Business man holding his cell phone.

How to Modernize Your On-Premises Phone System


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Phone systems are a vital piece of technology that every business needs. Communication is central to a company’s operations, customer service, and more. However, not every phone system has the same features and functionality. If you’re still using an on-premises phone system, you’re likely very aware of its limitations. As a result, you may be looking to modernize.

So, what’s the best path to do this?

In your pursuit to modernize, there are several things to consider. You want to ensure you put a new solution in place that serves you the best.

What Are Your Current Pain Points with On-Premises Phones?

Phone systems that live on-premises have many shortcomings. When thinking about the ideal platform to replace it with, document your current pain points. These could include:

  • Limitations on usability beyond the office
  • Challenges with adding new lines or upgrading, which may require provider intervention and high fees
  • Lack of features that make it easy for end-users (i.e., hard-to-access voicemails)
  • Restrictions on devices, as most on-premises solutions only work with physical phones

What Are Your Phone System Goals?

The next step is to document what a new phone system will offer you. It’s likely the answer to the pain points. These may include:

  • Flexibility of use for employees no matter where they are or what device they use
  • Feature upgrades that enhance usability
  • Administrator control to add lines as needed
  • Auto attendants to route callers based on needs
  • High-quality call clarity and reliability
  • Integration with other platforms
  • A phone system that’s part of a unified communications(UC) platform that includes an array of tools for employees

Charting the Transition

The logistics behind modernization involve several components. First, you’ll need to define the number of users, budget, functionality, and timeline. You don’t have to be an expert in phone systems. You just need to determine your requirements.

After doing this, it’s time to find the best cloud-based phone system provider. Look for one to support your transition and deliver all the features and must-haves that your business needs.

Some assessment areas are more technical. For example, you’ll want to determine if you have sufficient bandwidth, connections at workstations, and network capabilities. Your new provider can help you through this.

Finding Your New Provider

Your current phone system provider may have a cloud-based solution. Don’t feel obligated to stay with them. Shop around to understand the differences in systems and how providers handle support, security, and reliability.

Choosing Your New Provider and Planning the Transition

Once you complete your comparison and select your new provider, it’s time to execute the transition.

There are a few things necessary in the changeover. Number porting is essential, and your new provider can assist with this. Be sure to coordinate the handoff so there’s no downtime for your phone systems.

You’ll also want to prepare your employees for the change, providing them with helpful information on when it will happen, what to expect, and resources for using the new system. Having training sessions is helpful as well.

Modernize Your On-Premises Phone System and Cut the Cord

Your on-premises phones served their purpose. They made sense years ago, but that’s not how the world works or communicates now. It’s time to cut the cord on their limitations and high costs.

Our technology professionals can help you on your journey to finding the best phone system. Contact Yeo & Yeo Technology today.

Information used in this article was provided by our partners at Intermedia.

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