Why telecoms audits are essential for a growing business

As your business grows, so do your responsibilities. More employees, more projects, and more operations make it easy to overlook small but important details. This is where a telecoms audit comes in. Think of it as an operational health check to ensure everything is in its correct place and you’re making the most of what you’re paying.

Why are telecoms audits so important?

Ignoring your business mobile contracts can lead to unnecessary spending that will eat into your profits. As your team expands, your mobile needs will change and without regular checks, you could face several problems.

• Paying for unused services: You may be paying for former employees or data add-ons which are no longer in use.
• Being on the wrong tariff: Your data patterns may have changed. This could be the case if you’re on the road more than before. Make sure you’re on the right tariff so you’re not getting caught by additional charges over your usage allowance.
• Missing out on better deals: The business mobile market can change without you realising, so it’s worth checking in to see if you’re still on a good deal.
• Lack of security and control: Do you know who still has access to company mobiles and how much data they’re using? Regularly review usage to ensure everyone stays within their limits.

The key benefits of a thorough mobile audit

Carrying out a telecoms audit can produce many benefits…

1. Significant cost savings

The most immediate benefit is financial. By analysing the expenses surrounding business mobiles, you can properly evaluate what’s needed and what is safe to get rid of by cancelling redundant lines, negotiating better rates or switching to a plan which better suits your needs, you’ll notice the difference. You may need to add SIMs or handsets to your plan down the line, especially if you’re expanding, but at least you’re sitting nicely on your optimised business mobile standpoint.

2. Improved efficiency and productivity

When your team has the right tools for the job, they’ll naturally work more efficiently. If they’re getting bogged down by slow speeds or not enough data, productivity can take a hit that you’ll notice when doing your month-end finance checks. Make sure your data is correct for their needs and ensure they have the right mobile for what they’re doing. For example, if it’s just used for working from home or travelling on the road, a more budget-friendly option might fare better, but, if they’re meeting new clients and needing to make an impression, a higher value mobile may sit better in their arsenal.

3. Enhanced budgetary control

Don’t just accept your bill as it is — track your spending and make sure everything adds up. An audit gives you a clear picture of costs, so you can plan for expansion with confidence.

4. Better contract terms

An audit gives you the power and knowledge to properly know what you need and what you can ask for from your network provider. Knowing how your employees use calls, texts, and data allows you to optimise your mobile plans effectively.

How to perform your own telecoms audit: a step-by-step guide

Ready to take control of your mobile spending? Performing an audit might sound daunting, but you can easily break it down into manageable steps.

Step 1: Gathering your documentation

The very first thing you’ll want to do is gather all your documentation related to your current business mobile setup. This can be anything, such as recent bills, current contracts and the assets linked with the contracts, like handsets.

• Recent bills: Gather at least 3 to 6 months’ worth of relevant paperwork.
• Current contracts: Find the master service agreements and any individual user contracts.
• Asset inventory: Create a list of all company-owned mobile devices and SIM cards.

Step 2: Create an inventory spreadsheet

Start building your cheat-sheet. Within your inventory spreadsheet, you’ll have all the much-needed details related to your contracts.

• Employee name
• Mobile number
• Device
• Network provider
• Monthly plan/tariff
• Monthly cost
• Data, call and text allowances
• Contract start and end date

Step 3: Analyse usage vs allowances

Time for some comparing – it shouldn’t be too difficult now you’ve got your master spreadsheet. You’ll want to analyse the plans you’re signed up with to your actual usage. For example, if you’ve signed up to a 30GB data contract but you only use 9GB, it’s worth exploring a lower data contract. Are there some employees who ride too close to their limit? It might be worth upping the allowance to avoid over-usage costs. Not using a contract at all? Then it’s time to cancel.

Step 4: Review your contract

Now it’s time to look at the wider scope of things.

• Check contract end dates: Check which contracts have either finished or near ending. These will be your first points of call to save money by negotiating with your provider or cancelling if it’s not required.
• Research the market: Explore other options. You don’t have to stay with your current provider as others may be offering the same or a better package for a cheaper price.
• Talk to your current provider: Don’t be afraid to call your current provider and discuss your package and pricing. Explain that you’re evaluating your options and they might be able to sort you a new deal.

Step 5: Implement the changes and update your master spreadsheet

Now’s the time to make the changes you’ve been brainstorming.

• Cancel: Terminate your zero-usage contracts and redundant lines.
• Switch: Move handset users to new, more appropriate tariffs you’ve found.
• Negotiate: Finalise any contracts you’ve agreed upon.
• Monitor: Review your bills. Everything should run smoothly if done correctly but it’s always worth checking.

Once you’ve gone through the stages and you’re happy with your new setup, make sure you make the amends on your master spreadsheet. You’ll want to use this as your guide to ensure everything’s kept together and it can’t run away from you. It’s worth setting a reminder for every 6 months to audit your telecoms setup. Business mobile contracts typically last from 24 to 36 months, depending on your agreement, but it’s worth checking every once in a while, to ensure they’re still correct for your needs. Things change and amends may need to be made on the fly, which is fine, it’ll just be a chat with your provider.

Ready to take control of your business mobiles and unlock smarter savings? If you’d like guidance or support in upgrading your mobile setup, get in touch with our team today.