Check for unused services
Many businesses are paying for communications and IT services that they simply don’t need. These services are costing you money and will continue to do so until you cancel them. Here are our tips to ensure you’re only paying for what you need.
Telephone lines: It’s not uncommon for additional telephone lines to be ordered after an office reorganisation or a move to a new location. List all phone lines that are currently active and check for diversions from old numbers to your current number, as well as for 1300/1800 services that are no longer being used. Cancel all the services you no longer need.
Data Services: If you’ve connected a new high-speed broadband service, it’s possible that you may still be paying for a totally unused connection. Make sure you aren’t — and if you are, cancel it.
Mobile services: Review your mobile packages. Much the same as landlines, it’s highly likely that if you have a large number of active mobile services, some will be going unused. Follow the same steps laid out in the Telephone Lines section to identify any mobile services that you’re paying for unnecessarily and cancel them.
Analyse your spend on staff services
It’s easy to overspend when you allocate services to individual staff members. Here’s what businesses should do about it:
Telephone lines & internet access: Make sure that all the phone lines and data services you’re paying for are 100% valid and need to be maintained by checking that staff are entitled to the services provided and that monetary allowances aren’t being exceeded. Consider purchasing services for staff rather than reimbursing their costs — this gives you better visibility of costs, while also allowing you to reduce rates by purchasing at lower prices than those available to your staff.
Mobiles: Once you’ve identified all the active mobile services you’re currently paying for, there’s an opportunity to make further savings through a fleet arrangement. These allow you to share data usage across your workforce, meaning you pay for average data consumption rather than peak usage and minimise any excess data charges. Fleet arrangements are typically delivered on a SIM-only basis, so they don’t include a handset for every one of your team members.
Move to a hosted service
- Cloud-based services have become a no-brainer for businesses. Cloud services are just far more efficient than owning and maintaining your own infrastructure. And with so many options available, it’s possible to transition all of your communications and IT requirements into the cloud. Here are a few potential use cases to consider:
- Email: Rather than maintaining a physical in-house mail server, move to a cloud-based service like Microsoft Office 365.
- Phone system: Replace your office phone system with a cloud-based system, such as the Microsoft Teams Business Phone extension. This can be particularly effective if you operate from multiple locations, as hosted systems operate as a single system regardless of whether a user is in the office or working from home.
- Physical handsets: Swap your physical desk phones for so-called “softphones” that exist on a desktop or mobile app.
Consolidate multiple services
If you’re currently paying for several versions of the same service, you could save significant amounts by consolidating them into a single service.
For instance, some businesses have multiple NBN broadband connections running to a single office to provide them with the necessary bandwidth. But those lines could be replaced with a single high-speed fibre broadband service, saving money and potentially improving performance.
The same is often true with phone systems and mail servers. And with mobile phones, you may find it cheaper to consolidate them all within a single plan, rather than splitting them across multiple individual packages.
You should choose services with built-in backup or redundancy to reduce the possible business impact of a service fault.
Update legacy technology
Sticking with old technology might not be the cheapest solution. Legacy technology could end up costing you a lot more in the long run than if you upgrade it.
For example, you might assume that your current laggy connection is at least saving you some money, but in reality, older packages are often very expensive versus newer services such as NBN.