Microsoft Teams has grown rapidly, now with over 320 million monthly active users. However, companies are hesitant to fully switch to Microsoft Teams Voice for external calls despite having the licenses.
The main reasons for this hesitation are the challenges of moving from older phone systems and getting employees used to a new way of communicating. With the right approach, making the switch to Microsoft Teams Voice can be a smooth and successful process.
Why Should You Consider Microsoft Teams Voice?
Microsoft Teams Voice is more than just an upgrade from your old phone system. It’s a move towards a modern, all-in-one communication platform where you can make calls, hold video meetings, chat, and share files—all in one place. This unified approach makes it easier for teams to work together, especially in today’s world where many people work remotely and require international calling.
Using one platform for everything can help your company save money, reduce IT headaches, and boost security since all your communication is protected by Microsoft’s top-notch security features.
However, to really make the most of Microsoft Teams Voice, you need to plan your migration carefully. Below are four key things to keep in mind to ensure a smooth transition.
Four Important Steps For a Successful Microsoft Teams Voice Migration
When planning to move to Microsoft Teams Voice, focus on these four important areas:
1. Understand Your Current Phone System
Before you switch to Microsoft Teams Voice, it’s important to have a clear understanding of your current phone system. Many companies use complex, multi-site phone setups with older systems that vary in technology and compatibility. These systems might include old PBX systems, analog phones, and different types of phone lines spread across various locations.
Take the time to document your current setup to give you a clear starting point and help you spot any potential challenges. This includes making note of:
- Where your offices are, what technologies you’re using in each location
- How different systems interact across locations
- Which devices and phone numbers are in use. This will give you a clear starting point and help you spot any potential challenges
You should also assess your network’s ability to handle voice traffic since this will now run over your data network. Make sure your network can handle the increased traffic without issues like poor call quality. Microsoft offers tools like the Network Planner to help you check if your network is ready for Microsoft Teams Phone.
2. Set clear goals for Microsoft Teams Voice
Having clear goals for your switch to Microsoft Teams Voice is crucial. This involves choosing the right PSTN connectivity options — whether Microsoft Calling Plans, Operator Connect, Direct Routing, or a hybrid model is the best fit for your needs.
Microsoft Teams Calling Plans are the simplest option. Microsoft manages everything, including phone numbers and calling services, which are built into Teams. This is a great choice if you want an easy-to-set-up solution without major changes to your current infrastructure.
Direct Routing, on the other hand, allows you to connect your existing phone system to Microsoft Teams, offering more flexibility. This option is ideal if you have complex telephony needs, like keeping specific carrier contracts or using certain on-premises equipment.
Operator Connect is an excellent option for businesses that want more control than Calling Plans but with less complexity than Direct Routing. With Operator Connect, you can connect to a telecom operator directly from within the Teams admin center. It offers a balance between ease of use and control, making it a good choice for companies that want a managed solution but need more flexibility than what Calling Plans offer.
A hybrid model might be the best solution if you have a large organization with diverse needs, combining the simplicity of Operator Connect with the flexibility of Direct Routing to enable calls.
Also think about your device and number strategies. Will you keep your existing phone numbers or start fresh? The decision should consider cost, user convenience, and the impact on business operations.
Additionally, identify any extra features your organization may require that are not part of the standard Teams Voice package. These features could include advanced call center tools or integration with a CRM system.
3. Plan for Global Deployment
If your company operates globally, deploying Microsoft Teams Voice can be challenging due to different rules and regulations in certain regions. For example, some countries have specific emergency calling standards or data protection laws that you must comply with. It’s important to address these issues early in your planning process to avoid problems later on.
You’ll also need to think about your Public Switched Telephone Network (PSTN) connectivity strategy. If you’re using Direct Routing, make sure your chosen PSTN carrier offers reliable services in all the regions where you operate. This might involve working with multiple carriers, which adds complexity but gives you the flexibility to meet local requirements.
It’s crucial to ensure that your Teams Voice deployment meets the specific needs of each region. This includes making sure local numbers are available, complying with emergency dialing regulations, and adhering to data residency requirements. Ignoring these factors can lead to service disruptions, fines, or damage to your company’s reputation.
4. Take a Phased Migration Approach
Migrating to Microsoft Teams Voice in phases can help manage risks and make the transition smoother. This method allows you to test and refine your setup before rolling it out to all users in the organization, minimizing any negative impact on your operations.
Start with a pilot program involving a small group of users. This will help you identify any technical issues or challenges with user adoption before they affect everyone. Feedback from the pilot phase can be invaluable in making sure your final rollout goes as smoothly as possible.
Getting employees comfortable with the new system is another key factor in the success of your migration. Providing tailored training sessions, clear communication, and ongoing support will help users get the most out of Microsoft Teams Voice and reduce resistance to change.
Ready to Start Your Microsoft Teams Voice Migration?
Switching to Microsoft Teams Voice doesn’t have to be difficult. By focusing on these four key areas—understanding your current phone system, setting clear goals, planning for global deployment, and taking a phased approach—you can ensure a well-organized and successful migration.
For a more detailed guide, including a step-by-step checklist to assist you at every stage, download our free ebook: Your Ultimate Microsoft Teams Voice Migration Guide & Checklist >>
