Case Study: ABCD Engineering – 35 employees

By Tovini TEL Voip Phones Calgary | VOIP Office Phones Calgary

Dec 01

Example: ABCD Engineering Inc. 

Jim is running a very busy engineering company of 35 employees, at two locations. Presently the offices have access to high speed Internet provided by a different company at each location.

  • Assessment of existing communication system – analysis and identification of ways to improve features and reduce costs.

There are 35 employees total, 25 at headquarters in City 1 and a subsidiary with 10 employees in City 2. There are 4 Managers and 3 people in the procurement department that use their phones almost continuously while they are at work.  The front desk also uses two lines continuously and can use 2 hold lines while handling two live calls, during business hours. The second location in City 2 operates their own front desk. The incoming calls are answered at the front desk and transferred at the intended

Currently there are 2 phone systems, one for each location, provided by two different local companies. The employees call the other office by dialing a long distance number. Inside the network of 25 phones or 10 at the other location, the employees call each other in an internal network, by extension.

All other employees use the phone randomly to call outside of the office, on average of 30 minutes/8 hours, or say conservatively 10% of the work day time.

They usually receive calls from or call Clients and Suppliers in Canada, US and overseas. Most calls, about 95%, are in Canada and US; overseas calls are not frequent and not excessive in time. Presently they are using a long distance plan that allows for free inbound and outbound calls within Canada and long distance rates for international calls.

Jim also wants for himself and the 4 Managers to have access to their phone system while they are not at work, i.e. after hours or while they travel for business, or if they choose, during their holidays away from home.

There is a fax machine at each location, with a dedicated number for each fax. The faxes are traditional, each fax received gets printed on paper.

  • Assessment of the requirements for the most appropriate phone communication system.

Jim prefers a single account for both locations, if possible, with only one virtual attendant that will direct phones to the intended recipient or a common voicemail. This will allow for reduced front staff time, will simplify the accounting by dealing with only one account nstead of two with two different companies. The phones at the second location, should be part of the headquarters account, in such a way that the two offices at two different locations act as one office. This will allow for further growth if necessary.

Simultaneous calls required:

Jim – 1 line
4 Managers – 4 lines
Procurement – 3 lines
Front Desk – 4 lines
Other employees (35-12=23) at 10% = 3 lines – theoretical value

TOTAL: 15 lines – minimum required – this means that 15 lines will be used by 35 employees, with 12 lines being dedicated to 12 users and 3 lines should be shared between the other 23 people. This will make the 12 dedicated lines available to those who need an open line at all times;

The 3 lines that are shared will allow the first three users to call outside the office, however the fourth user cannot call outside the office until a line becomes available. This can create work perturbation and lack of efficiency. Therefore a reasonable number of available lines for the 23 employees must be considered. In talks with Jim, he has agreed that 10 lines for 23 employees is a more reasonable option that will maximize efficiency, allowing 10 of the 23 employees to use external lines simultaneously; now only the eleventh caller cannot place an external call. This numbers are going to be monitored for a period of 30 days to see if an increase of the number of lines is required. The number of lines can be increased to the maximum number of the phones in the office, 35. However, Jim can save by limiting the number of redundant lines for the entire office.

In SUMMARY, the simultaneous calls required: 22

Long distance requirements: Jim would want to go for unlimited Canada and US calls plan and pay International rates for overseas calls.

In addition, Jim wants one fax line with a dedicated number at each location. He will use one fax machine at each location, to send and receive faxes. Jim wants also to explore receiving faxes (sent at both fax numbers), by e-mail as a pdf attachment.

  • Proposal / Estimate – based on the assessment findings, this will include the Client choice of equipment, all the set-up, programming the phone system, office “land” and / or mobile, and / or home, and start-up, with a plan for operation and a long distance plan. This can be adjusted to reflect further Client’s requirements.

Office Phone System – 35 phones or 35 “land” extensions
5 Mobile Extensions
Mobile Office System – 5 phones – each user has his/her mobile phone.
Number of “land” phones required: 35 type – as selected by Jim.
Number of simultaneous calls required: 22
1 Autoattendant for business hours
1 Autoattendant for after hours
Caller ID on all phones
1 General Voicemail
35 Individual Voicemails
5 Voice by Email notifications
Call forward on all “land” phones
Music on Hold

Long Distance Plan: Unlimited Canada and US on  22 lines; This means that 22 simultaneous calls from any of the 35 “land” phones in the office, plus the 5 mobile phones, to anywhere in Canada or US* can be used at the same time.

All users can make unlimited calls inside the network of 35 phones, by dialing an extension, including for the second location in another city.

Jim has agreed on the above and selected the Yealink T46G for all users; the paperwork (estimate, purchase order and contract) are then prepared, agreed upon and signed and the work begins by ordering the equipment and setting up the system.  Once the equipment has arrived at the location, the system can be installed in one day at each location. Each phone must be programmed for the particular user and cannot be interchanged between users.

Fax: continue to use the two fax machines at the two locations. In addition, Jim will receive the fax transmissions by e-mail. As a bonus, Jim will be set up to send files from his mobile phone or computer to a fax number.

Normal Time lines:

  1. Assessment of existing communication system – analysis and identification of ways to improve features and reduce costs. 1- 3 business days
  2. Assessment of the requirements for the most appropriate phone communication system. 1- 3 business days
  3. Proposal / Estimate – based on the assessment findings, this will include the Client choice of equipment, all the set-up, programming the phone system, office “land” and / or mobile, and / or home, and start-up, with a plan for operation and a long distance plan. This can be adjusted to reflect further Client’s requirements. 1- 3 work days
  4. When accepted, we proceed with a signed agreement that outlines the services and the operation of the phone system, with the parties responsibilities. Depending on Client availability. 
  5. Installation preparation – order equipment, install software, program equipment, insure all is set for installation. 5 to 10 business days. Less if possible by manufacturer, rush orders are possible. 
  6. Installation – usually takes one day at one location to install the phone system.
  7. Operation

In a case like this, a full new phone system can be installed in about 15 to 25 days from the time you call us at 1-888-248-6658.

About the Author

TOVINI TEL provides outstanding new VOIP land and/or mobile phone system solutions, or substantial upgrades to existing communication systems, beyond geographical boundaries, beyond current technology limitations, to eliminate unnecessary costs and provide tremendous value to all our customers’ communication needs.