Shared Phones and Computers
These tools are provided in common areas used by employees in field, retail, and production functions. These employees don't have assigned desks for their communications when onsite or when on-shift in their assigned roles.
In some cases, such as for field sales persons, a company might provide a number of generic desks, often referred to as hot-desks or hoteling desks, from which the employee can connect a laptop or tablet and, optionally, have an available desk phone. For retail and production functions, a number of phones and computers will be available in a common space, or in a cubicle arrangement for semi-privacy, for an employee's use in contacting human resources, payroll, training, or similar departments. Each of these stations is on premises, so no additional security is needed, but a login will be required for an employee's access to email, portals, document storage, social networks, and similar services.
Work-from-Home Communications
Many organizations allow or encourage work-from-home options for their employees. This can be a money-saving option for the company as well as for the employee and is often considered a benefit by the employee.
With proper planning and with selection of secure communications tools, all necessary communications can be provided over a general-purpose Internet connection with sufficient bandwidth (e.g., at least five megabits per second for upload and for download). In most cases, the organization will have a standard reimbursement amount for that Internet connection. The employee will use VoIP and video IP services for real-time communications, including online meetings. It's possible to allow employees to login to these services from their personal computers, often using virtual desktop infrastructure (VDI) methods. However, if the work-from-home assignment is the primary way an employee will work, the organization will usually provide a laptop for that employee.
If either the communications tools or other business applications aren't secure, the work-from-home setup may require an employee to use a virtual private network (VPN) connection. Be sure to check that the chosen communications systems or services can operate through the VDI and/or VPN configurations.
Common Area Communications
Most organizations provide general-purpose telephones for common areas such as lobbies, hallways, breakrooms, parking lots, and elevators, as well as for kiosks in public areas or at reception. In some cases, these devices are special purpose, such as spark-free in some production areas or weather proof for building entrances, parking lots, etc.
In the past, these common area devices have been primarily analog phones, connecting with an RJ-11 jack to a PBX gateway. Now, most organizations are either moving to low-cost, single-line VoIP phones for this purpose or are considering supporting the analog phones from analog adaptor modules on their Internet gateways. In either case, seek the lowest cost for these devices and for any related software licensing; most PBX and gateway makers have single device, minimal function licensing.
Receptionist consoles are also considered as a common area communication capability. In the past, these were special-purpose devices dedicated to the PBX vendor's system. Now, best practice is to support the receptionist console with a software package that is independent of any PBX brand, uses the organization's master directory, and can interoperate with multiple PBXs and with on organization's IM and presence system.
Analog Communication Network Connections
Many devices have historically used analog telephone lines for connections and communications. These include alarms, temperature monitors, fax machines, and interfaces to other communication systems, such as radios used by first responders, guards, or facilities staff.
Now, in the era of the Internet of Things (IoT), many of these devices are being connected via Internet protocols on a standard RJ-45 or Wi-Fi network address.
It'll be important to check whether support for these types of devices are necessary for the communications system going forward. If so, then consider setting a standard such that no new devices can be attached via analog lines. That standard can result in the decommissioning of almost all legacy analog devices within about a five-year period, with only a small cost at the end to migrate the remaining devices.
