How To Improve Sales Over The Phone - Right Away & Long Term - Business Phone Service · 2018. 10....

The feature rich, all in one cloud based phonesolution built to exceed the expectations of business.

How To Improve Sales Over The Phone - Right Away & Long Term

416-477-8182 www.callture.com

Copyright © 1997-2017 Callture™ Communications Inc., All rights reserved How-To Guide 2

IntroductionWhether you are growing your business or starting a new one, you have a lot to gain from choosing the right phone system.

Sure, you could stick with the same phone system that you now have, or you could go with the phone system that is built into your office location, but what if these systems don’t quite meet your needs? Or worse yet, what if these systems are inflexible to the future growth or changing nature of your business.

Fortunately, there are many options to choose from and carefully selecting the right one can help you avoid these common, inflexible-phone-system problems. What’s more is that the right phone system can have all of the features you need today, along with the ability to bend to any of your new-needs tomorrow.

This guide will walk you through all of the essential information you need to proper-ly understand your options, and ultimately, select the ideal phone system for your business.

Define your business needs

Identify your phone system requirements

Understand your options

Evaluating vendors and costs

Implementation considerations

Choosing the right system

Business Requirements Worksheet

Vendor Comparison Tool

Cost Analysis Worksheet

Other Resources

About Callture



Define your business needsBefore we dive into all of the different phone system options, let us first determine your phone system needs.

Growing 1-19 employees

You need to quickly establish your business's contact information

Scaling 20 to 99 employees

You need support as your business grows

Optimizing 100+

You need a phone system that manages costs while generating

enormous value

Build your business's professional image by quickly implementing an office phone number

Easily access and manage your system without technical abilities

Use your system at work, home, or anywhere in between

Keep the costs of doing business to a minimum

Quickly add new employees and departments

Easily set access rules for adminis-trators and regular users

Effortlessly modify the system to meet the varying needs of employ-ees and departments

Save time and money while acceler-ating the growth of your business

Painlessly scale to new locations

Communicate excellence across the whole of your business

Customize call workflows, routing, and more

Smoothly integrate other business systems and services



Identify your phone system requirementsUnderstanding your business phone system needs is very important, but without a firm grasp on how to look past enticing demos and false claims you may end up with a system that doesn’t quite meet your needs. Let us explore all of the non-negotiable features of a proper phone system.

Growing 1-19 employees

Scaling 20 to 99 employees

Optimizing 100+

Simple and quick activation with phones that are ready right out of the box

Online access for users and admins

User-friendly call management features

Cost-appropriate subscription pricing

Customizable settings and call-flow priorities

Straightforward admin and user interfaces

Accessible phone and desktop applications

Feature-rich integrations with Business SMS, Video Conferencing, and more

Simple and quick processes for adding locations, departments, and users

A lean and agile system for all users across your organization's entire footprint

Modernized call management, call flow, integration, and cloud services

In-depth communication analytics and reliable recordings



Understand your optionsGenerally speaking, there are two different types of phone systems, either traditional, on-premise PBX or hosted / cloud. Understanding the benefits and drawbacks of both systems is one of the most important steps of picking the right phone solution for your business.

Traditional, on premise PBX systems Hosted / Cloud systems

No need for an internet connection

These systems are feature rich

Since each PBX is its own system there can only ever be failures at one location at a time

BENEFITS:No hardware, maintenance, or management needed

Since these system are constantly being run on many redundant servers, they are fast to setup and easy to scale

Upgrades are easily rolled out to all customers with a flick of a switch

Modifications and upgrades are mostly free and they can be imple-mented to all of your sites at once

Systems are managed through user-friendly interfaces on both desktops or mobile devices

BENEFITS:

DRAWBACKS: DRAWBACKS:• It can be costly and complex since it requires hardware and a PBX at every location• It takes a full IT staff to set up, manage, and repair• It is extremely complicated to upgrade or modify this system

• You need an internet connection



Evaluating vendors and costsNow that you have a good sense of your phone system needs and the wide-array of phone options that are available to you, it is time to begin searching for your future vendor. Here is a step-by-step guide to help you with your selection.

• Visit the websites of top-per-forming vendors

• Read through their white papers, reviews, and etcetera

• Note the ones that have the features, prices, and services that fit your needs

• Ask the vendors you noted for a personal demo

• If the vendor cannot provide you with a demo, move on to the next vendor

•Push the demo to its limits! Is there anything that it can’t do?

• Ask a lot of questions. You need to be absolutely sure that the vendor’s phone system is flexible to the ever changing nature of your business.

• Fill out all of the worksheets that come with this guide (next couple pages)

• Select a vendor and sign them up

• Now start planning for your phone system implementation

Step 1:

RESEARCH

Step 2:

DIG DEEPER

Step 3:

TEST DRIVE YOUR DEMOS

Step 4:

CHOOSE A WINNER



Implementation considerationsYou want your rollout to both satisfy and excite your stakeholdersHere is our recommendation.

