01892 676000

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First Office Systems Ltd
14-16a Albion Road
Tunbridge Wells
Kent TN1 2NH

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Canon Solutions partner
Canon Gold Standard
Service Certificate
BSI ISO 9001:2000

First for advice

Telecoms FAQs

1. Can I spread the payments on my system?

2. What is the difference between analogue and digital lines?

3. What is the difference between ISDN2e and ISDN30?

4. How should I compare telephone system quotations?

5. What is VoIP?

6. Can VoIP provide cost savings?

7. What are the main considerations when buying a new telephone system?

Imaging & Printing FAQs

1. Can Canon save time combining electronically produced documents from various applications?

2. How can I keep control of colour usage across a network?

3. I want to keep confidential documents private when I print to a network device?

4. Which is right for my business; 'smart colour' or 'professional colour'?

5. What is the difference between Canon and EFI Fiery colour printer controllers?

6. As I communicate mainly by e-mail, should I still consider the fax option for my multifunctional device?

7. Maintenance of our multifunctional device is critical to our business, how well are First Office equipped to deal with faults?

Office Refurbishment FAQs

1. Do I have to comply with Local Authority Building Regulations?

2. I have heard the term 'Space Planning', what exactly does this involve?

3. What Health & Safety issues should be considered?

4. How do I choose the right partitions?

5. We would like to leave our existing office on a Friday and start working from new offices the following Monday. Can you project manage the relocation, refurbishment and equipping of the new offices?

6. We need ongoing facilities management, is this part of your service?

7. Can you assist and offer advice concerning remedial works at our proposed new premises?

8. Do our IT systems require a control environment?

Telecoms FAQs

1. Can I spread the payments on my system?

Yes - we are a licensed credit broker and can usually arrange a hire agreement.

2. What is the difference between analogue and digital lines?

Analogue telephone lines transfer sound as electromagnetic waves, whereas digital lines sample sound waves and translate them into bits (zeros and ones) to approximate the original wave shape. Digital data can be processed and stored more efficiently, giving you direct dial facilities, call diversion or transfer to external destinations and direct transfer of customer database details to your PC. A digital line also allows a large network of users to share a 'pool' of lines, reducing wastage and costs.

3. What is the difference between ISDN2e and ISDN30?

The functionality of ISDN2e and ISDN30 is very similar. ISDN2e is supplied in multiples of two lines. You can expand further in multiples of two, but each expansion requires a visit from BT (two week lead-time) plus system programming. If you require 6 lines or less on your telephone system and it is likely that this figure will not increase, then ISDN2e is usually adequate. For larger organisations, the correct solution is ISDN 30. ISDN30 is delivered as ‘a site connection', you merely specify how many lines you want (eight is the minimum). One advantage of ISDN30 is the use of fibre optic cable, which is more reliable than traditional copper wire.

4. How should I compare telephone system quotations?

Many system resellers do whatever they feel necessary to secure your order (including looking as cheap as possible). First Office Systems always quote the specification that is necessary to do the job properly. Businesses appreciate our honest and open approach.

5. What is VoIP?

VoIP (Voice over Internet Protocol) allows users to make telephone calls over the Internet. If you have a LAN (Local Area Network) or WAN (Wide Area Network) linking your computers, you can also use that network for your telephone calls. This allows staff to communicate with the office wherever they have Internet access. Potentially, once Quality of Services has been achieved, calls can be made to anyone with an Internet connection.

6. Can VoIP provide cost savings?

VoIP means that the charge for your LAN, WAN or Internet access is all you pay - all inter-company calls are effectively free. Calls to outside users equipped to use VoIP are also free. Bear in mind, however, that there is an initial cost in equipping your network to allow VoIP. There are generally four areas of VoIP to understand which are as follows:

1. IP trunking - linking of sites so that they are acting 'as one'.

2. IP extensions - the use of one data outlet per desk (your telephone connects to your data cabling and your PC connects to the back of your telephone). This reduces costs for businesses faced with re-cabling or new cabling.

