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Monthly Archives: September 2011
Telecom Tactic #5: Telecom Issue Tracking
A difficult task for any IT or telecom manager is issue tracking and change management. People get hired and fired, buildings open and close, and products get retired and replaced. You need to know WHAT is going on, WHO did it, WHEN it happened and if it actually got done. That last one is important, especially when you’re dealing with services you are paying for. If you cancelled something, you better make sure the carrier actually did it, or you will pay for it forever.
So a major part of a good telecom expense management program is to know what to track, how to tie the data together so you get “big picture” information, and where to store everything. Clearview is a good solution, or so we think – since we use it too- as it has great places to make notes, interrelate records, and allow multiple users to edit and see what is going on. (Get a Demo to see how)
Telecom Issue Tracking
More Tracking = Better Results
- No issue is too small or too big. Track everything.
- Every touch point with an issue should be recorded in issue history.
Associate Issues with Accounts/Inventory
- Know when an account or inventory item already has an issue.
- Promote follow-up and accurate closing of issues.
Collaboration
- Provide access to issues for multiple users – more productive.
- Expose issues results to upper management.
- Handle internal turnover and the continuation of work.
Savings and Credits
- Track both estimated and actual savings/credit amounts.
- Validate savings and credits on future invoicing.
- Provide reporting on savings by vendor, service type and more.
Now that you know what to do, you need a place to keep all this data. We would suggest you check out Clearview, our web-based telecom management software.
And for more good telecom management tips, you can also register and download our white paper “Plugging the Leak: Six Steps Towards Managing Your Telecom Expenses”
Telecom Tactic #5: Telecom Invoice Auditing – Wireless
Last post we talked about wireline, and this time we will discuss wireless invoice auditing. There is a difference in what you need to look for, so we separated them to make it easier to know where to focus.
Wireless Invoice Auditing – Cursory Audit Items
Here is what you need to be looking for on mobile & cell invoices. Clearview makes this a lot easier, as it automatically flags a lot of these items. (Get a Demo to see how)
- Voice, data & text overages
- Picture messaging
- 3rd party charges (ring tones, games & TV subscriptions)
- Insurance charges
- International charges
- Excessive directory assistance charges
- Early termination fees
Wireless Invoice Auditing – Comprehensive Audit Items
This is something you can do yourself, if you have telecom analysts on staff, otherwise you might want to partner with a telecom expense management firm (like Valicom) to help.
- Plan optimization for pooling, pay-as-you-go, MBs
- User optimization
- Contract compliance
- Contract audit & review
- Services analysis
- RFP & contract negotiation
Telecom Tactic #4: Telecom Invoice Auditing – Wireline
This is where the rubber meets the road. Telecom invoice auditing. Every piece of paper that comes into your office from a carrier is a place to save money. Incorrect charges, setup fees you were never supposed to pay, items not billing to contract terms – there are a lot of reasons you are paying too much for your telecom services.
Let’s start with wireline best practices. (wireline= Here is what you should be looking for…. And as we always remind you, if you don’t have a good way to showcase these overcharges, then you should look into Clearview – our TEM Software. Clarity counts. When you See, You Save.
Telecom Invoice Auditing – Cursory Audit Items
Here is what you need to be watching for every time – the “easy stuff” that you should be able to find in a cursory overview of your telecom invoices. Clearview makes this a lot easier, as it automatically flags a lot of these items. (Get a Demo to see how)
- 3rd party billing
- Local calling plans
- Low and/or no usage lines
- LD calls on LEC invoices
- Inside wire maintenance
- Usage rate compliance
- Slamming
- 900/976 unauthorized calling
- Installation, termination & repair charges
- Thrifty invoices
Telecom Invoice Auditing – Comprehensive Audit Items
If you’re doing a more thorough audit, or having a telecom expense management firm like Valicom do it for you, these are the deeper items they should be looking for. We also use Clearview when we perform audits. (Get a Demo to see how)
- CSR analysis
- Contract compliance
- Contract audit & review
- Voice & data network optimization
- Network services analysis
Telecom Invoice Processing – The Clearview Software Advantage
As we run through good telecom management tips, we should pause and talk about tools. Anything is easier to do if you have the right tool. In the case of telecom or wireless management, we have spent years perfecting Clearview – our web-based telecom expense, invoice and inventory management software. It is the engine that drives our entire telecom auditing service menu, and is available for use in your telecom department too. Clearview is flexible and adapts to your business processes, not the other way around.
Invoices, inventory and contracts go in and smart decisions come out the back. As we like to say, visibility is power. When you See, You Save. Here’s how it works… Load the invoice data, audit the invoices, pay them, then a feed comes out directly to your accounts payable system.
Want to find out more? Request a demo to find out how Clearview TEM software adapts to your particular telecom and wireless management needs.
Telecom Tactic #3: Invoice Processing
A major source of headaches for telecom managers is dealing with telecom invoicing. Lots of paper = lots of mess. And you know you should really review those suckers EVERY time, EVERY month, but really – who has the time.
So finding a way to streamline invoice processing should be high on your list. A few tips to make your life easier…
Telecom Invoice Management Tips
- Paper Invoices
- Scan them in for easy access
- Track to summary level
- Get electronic invoice data whenever possible
- More data, more analysis, more automation = MORE SAVINGS
- Process sooner, avoid late fees
- Review variances and existing issues
- Variances at the summary and line level are a great way to catch problems
- Make sure you know if there are already issues with an invoice (we’ll discuss this more later in issue tracking)
Now that you know what to do, you need a place to keep all this data. Spreadsheets will work, but not well, so we would suggest you check out Clearview, our web-based telecom management software.
