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What to think about when replacing an old phone system

Adopting a new phone system inevitably will introduce challenges that must be snuffed out before launching the platform

In today's rapidly evolving IT landscape, replacing an old phone system with a more innovative platform is becoming a more common occurrence. By embracing sophisticated communication solutions, organizations of all sizes can improve their chances of experiencing long-term success, largely due to the fact that employees, decision-makers and other workers will be able to collaborate more effectively. As a result, tasks can be completed faster and with greater accuracy, reducing the time to market and the need to pay unnecessary expenses.

Yet migrating from one business phone system to another requires planning, as companies cannot simply install a platform and hope for the best. A recent No Jitter report highlighted some of the processes that must be incorporated to the overall transformation, as neglecting any of these procedures can result in the deployment of a poor communication system.

Get the users involved

While any ultimate decision will come down to executives, managers who fail to speak with employees regarding their needs and requirements will find it more difficult to implement the office phone system that meets their organization's needs. No Jitter stated end-users need to be part of the decision-making process, as they will be the people using the solutions most often.

Although a telecommunications system technically resides under the IT department's responsibilities, having the IT team alone select the business phone system would be a mistake, No Jitter noted. Even though having a large group of people contributing to the decision-making step will likely slow down the entire process, the end result will be more effective, as executives will be able to ensure that the selected phone system meets the needs of all employees, including technical and non-technical workers.

A separate World Net Solutions report said organizations that rely on guesswork or fail to adopt tools that align with their specific business needs will likely encounter problems when implementing a new phone system. To combat these issues, enterprises need to work with employees to ensure everyone is on the same page, has the same agenda and is looking to get similar results in the long run.

Don't neglect training and evaluation

Implementing an enterprise VoIP system when employees are accustomed to working with a traditional PBX platform will require at least some level of training. Businesses that fail to ensure individuals know how to use the communication platform at their disposal will likely witness a drop in efficiency and satisfaction as confusion sets in.

No Jitter stated that many organizations understand the need for education but are skimping on these initiatives. Rather than launching "classroom" type tutorials, which allow employees to take a hands-on approach to learning the technology, many enterprises are leaning toward phone-based or webinar training programs. Although the latter are less expensive, they are not as efficient as traditional practices, which take the time to ensure every person in the workplace knows the ins and outs of using the technology provided to them. It is important that decision-makers recognize the pivotal nature of training.

Additionally, companies need to assess how the workforce is functioning in the immediate and long-term wake of deploying a phone system, according to the news source. Executives need to evaluate operations prior to implementing innovative communication platforms and recognize the changes that have been introduced from the new solutions. This will reveal past issues with communications and provide insight into how more sophisticated services ease those troubles and further steps that may need to be taken to reduce complications.

There is no panacea

The most common challenges faced in the enterprise when adopting a new phone system often occur when companies believe they can implement a one-size-fits-all or cure-all platform, No Jitter noted. While cloud VoIP and other hosted solutions can be highly advantageous in today's fast-paced business world, relieving organizations of numerous challenges, the truth is that there is no single approach to success in the highly diverse corporate environment.

This is evident by the fact that enterprises are taking different approaches to mobility. While some organizations see the perks behind supporting a remote workforce, other decision-makers solely want to embrace bring your own device or some other program to improve internal operations and reduce costs. This suggests that there simply cannot be a single, all-encompassing platform that alleviates every single request throughout the entire business world.

In the coming years, the business world will inevitably transform the way it communicates, especially as consumers and employees change their demands. Rather than implementing a new platform and simply hoping for the best in the long run, executives need to plan ahead and navigate this metamorphosis, as overlooking something as simple as acquiring end-user input can result in diminished operations.