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Change Your Phone System


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Do you ever wonder whether your current phone system is best suited for your needs? With the new technologies available, perhaps there is a system out there that is less expensive and more robust. With all the acronyms like VoIP, vPBX, UC, and POTS, who can understand all the options?

Attend this free webinar and hear from Matt Bauer, CEO of BetterWorld Telecom. He will discuss:

How to assess and evaluate what you have
Give options for different size orgs
How do you make a decision and total cost of ownership
Set up and what do you need
Ongoing costs
What to do with your old phones
We will also tell you about the new BetterWorld Telecom donation through TechSoup, as well as GIPS PC Handset and Speaker Switch for VoIP.

Do you have a question or comment about telecom you'd like our hosts to cover? Post it to our Community Forums and we'll make sure your question gets addressed!

Published in: Education
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Change Your Phone System

  1. 1. Is It Time to Upgrade Your Phone System? February 3, 2011 Audio is only available by calling this number: Conference Call: 866-740-1260; Access Code: 6339392 Sponsored by
  2. 2. Using ReadyTalk <ul><li>Chat & raise hand </li></ul><ul><li>All lines are muted </li></ul><ul><li>If you lose your internet connection, reconnect using the link emailed to you. </li></ul><ul><li>If you lose your phone connection, re-dial the phone number and re-join. </li></ul><ul><li>ReadyTalk support: 800-843-9166 </li></ul>
  3. 3. You are being recorded… <ul><li>This seminar will be available on the TechSoup website along with past webinar presentations: </li></ul><ul><ul><li> </li></ul></ul><ul><li>You will receive a link to this presentation, material and links. </li></ul><ul><li>After the webinar, you can ask follow-up questions in our Community Forum: </li></ul><ul><ul><li> </li></ul></ul><ul><li>Twitter hashtags: #techsoup </li></ul>
  4. 4. Is It Time to Upgrade Your Phone System? Presenter: Matthew Bauer Sponsored by This work is licensed under a Creative Commons Attribution- NonCommercial-NoDerivs 3.0 Unported License .
  5. 5. We are working toward a time when every nonprofit and social benefit organization on the planet has the technology resources and knowledge they need to operate at their full potential.
  6. 7. Today’s Speakers Matthew Bauer BetterWorld Telecom Assisting with chat questions: Becky Wiegand & Barb Shaughnessy, TechSoup Global Kami Griffiths TechSoup Global
  7. 8. Agenda <ul><li>Telecom History </li></ul><ul><li>Lay of the land and terminology </li></ul><ul><li>To change or not to change </li></ul><ul><li>Case studies </li></ul><ul><li>Productivity, Cost and Environmental benefits of changing </li></ul><ul><li>Evaluation and total cost ownership </li></ul><ul><li>Q&A </li></ul>
  8. 9. What best describes your current phone system? <ul><li>Traditional/older technology </li></ul><ul><li>Transition or piecemeal </li></ul><ul><li>Enterprise digital system </li></ul><ul><li>Other </li></ul><ul><li>I don’t know </li></ul>
  9. 10. Telecom Evolution & History 101 <ul><li>Telecom History, 1860s – Today, ITU est. 1865 </li></ul><ul><li>How we got from to </li></ul><ul><li>Technology Evolution </li></ul><ul><li>To learn more: Read The Master Switch , by Tim Wu </li></ul>
  10. 11. Industry Terms & Definitions <ul><li>Internet/Data Access: T1, DSL, Cable, EoC </li></ul><ul><li>Protocol: Circuit switched - old, Voice over Internet Protocol (VoIP) - new </li></ul><ul><li>Private Branch Exchange </li></ul><ul><li>Virtual/Hosted PBX </li></ul><ul><li>Services: Local, Long Distance, 800 </li></ul><ul><li>Unified Communications: voice, fax, email </li></ul>Access Controller Services
  11. 12. Lay of the Land <ul><li>What are the Options? </li></ul><ul><li>Most organizations fall into three groups: </li></ul><ul><ul><li>Majority: Traditional/POTS (plain old telephone service), circuit switched, 30+ year old technology </li></ul></ul><ul><ul><li>In transition or piecemeal : some new products (VoIP, VPBX, Skype), mobile, mixed with traditional or newer VoIP </li></ul></ul><ul><ul><li>Enterprise Digital System in place (premise or cloud solution) </li></ul></ul><ul><li>Pros/Cons </li></ul><ul><li>Operating/line item versus hidden costs </li></ul><ul><li>Feature/Benefits </li></ul><ul><ul><li>Unified Communications – devices, voicemail, fax, email integration </li></ul></ul><ul><ul><li>Disaster recovery, weather, accounting for costs of work stoppage </li></ul></ul><ul><ul><li>Productivity and Flexibility </li></ul></ul><ul><ul><li>Designing system around how the org works, not the other way around </li></ul></ul>
  12. 13. To Change or Not to Change <ul><li>Reasons for Not Changing </li></ul><ul><li>Awareness, options </li></ul><ul><li>“ If it ain’t broke, don’t fix it” </li></ul><ul><li>Contracts </li></ul><ul><li>Reasons for Change </li></ul><ul><li>Old/Obsolete Equipment </li></ul><ul><li>Moving </li></ul><ul><li>Organization looking for enhanced features </li></ul><ul><li>Cost and nature of work shifting </li></ul><ul><li>Corporate and Government Policy: Federal TeleWork Legislation </li></ul>
  13. 14. Case Studies Turned up H1N1 Emergency Hotline for Entire State of Oregon in Two Weeks Oregon 211 Info , Portland, OR Oregon 211 Info one of only two 211 Info Nets in U.S. to have H1N1 Hotline in place before season 25+ Nationwide offices with one call support Converged Network Solution, combining traditional and cloud communications/services Lower Costs, Cloud Solutions, Streamlined Voice and Data Management Greenpeace USA , National
