Best practices for a cloud phone deployment

The world of business communications is officially getting a makeover. Legacy PBX services are on their way out and cloud phone systems are taking over. But while this means companies can now tap into benefits like workplace flexibility, conducting such a large-scale transition is never easy.

For any enterprise, updating a mission-critical tool like the business phone means coordinating with offices around the globe and re-training thousands of end users. To help manage the transition, here’s how to successfully ramp up your deployment:

Change Management

Business phones are essential for just about any department. So it makes sense that tossing out desk phones and migrating everything to the cloud can feel like a massive disruption.

To smooth out the transition, open up communication channels right after announcing the change. Give people a chance to ask questions and raise concerns. Compile resources to help them get started, from interactive tutorials to knowledge bases and training videos. Once you package the new service in a way that’s easy to understand, step back and let teams work through the adoption stage at their own pace.

Network Readiness

It’s the single most critical step in prepping for deployment. Once you migrate communications to the cloud, your company network will play host to countless VoIP calls. All conversations will travel via the internet as voice packets.

In order to maintain great call quality, you must meet your service’s minimum bandwidth requirement. Check to see if your network makes the cut, and if not, upgrade immediately. It’ll save your team the agony of dealing with dropped calls and choppy sound quality.

Keep in mind that when several calls are happening at once on any given network, voice traffic inevitably finds itself competing for available bandwidth. VoIP requires a steady stream of data composed of individual voice packets. In an ideal world, packets arrive in perfect condition. But the second there isn’t enough bandwidth to go around, you’ll start experiencing dropped or out of sequence packets. When you’re on a call, this can mean anything from patchy quality to distorted voices or worse—complete silence.

Let’s say you’re listening to Spotify, downloading a movie, and browsing the web at the same time. Chances are, you won’t have much bandwidth left to make and receive quality VoIP calls.

The best way to avoid this battle for bandwidth is to configure your network settings to prioritize VoIP calls over all other types of traffic. This enables the connection carrying your company’s voice packets to stay 100% reliable.

Integrations

Some cloud phone systems offer the ability to integrate directly with productivity suites. Whether it’s Office 365 or Google Apps for Work, integrations instantly provide richer context during conversations. Once you’re up and running, view recent emails, shared documents, and upcoming calendar events, all from one interface. For team’s adjusting to a brand new phone system, integrating with familiar tools is perfect for smoother change management.

IT Administration

The moment your phone system is in the cloud, you’ll see the benefits of scalability and mobility. During the deployment process, start by launching a comprehensive BYOD policy so employees can easily turn their personal devices into business phones. Teams will be able to work productively away from the office and shift between devices without missing a beat.

On the admin end, easily scale your organization by adding and removing users with a single click. Unlike legacy services, cloud phones systems are intuitively designed and painless to manage. You’ll have full management control, from the number of devices connected to the storage of voicemails, calls, and message history.

For larger enterprises, deploying a cloud-based business phone system in offices around the globe is a massive undertaking. But coordinating this change doesn’t have to be difficult. By updating your network infrastructure, carefully curating a change management process, and empowering IT, you’ll be in for a smooth transition. The best part? No more landlines, PBX services, or telephony closets. Your entire company will be able to take business conversations on the go and stay connected 24/7.

Dialpad is the phone system designed for the way you work