There are different ways to install a phone system. Some users want to save some money and try to install a system themselves. Unfortunately, this leads to a lot of problems and complications. Other users have a remote installation process with Hosted Phone Systems.
However, the majority of the time, we here at DataWorld Systems Limited will facilitate your phone system installation process.
To keep you informed of the entire process and what we do to ensure that your phone system is installed quickly and easily, we have outlined the entire process into 5 simple steps.
How To Install A Phone System
Step 1 – Data Collection and Phone Lines
Here we have a comprehensive list of questions that we run through that covers how the phone system is to be set up and programmed to best suit your needs. Don’t worry; you don’t need to know the first thing about phone systems. We will send you a link to the data collection questions during our onboarding process, so there is nothing you have to do, right now reading this blog post.
The questions are straightforward and cover things like:
Where the phone rings during the day Where overflow call will be directed to How would you like calls dealt with after hours Which staff will have voicemail And much more advanced features that may benefit the way you work. If you are getting phone lines from one of our preferred carriers, we will organise and coordinate this for you as well (before the installation of the system). Phone line availability also dictates when your phone system can be installed.
Step 2 – Pre-programming the system
At this time we take the information from the data collection above and program the system accordingly. All this is done before we even arrive on site. The correct licenses are loaded, and everything is ready to go.
Step 3 – Installing the Phone System
With the preprogrammed system ready we then arrive at your site and connect the system to your existing cabling and infrastructure. We then connect your phone lines and test the system. Depending on the size and complexity of the system this can take anywhere from 4-8 hours for a typical installation. Please note that we do not make any programming changes to the phone system on the day of installation and the system will work exactly as per the data collection. During installation, we will also connect the system to your computer network at no charge. This allows us to be able to remotely access the phone system for any adds, moves or changes you may require in the future. This is a much better option for any customer and reduces the need for onsite technical support providing you with a much lower TCO. This facility is typically only on new phone systems.
Step 4 – Phone System Training
On the day of installation, any and all available staff will be trained in how to use and operate the phone system. This will cover all the features that you will be using as well as the handset functionality. For people having more sophisticated programming, we also provide a basic administrator training. This allows you to make your own adds, moves and changes at no charge over the life of the PBX. Please note that this is a 2-3 hour training process and is not part of any typical phone system installation and is therefore chargeable.
Step 5 – Making Changes After Installation
We know after a new phone system is installed you may find that you want to change the way it is programmed, the call flows and groups everyone is in. So that’s why as a new phone system’s client, you will automatically get access to our Connected Support Program. This gives you unlimited remote support after your phone system is installed. Providing you have allowed us remote access to the phone system (that we advise you do) we will be able to continue helping you after the install and make any programming changes to the system you want.
We want you to be happy with the system and how it operates which is why we provide this free follow up service to ensure you are operating as efficiently and effectively as possible.
That’s all there is to it! The entire phone system installation process. As you can see, we work with you right from the beginning, through to the weeks and months after your installation. Of course, you have our continued support from our customer support team based in Kenya, with tech’s all over the country. If you have any more questions, do not hesitate to contact us via our contact page.