  14. 15. Case Studies Lower Costs, Cloud Solutions, Streamlined Voice and Data Management First major city Hub location in the U.S., largest as well Converged Network Solution, combining traditional and cloud communications/services Cloud communications provide easy-to-manage solution for multiple offices, Hub management and shared space workers Setup 385 Seat, 7-State Virtual Call Center in less than 2 weeks – routed all inbound calls No reported call drops or busy signals at 7 battleground state offices day of election Obama – Biden Campaign , 7 States Hub SoMa , co-working, dynamic, social change space
  15. 16. Assessing and Evaluating Change <ul><li>Productivity Benefits </li></ul><ul><li>Unified Communications: voicemail to email, fax to email, find me follow me </li></ul><ul><li>Online change management </li></ul><ul><li>Remote work </li></ul><ul><li>Integration of multiple devices, common voicemail </li></ul><ul><li>Cost Benefits </li></ul><ul><li>Cloud-based system requires less onsite equipment purchase and management </li></ul><ul><li>More productive workforce, unified system </li></ul><ul><li>Weather, illness-related work impacts easier to manage </li></ul><ul><li>Change management less costly </li></ul><ul><li>Downstream: other operational and capital costs </li></ul>
  16. 17. Environmental Benefits 3% of the U.S. workforce Telecommutes a majority of the time today … what if 50% who can did so more than ½ the time? <ul><li>We save 453 million barrels of oil </li></ul><ul><li>Environmental Impact = 15 million cars off the road. </li></ul><ul><li>Organizations save $400 billion annually </li></ul><ul><li>150K people/year saved from traffic-related injury or death. </li></ul>Source: TeleWork Resource Network Opportunity : Phone and Equipment Recycling, See Resources
  17. 18. Assessing and Evaluating Change <ul><li>1) Look at the Organization </li></ul><ul><li>How is work done? </li></ul><ul><li>Number of locations, people – mobility </li></ul><ul><li>2) Evaluate Current Comms Infrastructure </li></ul><ul><li>Physical/What are the communications needs/requirements? </li></ul><ul><li>3) Look at the Total Costs </li></ul><ul><li>Communications expense line, plus; </li></ul><ul><li>Costs of operation: moves/adds/changes/deletes, plus; </li></ul><ul><li>Workforce of tomorrow is flexible, mobile, remote – are you ready? </li></ul><ul><li>Million Dollar Question : How can your communications system help to lower overall operational costs, help the environment, improve productivity, and employee satisfaction? </li></ul>
  18. 19. Questions? Submit your questions using the chat box.
  19. 20. Resources <ul><li>Information Industry Evolution The Master Switch , by Tim Wu </li></ul>October, 2010 - “ Is the Office Really Necessary ? Global Study by Cisco Reveals 60 Percent Of Workers Believe Being in the Office Is No Longer Needed to Be Productive.” May 2010 – Workshifting Benefits, The Bottom Line “ Half-time home-based work among those with compatible jobs could save employers over $10,000 per employee per year…the cumulative benefit to U.S. companies would exceed $400 billion a year.” Phone Systems on a Shoestring What’s the best phone system – at the best price – to meet your organization’s needs Click Here for Link
  20. 21. Additional Resources <ul><li>Recycling </li></ul><ul><li> is a good place to find local recycling information </li></ul><ul><li>Goodwill also takes phones for resale or recycling </li></ul><ul><li>Recycle.Net </li></ul><ul><li>Telegreening </li></ul><ul><li>TechSoup Resource Center </li></ul><ul><li>BetterWorld’s BetterWork Site </li></ul><ul><li>World Wildlife Fund Teleworking Report </li></ul>
  21. 22. Available on TechSoup <ul><li>BetterWorld Telecom – Discounted pricing and donated equipment for Voice over Internet Protocol (VoIP) phone services </li></ul><ul><ul><li>Available to all 501c3’s and Public Libraries (U.S. only) – No Budget Restrictions </li></ul></ul><ul><ul><li>Includes donated Cisco IP Phones – 5 Seat Minimum; No Maximum </li></ul></ul><ul><ul><li>Requires 2-year Service Agreement with BetterWorld Telecom </li></ul></ul><ul><ul><li>Includes over 60 Calling Features and 1000 Minutes of Long Distance per Seat </li></ul></ul>
  22. 23. Available on TechSoup <ul><li>GIPS (Global IP Solutions) VoIP Handset </li></ul><ul><ul><li>Unlimited Requests include 3 Handsets </li></ul></ul><ul><ul><li>Connect to Computer Microphone and Headset Jacks </li></ul></ul><ul><ul><li>Use for Skype and VoIP Audio/Web Conferencing Services </li></ul></ul><ul><ul><li>Available to all 501c3’s and Public Libraries (U.S. only) – No Budget Restrictions </li></ul></ul><ul><ul><li>Limited quantities </li></ul></ul>
  23. 24. Continue the Discussion… <ul><li>Additional questions can be answered by posting in in our Community Forum: </li></ul><ul><ul><li> </li></ul></ul>
  24. 25. Upcoming Webinars <ul><li>Designing and Delivering Technology Workshops </li></ul><ul><ul><li>Wednesday, February 9, 11 a.m. Pacific </li></ul></ul><ul><li>Registering Your Organization (with TechSoup) </li></ul><ul><ul><li>Friday, February 18, 10 a.m. Pacific time </li></ul></ul>
  25. 26. Thank you to our Webinar Sponsor! ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week. For more information:
  26. 27. Thank you! Please complete the post event survey! Kami Griffiths,, 415-633-9392