3. Home or remote working – broadband users can log on to the company telephone system via the Internet. In some instances functionality is identical, as if the user is actually in the office.

4. Accessing carrier VoIP networks for routing calls to all destinations - there are a number of companies (eg Skype) offering such services. Whilst these are ideal for constant one-to-one conversations between registered users, the practicalities are currently a little cumbersome, although this is likely to change with time.

7. What are the main considerations when buying a new telephone system?

1. How many telephone users are there currently in your business? This will determine the number of extensions and the number of lines.

2. Is this number likely to increase? On average, businesses change their phone system every 5 - 7 years. Buy a system that you will not out-grow too quickly.

3. What is your budget? Prices of telephone systems vary considerably, dependent on the number of users and the applications needed.

4. Purchase, or hire? Hire offers tax benefits and allows the cost to be spread over a number of years. Ask us about the various hire agreements we offer.

5. What applications do you need? Features like group hunting (incoming calls can try several extensions if the main number is busy), pick-up, transfer and speed dial are standard on most systems. Applications such as voicemail, computer telephony integration (CTI) and call recording are usually additional, but can greatly improve efficiency and customer service.

6. Do certain staff need to be contacted at anytime from anywhere in the building? Many companies are now investing in DECT (Digital Enhanced Cordless Telephony) systems that provide cordless coverage in an office or industrial site via a series of strategically placed wireless base stations.

7. How do you choose your supplier? Choose a supplier that is fully trained and accredited by the manufacturers that they represent. Make sure that they can offer a comprehensive service including consultancy, project management, installation, service and support. Do not be afraid to ask for customer testimonials. Geographical location is also extremely important to ensure an efficient service.

8. Do you want to reduce the cost of calls? Carrier Pre Select (CPS) and Least Cost Routing (LCR) give significantly lower costs for all outbound calls without the need to change your existing BT numbers or install additional hardware.

9. Have you seen a live working demonstration of the system you are considering? Ask for a working demonstration, as it will help determine suitability. This will also help you decide which functions and features are necessary. A visit to the prospective supplier’s premises will also help ascertain their ability to provide timely and competent support.

10. What level of technical support do you need? Whilst telecoms technicians still have to visit in the event of a system failure, many suppliers now offer remote support, allowing them to dial-in and fix minor faults. It is vital that you choose the right level of support and are aware of what is, and is not, included.

Imaging & Printing FAQs

1. Can Canon save time combining electronically produced documents from various applications?

Canon iW Publishing Manager software enables documents from various Windows-based applications such as Microsoft Excel, Word, and PowerPoint etc to be merged to create a single document. Once compiled, you can edit, amend, personalise and then apply document-finishing options before printing to your Canon device. You can also create PDF files from compiled iW Publishing Manager documents.

2. How can I keep control of colour usage across a network?

Canon devices with built-in ID Management can specify users and limit their Black & White and Colour usage, providing controlled access to the device. This ensures costs are controlled and allows monitoring of colour usage. Additional applications such as Netspot Accountant MEAP provide management of usage by users, groups or departments. This provides accurate costs and details device usage statistics enabling you, when required, to set specific output limits.

3. How can I keep confidential documents private when I print to a network device?

Canon provides secure print and personal mailbox functions, which ensures that once a document is sent to the network device for printing, only the author can retrieve it using a PIN number. This provides a totally secure solution for printing confidential documents to a networked device.

4. Which is right for my business; 'smart colour' or 'professional colour'?

'Smart colour' devices are designed for occasional colour use within a document; typically one page in seven. The workload intended for the device would include items such as pie charts and graphs with solid bold colours, or documents containing highlighted coloured text. However, if you wish to create full colour photographic images, then a 'professional colour' device is required. These devices use four drum technology, one dedicated to each colour, and as a result improve quality and output speed. 'Smart colour' devices use a single drum to create the required four-colour process, which impedes productivity compared to a professional colour device.

