Learning Center

Guide To Cloud Phone Systems

Open Touch Office CloudAs your phone system ages,its ability to grow with your company becomes increasingly difficult. Upgrading to a cloud communications system will increase flexibility,mobility and security while providing a full set of business telephOny features. Benefits include:

  1. Quick and easy deployment and operations.
  2. Stay up to date with the latest technology.
  3. Enable advanced unified communications on your devices.
  4. Avoid downtime due to a disaster.

We hope you find this guide a valuable tool in your selection process. Since 1968 Telspan has provided organizations like yours with complete telecommunications solutions.Telspan looks at your business and designs a system that operates the way you need it to.By combining system installation,maintenance,coordination and consultative services, we create a communications solution that fits your business and its changing communications requirements.
By switching to the cloud now, you will save money and time while simplifying operations and avoiding risk.

If you would like more details on what communications system is best for you please call us at 860-761-1411.

The cure for traditional infrastructure

Are you suffering from traditional IT infrastructure? It’s a funny question, admittedly, but some of you are no doubt violently nodding your heads in agreement.

After all, who hasn’t suffered at the hands of IT infrastructure? IT teams who’ve contended with the seemingly nonstop maintenance that comes with traditional infrastructures, certainly have. Users who’ve helplessly experienced bottlenecks that prevented timely access to applications and data of course have. And most C-level executives can tell you about the anguish of an under-performing network slowing transaction flows, and the business in general, to a crawl.

Over-running the status quo

Meanwhile, along the way to this condition, emerging technology trends have pushed the traditional infrastructure to its limits. From virtualization and the cloud to mobility and the consumerization of IT, new pressures are straining infrastructures from every direction.

 

To borrow (and mangle) a famous saying, “The infrastructure provideth, and it taketh away.” Or, more accurately, it holdeth back. But that no longer has to be the case. Businesses today have more options than ever when it comes to modernizing their infrastructures. They can transform the cause of their suffering into a distinct business advantage.

That’s not to suggest it’s a simple transition. Every business has its own distinct needs in terms of demand, accessibility and flexibility, and they need to do thoughtful assessments of their evolving infrastructure needs. But for most organizations today, round-the-clock business agility and availability of applications and data are foundational must-haves.

In such an environment, what are needed are out-of-the-box infrastructure solutions that enable IT teams to spend less time on maintenance tasks, and more time on critical innovation and revenue-producing activities.

Organizations need the ability to deploy new applications quickly and easily. They need to be able to respond quickly and decisively to changing business conditions. And they need to be freed from technology-induced limitations on what people can accomplish.

Digital business barriers

What they have today instead is antiquated legacy infrastructures that are rigid, and with high opportunity and maintenance costs.  What’s more, these aging infrastructures have helped cement the perception among both executives and users that IT is more of a hindrance to their efforts to better serve customers than it is a business engine. Further contributing to this perception is the fact that the traditional methods of assessing IT costs and evaluating the role of IT are hopelessly misaligned with the digital businesses of today, and that divide is widening.

To put it quite frankly, traditional IT infrastructure is flat-out preventing businesses from excelling in today’s marketplace. And it’s not enough for organizations to simply swap those infrastructures out for the modern flavor of the day. Rather, they must change their mindsets in envisioning those new infrastructures.

Specifically, they need to stop allowing costs to limit this critical technology decision, and instead adopt a forward-looking understanding that their infrastructure investments should be guided by anticipating future business needs.

The rewards of strategic change run deep

That perspective is supported by research such as the latest edition of KPMG’s annual technology innovation report, “The Changing Landscape of Disruptive Technologies,”released in early 2016. The report argues that as the unprecedented pace of technology innovation continues to bring profound changes all around us, companies can’t ride one form of innovation to success. Instead, they must integrate several disruptive technologies to create an effective business model.

“The rewards for embracing new technologies run deep. From productivity gains to cost efficiencies, to quicker innovation cycles and increased customer value,” Gary Matuszak, global and U.S. chair of KPMG’s technology, media and telecommunications practice, said in the report. “The most successful businesses will be those that can most effectively prioritize and monetize emerging technology opportunities as part of their overall company strategy.”

