Memo_______________________________
To: NJENGA MUNGAI
From: JOSIAH GICHUKI
CC: YONATHAN ABRAHAM
Date: November, 02nd 2023
RE: MODERN IP TELEPHONE SYSTEM-GREAT RIFT VALLEY LODGE
We are writing to propose the installation of a modern Telephone system (IP PABX)
in our hotel.
This upgrade is essential for improving the efficiency and quality of our
communication infrastructure, which is vital for enhancing the overall guest
experience and operational performance.
Reasons for Implementing a Modern IP PABX System:
1. Enhanced Guest Experience
In the hospitality industry, communication plays a crucial role in ensuring a
positive guest experience. A modern IP PABX system offers a range of features such
as Call center capability, Auto Attendant (Virtual Receptionist), Call Queues, Call
monitoring & recording, Call detailed records, Extension follow me ( Soft Phones
that can be installed on the staff Mobile phones), and high-quality audio that
enhance guest satisfaction. It allows guests to have smoother interactions with our
staff, request services, and access essential information easily.
2. Seamless Communication
The current telephone system in our hotel is outdated and limited in terms of
functionalities and support. With an IP PABX system, we will ensure seamless
communication not only within our hotel but also with external parties. This
system enables us to have clear and uninterrupted voice and video calls, making it
easier for our staff to coordinate tasks and provide assistance.
3. Integration with Other Technologies
The IP PABX system seamlessly integrate with various other technologies and
applications. This includes property management systems, guest room automation,
and customer relationship management (CRM) software. The integration will enable
us to streamline operations, manage reservations, and access guest information
more efficiently.
4. Future-Proofing:
Technology evolves rapidly, and it is essential for the hotel to remain competitive
and adaptable. A modern IP PABX system is designed to accommodate future
upgrades and advancements in communication technology, ensuring that we are
well-prepared for emerging trends and guest expectations.
We recommend that we consider the installation of a modern IP PABX system as an
investment in the future success of our hotel. It will not only improve our service
delivery but also contribute to cost savings and operational efficiency.
Below is the cost breakdown of the proposed Project.
ITEM
DESCRIPTION
Fusion PABX
GSM Gateway
Core Telephone System
GSM Gateways for
Housing Sim cards
Reception Operator
Console
Reception
Operator
Console
Sub Total
16% VAT
Totals
QTY UNIT COST
1.0
2.0
1.0
TOTAL
(KSHS)
210,000.00
210,000.00
55,000.00
110,000.00
35,000.00
35,000.00
355,000.00
56,800.00
411,800.00
We would be grateful if you could approve the Project as proposed. If you require
any additional information, or need clarification, kindly let us know.
J.Gichuki
JOSIAH GICHUKI