You have made the decision – you are buying a new phone system. You chose Gaynor Telesystems, Inc. to be your phone system installation company. You ask yourself, “Now what?” You know you want an easy, simple, and most importantly smooth transition. Here are 5 steps to help make your installation hassle-free.
1. Maps
Do you have a current map of your building? By having a map and the location of each person on the map, you will ensure you have not missed anyone. Who wants to miss the new person in the small closet office? With a map, you can cross reference with your extension list. A map is also a great place to determine what phone type/style each person has. The installers don't need know who Jan is, but can read a map to determine Jan gets the NEC UT880 phone.
2. Extension List
Is your extension list current? Or is Sally who retired 3 years ago still on it? By having a current extension list with first and last names, the systems can be built with this information. Otherwise, the administrator (you!) will need to go back to the system to add information and make it current. Your phone system installation will not require an extension list, it just makes it easier. Easier equals-hassle free. Check the spelling of names too – the last thing you want to do is put Paula’s maiden name on the phone that she has not used since she got married.
3. Dial Tone/Phone Line
Do you know what your phone numbers are? This will be a key area to ensure a good installation. You will be asked for numbers for your fax machine, your alarm, and your phone number you call in and out on. At Gaynor Telesystems, Inc. we ask for those numbers to distinguish between phones and other pieces of technology, then we can be sure we leave alarm and fax numbers alone. If you are getting new dial tone, double and triple check your orders.
4. Plan Date and Time
Is your business normally busy on Tuesdays and Thursdays, but slow on Monday afternoon? Pick a time when your phones may be slow to minimize the impact of the phone system installation and how it may affect your clients. It will also help your staff ease into the use of the new phone system if you have a quieter afternoon.
Your system should not be down for more than a few minutes, depending on your application and dial tone changes, but it’s always good to plan for the worst, and expect the down time to be 1 to 2 hours. If you have a slower day picked out this will lessen the burden for all parties.
5. Training
At Gaynor Telesystems, Inc. we’ve heard all the reasons not to send staff to training. Then we get calls that no staff can use the system and they hate it! So much for hassle-free. Training is key to a successful install. If you are going the route of having us “train the trainers,” make sure your trainers do in fact train the employees.
Better yet, have training as part of your phone system installation and have one of the professionals do it. Your trainers can sit in on multiple classes and can train the new employees as they come to work, or even catch those who may have been on vacation.
Phone system installation doesn’t need to be a nose bleed for you or your staff. With proper planning and using these 5 steps, you can have a hassle-free install. Gaynor Telesystems has been installing systems for over 40 years. We can help you determine the best way for your company.
About Us
Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.