In other words — at least so far as it pertains to infrastructure — first figure out what type of modern infrastructure best suits your business, and then determine how you can take full business advantage of it. Matching your business to the wrong infrastructure can lead to extra costs, unused capabilities (or worse yet, missing capabilities) and a whole lot of inefficiency.

Taking that idea to its logical end, it’s easy to see how the traditional infrastructure, which once served businesses so well, can increasingly be looked upon as a sort of shackle for the business. And if organizations are being held back by their infrastructures today, just imagine how limiting those infrastructures will be a few years down the line.

Which is why the infrastructure solutions market has such a critical role in helping today’s businesses to become digital-enabled. Vendors have a responsibility to develop and market solutions that will grease the wheels of digital business rather than rust them, and Alcatel-Lucent Enterprise has every intention of delivering on that. Stay tuned.

How to Change the System Clock on your Iwatsu System

Please follow the steps below for your particular Iwatsu system.

Iwatsu Enterprise-CS

The ECS system has the ability to automatically provide daylight saving time changes. However, in software releases prior to version 2.10 (January 2007), the changes follow the old daylight saving time standard.

To adjust the clock settings on ECS systems running software releases prior to 2.10, perform the following steps from an attendant station:

  1. Press the speaker button [SPKR]
  2. Wait for the dial tone
  3. Press the Feature button [FEAT] then dial [6] + [4]
  4. Dial the time in military time [HH : MM]
  5. Wait for a confirmation tone
  6. Press the speaker button [SPKR]

An update to the ECS system was made with the release of version 2.10 to accommodate the current daylight saving time dates. All software versions 2.10 and higher provide for the new time change. Contact your dealer with questions about which software version was installed in your system.
ADIX-VS, ADIX-APS and ADIX Systems

From the operator DSS when idle:

  1. Press [ICM] + [FEAT] + [6] + [4]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Press [SPKR]

IMPORTANT NOTE: Please note that all ADIX Systems supported the daylight saving time change based upon the prior standard. Therefore, the feature to enable daylight saving time should be set to disable in order to prevent these systems from changing the system time based upon the old daylight saving time schedule.

Enterprise TOL and ADIX TOL Systems

Time changes in all Enterprise TOLand ADIX TOLsystems are controlled by the Microsoft Windows operating system. Microsoft Windows provides for automated daylight saving time changes based upon the time zone setting at installation. If Windows is set for automatic daylight saving time change it will follow the old daylight saving time schedule and therefore should be upgraded. If the upgrade is not performed, the automatic daylight saving time update should be disabled and performed manually. Information on software patches and upgrades for Microsoft operating systems are available at www.microsoft.com. Search “daylight saving time” and you will find links to information on each Windows version. Depending on the age of theTOL system it may have been shipped with either a Windows 2000 or Windows XP operating system.

Omega-Voice VMI

The Omega-Voice VMI system (IX-4VML, VS-VML, IX-4SEVMC) does not provide an automatic daylight saving time change feature. Therefore, all Omega-Voice VMI systems require the time to be manually changed via the system editor.
ZT-D

From the operator only, when idle:

  1. Go off-hook and press [FEAT] + [SPKR] + [3]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

ZT-S

From the Master KT only, when idle:

  1. Go off-hook and press [FEAT] + [#] + [2]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

IDS-128

From console:

  1. Press [PROG] then [3] then [SET]
  2. Enter the time as HH + [SP] + MM + [SP] + [*AM] or [*PM]
  3. Press [SET] then [PROG]

EX-816/824/1648 – Versions 1 and 2

From the station 20, when idle:

  1. Go off-hook and press [FEAT] + [5]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

EX-816/824/1648 – Version 3
EX-1232/2464 – Versions 1 and 2

From the station 20 when idle:

  1. Go off-hook and press [FEAT] + [8] + [1]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

TXX-616 and EX-616

From the station 20 when idle and on-hook:

  1. Press [0] + [3 digit password] + [program number 00]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Press [FWD] + [FLASH] + [FLASH]

How to Change the System Clock on your Iwatsu System

Please follow the steps below for your particular Iwatsu system.