Emphasize Training

It is important to keep in mind that it will take a good amount of time for employees to master the new system. We strongly recommend

that training is reinforced with repeated sessions, e-learning, and a general encouragement for employ-

ees to ask questions and test the system for themselves. Further-more, you should leverage any of

your vendor’s training resources to help guide you through your

organization's mastery process.

Actively Manage Your System

It is of the utmost importance that you keep your system updated, and

that you take advantage of your updates. Phone system improve-

ments and innovations are constantly being rolled out and they should be seen as an opportunity to improve your organizations perfor-

mance.

Rollout in Stages

If your business has multiple depart-ments or locations, you should start implementing your new system in the area that is most likely to succeed. Success early on in the process will be extremely rewarding and it will get your whole team excited about the upgrade.

Start with a win Train with mastery in mind Take advantage of system updates



Choosing the right system

Key Ideas: The Fun Part:

BEFORE WE GET TO THE FUN PART, YOU SHOULD HAVE A DEEP UNDERSTANDING OF:

• Your phone system needs

• The different phone system options

• How to choose a vendor

• Implementing your phone system

NOW IT IS TIME TO UTILIZE THE WORKSHEETS AND TOOLS LISTED BELOW TO GUIDE YOU AS YOU SELECT YOUR OPTIMAL PHONE SYSTEM.

• Business Requirements Worksheet

• Vendor Comparison Tool

• Cost Analysis Worksheet

• Links to insightful blogs



Business Requirements WorksheetThis sheet runs through the basic information needed for vendors to provide you with a quote. As your business changes so too will these num-bers, and because of this, it is important to ensure that your vendor has flexible incremental pricing.

Questions You best approximation

Number of locations

Number of office employees

Number of remote employees

Average toll-free minutes used per month

Number of calls per month

Average call length per month

Specific features you will / may need



Vendor Comparison ToolHere are the top-ten questions to ask vendors before you make your phone system choice.

Questions Vendor A Vendor B Vendor C

1. Does your phone system run on a traditional, on-site PBX or a hosted/cloud network?

2. What are the costs of installing, upgrading, and maintaining your system?

3. How long does it take to get your phone system up and running?

4. How long does it take to add new users or locations?

5. When there is a disruption in service, who do you call and how long does it usually take to fix?

6. Can I try a demo?

7. How often do you upgrade your products?

8. How many customers do you have?

9. Can you provide some reference clients?

10. What is your experience in the industry?



Cost Analysis Worksheet

On-Premise PBXOne-Time Costs

Monthly Costs

Input Description Estimated Cost*

Phone Hardware

PBX Hardware

Professional Services

Desk Phones

PBX servers, expansion cards

Installation, configurations, training, number transferring


$4650

$3500

$2850

Phone System Provider Fees

Carrier Fees

Software, upgrades, support and maintenance

Unlimited calling and fax, toll free minutes, support

$250

$650

Costs for One Year of Ownership: $21800

Hosted/CloudOne-Time Costs

Monthly Costs

Input Description Estimated Cost*

Phone Hardware

PBX Hardware


Desk Phones

PBX servers, expansion cards

Installation, configurations, training, number transferring


$2000

$0

$0

Phone System Provider Fees

Carrier Fees

Software, upgrades, support and maintenance

Unlimited calling and fax, toll free minutes, support

$450

$0

Costs for One Year of Ownership: $7400



Other Resources

Cisco - Top 6 Considerations When Buying a Phone System thebalance.com - How to Buy a Business Telephone System



About Callture

Callture runs two business units: the Retail Services Unit and the Platform Outsourcing Solutions Unit. The Retail Unit provides value-added voice services to businesses and consumers. Business services include its signature Cloud based business phone service with its business-class features. Other business services include enhanced toll free service, virtual international phone numbers, prepaid long distance and click-to-talk service. Consumer services include unlimited long distance, calling cards and pc2phone service. All Callture services include a user friendly online portal with automated order processing. Callture´s Retail Unit has also developed an online affiliate program with instant sign up and reoccurring commissions for life. The Platform Outsourcing Unit offers end-to-end Telecom outsourcing solutions for entrepreneurs around the world. Callture´s web-based platform contains proprietary software 10 years in the making. Callture offers a wholesale model, where clients concentrate on pricing, distributing and selling their own private label products and services; and leave all the technical and provisioning aspects to us. Callture´s on-demand model makes it a necessity to help clients grow their volume and succeed in minimum time.

To find out more, please visit

http://www.callture.com or call 888-683-5226

How To Improve Sales Over The Phone - Right Away & Long Term - Business Phone Service · 2018. 10....

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