Cloud telephone system: The 5 most common mistakes when switching - and how to avoid them!

1. Insufficient planning and preparation when switching to cloud telephony

Probably the biggest mistake that companies make when switching to a cloud telephone system is a lack of thorough planning and preparation. Many underestimate the effort involved and think that the switch can be made quickly and easily. This often leads to unexpected problems that can be avoided through professional implementation with CANCOM.

What happens?
A lack of needs analysis, inadequate testing and insufficient employee training can significantly delay the switch to cloud telephony. In addition, unexpected communication failures can occur if not all aspects such as internet speed, network security and integrations are taken into account. A coordinated approach to the transition from your existing system/provider to the cloud platform is also essential to avoid disrupting your accessibility and business processes.

How to avoid this mistake?

• Thorough needs analysis: CANOM provides comprehensive advice to ensure that your requirements for the new cloud telephone system are implemented accordingly (e.g. VoIP, network connection, firewall settings and integration into your existing system landscape).
• Test runs and pilot phases: Test the system with the support of CANOCM as part of the changeover with a small group of users.
• Training of employees: CANCOM offers comprehensive training for your employees if required so that they can familiarize themselves with the new technology.

2. Inadequate internet connection for cloud telephone systems

Cloud telephone systems require a stable and fast internet connection. A connection that is too slow or unstable can lead to a loss of call quality and make the entire system unreliable.

What happens?
Calls to a cloud telephone system can be interrupted, there may be delays or the voice quality may be poor. If the internet connection is not optimal, cloud-based telephone systems cannot perform to their full potential.

How do you avoid this error?

• Carry out a bandwidth analysis: Before switching to cloud telephony, check whether your internet connection is sufficient. A bandwidth of 100 kbit/s per simultaneous call is recommended.
• Implement QoS (Quality of Service): Prioritize VoIP traffic on the network to ensure that voice data takes precedence over less important applications. CANCOM will be happy to help you analyze and optimize your network environment.
• Schedule a backup connection: In critical environments, it can be useful to have a second Internet connection available as a backup. CANCOM also offers the necessary SIP trunk lines for this purpose, which can also be provided with LTE-based backup via mobile networks if required.

3. Lack of system integration when introducing a cloud telephone system

Many companies rely on software solutions such as CRM systems, helpdesk tools or similar business applications. If the new cloud telephone system is not properly integrated with these systems, this can lead to unexpected costs.

What happens?
Missing integrations lead to employees having to switch between different systems, which costs time and reduces productivity. Without seamless integration, important data such as customer data, call logs or support tickets can be lost.

How do you avoid this mistake?

• Check integration: Work with CANCOM's solution experts to make sure the cloud PBX works optimally with your organization's existing systems.
• API usage: If required for specific integrations, CANCOM offers the appropriate expertise for implementation.

4. Security gaps when switching to cloud telephone systems

Security is a key issue when switching to a cloud-based solution. As cloud telephone systems are usually accessible via the internet, there is a risk that they will be vulnerable to cyber attacks if they are not adequately secured.

What happens?
Cyber attackers could access confidential communications, intercept calls or even paralyze the system. In the worst-case scenario, security gaps in communication from the company site to the cloud can lead to a loss of business information.

How do you avoid this mistake?

• Protected Internet access: Firewalls and their optimal configuration protect your company from cyberattacks and unwanted access from the Internet. CANCOM also offers a comprehensive portfolio of solutions and know-how in this area.
• End-to-end encryption: Modern cloud telephone systems offer end-to-end encryption to protect your call data.
• Access controls: The implementation by CANCOM ensures that strict access controls and protection mechanisms are activated for the users of the cloud telephone system.
• Regular security updates: By using cloud telephony, your system automatically remains up-to-date. CANCOM ensures that the software is always up to date and that security updates are carried out regularly.

5. Insufficient scalability and flexibility with cloud telephone systems

Another common mistake when switching to a cloud telephone system is not taking future scalability into account. Companies grow and change, and a cloud telephone system that is sufficient at the beginning can quickly reach its limits.

What happens?
If the cloud telephone system cannot be scaled properly, bottlenecks can occur during use. This not only affects the number of simultaneous calls, but also the integration of new functions that are required over time.

How to avoid this mistake?

• Selecting the cloud telephone system: Make sure that the solution is easily scalable and can be adapted to your future requirements. CANCOM offers flexible subscriptions and modules that can be added or removed as required.
• Long-term planning: Consider in advance how your business might grow in the coming years and choose a cloud telephony provider that can keep pace with that growth.

Conclusion: The successful switch to a cloud telephone system

Switching to a cloud telephone system offers many advantages, but it can only be truly successful with the right preparation and strategy. By implementing with CANCOM, we help you to avoid mistakes such as a lack of planning, an inadequate internet connection, missing integrations or security gaps.

We'll make sure your transition goes smoothly and ensure your solution is scalable and flexible to keep pace with the growing needs of your business.