When moving to a new home, most people plan ahead making lists of what to cancel at their old address and what to set up at the new one. However, when it comes to buying a new telephone system for a business (something crucial for keeping operations running smoothly) it’s surprising how often planning is neglected.

In this blog, we’ll outline some of the most important factors to consider.


How Will the New Telephone System Be Funded?

Consider your payment options. You might choose an up-front payment or opt for zero initial cost followed by regular fixed monthly payments. Keep in mind that no advance payment usually results in higher monthly charges, so decide what’s best for your financial situation.


What is better for my business – Hosted Cloud or an On-Premise System?

Most telephony is now hosted in ‘the cloud’ (software located within a data centre). However, some organisations prefer or require an on-premise system, sometimes for engineering reasons. Assess your needs and preferences carefully.


Do I want to enable remote or satellite working?

If you want to enable colleagues to make and receive calls while working away from the office (whether at home, a satellite office, or on their smartphones) you need to factor this into your new system. Ensure the internet connections and software you purchase support remote working.


What are my most desired features for my telephone system?

Think beyond basic call handling – consider if you need:

– Auto Attendant (IVR)
– Voicemail to email
– Call recording for handsets
– Call recording for smartphones
– Specific handset types
– Additional devices like audio conference tools, door entry systems, external ringers, and headsets


What infrastructure will my business require?

Evaluate the infrastructure requirements:

– Are there existing sockets and cabling, or will new ones be needed?
– Ensure there’s a suitable internet connection available; don’t just assume there is.


Do I remain loyal to my current suppliers?

If you plan to stay with your current supplier, speak to them early. This is particularly important if you need a new internet connection, which can sometimes take months to install.


Should I move to New Suppliers

When considering a new provider, check reviews and references from other users of their services, especially if you found them through an online search or a cold call.

If you’re switching providers, check your current contract for any notice periods or early termination fees. Discuss after-sales support with potential new suppliers and any additional costs. Is user training included, and if so, at what cost?


Allow Plenty of Lead Time

Even if it seems like you have ample time, remember:

– New internet connections can take weeks or months.
– Landlord permission may be required.
– Wayleave from the local council might be needed.
– Cabling and power might need to be installed beforehand.
– Your supplier could have a backlog of other clients.
– Retaining an existing phone number requires porting, which can take 10 days to several weeks.


A reputable supplier will guide you through the process, but keep these two key points in mind:

1. Work with a supplier you know, like, and trust.
2. Start the process as early as possible; it’s never too early!


By considering these factors, you can ensure a smooth transition to your new telephone system, keeping your business running efficiently.

If you have any questions or would like to discuss your telephony requirements click here to get in touch:


June 2024