installation or the go-live date so many providers out there will ship you phones and a router in a box that show up at your door so the day of the installation and the port date of your phone numbers you’re expected to plug in the phones yourself what that typically can do there can be a lot of confusion there can be a lot of running around and scrambling and not being properly prepared to deploying the VoIP phone system

What happens to the phones if the internet or power goes down?


What happens to the phones if the internet or power goes down?

so our solution to that is we actually come on-site the day of the installation and the go-live date so they’ll be a trained technician or two at your office there’ll be an end-user trainer there’ll be a manager checking in on on how your client experience is going so in our experience on-site delivery of a new Floyd phone solution is a much better experience than a remote deployment the third biggest problem with VoIP phone systems going wrong is when you the client aren’t educated on how to use everything so naturally you and your staff get excited you get new IP phones

you’re getting all this new fancy software technology that’s supposed to make your life better and run your business more effectively well if no one takes the time to show you how to use it from your perspective you’re never going to utilize the technology as effectively as possible so what we do to make that a better experience as we prefer to go on-site to train you and your staff on how to use the phone Hardware in detail the end user portal in detail the administrative reporting capability and all the nuances of the phone system we really train you on site additionally after you’re trained on-site we would give you a remote training so you can just get even more familiar with how everything works the force biggest problem we observe in the voice over IP phone space is when you actually need service post installation so let’s say you get a new voice on system you’re gonna keep it for years to come so naturally you’re gonna have to call in for service from time to time refer check programming changes or for training or for whatever functionality you need changed on the system

Do We Keep our existing phone and fax numbers that we have used for years?


Do We Keep our existing phone and fax numbers that we have used for years?

so in our experience if your calls are outsourced to India or NGO possibly to California with a different time zone or go to a bad service provider you’re just gonna have a terrible experience you’re not gonna want to call them so ultimately we’ll all that happens is that your phone system begins to suffer because you don’t even want to deal with the problem that’s in front of you so if the internet or power goes down at your office there’s ultimately three options we can work with the most ideal option is that you have two internet circuits at your office for example a verizon fios and maybe cable vision optimum or comcast so if one internet circuit fails the other internet circuit kicks in so your inbound and outbound phone calls work real time with no interruption in service

the second option if your internet or power fails will be we can route your incoming calls to a virtual auto attendant which in turn can point to cell phones remote IP phones or even just let the client leave a voicemail which gets emailed to the right people at your office and the third solution and this is depending on your office environment if you have two locations and one office location fails for internet or power outage we can just route the calls to the site B or the second office location so the staff at the other site can handle all the calls and still keep you know conduct business on a day to day basis so what happens to your existing phone and fax numbers you’ve had for many years well of course they’re yours you get to keep them and there’s a word you’re gonna learn it’s called porting or LMP which stands for local number portability when you go with when you upgrade your phone system to a voice or phone system

How does the installation process work?


How does the installation process work?

those phone numbers port from one service provider to another now I do want to stress the importance of the following numbers when you do your when you evaluate your line list you have your phone numbers on your phone system you have fax numbers you have possibly directed more dials also known as D IDs also known to private lines you have toll-free numbers and you also have credit card in my life alarm lines I do want to stress the credit card an alarm lines will not port to a voice over IP phone provider that would stay behind on an analogue line provider like a Verizon so how does the installation process work well there’s really one of two options you can get an on-site installation package or a remote installation package customers that prefer an on-site installation package we provide an on-site technical site survey on-site installations of the phones on-site wiring services and

on-site end-user training and post installation we have the ability to roll a truck on-site to your office for any break fix troubleshooting or anything that you need us for on-site services on the other side there’s remote packages now this is fine if you have in-house technical IT talent or if you have a really strong IT provider that wants to handle the on-site side of the installation process so in a remote package we would work with someone at your office to ship out the phones to make sure they’re plugged in correctly to provide you with remote end-user training and to provide you with remote services so again there’s no right or wrong it really depends on what you as a business and what makes the most sense for you an ideal client for total data solutions is a privately held business located in northern or central New Jersey.

Who is an ideal client for Tele-Data solutions?


Who is an ideal client for Tele-Data solutions?

typically that customer will have between 10 to 250 phones or employees and we tend to lean towards we service clients with multiple multiple industries but we tend to lean towards the service trade organizations legal medical offices engineering firm firms or multi-site office locations with their headquarters in New Jersey if you have less than 5 IP phones at your office we’re not going to be a great fit for you or if your business is located outside of New Jersey if you feel like your business is in the market to replace your traditional older phone system with something newer and you don’t know where to start feel free to reach out to me and I’ll help point you in the right direction you

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