Know your telecoms set up
Do you know your telecoms set up?
This may sound like a strange question to ask, but you’ll be amazed at how many people don’t. And while you may not think it is important right now, should your telephone system fail, you’ll wish that you did – especially when you ring a maintenance company for assistance!
Here at Telcare we’ve produced a checklist that you can download here – completing it and putting it somewhere accessible (for example, on the wall next to the main system) means that, should your system fail, you should be able to get the problem resolved a little quicker.
It also means that if the one person who knows the answers to all the questions is away, the problem can be sorted easily.
Here we look at what you need to know (and why) in a bit more depth. You can also refer to our Troubleshooting Guide too, here, in case the problem is something you can resolve yourself.
1. What is the make and model of your telephone system?
Often this is a difficult question, most people can tell you what it looks like but we seldom find they can recall the make. If you look at the base of your handset it’s likely to have the make and model there.
2. Handsets – what model are they and how many handsets do you have?
3. Where is your main system located?
Some larger businesses may have a Communications Room, whereas smaller businesses may have them in a cupboard or in the kitchen. You’ll need to know this as one of the first questions you’ll be asked if there is a problem is “are there any lights on?” If there are not any lights on, it could be something simple like the power has been switched off – perhaps by the cleaning lady!
4. How many phone numbers do you have?
List your phone numbers, including any DDi’s and fax numbers
5. What is the size of your system – as in lines and extensions (for example, two phones and four extensions)?
6. Who installed the system?
If they are still in business, then they may be your first port of call
7. How old is your system?
8. If you have a maintenance contract, what is the telephone number of the system maintainer?
9. What types of lines do you have – analogue, digital or IP?
10. who is your telephone line provider? (eg BT)
The fault could be on the line and not with your system
11. what is your account number with your line provider and their contact number?
12. what else is connected to your telecoms system – for example, do you have call recording? Is there an alarm connected?
13. finally, if it is necessary to divert your telephone lines, where would you like them diverted to? (They can be diverted to a company mobile phone for example).
While this may sound like a lot of information to collate, you only need to do it once and it means that you’ll have everything to hand should you need to call someone for help – meaning your system should be back up and working quickly.