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

Switching to a cloud telephone system

For businesses, switching to a cloud telephone system can mean a huge improvement in communication and efficiency. Less hardware, more flexible scalability and more cost-effective maintenance are just some of the benefits that a cloud telephone system can offer. However, we explain why companies should switch to a cloud telephone system in the article "ISDN switch-off Austria - What companies need to know now!".

However, as with any major change, there are a few stumbling blocks that are often overlooked and can turn out to be expensive and time-consuming later on. We have summarized these for you.

1. Insufficient planning and preparation when switching to a cloud telephone system

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 with professional implementation.

What happens?
A lack of needs analysis, inadequate testing and insufficient employee training can significantly delay the switch to a cloud telephone system. 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 do you avoid this mistake?

• Thorough needs analysis: Get 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 a small group of users as part of the changeover.
• Employee training: Provide comprehensive training for your employees so that they can familiarize themselves with the new technology.

2. Poor internet connection with 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 telephone systems cannot perform to their full potential.

How do you avoid this error?

• Carry out a bandwidth analysis: Before switching to a cloud telephone system, 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.
• Schedule a backup connection: In critical environments, it may be useful to have a second internet connection available as a backup. Providers also offer 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: Check with solution experts to ensure that the cloud telephone system works optimally with the existing systems in your company.
• API usage: If required for specific integrations, providers offer corresponding expertise for implementation.

4. Security gaps when switching to cloud telephone systems

Security is a key issue when switching to a cloud telephone system. 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. Providers also offer 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 telephone systems, your system automatically remains up-to-date. Professional providers ensure 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. A cloud telephone system that is initially sufficient 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's cloud telephone system 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 up with that growth.

Conclusion: 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 professional providers, you can avoid mistakes such as a lack of planning, an inadequate internet connection, missing integrations or security gaps.