Common Mistakes When Setting Up Your Own PBX

Joanna Estrada
December 1, 2020

So, here you are ready to dive right in and set up your company’s phone system. You’ve spent countless hours of sleepless nights researching and finally, thought that you’re now well prepared on whatever comes ahead--but not so fast! Searching for the right US virtual phone number and looking for an excellent partner to deploy these systems is only half of the battle. There’s still a lot more work ahead of you to ensure that your phone and network systems run at peak performance and have the best security in place in order to protect your company’s valuable information. 

Rushing through this is sure to only cause disaster for the future. These headaches can and will get costly eventually, so doing it right the first time is a must. Identifying and minimizing any mistakes will help your business expand and build integrity with your clientele. After all, a trusted business, in this modern day that we live in, is a successful and prosperous one!

Here are a couple of mistakes to avoid when deciding on setting up your own PBX or VoIP:

Failure to understand the underlying technology

This is one of the most common mistakes when it comes to PBX or VoIP deployment. The technology used for this is a huge undertaking and failure to understand its ins-and-outs can only lead to some serious consequences in the long run. You don’t need to know everything about PBX or VoIP (since you already have experts on hand), but knowing the basics of it like how it operates and what are the fundamental elements behind each phone system technology can go a long way. It doesn’t hurt to know more!

Jumping the gun

Yes, we have all been there. A new technology has just been released. We’ve eagerly bought the product without knowing much more about it or waiting for others to give it their honest reviews. Then we later find out that it was loaded with bugs and performance glitches. This can happen as well to businesses. Companies eager to try out the latest and greatest thing without fully reviewing the product tend to have consequences that would affect their entire business.

Always exert due diligence when buying or signing up for your company’s phone system as it is easy to mess everything up whenever you buy into or upgrade your systems. 

Incompatible Hardware

This cannot be said enough. Check the tech specifications. Make sure each and every equipment that you buy is compatible not only with the vendor that you have chosen but also with your current and future systems. Incompatible hardware leaves your business vulnerable to malfunctions. It wouldn’t be obvious at first though as you are closer to the project’s completion, you would start  to notice a lot of missing features and capabilities that your business would need.

An incompatible hardware will eventually leave you with only two choices in the end, get rid of the incompatible hardware that you’ve just bought thus making it  a waste of money or make your existing system compatible which will end up costing you more. Make sure you run this with your IT staff or other partners that already have this in their system so you’ll be properly informed on what the best choice would be.

Incorrect Vendor

This is usually the result of jumping the gun. An improperly researched vendor can cause a lot of problems within and outside your company. WIthout fully assessing the vendor’s capabilities and features, you are going to be left stranded in the wayside with an incomplete system that really would not fit with the needs of your business.

Another thing to take a look when choosing the correct vendor would be licensing. Licensing usually takes a backseat when making deals with vendors as it is assumed that it would already be packaged together with their offers. Inspect the deal carefully as these licenses can easily turn into a bad deal for your company.

Always choose the correct one for your business’ future. Vendors such as offer great deals for your company so make sure you assess each and every vendor on what they can offer before deciding who to go for. A well selected vendor can go a long way.

Poorly Planned Deployment

Simply saying, setting aside something till the last minute would not cut it. Plan your phone system deployments well and follow through it. There’s a lot of things for you to consider and much more that can go wrong. From the number of users to secure, always be meticulous and never leave a stone unturned.

Not putting security a priority

Security, security, security, never underestimate the importance of security. Businesses must live and breath security. In this digital age, theft and crime can be done in a push of a button. In just one click, attackers can whisk away millions of company secrets, employee and customer data, or worse leave your systems vulnerable to ransomware attacks. Having a secure and robust network can help your company protect valuable data from danger.

Mismanaged network

The crux of every company out there is network. There is nothing that can bring a company down faster than an incorrectly set up or mismanaged network. Not considering how your network would behave in different scenarios can be the bane of your company’s existence.  

Not taking the amount of bandwidth needed into account can cripple your system in the future. Make sure you have allocated your bandwidth properly to avoid one part of the business from going down due to network issues. A network down crisis can cost your company thousands if not millions of dollars. 

Ensure proper QoS (Quality of Service) policy is put in place to make sure that a sustained and consistent quality for voice and data services in your network. It’s important that you have set the group or user policy to allocate the proper amount of bandwidth and quality to the departments that really need it.

Did not future proof the system

Thinking of the future and not just the present is a good mindset to have when it comes to a lot of things in life. This is also true in business as well. Always make sure that each system and hardware can deal with future workloads. Future proofing a system can not only grow with your business but can also ensure less downtime for your company which in turn will cost less overall. Better to be prepared than not at all.

Ignoring clientele’s needs

The customer is always right. A saying that is true even till now. It is easy to jump to conclusions or outright ignore what your clientele needs, but this can be a detriment to you and your business. Without considering what your clientele needs, you are not only servicing them inadequately but also losing their loyalty to you and your business. It would be less costly overall if you implement features and add-ons that would improve and help your existing and future clientele.

This is just a small list of the many common mistakes when setting up your own PBX system. Each mistake must be considered and always learned from others in order to avoid a grim future for your company. Implementing a system is hard and so, mistakes must be minimized in order to avoid a difficult situation.

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