If you are planning to move into new offices within the next twelve months, it is not too early to consider your telecommunications systems. Do you want to move your existing systems or obtain the latest technologies? If your system is at least four years “young” it may be worth considering the additional benefits gained from the latest technologies. That last statement shows how quickly the technologies for telephone systems have been changing over the last few years.

Some technologies to consider are voice mail, unified messaging (receiving e-mail, voice mail, and fax mail to a single “mailbox” on each individual’s computer), video conferencing, computer-telephony integration (linking together your computer and telephone systems), IVR (interactive voice response) systems, and ACD (automatic call distributors). Technologies that were costly and therefore only affordable by very large corporations just a few years ago are now affordable with even more capabilities to small and medium businesses.

Whatever you decide — to move your existing systems or to buy new systems — take this opportunity to evaluate your internal communications processes and those with the outside world — your customers, prospects, and suppliers. Although the following checklist focuses on moving your existing telephone systems, most of the points apply equally well to buying a new system and having it installed.

• Make sure you have work, beeper, emergency, home, mobile, and any other telepho
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  hould you move your current telecommunications systems or buy the latest technologies that offer more capabilities?

  If you are planning to move into new offices within the next twelve months, it is not too early to consider your telecommunications systems. Do you want to move your existing systems or obtain the latest technologies? If your system is at least four years “young” it may be worth considering the additional benefits gained from the latest technologies. That last statement shows how quickly the technologies for telephone systems have been changing over the last few years.

  Some technologies to consider are voice mail, unified messaging (receiving e-mail, voice mail, and fax mail to a single “mailbox” on each individual’s computer), video conferencing, computer-telephony integration (linking together your computer and telephone systems), IVR (interactive voice response) systems, and ACD (automatic call distributors). Technologies that were costly and therefore only affordable by very large corporations just a few years ago are now affordable with even more capabilities to small and medium businesses.

  Whatever you decide — to move your existing systems or to buy new systems — take this opportunity to evaluate your internal communications processes and those with the outside world — your customers, prospects, and suppliers. Although the following checklist focuses on moving your existing telephone systems, most of the points apply equally well to buying a new system and having it installed.

  • Make sure you have work, beeper, emergency, home, mobile, and any other teleph
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    g the additional benefits gained from the latest technologies. That last statement shows how quickly the technologies for telephone systems have been changing over the last few years.

    Some technologies to consider are voice mail, unified messaging (receiving e-mail, voice mail, and fax mail to a single “mailbox” on each individual’s computer), video conferencing, computer-telephony integration (linking together your computer and telephone systems), IVR (interactive voice response) systems, and ACD (automatic call distributors). Technologies that were costly and therefore only affordable by very large corporations just a few years ago are now affordable with even more capabilities to small and medium businesses.

    Whatever you decide — to move your existing systems or to buy new systems — take this opportunity to evaluate your internal communications processes and those with the outside world — your customers, prospects, and suppliers. Although the following checklist focuses on moving your existing telephone systems, most of the points apply equally well to buying a new system and having it installed.

    • Make sure you have work, beeper, emergency, home, mobile, and any other teleph
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      together your computer and telephone systems), IVR (interactive voice response) systems, and ACD (automatic call distributors). Technologies that were costly and therefore only affordable by very large corporations just a few years ago are now affordable with even more capabilities to small and medium businesses.

      Whatever you decide — to move your existing systems or to buy new systems — take this opportunity to evaluate your internal communications processes and those with the outside world — your customers, prospects, and suppliers. Although the following checklist focuses on moving your existing telephone systems, most of the points apply equally well to buying a new system and having it installed.

      • Make sure you have work, beeper, emergency, home, mobile, and any other teleph
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        tunity to evaluate your internal communications processes and those with the outside world — your customers, prospects, and suppliers. Although the following checklist focuses on moving your existing telephone systems, most of the points apply equally well to buying a new system and having it installed.
        • Make sure you have work, beeper, emergency, home, mobile, and any other telephone numbers for your vendor’s key sales and technical personnel throughout the move process. At the very least, insist on a 24 hour number availability to at least one person at the vendor’s company who has the authority to track down anyone who is necessary to fix any problems.
        • If changing phone numbers, you may want to set up forwarding for your old number rather than just have the telephone company put a recording on the old number that says the new number is xxx-xxx-xxxx. Your calls can be forwarded without having to physically keep your old lines in place. Ask your local telephone company about this service, sometimes called Telebranch. If your calls are forwarded, have the calls sent to a special number where you can track the volume of traffic. When it dies down, stop the forwarding and switch to the recorded message from the phone company. Test out the call forwarding to make sure it works. Test it every day first thing in the morning for the first week after it is initially set up and again for the first week after your move.
        • Work with your telephone equipment vendor to inventory your current system and peripheral components and verify how they are currently set up and used. Take this opportunity to re-evaluate your use of the features of your phone system. There may be many that you’re not using and from which you could benefit. Ask your employees what they would like to do with the system that they cannot do now. Ask your vendor what else you could be taking advantage of with the system you already have. (Beware of