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Transitioning to a Cloud PBX service

Journey to the cloud

 

Digital transformation has revolutionized the way organizations conduct their operations. The pandemic has prompted IT leaders to recalibrate their strategies, placing a stronger emphasis on their digital endeavors.

 

But what do these digital strategies look like? Here’s what we already know.

 

A large majority of companies will require a digital strategy that encompasses unified communication services. For many, this entails revamping their voice strategies. Shifting voice services to the cloud and integrating mobility solutions isn't just crucial—it's becoming essential for sustained success.

 

 So, how can you initiate your transition to the cloud or a Hosted PBX service? And what advantages does this transition bring forth?

Advantages of Embracing a Cloud PBX Solution

 

By now, you're likely familiar with the term Cloud PBX (also known as Hosted PBX), and its significance is well-founded.

 

What exactly is a Cloud PBX system? It's a virtual PBX phone system hosted in the cloud that brings forth security, reliability, flexibility, future-proofing, and serves as an ideal, enduring replacement for your current phone infrastructure.

 

The benefits of Cloud PBX systems are substantial, including:

 

  • Cloud-Managed System: Bid farewell to on-premise equipment management.

  • Robust System Features: A Cloud PBX service encompasses the latest system features to optimize and elevate your phone system.

  • Seamless Software Upgrades: Regular software upgrades are inherent in Cloud PBX services.

  • Hassle-Free Installation: Service installation comes bundled at no extra cost.

  • Tailored Design: Experience personalized consulting and design during the standard process.

  • Unparalleled Mobility: Shift desktop business phones across locations, deploy PC softphones and mobile devices, ensuring your phone system is wherever you are.

  • Seamless Integration: Advanced Cloud PBX services effortlessly integrate with potent unified communications platforms like Microsoft Teams.

  • Effortless Manageability: Access an intuitive portal to oversee individual user accounts, alongside an administrative portal for system-wide management.

  • Dedicated Support: With a Cloud PBX service, you receive the support of a responsive team offering live technicians to aid in inquiries and troubleshooting at no added expense.

  • Streamlined Carrier Services: Management of phone lines, PRI's, and SIP Trunks becomes obsolete, as these are integrated within the Cloud PBX service.

 

Now that the advantages of Cloud PBX are clear, let's delve into the deployment process.

Navigating Your Options: Cloud PBX and Microsoft Teams

 

Eager to integrate Microsoft Teams into your organizational framework? Dive into the realm of Teams Phone System Features and delve deeper into the world of Cloud PBX for Microsoft Teams.

An effective deployment necessitates a meticulous collection of pivotal data. This data serves as the foundation for designing and constructing your Cloud PBX service, enhancing system performance and capabilities.

Before embarking on this journey, it's crucial to establish your priorities for this transition. Common areas of focus often encompass:

  1. Cost Efficiency: Streamlining expenses.

  2. User Adaptability: Providing users with flexible options.

  3. Advanced Functionality: Elevating features to new heights.

  4. Streamlined Call Routes: Simplifying call flows.

  5. Mobility Enhancement: Expanding mobility capabilities.

  6. Sustainable Scalability: Ensuring long-term growth potential.

  7. Continual Support: Securing ongoing system assistance.

Now that we understand the advantages of a Cloud PBX service, let’s discuss the deployment process.

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All of these are important reasons to transition to a Cloud PBX system, but prioritizing your objectives is critical to a successful deployment. Remember, it’s your team and customers that will be using this system. We also recommend outlining what you like and dislike about your current system. This is important to understand as you create a new customized design layout for the Cloud PBX service.

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What Data Should You Collect?

 

The process of design guarantees the tailoring of your Cloud PBX system to match your precise requirements. It's crucial to pose the correct inquiries to ascertain the system's appropriateness. Presented below are a selection of inquiries related to design and call flow that necessitate clarification prior to the initiation of the provisioning team's construction build process.

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  • How is the current routing of the main phone number(s) structured? Are you considering maintaining this setup or making changes to the routing and call flows?

 

  • In case your organization has multiple physical locations, would you prefer to integrate them within a single system or domain?

 

  • Regarding inbound calls, do you envision individuals within the organization having personal direct numbers, or would you prefer calls to be directed through an automated attendant or receptionist using the main number?

 

  • For your staff, should they each have Direct Inward Dialing (DID) numbers, extensions, or a combination of both?

 

  • Are you interested in implementing time-of-day routing by setting up timers?

 

  • Is it your desire to have professional recordings deployed across the organization, encompassing both company-wide messages and user voicemails?

 

  • Could you provide details about the primary greetings and user-specific greetings that you envision for the professional recordings?

 

  • Do you currently have an auto attendant configured? If so, could you explain its current configuration?

 

  • Are there any specific requirements related to call centers, such as call queues, user agents, or the need for comprehensive reporting metrics?

 

  • Should all employees be equipped with softphones and mobile devices?

 

  • In terms of user configurations, are users responsible for managing their own settings, or will an administrator be designated with system-wide management access?

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As you progress through the provisioning process, you may have supplementary questions. Don’t be afraid to clarify specific questions about functionality. 

Cloud PBX services boast remarkable flexibility, and can be customised to meet your distinct business requirements.

Important considerations to continually revaluate during the design phase

 

After establishing a clear understanding of the reasons driving your transition, the next step is to initiate the process. We've compiled guidlines for essential data to collect before moving forward with deployment.

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  • Existing Call Flow Structures. In the event that you possess call flow documentation from your current system, it will serve as a valuable resource as you make preparations for this transition. A comprehensive understanding of your existing call flows and desired modifications will greatly facilitate the design and implementation team in constructing a system with call flows meticulously aligned to your business requirements.

 

  • Current System Functionality. What specific functionalities are presently operational within your current system or service? This encompasses a spectrum of attributes such as automated attendants, call queues, user SIM Rings, personalized recordings, time-based routing, and more. Should you wish to carry over any of these features from your current setup to the new Cloud PBX service, it's pivotal to identify them. Moreover, if there are features you aspire to introduce, ensure that these are explicitly outlined from the outset in collaboration with the design and deployment team.

 

  • Roster of Users. The compilation of users in your inventory serves as a framework to delineate existing system users and how they should be incorporated into the upcoming Cloud PBX system. This entails user names, individual caller identification particulars, extensions, Direct Inward Dialing (DID) numbers, and any special setup requisites.

 

  • Geographical Locations. Determining the count of distinct physical locations (along with the precise address for each location) and delineating the users and addresses associated with each site is vital.

 

  • Advanced or Distinctive Functionalities. Are there any distinct or advanced functionalities that necessitate implementation within the system? Do specific users or numbers entail specialized routing prerequisites?

 

  • Desk Phone Inventory. Outline the total number of desk phones currently operational on your system and ascertain whether they will be replaced with new devices.

 

  • Inventory of Current Numbers. Compile a comprehensive list encompassing all active and inactive phone numbers slated for migration or porting to the new carrier. This also includes information about the desk phones connected to the system.

 

  • Supplementary Devices or Adapters. Identify any analog adapters or supplementary devices currently integrated within your system.


 

Once the process of gathering this information concludes, the subsequent phase of design can commence.

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Prepared to Embrace Cloud PBX? First Technology can help

 

Dedicated effort to delineate your goals, assemble pertinent data, and acquaint yourself with understanding the process is the key to a successful deployment . This approach will greatly enhance the optimization of your system's design and rollout.

 

Would you like to delve deeper into Cloud PBX services and explore the array of deployment options available?

Get in touch with us by calling 0861 989 896 or by emailing sales@firstnet.co.za

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