Iwatsu Enterprise-CS

The ECS system has the ability to automatically provide daylight saving time changes. However, in software releases prior to version 2.10 (January 2007), the changes follow the old daylight saving time standard.

To adjust the clock settings on ECS systems running software releases prior to 2.10, perform the following steps from an attendant station:

  1. Press the speaker button [SPKR]
  2. Wait for the dial tone
  3. Press the Feature button [FEAT] then dial [6] + [4]
  4. Dial the time in military time [HH : MM]
  5. Wait for a confirmation tone
  6. Press the speaker button [SPKR]

An update to the ECS system was made with the release of version 2.10 to accommodate the current daylight saving time dates. All software versions 2.10 and higher provide for the new time change. Contact your dealer with questions about which software version was installed in your system.
ADIX-VS, ADIX-APS and ADIX Systems

From the operator DSS when idle:

  1. Press [ICM] + [FEAT] + [6] + [4]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Press [SPKR]

IMPORTANT NOTE: Please note that all ADIX Systems supported the daylight saving time change based upon the prior standard. Therefore, the feature to enable daylight saving time should be set to disable in order to prevent these systems from changing the system time based upon the old daylight saving time schedule.

Enterprise TOL and ADIX TOL Systems

Time changes in all Enterprise TOLand ADIX TOLsystems are controlled by the Microsoft Windows operating system. Microsoft Windows provides for automated daylight saving time changes based upon the time zone setting at installation. If Windows is set for automatic daylight saving time change it will follow the old daylight saving time schedule and therefore should be upgraded. If the upgrade is not performed, the automatic daylight saving time update should be disabled and performed manually. Information on software patches and upgrades for Microsoft operating systems are available at www.microsoft.com. Search “daylight saving time” and you will find links to information on each Windows version. Depending on the age of theTOL system it may have been shipped with either a Windows 2000 or Windows XP operating system.

Omega-Voice VMI

The Omega-Voice VMI system (IX-4VML, VS-VML, IX-4SEVMC) does not provide an automatic daylight saving time change feature. Therefore, all Omega-Voice VMI systems require the time to be manually changed via the system editor.
ZT-D

From the operator only, when idle:

  1. Go off-hook and press [FEAT] + [SPKR] + [3]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

ZT-S

From the Master KT only, when idle:

  1. Go off-hook and press [FEAT] + [#] + [2]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

IDS-128

From console:

  1. Press [PROG] then [3] then [SET]
  2. Enter the time as HH + [SP] + MM + [SP] + [*AM] or [*PM]
  3. Press [SET] then [PROG]

EX-816/824/1648 – Versions 1 and 2

From the station 20, when idle:

  1. Go off-hook and press [FEAT] + [5]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

EX-816/824/1648 – Version 3
EX-1232/2464 – Versions 1 and 2

From the station 20 when idle:

  1. Go off-hook and press [FEAT] + [8] + [1]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Go on-hook

TXX-616 and EX-616

From the station 20 when idle and on-hook:

  1. Press [0] + [3 digit password] + [program number 00]
  2. Enter the time [HH : MM] using the 24 hour military clock
  3. Press [FWD] + [FLASH] + [FLASH]

Optimize Employee Efficiency With Your Business Phone System

Employee productivity increases when you can reach the right people at the right time on the right device. It increases when you eliminate time-wasters, such as missed calls and unnecessary travel. Productivity also improves when you enable new capabilities, such as working with remote and virtual teams, staying connected while traveling, or simply working from home.

Help your staff to share their knowledge easily and in real time or to work from home while enjoying full, secure access to company information. Enable seamless communications so staff can leave the building while they are on a call. Maintain a single directory for your mobile and office phone.

Rapid Session Shift – Move Calls Between Devices

Seamlessly hand off calls between any devices, including cell phone, office phone, desk phone, tablet, smart board or conference phone. Use the device that best suits the time and place without sacrificing access to features and services without loss of functionality.

Open Touch and SMB

SMB are more than ever concerned by improving customer satisfaction, increasing the efficiency of their employees and reducing and optimizing their costs. It is essential to be reachable by clients anywhere, anytime. SMB employees are often out of the office. While on the move, sales people cannot afford to miss calls, emails or faxes because this can translate into missed business opportunities.

