How To Guide: Cloud Phone Deployment

Best practices for a seamless cloud phone implementation

If you’ve read about the benefits of cloud phone systems for business, but are concerned about properly implementing the system, this blog post is for you.

Let’s get right into it: here are the best practices for a seamless cloud phone deployment with as little downtime as possible.

Step 1: Preparing employees for the phone system change

Business phones are essential for just about every organizational function, so it’s crucial to avoid unnecessary disruptions. To ease your employees through the process, try opening up the lines of communication with your employees as soon as you’ve announced the change to cloud phones. Give employees a chance to ask questions and raise concerns. You never know — you may have overlooked something important that needs to be addressed first.

It’s a good idea to compile resources to document the change and build a knowledge base among employees. You may want to assign change management leaders to manage the transition and facilitate education around the new system.

Notes on change management:

  • Establish processes for managing change: if change is built into your corporate culture, you’ll have a far better time managing it. Adopt a progressive company vision to help you manage employees who tend to dislike new technologies or new ways of doing things. If change is framed in a positive light rather than something potentially disruptive, it’ll be far easier for everyone to get on board.
  • Use interactive training resources: education will always be crucial. But training is more effective when it’s engaging. Group training sessions are a good way to make a new product or process fun. They also leverage the power of change management leaders who can help educate other employees.
  • Be cognizant of the ‘change cycle’: most employees will go through stages of doubt and discomfort when change happens. Eventually though, they will experience feelings of discovery and develop a new appreciation for the value of the change. Be conscious of the fact that everyone goes through these stages at a different pace.

Step 2: Prepare your network

Your network will no doubt be under more stress once it starts handling voice and video calls. To preserve call quality you’ll need to have an adequate bandwidth allotment. Do your due diligence to ensure that you have enough bandwidth for the change (your service provider can help you with this) and if not be prepared to upgrade you service levels.

Also be sure to configure your network settings to prioritize phone and video calls over other bandwidth-consuming activities like listening to music or watching videos (again, your service provider can help you do this). This will ensure that call quality isn’t compromised when your bandwidth consumption spikes from other sources.

Step 3: Take advantage of the additional features

Many cloud phone services come with more than just voice calling functionality. To get the most value out of your cloud phones, make sure that your employees use the additional features. This will help you get the most benefit out of the productivity enhancing features of cloud phone systems.

For example, cloud phones often have instant messaging and video calling functionality, so there’s no need for employees to take up bandwidth by using other services like Skype. The goal is to accomplish all of your communications using a single platform.

Step 4: Leverage smart IT policies

To get the most out of your new phone system, it’s important to implement IT policies that leverage the mobility and scalability of cloud phones. One idea is to create a ‘bring your own device’ (BYOD) policy that lets your employees use their personal devices for business communications. This will be relatively easy to implement once your cloud phone system is set up. But start planning for BYOD before you actually install your cloud phone system.

With BYOD you’ll see a big jump in productivity and collaboration, because your employees will be able to work anywhere and shift conversations from device to device in the blink of an eye.

Ready to get started with your new cloud phone system?

Learn more about BullsEye UC, our cloud-based office phone system that you can take with you anywhere. With BullsEye UC you can take calls, check voice messages, manage your auto attendant, participate in HD video meetings, and send instant messages from any desktop computer, mobile phone, or tablet.

No hardware requirements, carrier integrations, or IT maintenance required.

Click here to learn more about BullsEye UC.

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