Want some more good telecom management tips? Register and download our white paper “Plugging the Leak: Six Steps Towards Managing Your Telecom Expenses”
CEO Dishes Out Telecom & Wireless Cost Control Tips on Local Business Radio Show
With the invasion of the iPads and smartphones, and the costs that come with them, managing and controlling telecom and data expenses is a growing concern for businesses large or small. This changing landscape is what led producers of the popular Madison, Wisconsin radio program “In Business with Jody & Joan” to reach out to Nancy Peckham, founder and CEO of Valicom, a telecom expense management firm. Offering a web-based software tool to manage and organize telecom and wireless assets, along with a full suite of telecom auditing services, Valicom is uniquely positioned to understand the challenges facing IT and telecom managers. Ms. Peckham will be interviewed for a program to air September 20, 6:00 pm CST on Madison 1670, WTDY. To listen to the program after the original air date, visit Valicom’s website at www.valicomcorp.com for an MP3 recording of the show.
The interview is moderated by the show’s co-hosts, Jody Glynn Patrick, Publisher of IN BUSINESS magazine, and Joan Gillman, Director of Special Industry Programs, Executive Education at the University of Wisconsin-Madison School of Business. “In Business with Jody & Joan” has been broadcasting for over five years, having already produced over 1,000 shows. Ms. Peckham is excited to be included in the club of statewide business leaders that have appeared on the show. Ms. Peckham plans to share her twenty years of experience in the telecommunications industry by discussing the greatest challenges that businesses face today in managing their telecom expenses. She will also probe what has made Valicom successful in helping clients to address those challenges
Ms. Peckham began her career in telecommunications in 1983 as an account executive with Republic Telcom, a regional long distance carrier. She was named district sales manager for the Wisconsin region in 1987 when Republic Telcom was acquired by Mid American Communications. She recognized a need for independent, objective telecommunications consulting which led her to found Valicom. Since its launch in 1991, Valicom has been a leader in providing telecom expense management solutions, serving enterprise and mid-market clients in a variety of industries and verticals across the U.S. More recently, Valicom has led the telecom expense management industry into the “cloud” era by launching Clearview, their web-based telecom and wirelesss expense, inventory and invoice management platform.
Telecom Tactic #2: Wireline Inventory Management
As mentioned in our previous post on wireless, inventory management is critical to keeping a lid on your telecom costs. The trick is knowing WHAT to manage. Here are some best practices we’ve found from twenty years of telecom expense management….
Telecom Inventory Management Tips
- Identify and track at the line/circuit level
- Tie to location(s) at line/circuit level
- Monitor individual line/circuit contract status
- Keep service dates accurate
- Additional key data points to track:
- Service types
- Attributes (monthly recurring charges)
- Features
- Purpose
Now that you know what to do, you need a place to keep all this data. Spreadsheets work (not) so we would suggest you check out a demo of Clearview, our web-based telecom management software.
And for more good telecom management tips, you can also register and download our white paper “Plugging the Leak: Six Steps Towards Managing Your Telecom Expenses”
Telecom Tactic #1: Wireless Inventory Management
Inventory management sound like an easy enough task, but what do you need to keep track of? And where do you store all that information? (Hint: Clearview does the trick)
This post will go over ideas for wireless management (cell phones, smartphones, tablets), then we’ll get into wireline (landline telephones).
Wireless Management Best Practices
- Identify and track users for each device
- Correlate with HR information (employment status, new hires, retirements, layoffs, etc)
- Maintain accurate device status and purpose (who has it, why do they have it, what do they use it for)
- Monitor procurement/ordering activity to anticipate changes (stay out of silos – keep track of what is being bought, for whom, and why)
- Additional key data points to track:
- Plan information
- Device types
- Features
- Usage
Now that you know what to do, you need a place to keep all this data. Spreadsheets work (not) so we would suggest you check out Clearview, our web-based wireless management software.
And for more good telecom management tips, you can also register and download our white paper “Plugging the Leak: Six Steps Towards Managing Your Telecom Expenses”
What are the benefits of a telecom expense management (TEM) program?
When we talk about telecom expense management, there are several angles beyond “It saves us money”. Granted, usually that is the most important one, as bottom line considerations often drive business decisions. But for a larger perspective, we thought it would be nice to showcase other benefits you can get from a telecom management program. Here are the business improvements most often reported by clients after they have implemented a telecom and wireless management program…..
Improve Profits
- Identify significant savings on your telecom and wireless expenses
- Eliminate fraud and unauthorized charges
- Identify errors and recover funds through audit of wireline and wireless services
Streamline Operations
- Reallocate personnel to focus on strategic core competencies
- Streamline order fulfillment, auditing, asset management, and payment processes
- Realize more efficient use of employee time
Reduce Risk
- Assure corporate business policy and regulatory compliance
- Increase accuracy in expense tracking and reporting
- Achieve financial goals through no-risk investment models
Fall Financial Makeover: Why you need Telecom Expense Management
Last post we talked about how fall and winter are good times to start thinking about your telecom and wireless cost control plans. What cost reduction ideas do you have? How do you plan to reduce telecom expenses?
If you aren’t thinking about it, let us remind you why you should care…..
Statistics show that most firms pay too much for voice, wireless and data:
- Up to 35%* of telecom invoices have ERRORS
- No wireless policy = 40%* MORE spent on mobile services
- No telecom expense management program = 22%* MORE spent in total annual costs!
Now I don’t know about you, but if I had a bucket, and I knew it had a hole in the bottom, I’d find some super glue to plug that baby up. Finding the leak in your telecom budget is no different. So stick around, we are going to start a series posts on telecom cost reduction ideas from our recent webinar “How Software Tools and Strong Tactics Contain Telecom Costs”.
If you simply can’t wait, and want some good tips now, you can also register and download our white paper “Plugging the Leak: Six Steps Towards Managing Your Telecom Expenses” Then stay tuned to learn more…..