| Business telephone systems are typically vital to the | | | | discuss with the new telephone system vendor how |
| pulse of any company. Businesses must go through | | | | the old circuits will be handled with the new system. |
| the process of purchasing and transitioning from one | | | | 4. Have All Individual and Departmental Needs Been |
| telephone system to another on average between 5 | | | | Met? Hopefully the new telephone system vendor |
| and 7 years. Whether a company is upgrading their old | | | | helped review all individual and departmental needs to |
| digital system, installing a Voice over Internet Protocol | | | | make sure the new telephone system or Hosted PBX |
| (VoIP) enabled system or implementing a Hosted PBX | | | | service could handle them. Review each department |
| or Virtual PBX from Hosted VoIP Providers, the | | | | to ensure their needs are known. Organize how |
| transition is usually painful. This does not have to be the | | | | individuals and departments will use each phone |
| case, though. Here are some steps that will reduce the | | | | system or Virtual PBX feature. |
| disruption in changing telephone systems: | | | | 5. Know who will get each type of phone. If different |
| 1. Do Not Wait Till the Last Minute to Make a Decision | | | | models of phones were purchased, decide ahead of |
| on the Phone System. Telephone system vendors will | | | | the installation who within the company will get each |
| agree to almost any installation time frame in order to | | | | type of phone. Make sure that phone will handle the |
| make a sale. However, the less time they are given, | | | | features used by each individual or department. |
| the sloppier the installation will be. Planning a proper | | | | 6. Make Sure the Network is Ready for VoIP |
| installation takes time that is not always under the | | | | Telephones. If the new phone system includes VoIP |
| control of the vendor or Hosted VoIP provider. Small | | | | telephones with an IP enabled telephone system or a |
| systems need a minimum of 3 weeks for preparation. | | | | Hosted PBX service from a Hosted VoIP provider, |
| Larger systems require more time and some may | | | | check the data network to make sure it is ready to |
| require several months. If telephone service is being | | | | handle the VoIP traffic. Does data cabling exist to all |
| switched from one carrier to another, then time for | | | | phone locations? Do remote VoIP users outside of the |
| porting telephone numbers should be factored into the | | | | office have access to broadband Internet? How will |
| equation. Carriers should be able to estimate the time | | | | the remote VoIP user's phones connect back to the IP |
| that it takes to port which can be as much as 60 | | | | enabled telephone system? Will it be exposed to the |
| days. | | | | Internet? Connected via private network, VPN or |
| 2. Identify All Telephone Lines and What They Do. This | | | | Session border controller? Does your telephone |
| should have been done before the decision was made | | | | vendor know this answer? |
| on the phone system. If it has not been done, do it | | | | 7. Have an Implementation Meeting with the Vendor's |
| immediately. Use phone bills or call the Local Exchange | | | | Project Manager. The implementation meeting will |
| Carrier (LEC) to identify the lines and numbers. If there | | | | make sure that everyone is on the same page. Dates |
| is still some uncertainty around specific lines and | | | | should be set for installation during the meeting. Know |
| circuits, call them. Eliminate any that are not being used | | | | how long the transition will take place. Will it take place |
| and make sure the new system or Hosted PBX | | | | during the business day, after hours or on the |
| service accommodates all that are needed. | | | | weekend? How will calls get answered during the |
| 3. Know the Installation Schedule of New Telephone | | | | transition? In addition, the answers to steps 2 thru 6 |
| Circuits. Will the new circuits be ready in time for | | | | should be discussed. |
| installation of the new telephone system? Each type | | | | Telephone system transitions can be exciting and |
| of telephone circuit requires different hardware | | | | painful at the same time. Although following these 7 |
| components inside the telephone system. If there is a | | | | steps will not guarantee a perfect installation, it will |
| chance that the new circuits will not be ready, then | | | | reduce the odds of nasty surprises. |