SMB employees must reinforce their value in providing personalized services and expert information. When clients call the SMB, staff must work hard to quickly address their needs and ensure satisfaction. The communication system must provide end-to-end call management, with a professional welcome and efficient call routing to the employee. To increase staff productivity and facilitate communications with preferred suppliers, the system needs to provide collaborative tools and integration with SMB operations.

The OpenTouch Suite for SMB tailors the communication system to your unique needs, whether it is a small agency branch or a central office, by providing:

  • Feature-rich applications that improve client service and call handling
  • Flexible communication server and network infrastructure with powerful embedded features
  • A range of wireline phones for professional IP or digital telephony

The OpenTouch Suite for SMB integrates the communication system with on-the go business operations to provide the following services to an Apple iPhone or a mobile device with the Google Android operating system:

  • A single phone number, so calls to the office are automatically routed to the mobile device or voicemail — transparently
  • Call management from a smartphone or mobile device: Voice mail with a single business

mailbox accessible remotely, call transfer, call forwarding, conference calling and a centralized address book.

The OpenTouch Suite for SMB enables small and medium-sized companies to be reachable by clients and potential clients anytime, anywhere, through a flexible communication system that is always on the go.. It also provides seamless, flexible services with end-to-end call management to quickly address clients’ needs and help earn their loyalty.

Pimphony Basic Overview

PIMphony Basic software is the personal information manager for the Alcatel-Lucent Opentouch SMB phone system. The call manager, contact lists, call log and forwarding options are covered in this overview video.

 

How to Choose a Phone System

ENT-MGT3a-M12First, Establish the Basic Business Needs

Consider what is driving your decision for a new phone system by first accessing your current situation. Ask and answer these questions:

  • Have you outgrown your current system?
  • Are there new features or applications you want to add such as collaboration, video, cell phone integration, desktop screen pops, database lookups or wireless voice?
  • Are you having problems maintaining a new system or problems with service level?
  • Do you have a high level of missed or abandoned calls?
  • Is it difficult for customers to reach the correct employee?

Knowing why you are looking and what basic needs you are trying to achieve will help narrow down your choices.

Second, Analyze Call Flow and Design the Ideal Call Flow for your Business

Now that you know why you are looking for a new phone system, what do you want that phone system to do? Don’t make it about the great new “whiz-bang shinny” feature – go back to basics. It’s important to know why people are calling and how you handle those calls now.

Who will be calling? Customers looking for support? People wanting to buy your products or services? People wanting to reach other people for general information, billing, follow-ups or telemarketing?

Asking these questions will establish the basic needs. For example, if your company has multiple departments, an automated attendant can be used to route calls to those departments based on factors such as time of day, number dialed and reason for call. Or would it make your company more effective if callers were able to reach mobile employees by routing directly to the cell phone?

Third, Design the Best Solution for your Business

Now that you know the why and what, that is, why you are considering a new phone system and what you need that phone system to do, it’s time to analyze the how. At this point you will probably be working with a consultant or voice communications company.

Here are some things to consider that can help guide you through this process.

  • Consider what existing infrastructure can be used with the new system. For example, cabling. Today’s converged IP-PBX systems often support both IP and digital/analog phones and your current cabling can be used.
  • Discuss with your vendor how the proposed system will handle exact call flow sequences – this  will prove if the solution works for your business.
  • Always be conscious of future growth – it is typical to plan for your new communications system to be in operation for a minimum of 7 years. A good rule of thumb is they system should have double what you believe is your growth projection.

Conclusion

As with most buying decisions, the best decisions are made when you are completely aware of the specific reasons that are driving your buying decision. By focusing on how calls are currently handled, what the pain points are for both customers and employees, and having some sense of your future growth and needs, you will make the best decision.

A good communications solutions provider can be your best asset in this process. Find a vendor that will work with you to help you identify needs specific to your business and leverage they best available technology to meet those needs.

Mobility Key – Transfer Calls to Your Cell Phone

Use a Mobility Key to transfer a call back and forth from your office phone to your cell phone. The Mobility Key is available with Iwatsu Enterprise-CS and ICON Series phones (IX-5810, IX-5910, IX5930).