The document outlines a six-step guide for selecting the best phone system for businesses, emphasizing the importance of identifying business needs, choosing the latest infrastructure, selecting the right deployment model, identifying essential features, choosing a suitable vendor, and implementing the system effectively. It highlights the advantages of VoIP systems over traditional telephony and suggests considerations like workforce mobility and future growth. The guide is designed to help businesses streamline their decision-making process and achieve a successful phone system implementation.

1. Six steps guide to select
the best phone system for
your business
Presented by:
Deepak Goyal
Product Specialist | UCS, TaraSpan
Varun Yadav
DGM | Marketing, TaraSpan
11th March, 2015

2. Varun Yadav
DGM, Marketing
TaraSpan
varun.yadav@taraspan.co.in
Deepak Goyal
Product Specialist, UCS
TaraSpan
deepak.goyal@taraspan.co.in

3. We are a multinational company with headquarters in Canada and India. Our
customers include some of Canada’s foremost technology companies and
India’s preeminent corporates. Our Solutions enable global technology
companies to accelerate their business growth in India and Indian companies
to enjoy the benefits of market-leading technology products from across the
globe.
ABOUT TARASPAN

4. 6 steps holy grail to the perfect business phone system
AGENDA
1. Identify the business needs
2. Choose the latest infrastructure
3. Select the right deployment model
4. Identify the features set
5. Select the perfect vendor
6. Implement wisely

5. 1. Identify the business needs

6. Identify the reason why you want to overhaul the existing system. Talk to
stakeholders in your organization to take their feedback.
Assess the existing system
Possible issues with the legacy system
Poor voice quality
Outages
No call routing
High maintenance cost / Expensive calling
No interop with new technology
Old TDM wiring infra
Feedback of your front end team is
critical. Understand what they expect
from a phone system to deliver high level
of customer service
“
“

7. The size of the solution will depend on the size of your business – number of
employees, locations.
Determine the size
 Estimate staffing projections
 Project usage capacity
 Map users with locations
 Account for mobile workforce
It’s wise to take the future growth into
consideration. It will streamline your
discussions with the vendors
“
“

8. The telephony ecosystem is always evolving. It’s wise to consider the impact of
technologies like VoIP.
Evaluate new technologies
 Do you make long distance calls?
 Is your call volume high?
 Do you need to know the presence
of your team all the time?
 Do you do audio/video conferencing?
75 % of businesses that do not perform
an analysis of their IP network
infrastructure will not achieve a successful
VoIP implementation
“
“Jeff Snyder, Gartner

9. Anytime, anywhere, any device presence is the need of the hour. With the
millennial workforce, you can’t afford to ignore it.
Prepare a case for mobility
If the answer to the following questions is yes, you are up for it.
 Mobile workforce?
 Multiple offices?
 Globally segregated teams?
 High mobile call charges?
Features like Hot desking, teleworker,
and mobile client ensure real time
collaboration.
“
“

10. 2. Choose the latest
Infrastructure

11. The obvious choice is VoIP based telephony system for scalability, flexibility, and
features.
What infrastructure – Traditional or VoIP?
Traditional
 Good for local calls
 High capex
 Less flexible
 Basic calling functionality
 Telephone is the last source to connect
VoIP
 Low TCO
 System grows as you grow
 Low maintenance cost
 Efficient communication
 More focus on key business
 Ensures mobility
Vs.

12. 3. Select the right deployment
model

13. Cloud based solution delivers the maximum benefits in comparison with
on-premise and hybrid solutions
Which deployment model suits you?
On-premise Solution
 Control over data
 High capex
 High maintenance
 Company policy
 Expansion through planning
 Security
Cloud Solution
 Low up-front investment
 Pay for the usage
 Secure
 Good option to evade
disasters
 Round the clock support
 Expansion just on call
 Features in or out on call
Hybrid Solution
 Existing infrastructure can
be used
 Significant cost savings
 Control is there
 Less disturbance
 New technology with
traditional controller

14. 4. Identify the features set

15. Which features are must for you?
Audio/Video
Conferencing
One Number
Calling
Hot Desking
Automatic Call
Distribution
PresenceUnified Messaging
Mobility
Voice Mail
in Email
A thorough mapping of requirements with features should be done. This is when a
lot of literature reading is required.

16. 5.Select the perfect vendor

17. It’s a long term relationship, the vendor should be chosen wisely.
Which vendor can understand you?
Consider following points while finalizing the vendor
 Total Cost of Ownership
 Set-up and Support
 Devices
 Usage of the existing infra
Meet multiple vendors, evaluate on
their solution designing and post-sales
capabilities. Ask questions, seek
clarifications.
“
“

18. 6. Implement wisely

19. That’s where most of the system collapse. Deep involvement and coordination is
essential here.
Finally Implementation
 Assemble a team
 Design a network
 Test the network
 Train users
 Appoint SPOC
Plan wisely, work closely with the vendor,
participate in meetings, ensure deadlines.
Once done correctly, you save both $ and
time .
Talk to us !
“
“

20. 1. Identify the business needs
 Starting from the scratch
 Revamping the existing system
2. Choose the latest infrastructure
 Traditional
 VoIP
3. Select the right deployment model
 On-premise
 Cloud
 Hybrid
4. Identify the features set
 Hot desking
 One number calling
 Audio/Video conferencing
 Unified messaging
 Presence
 Automatic call distribution
 Vmail on Email
 Mobility
5. Select the perfect vendor
 Total cost of Ownership
 Set-up and support
 Devices
 Usage of the existing
infrastructure
6. Implement wisely
 Assemble a team
 Design a network
 Test the network
 Train users
 Appoint SPOC
To help you make sure you are wisely selecting the telephone system, we have
created a quick checklist for you to use.
The Ultimate Checklist
for selecting the Best Phone System

23. QUESTIONS?
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THANK YOU
Contact us
sales@taraspan.co.in
+91 124 419 8989
www.taraspan.com