8 Factors to Consider When Implementing a Cloud Phone System

WSI Comandix on December 15, 2021

In a previous post, we discussed why more organizations are moving their phone systems to the cloud and what to look for in a cloud phone system. More than cost savings, a cloud phone system offers more control and flexibility, simpler management, the ability to add or remove users and services as needed, access to advanced features and applications, and built-in redundancy and disaster recovery.

Despite the benefits, adopting a cloud phone system is not a risk-free proposition. Implementing and using a cloud service is relatively simple, but aligning a cloud phone system with business operations and goals to maximize ROI is a complex process that requires a well-defined plan.

Here are eight factors to consider when moving your phone system to the cloud.

  1. User Experience. What applications and features do users need to become more productive? What are their priorities? Do different groups of users need different tools and services? Engage employees throughout the process to ensure the solution you choose is a good fit.
  2. Long-Term, Strategic Planning. Most organizations use a cloud phone system with other applications and services from multiple vendors. In addition to an implementation plan, there needs to be a roadmap in place to ensure disparate platforms can be integrated and performance can be holistically managed.
  3. Technology Evaluation. It’s tempting to choose the cheapest solution or even the one that seems easiest to use. However, cloud phone solutions must be evaluated based on business and communications requirements. This will ensure the system you choose has your must-have features, as well as valuable features you may choose to add down the road.
  4. A Phased Migration. As we mentioned in the previous post, you don’t have to move everything to the cloud at once. Migrating to a cloud-based phone system in phases allows you to move small groups of users and/or services to the cloud and gradually increase as you work out the kinks with minimal disruption.
  5. Assessment and Testing. What is the current state of the user experience and performance? What will the minimum benchmark be after implementation of a cloud phone system? Will your IT environment be ready to support phone features in the cloud today and in the future? Assess and test before, during and after deployment as needs evolve.
  6. Performance and Quality Monitoring. Proactively troubleshooting and addressing issues will help you avoid disruption to business operations and the user experience. Data from a variety of sources will need to be collected and correlated to maintain high levels of performance and quality.
  7. Application Integration. Users must be able to access all applications in a cloud phone system through a single interface. Otherwise, you’re asking for inefficiency and management complexity that can negate some cloud benefits. Make sure the applications you choose can integrate with other platforms.
  8. Security, Compliance and Business Continuity. A cloud provider should be able to prove to you that your data and applications will be secure and minimum compliance requirements will be met. The provider should also have a documented business continuity plan in case of an emergency.

Do not underestimate the skills and resources required to migrate to the cloud and meet ROI and productivity expectations. In most cases, this is not a do-it-yourself project, and it’s never a learn-as-you-go project.

Eastern DataComm can provide the expert guidance you need to successfully implement cloud solutions. Let us help you assess your existing infrastructure, develop a migration plan, and evaluate solutions to take full advantage of the benefits and minimize risk.

Is It Time to Move Your Phone System to the Cloud?

WSI Comandix on December 26, 2017

8x8 NJ Partner | Hosted PBX

Many organizations are using the cloud for some of their communications and collaboration tools. The cloud reduces or eliminates capital costs for on-premises hardware, offers more flexibility, shifts management and maintenance responsibilities to the cloud service provider, and allows you to pay as you go for what you need.

Organizations are also moving their phone systems to the cloud. With a cloud-based phone system, phone service is delivered through the Internet. In addition to placing and receiving calls, features such as voicemail, call routing and call forwarding can be accessed through the cloud provider.

Although adoption of cloud-based phone systems, such as 8×8, is on the rise, many organizations have reservations, which are largely based on misconceptions about how a cloud-based system works. A common misconception is that when you move your phone system to the cloud, control of the phone system goes with it. However, a cloud-based phone system actually gives you more control and makes it easier to manage. The system is easier to deploy, and settings that apply to an individual user or the entire organization can be changed remotely via a web-based interface. Services and users can be added and removed as needed without complex implementations and reconfigurations.

Call quality is another longstanding concern about cloud-based phone systems. For many years, this concern was justified due to interference issues and a lack of bandwidth. The near-ubiquitous availability of Internet bandwidth and better technology have overcome these challenges, and organizations are able to monitor their cloud-based phone systems for call quality. Also, a cloud-based system can be integrated with an on-premises system so you don’t have to move the cloud in one fell swoop.

Cloud-based phone systems deliver real business benefits that go far beyond cost savings. You can pick and choose advanced features and applications that you might not be able to afford in an on-premises system. You can integrate communications systems with business applications, processes and workflows, which improves productivity and efficiency. Also, the cloud is built for the mobile workforce, allowing anytime, anywhere communication. Built-in redundancy and disaster recovery allow your employees to stay connected to colleagues and customers, regardless of weather, a power outage or other disruptive events.

There are certain features to look for in a cloud-based phone system. It should be easy to manage and make changes as needed without IT involvement. It should offer both mobile and desktop applications instead of trying to make one version work for both. Look for high-definition audio to ensure high call clarity, as well as applications for instant messaging, video and audio conferencing, and presence. Security must be a top priority. Look for a system that uses advanced data encryption to prevent unauthorized interception of business calls.

Although a cloud-based phone system is easier to deploy than an on-premises system, careful planning is required to ensure a smooth implementation.

Eastern DataComm can design your system around your business processes and goals, configure your system to do what you need it to do, and help train your employees. Let us help you choose and implement a cloud-based system that boosts productivity, efficiency and the bottom line.

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