I have been in the technology industry for close to 15 years now and in these years I have seen frustration, resentment and wasted money being spent when it doesn't need to occur. Most people are not "computer geeks" or "Technology Freaks" when it comes to understanding the complexities of the "Telecommunication World", most of you rely on professionals that have working knowledge of the tools that help you do business.

I'm here to tell you what most won't...Having sold technology for many years and also being in the same shoes you are in (business owner) if you're going to make mistakes... Here's where it's going to happen.

1. Knowing what you're going to be charged on DAY 2.

I have lost a few quotes to other companies that quote "Low Ball" just to get the work. Generally speaking, the cost of equipment AFTER the sale COST MORE than what it will post installation, this strategy seems to make more clients mad than happy. Don't get stuck with, "It costs that much?"

Here's what you really want to know before you sign a contract for installation:

· What is your labor rate for both business hours work and after business hours?
· If I need to add a phone what will it cost?
· What is your min charge for work?
· What does the warranty cover? Hardware, labor or both?
· When I need service how fast can I expect someone to be onsite?

2. Buying on hype or being oversold.

Nobody likes to caught in this problem...Technology has a tendency to promote the newest "Whiz Bang" features that are promised to "Solve the Worlds problems"... so to speak. However, features are nice, IF you're going to have a practical use for them and learn how to put them to use! Have you ever been here? Here are some things to be aware of:

FIRST and FOREMOST, before anything happens... Make a list of your basic needs that the phone system MUST first accomplish. Caller ID, Call Transfer, Voice Mail, System paging, Conference Call, speaker phone capabilities, call appearance, call reporting and so on...

Secondly, make a list of the top 3-4 things you really like about your current phone system. This tells me what works for you and makes life easier in your office!

Thirdly, if your sales rep is REALLY out to help you (there are good many that are) he or she will look at features that will benefit you to make office life easier not more complicated. If you don't understand what the heck they are telling you, it's ok to just stop them and tell them.

3. Not realizing the impact of resources on your network.

This is indeed is one of the biggest challenges with IP phone systems that are on the market right now and is something you better be ready to address! In a nutshell, if you're a small business without a knowledgeable IT person, you could be headed for big trouble if not a big head ache.

· My advice is to consult FIRST with your IT professional to determine the best method to insure enough bandwidth is allocated to accommodate the voice traffic on your network.
· With a IP phone system you will want to consider keeping your data network and your voice traffic separate or segmented. If you don't, you could run into some problems with the quality of sound on your IP phone system which can result in Cell phone quality or worse.
· Understand you may need to add or change hardware to your current network which will add cost to your system.

4. Not understanding the impact on your staff.

One of the greatest issues I find with a new phone systems (and going back to "Biggest Mistake #3") is the one of impact on your staff. Change is hard for people and learning something new on the phones can be a real challenging thought for most.

· New features are cool, look nice, and exciting...but will your staff think the same way? I'm willing to bet some on your staff are looking for a new and better way to handle their communications!
· Does the company providing you with the new equipment include "Basic Training" for staff members so they get off the ground quickly?
· If your installing IP Phones do you have the staff to solve "computer issues" that are related to your newly installed phone system or do you have to arrange for a service call?

5. Realizing on day 2 you have to "Learn on your Own" how to use the system.

Adding or replacing a phone system will greatly help you in controlling and directing incoming and outgoing communications from your business will add efficiencies that you never had before. It doesn't matter how "Whiz Bang" of a system you have you still have to LEARN HOW TO USE IT! Here are some ideas to make sure you get the most out of your phone:

· Make sure you receive "Basic Training" on your phones! Make sure everyone knows how to do the simple things like, put people on HOLD, PARK, Transfer a Call, intercom, etc.
· Make sure the company you're dealing with will give you (or find out how much it is) the "Beyond the Basics" training to take advantage of advanced features like; conference calling, flash and many others depending upon how programming was initially done.
· Did you get any "At a glance guides", user manuals? Any other training aids, cheat sheets?

As you can see, by considering the recommendations I have outlined you can save yourself considerable time and headache by being prepared when when its time to consider a new phone system.

Jim "Yimmi" Allen Seasoned Sales Nerd.