The analysis and optimization of telephone spending within a company, regardless of its size, provides advantages against its competitors, makes the work of employees more efficient, allows adequate use of communication resources, achieves certainty in budgets, provides concise information to management and makes decision-making easier for future expansions or adjustments to the needs of the company.
To achieve this, it is necessary to consider not only the rates that can be obtained from the different service providers, at the end of the day, there will come a point where the cost of the “carrier” does not allow reducing the prices it obtains from it, no matter how large. whatever the consumption or importance of your company.
Another important factor is the reliability of the provider, what is the use of a lower cost in the rates, if the communication cannot be achieved 100% of the time, or the quality of the same requires a longer communication time, or the time of response to a failure in your lines is very large, - here there is no greater cost than being isolated.
If your communications infrastructure is small, it is possible to detect a failure in a short time, when the size of your company is national, this is a bit complicated; Being able to take immediate action against these failures avoids congestion in your communications and payment of services that are not being used.
The amount of reports to obtain based on your communications can be enormous, but how useful each one of them really is will depend on the focus or department that studies it. The average number of minutes of a call has different meaning for planning, accounting, auditing or for management.
The frequency with which these reports must be prepared, analyzed, compared and delivered to those directly interested also comes into consideration.
Additionally, the real costs for purposes of return on investment in communications will have to do with what part of the calls are operational, service, generating sales or losses.
The creation of your own databases is a required process that is seldom implemented, either due to their tediousness or immenseness, or due to the lack of personnel to collect the necessary information from the appropriate sources. In this context, the information that each database must include is important to avoid double work and the accumulation of data with little or no relevance.
The maintenance and adaptation of the databases, to adjust to the changes caused by an expanding company, is also a factor to take into account.
Policies of use for communications is another factor to consider, but its integration is complicated when the assignment has many levels and it is also necessary to tie these with the plans or packages offered or negotiated with the providers.
The different ways in which each communications provider delivers its information, the basis of the invoice, offers another factor to the considerations, since trying to corroborate that the charges are in accordance with what was negotiated, contracted or used, may not require the same procedure month to month.
Finally, monitoring the processes that involve a communications analysis, the periodic review of the same analysis and the achievement of expected results, will allow an optimal transformation that leads to this concept of expenses in a company, to a competitive factor in any market.
