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These days, it is not so much a question of if your organization will move to a VoIP telephony solution as when. Today's VoIP-based business communications systems offer significant advantages to organizations looking for a competitive edge. Reduced network infrastructure costs and increased productivity through modern communication tools are just a couple reasons many organizations are discovering it costs more to keep their existing systems than to make the switch.

However, not all VoIP-based communication solutions are created equal. A successful deployment requires important groundwork from assessing user readiness to inspecting network infrastructure demands. In this exclusive article, I offer you six items to consider for your VoIP telephony readiness checklist.

An Essential Checklist

1. Study your network landscape.
An organization has to understand the necessary environment in which to operate a VoIP telephony network. By analyzing everything from projected power demands to current and future numbers of mobile users, an IT department can position the VoIP telephony rollout most effectively.

2. Conduct an audit.
An effective network audit compares what the network looks like now, with what it should look like to support Voice over IP traffic. Organizations should consider whether the building has the proper wiring running through to serve a VoIP solution; determine if employees already have Ethernet cabling running to their desks; and decide on the importance of Power over Ethernet (PoE) to keep phones operational during a power outage.

3. Determine how a VoIP solution fits into your technology goals.
Knowing how VoIP telephony can affect the communications behavior of your company helps to prepare a VoIP telephony plan. Determine existing pain points around maintaining your legacy TDM PBX, the future obsolescence of products in use now, and the costs of doing nothing - which quite often outweigh the costs of moving in a new direction.

4. Assess users' requirements.
By rolling out a new communications system, you are taking on a business process re-engineering project, in which you are assessing how users collaborate now, and then comparing the status quo with what iss possible in the latest VoIP deployments. Also, consider training to bring users up to speed on the new technology. As the culture of communications change, it is important to understand how VoIP solutions can transform the way your business communicates with customers, partners and providers.

5. Do the math.
Calculate what the organization is paying now for long-distance calls or Web collaboration services. Compare what you pay for network-based services to the amortized costs of owning a VoIP solution. VoIP may deliver quantifiable productivity gains; your customer service representatives may reach more customers per hour. with a well-designed VoIP telephony solution. Also, a properly deployed VoIP system should address simple administrative tasks like personnel moves, adds and changes freeing the organization from a high hourly rate for a contractor to tackle them.

6. Ask vendors to provide demonstrations in your office.
Avoid vendors and sales representatives who are unwilling to bring a demo to your office. It is one thing to talk about ease of use and simplified management, but it is very much another thing to show it in a VoIP phone system quickly and effectively. A credible vendor should be proud to show it, not just say it.

Conclusion

By completing this legwork, you will be closer to empowering your users with the latest productivity-enhancing applications, and significantly reducing overall maintenance and operational costs for the organization as a whole. For more information on analyzing the costs of an VoIP-based communications system, or to schedule a live demo of a VoIP system from Advantia, contact us with this form.