Planning a Business Phone Solution
The first five steps lay the groundwork for a successful phone system installation.
1. Define business requirements.
The implementation phase calls for a specific understanding of user requirements. Whether you’ve chosen a hosted service like Vocalocity or an in-house solution, customization options abound. Consult end-users in your company to determine:
- varying communication requirements from department to department
- how much scalability to build into the system
- varying levels of data access
- remote access needs
- security issues
2. Line Up Technical Support.
Determine whether your IT department has the training to converge voice and data into a single, unified communications platform. Companies may have voice and/or data specialists on staff, but IP telephony calls for a different set of skills. The implementation demands even more extensive IP experience, ranging from cabling or cut-over skills to software configuration. Many communications vendors offer training and certification programs in IP telephony.
3. Call in the Experts.
A large-scale VoIP migration presents considerable logistical and technical hurdles. An IP integration consultant has the hands-on experience and perspective to:
- assess the ‘voice readiness’ of the data network
- maximize purchased equipment
- analyze the proposed network diagram
- evaluate measures established for reliability
It’s also crucial to have a point person to ensure that the rollout proceeds as planned. Either the consultant or an in-house project manager can fulfill this role.
4. Establish an Implementation Timeline
An effective project timeline details each step of the installation process, assigns responsibility for individual tasks, and sets “escalation procedures” should the process go awry. Be sure to establish a workable pace for implementing the system. Experts advise a phased approach extended over a year, if possible. This includes time to replace legacy systems gradually and iron out any glitches.
5. Prepare Metrics.
It’s important to lay the groundwork for reliable performance tracking before configuring the new system, so IT can incorporate the necessary mechanisms for tracking improvements. Identify key indicators to quantify organizational efficiency and worker productivity. Make sure to take baseline measurements of current processes before migrating to the new IP system.
Implementing a Business Phone System
Having laid the foundation for a successful phone system overhaul, it’s time to get to work. The following five steps cover the technical implementation.
1. Perform a Network Assessment
First, make sure the organization has the infrastructure in place to support the new system. A thorough network assessment can identify potential performance problems before you’re knee-deep in installation.
- Take hardware and software inventories. Assess every network device, from the handsets to the LAN and WAN to the switches and routers. Check for current or outdated equipment, compatible technology, and availability of connection points for voice devices.
- Determine bandwidth needs. Bandwidth calculations take into account peak call volumes, the voice encoding scheme of the IP handset, and the signaling overhead.
- Assess power and equipment cooling sources. Power needs include an uninterruptible power supply (UPS) for server, PBX, and network components.
- Load-test existing equipment. Use active application traffic to assess how the LAN and WAN will perform once IP telephony is introduced. Send test network traffic packets using different application protocols, packet size, spacing, and Quality of Service levels.
2. Integrate New Equipment with the Legacy System
Most VoIP phone implementations proceed in phases, integrating new equipment with a legacy system. Before you proceed, ensure that the IP PBX interacts with the existing devices and systems. An IP phone system establishes a single communications platform, often linking an array of different devices across multiple locations. Establishing an open-standard system rather than a proprietary SIP provides more flexibility in integrating disparate devices and business applications.
3. Diagram the New Network
Next, design the network architecture. Expert advice is crucial at this drafting stage, as you determine the optimal configuration of network devices and resolve any compatibility issues. First, be sure you’re working with an up-to-date diagram of the existing network. Then sketch out a new network diagram incorporating the new IP telephony gear. This blueprint will reveal any necessary upgrades or missing components, as well as any overlaps.
