Transitioning to Microsoft Teams Phone is a powerful step toward modernizing your communication infrastructure. This upgrade significantly enhances how your company stays connected, whether employees are in the office or working remotely. By enabling smoother communication across all locations, Microsoft Teams Phone helps your team collaborate more efficiently.
However, moving from an old phone system to Microsoft Teams Phone requires careful planning to ensure a seamless transition. To guide you through this process, we’ve created a comprehensive checklist that covers all the essential steps. By following this checklist, you can avoid common pitfalls and ensure a successful migration. Or, download the full guide here.
The Microsoft Teams Phone Migration Checklist
A good model is to think about your migration project is in 4 four areas, the four must-knows:
Before you start the migration process, it’s important to understand exactly what you’re working with. This means taking a close look at your current phone system and the technology you’re using. Here’s how to do it:
Before you start the migration process, it’s important to understand exactly what you’re working with. This means taking a close look at your current phone system and the technology you’re using. Here’s how to do it:
- List Your Current Phone System: Knowing what you have will help you plan for the new system and identify what needs to be replaced or upgraded. Begin by documenting all the phones, software, and services your company is currently using, including:
- Traditional PBX systems
- Auto attendants
- Mobile phones
- Any other communication tools in place
- Check Your Site Connections: Figure out how your offices are connected. Are they all in one location, or are they spread out across different areas? This is important because it will affect how you connect to Microsoft Teams Phone.
If your offices are spread out, you might need additional phone services like Direct Routing to ensure everything works smoothly. - Make Sure Technology Works Together: Look at the technology you’re using, like your PBX system, and make sure it will be compatible with Microsoft Teams Phone.
Consider how your directory services, email, and other systems will interact after the migration. Ensuring compatibility from the start can save you a lot of trouble later on. - Understand How Systems Work Together: Map out how your current systems interact. For example, how does your current phone system work with your email servers or directory services? This is crucial for ensuring a seamless transition, especially if you’re switching from a PBX-based phone system to Microsoft Teams Phone.
- List User Devices and Phone Numbers: Finally, conduct a survey of all user devices, including mobile phones, shared numbers, and common area phones. This information is important because these devices will need to be set up in the Microsoft Teams admin center after the migration. Knowing what devices and numbers you need to work with will make the setup process much smoother.
2. Know What You Want
Once you have a clear understanding of your current setup, it’s time to set your migration goals. This step is all about deciding what you want to achieve with your new Microsoft Teams Phone system and how you’re going to get there.
- Choose Your Teams Setup: First, decide on the architecture that best suits your company’s needs. This could be Direct Routing, Operator Connect, or Microsoft Calling Plans. Your choice will determine how your users connect to the Public Switched Telephone Network (PSTN). Each option has its pros and cons, so it’s important to choose the one that best fits your organization’s size, budget, and specific communication needs.
- Plan for Number Porting: Decide if you want to keep your current phone numbers by porting them to Microsoft Teams Voice, or if you’ll assign new ones. Porting existing numbers can make the transition easier for your team because they won’t have to learn new numbers. However, it’s important to consider how this will impact workflows and what steps are needed to ensure a smooth transition.
- Pick a Device Strategy: Determine which devices will be supported with the new system. Not all devices may be compatible with Microsoft Teams Phone, so it’s important to choose devices that will work well and plan for their setup and management. This includes everything from desktop phones to mobile devices.
- Identify Extra Service Needs: Think about any additional services your organization might need, such as advanced call routing, compliance features, or emergency calling. These services can be critical depending on the nature of your business. Make sure to include these in your migration plan so that they are ready to go once the switch is made.
3. Know Where You Want to Deploy
With your goals in place, the next step is to prepare for the actual deployment of Microsoft Teams Phone. This involves making sure your plan meets all necessary regulations and that you’re ready to handle any regional differences that might come up.
- Check Compliance Requirements: Each country or region has specific rules you need to follow, such as data protection laws and emergency calling standards. It’s crucial that your migration plan complies with these regulations. This might involve additional steps, such as configuring emergency calling features or ensuring that data is handled according to local laws.
- Plan for Onsite Equipment: In some areas, you may need to install or maintain onsite telephony equipment. This could include setting up Direct Routing or keeping a hybrid system that combines traditional and modern technology. Planning for this in advance will help avoid delays during the migration process.
- Prepare for Regional Differences: Deployment might vary depending on where your offices are located. Different regions might have different infrastructure, regulations, or other factors that affect how you deploy Microsoft Teams Phone. Be ready to adjust your plan based on these regional differences to ensure everything goes smoothly.
4. Know How to Get There
The final step is to carry out the migration itself. This is where all your planning comes together, and it’s crucial to execute each step carefully to avoid issues.
- Go Step-by-Step: Don’t try to do everything at once. Migrate in stages to minimize risks. This approach allows you to assess progress and make any necessary adjustments as you go, ensuring a smoother transition to Microsoft Teams Phone.
- Ensure Your Team Is Ready: Make sure your team understands how to use Microsoft Teams, VoIP, and the network infrastructure involved. If needed, bring in outside experts to help with the migration. The success of your migration depends on your team’s ability to handle the new system effectively.
- Manage the Project Well: Good project management is essential for keeping everything on track. Make sure you’re coordinating tasks, managing timelines, and allocating resources efficiently. This will help prevent any issues that could delay the migration or cause problems down the line.
- Plan for User Training: Finally, make sure your team is trained and comfortable with the new system. Providing comprehensive support and training is essential for a successful transition. The better your team understands the new system, the more smoothly everything will run once the migration is complete.
5. Ready to Start Your Migration?
This checklist is a great starting point for your Microsoft Teams Phone migration. By following these steps, you can ensure that your organization is prepared for a smooth and successful transition. However, this is just the beginning.
For a deeper dive into each step, including more tips and detailed guidance, download our free ebook: Your Ultimate Microsoft Teams Phone Migration Guide & Checklist.
With the right preparation, your organization can smoothly transition to Microsoft Teams Phone and enjoy the benefits of a modern, unified communication system. This upgrade will not only improve how your team communicates but also help your organization stay competitive.
