 |
|
|
| Published in: Succeed in ICT
|
|
 1 Are you technically ready?
The first question to ask yourself is whether you will be running a LAN (local area network, a computer network that connects various computers together) or a dedicated network (a network just for your VoIP). A dedicated network will affect infrastructure costs and allow faster speeds as the computers and other devices are not all linked to the same network.
If you decide to use your existing network then look at what else will be running on your network and how much capacity it will be taking away from your VoIP system.
Most VoIP providers are able to help you test your system.
You should also test your bandwidth capabilities. Bear in mind that they fluctuate a lot in South Africa, so do a range of tests to find a minimum point.
Tip: Make sure that your IT department sets your switches to give the VoIP system preference, otherwise you will have a loss in line quality if the network becomes loaded. Alternatively, you can invest in gigabit switches, which are more expensive but can handle the capacity and load.
It is a good idea to also create an accurate diagram of your network before you take on a VoIP system. This will help you to see where you might have problems that will require upgrading.
VoIP – 11 things to think about
Work out how many local, international and mobile calls you are making. This will give you an indication of how much money you are spending on calls and whether most of the spend is international, local or mobile.
When you consult your VoIP provider discuss this with him as he will be able to tell you whether or not you will be saving money if you install a VoIP system. Sometimes it is not worth switching to VoIP.
3 The Eskom and Telkom problems
Unfortunately VoIP needs electricity and internet connectivity to work. Neither of these are stable in South Africa, which will mean that you will probably need a backup system of some sort should the power go down.
Once again, discuss this with your VoIP consultant to find the best solution for your business.
4 To host or not to host
You can host the VoIP system (PBX) yourself or have it hosted by another company. The initial outlay for self-hosting is more significant; however, the long-term costs are less.
Having it hosted is ecommended for companies with less than 15 employees or companies that do not want the hassle of dealing with in-house IT.
5 Choosing the right service company
There are many companies offering VoIP services.
Contact several to quote you on your specifications.
Don’t settle on a company that you are not 100% sure of, as the system is a long-term investment.
6 Choosing the system
Your VoIP system will need new handsets and a range of other pieces of equipment. Consider the growth of the company within the next three years and budget for added bandwidth and strain on the system.
Tip: Make sure that the equipment you buy is compatible with your service provider.
When choosing your phones get systems that are digital and IP network compatible. Check that your PABX can handle VoIP or you could use your PC. It all depends on how many people will be using the system. The PABX system will automatically switch over from VoIP to an analogue (Telkom) line without you even knowing the difference. If you will be the only person using the system you could use your PC. You will have to purchase a phone that has VoIP capabilities and plugs into your PC via a USB plug.
7 Payment
Find out what options the various providers have for payment. Most providers have rental or lease options available, which makes the system more affordable. Support staff are available if something goes wrong. Ensure their turnaround time on support calls is efficient and that the onsite time allocation details are clearly noted in your rental or lease agreement.
Tip: Ensure your return on investment is calculated into the budget by calculating how much you will save by using VoIP as apposed to the landline.
8 Creating a time line
Work out a time line for the project. It is advisable to roll it out in sections as opposed to disturbing the entire company. This will also give you the opportunity to test the system with a select few.
Tip: Make sure you plan extra time for completion of the project. Usually no project runs exactly as planned.
9 Get buy-in
Keep your managers and team leaders abreast of the project. This way they can smooth the way for the IT team and let staff know what is coming.
It is also a good idea to make sure that the leaders in the company are knowledgeable of the system and can train their teams once the system is installed.
10 Make training easy
 Create ‘how to’ guides that include frequently asked questions. Give everyone one of these to help minimise the strain on your IT department.
Implementing the VoIP system one step at a time will also mean training a few people at a time, which is easier than training the entire company at once.
11 VoIP incompatibilities
Fax machines cannot use VoIP technology, so don’t get rid of your landlines entirely. The Telkom line can still be used to make local calls and as a backup in case the VoIP system goes down.
|
|
|
