When is the Right Time for a Cloud-Based Phone System?

    Timing, as the saying goes, is everything. And because the business environment changes rapidly, choosing the right moment to trade in your old telephony for a new cloud phone system can be risky. But certain conditions make it easy to recognize when the time is right for your company.

    1.              You’re Upgrading Your Network

    With technology evolving quickly, it’s inevitable that businesses will need to overhaul their networks to stay competitive and meet new growth-driven demands. This is an opportune time to move to a cloud-based phone system. A network upgrade opens up new possibilities to consider features that streamline processes, increase collaboration and reduce costs.

    For travel giant Protravel, a network upgrade marked the perfect time to switch to a ShoreTel system. Hired to upgrade the company’s entire tech approach, Chief Technology Officer Lou Moran didn’t want to maintain the phone system in house, and outsourcing ensured his company would always have access to modern phone technology.

    “We are a travel company, not a phone company,” says Mr. Moran. “Phones are what ShoreTel does, and they do it better than anyone else out there. I feel like we hired a phone department instead of a vendor.”

    2.              Upgrading Your Phone System is Overdue

    Many companies realize it’s time to move to the cloud when their aging phone system begins giving them trouble. At the Pennsylvania Cyber Charter School, frequent equipment outages signaled that a new system was needed. The decision became easy when the school could no longer obtain licenses or the equipment needed for repairs.

    3.              You’re Adding New Office Locations

    When they have just a single location, many businesses manage just fine with a single phone system and vendor. But the moment a second location is added, communications requirements became much more complex.

    A cloud phone system simplifies the integration of technology and telephony across locations. Not only are deployments easier, but the user experience is enhanced. Employees in every facility have the same experience and sound the same to callers. These capabilities minimize growth pains and positively impact company cohesiveness and culture.

    Bottom line: For businesses in growth mode, that second office will justify a second look at the current phone system.

    4.              You’re Tired of Paying for Unused Lines and Managing Multiple Vendors

    Cloud systems reduce cost and complexity. Businesses with multiple locations often have to manage numerous phone systems and vendors. That means keeping track of multiple contracts and terms, which gets tricky when renewal dates aren’t aligned and calling features vary. In addition, the IT staff has to support and troubleshoot sometimes vastly different technologies.

    Then there’s the frustrating need to spend money unnecessarily. In locations where phone systems have been in place for years, it’s not unusual to have inactive or unused phone lines – which you’re still paying for. Those costs add up.

    While many companies make the switch to a cloud-based phone system even when their current phone system is working fine, some conditions make it crystal clear that change needs to happen fast. Companies facing any of these scenarios will be sure to recognize that the time to move is now.

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