5. What is the difference between Canon and EFI Fiery colour printer controllers?

Canon’s colour print controller offers excellent colour matching and the ability to adjust output through the printer driver. Electronics For Imaging (EFI) colour printer controllers provide software tools to professionally colour match, calibrate and adjust colours through a very wide spectrum. EFI colour controllers also incorporate true Adobe Postscript printing which is a must when printing within an Apple Macintosh environment.

6. As I communicate mainly by e-mail, should I still consider the fax option for my multifunctional device?

Although e-mail has resulted in a decline of dedicated facsimile machines over the past few years, many businesses still insist on hard copy confirmation of phone calls or e-mails created by faxing. By combining the fax option with the network print option, you gain the ability to send faxes via your workstation and create global or individual address books for the whole network to use.

7. Maintenance of our multifunctional device is critical to our business, how well are First Office equipped to deal with faults?

In addition to print/copy service and support, (including replacement parts and toner for the print/copy ‘engine’) we also provide service and support for network printing, scanning and fax options, and their associated software. Our technicians are all highly trained professionals with the necessary technical skills to resolve all support issues, whether they are a result of the device, a workstation, server or the Local Area Network. We are fully resourced to provide prompt attendance. Our Support Centre co-ordinates ‘system crashes’ and any total failures are prioritised for immediate attendance.

Office Refurbishment FAQs

1. Do I have to comply with Local Authority Building Regulations?

Yes, all projects require a Full Plans application to be submitted to your local authority Building Control and any project must comply with Building Regulations 1991 (as amended).

2. I have heard the term 'Space Planning', what exactly does this involve?

Space Planning is a generic term for space utilisation and occupancy potential. With our AutoCAD Computer Aided Design application, we can plot a building footprint and produce drawings, showing internal offices to be constructed and all the individual members of staff and their desks.

3. What Health & Safety issues should be considered?

The local fire authority will be consulted as part of your Full Plans application. Together with Building Control and ourselves, the required fire escape signage, sounders, call points and smoke/heat detectors will be determined and specified. Routes of escape and hazards will also be identified and eliminated. Other considerations include compliant lighting and power, adequate ventilation and employee welfare facilities.

4. How do I choose the right partitions?

We will discuss your requirements and budget and specify the correct partitions. If you have privacy needs, then 100mm solid partitions with an integral sound-reducing quilt in the void would be suitable. You may wish to 'borrow light' and the inclusion of glazed partitions allows light to travel, avoiding dark, unfriendly working areas. Full height glazing with vinyl manifestation (design and images) provides impact for reception and customer facing areas. We are able to offer advice and guidance, which is a key part of our service.

5. We would like to leave our existing office on a Friday and start working from new offices the following Monday. Can you project manage the relocation, refurbishment and equipping of the new offices?

First Office Systems offers an all-encompassing service. We can assist with the new office selection and provide space planning and design concepts. Our Schedule of Works could include all building works, furnishing and IT requirements, together with relocation over a weekend. Your business can operate seamlessly throughout the move.

6. We need ongoing facilities management, is this part of your service?

We can attend to all matters, from changing light bulbs to moving staff and furniture to suit revised occupancy. We provide network support as well as decoration and remedial works. Ongoing continuity of service from a reliable partner is assured.

7. Can you assist and offer advice concerning remedial works at our proposed new premises?

We can assist in the preparation of a Schedule of Works and suggest those that should be the responsibility of the landlord. We often complete these works on behalf of the landlord, or if the tenant incurs these costs, a rent-free period is usually negotiated.

8. Do our IT systems require a controlled environment?

Ideally, your IT systems should operate between 18º C and 28º C and humidity should be controlled. Unless your offices are air-conditioned, the correct solution is a Communications Room equipped with a small air conditioning cooling unit. We have constructed many Communications Rooms with demountable partitioning which provides flexibility of location at a modest cost.