A Step-by-Step Guide for Transitioning to a Managed Voice Cloud Communication System

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Considering making the switch from an analog on-premise phone system to a Managed Voice cloud communication system? You’ll be among the many who enjoy having unified access to company communications – from anywhere!

Cloud-based systems are less expensive than the use of traditional analog and they are geared for today’s hybrid and remote workforces. In addition, administrators will have a handy dashboard to view analytics and manage your system.

While you are pondering the possibility of transitioning to a cloud communication system such as Managed Voice, take a look at this step-by-step guide filled with best practices to keep you on track and your communication plans running smoothly. 

  1. Create a List of Goals for Migration to Managed Voice
  2. Assess Your Current Infrastructure
  3. Design Your Managed Voice Services Platform
  4. Develop a Transition Plan 

RELATED ARTICLE: What is Unified Communication? The Beginner’s Guide

1. Create a List of Goals for Migration to Managed Voice

Survey your supervisors to gather information about communication goals for their teams. While there may be some differences between team goals, you’ll probably find many similarities.

Managed Voice Services (MVS) is a customizable platform that can be configured to meet your organization’s needs today and is built to scale as your needs change into the future.

When selecting goals, make sure that they are aligned with your business objectives. This step will help to create guidelines for your transition plan.

Some common goals that businesses set prior to transition often include: 

  • Enabling easier remote work
  • Reducing costs
  • Improving security
  • Growing your business

Be sure the goals represent all stakeholders and that everyone is on the same page. This core group of thought leaders will help you keep everything on track and will become your cheerleaders among the workforce after your MVS platform has launched. 

2. Assess Your Current Infrastructure

Knowing how employees communicate now, will better assist in creating a smooth transition later. Document the applications that are currently in use and ask your staff how they use them. Doing so allows you to learn how employees use applications and where the challenges are in current practices.

Also, survey employees to see how ready they are for this upgrade in technology and which current communication processes may need to be evaluated in order to increase efficiencies with your new MVS platform. 

3. Design Your Managed Voice Services Platform

Use your organization’s needs and goals to construct a tailored MVS platform. These type of platforms typically offer communication tools (e.g. phone, video conferencing, instant messaging, etc.) that are available to all employees. Other options that can be added often include secure document storage, file sharing and contact center capabilities.

Give your employees the communication tools they need to succeed whether they are in the office, have a hybrid schedule or work remotely. 

4. Develop a Transition Plan

Planning your transition should be something you document and strategize. You want this to be seamless and cause as little disruption as possible to the daily activities of your employees. Collaborate with your MVS provider to ensure installation is as efficient and secure, as possible.

Be sure to include in your plan, step-by-step details on how your MVS platform will be deployed, when it will installed throughout your organization, and include all communications and training information that will be sent to employees before and after installation.  

An emailed post-installation survey could also provide valuable feedback on the installation process and how the employees are using the platform. This information could also guide future employee communications to educate how others are using the different tools and creating new ways to stay connected with their co-workers, customers and vendors. 

Managed Voice Services: An All-in-One Solution

You no longer need to pay for and manage multiple disparate systems for complete workplace business communications. Elevate Managed Voice Services brings it all together in a unified communications platform. Contact the Gordon Flesch Company to learn more.

Looking for ways to batten down the hatches in this stormy business economy? You can, while at the same time course correct for the sea change known as remote/hybrid work. Download your complimentary copy of our Managed Voice Services Infographic and you’ll be ready to chart a path to smooth sailing.

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