Now that we have seen the broad offerings of terminal devices, we will see how difficult it can be to choose one to meet our needs. After choosing a type of device, we have to choose a manufacturer and model. This task can be daunting. Let's take a few minutes and discuss how we will make the best decision based on the available information.
Features, Features, and More Features…
As we review available phone handsets, we will be inundated with all the features that manufacturers can throw at us. These lists are overwhelming, even to the most seasoned experts. It is very difficult to compare two handsets solely on features, as some features have different names.
Determining the usability of a particular phone handset should be a straightforward process. This process has four major steps—requirement elicitation, prioritization, and documentation, followed by handset testing.
Requirement Elicitation
This is the brainstorming step. We should go to each user and determine what his or her needs are. We ask the user what features he or she uses on the current phone. We observe the person working for a period of time to get a good sampling of what he or she actually does.
We should then go to the user's manager and see what a person in that position is expected to do. We add these features to our list. While this list will be unique to each user, many will be very similar. We should see patterns of usage emerge between groups of employees.
Requirement Prioritization
In this step, we take our requirements list from the previous step and, working with the user and manager, determine which features are used most, which are most important to that user's role in the organization, and which features are simply nice to have. We should also attempt to recognize any deficiencies in the current technology. Changes are often embraced if the change adds value to the user by making a task easier or in some cases removing a task entirely. It's important that we recognize all nuances of the current system in order to provide the user with a replacement that will suit them.
We should then create a quantitative scale for each feature. For example, if we were working with an operator, a Transfer button would be a value of 10, while a Do Not Disturb button will probably be a value of 1. If we had a phone handset with both of these abilities, then we add these scores together and it would score an 11. By putting numbers on the required features, we can come up with a quantitative answer to a very subjective issue.
Requirement Documentation
This step is the most important of all of the steps so far, especially for consultants. We take the list of requirements and their weights, and write them in a short document. We then have the user and the manager sign it to indicate their agreement.
This may seem a little formal for picking a telephone handset, but it is an effective method of communicating expectations and plans between you, the implementer, and the users. This can help in preventing surprises or differing recollections of what was promised.
Phone Testing
This is the final step. After comparing the available handsets against the document we created in the previous step, we choose the highest scoring handset. We then take a handset of that type to the user and have him or her use it (if we have a test system installed by this point) or at least sign off on it conceptually.
Again, this is an opportunity to ensure our users’ expectations are reasonable, that commitments are clearly defined, and that our users are kept informed during the decision-making process. It can also help us get a buy-in from the users as we make the major adjustments that will invariably accompany a new phone system.
Determining True Cost
When we look at which handsets to compare our requirements document with, the issue of cost also will have to be looked at. Before we offer a handset that would not be possible under our project budget, we should determine that the handset meets all of the requirements of the business, which includes the element of cost.
The issue of cost is not as simple as looking at the retail price of a handset. Each type of phone will have multiple types of cost. These costs will usually fall into one of the following categories:
- Handset cost: This is the easiest cost to determine. It is the actual amount of money that will have to be spent to acquire the telephone.
- Headset cost: If a phone will require a headset, then we should consider the cost of that headset as we choose the phone. Different connectors are available depending on the model.
- Software license cost: Some phones will require the purchase of G.729 license. Other phones may require a license for the software on the phone (usually referred to as firmware). We should not fail to consider this cost while computing the cost of the phone.
- Installation cost: The time required to install different phones differs. This time translates into cost.
By considering each of these factors for each different handset, we get an idea about the true cost of each particular phone. With all of these costs defined, we can see which phones are within our budget and which are simply too expensive.
Compatibility with Asterisk
Not all handsets interoperate equally with Asterisk. Referring to the Asterisk Users Mailing List archive, we can ensure that no serious incompatibilities have been discovered. Also, a Wiki is available at http://www.voip-info.org. A vast array of useful information about Asterisk is available there. This site is searchable and is constantly updated.
We do not have to select a single protocol for all VoIP phones. Instead, we can mix and match protocols to our best advantage, thanks to the flexibility and power of Asterisk.
Sound Quality Analysis
Sound quality is a very subjective thing. Each user will have a personal threshold between acceptable and unacceptable.
Each phone will have a varying sound quality. The variables that can affect the quality of a call are staggering. Network latency can significantly affect sound quality, but so can configurations of the phone. Determining what the cause of low sound quality is can be difficult to do.
Build quality from a manufacturer can also affect quality. When wide variations are allowed from one phone to the next, the result is usually inconsistent from handset to handset. Thus, we have to choose a manufacturer we can trust.
While there is no absolute, the quality of sound on telephone handsets, from highest to lowest, is usually as follows—analog hard phone, VoIP hard phone, analog soft phone, VoIP soft phone. If you are doing a comparison between different handsets, the main things to pay attention to are the amount of background noise (or hiss), distortion, drop outs, popping, and highly digitized voice. If we have users who are extremely sensitive to sound quality, analog will probably be our best bet. For those users who are a little more forgiving, VoIP allows us to use one network for our phones and computers.
When determining what terminal equipment to use, we need to consider the sound quality of each device and match it against the needs and expectations of our users, and weigh that with the cost of that device as compared to the budget.
Usability Issues
The world's most advanced VoIP handset is absolutely useless if our users cannot figure out how to use it. As we decide what equipment to provide for our users, we should consider where they are at in the continuum of technological awareness. While VoIP hard phones with context-sensitive buttons are useful for most users, some people find the interface confusing and frustrating.
This is one big issue that we need to address in the handset testing that we do after eliciting the requirements that our user has for a new phone. We have a duty to ensure that our users can use the handsets we choose. We must be careful not to assume that they will figure it out, as doing so often causes hurt feelings and resistance to change. The success of Asterisk will be largely measured by the response of our users.
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