Stepping Into the Future: Your VoIP Migration Project Plan
(Image credit: Microsoft)
VoIP (Voice over Internet Protocol) telephony is the modern solution for the modern workplace. Contrary to traditional phone lines, VoIP uses the internet to make and receive calls, which leads to several benefits, including higher call quality, increased flexibility, better scalability and more. Plus, you’ll be prepared for the ISDN switch off in December 2025.
We know that any technology migration can be challenging. You need to find the right solutions for your business requirements, migrate without severely impeding your day-to-day operations and train your team. That’s why today we’re talking about forming your VoIP migration project plan. Everything you need to know to get started, collated in one neat overview.
The 6 steps of a successful VoIP migration project plan include:
- Creating a strategy
- Assessing network capacity and infrastructure
- Assessing user requirements
- Establishing a timeline
- Addressing VoIP security vulnerabilities
- Choosing the right migration partner
Step 1 : Creating a strategy
The first step of any VoIP migration project plan is to create a strategy that’s driven by your overall business goals. What are your plans for the future? What does growth look like for your business? What are you trying to achieve with a migration and what are the requirements of your team? How many people are using your phone system and how is that number going to change in the foreseeable future? This is where you plan how a VoIP migration aligns with your business goals and draft an initial plan that you can refer back to as the project goes on.
Step 2 : Assessing network capacity and infrastructure
What technical requirements do you have when it comes to VoIP? If you have an existing phone system, you need to find a VoIP option that is compatible enough to make the switch over seamless, so that your team is not held up by prolonged downtime while you configure the new system. Similarly, you need to assess where you stand with your current network. Is it strong enough to support the VoIP option you’re favouring, or would you need to upgrade? Call quality can suffer if too many people and devices are using the same shared network, so make sure both your infrastructure is compatible with your VoIP option and your network is strong enough to support it.
Step 3 : Assessing user requirements
Any migration hinges on people. If your team is not onboard with your VoIP migration or it’s sprung on them without input, chances are high that you’re going to struggle. When setting your VoIP migration project plan, one of the biggest considerations is the requirements of your team. Do you need desk phones? Meeting room solutions? Are you running a call centre? Does your team need to video conference? Does your VoIP solution need to support hot desking? Especially in remote and hybrid work setting it’s crucial that your VoIP solution is flexible enough to support your user requirements.
Step 4 : Establishing a timeline
Now that you’ve established your network, infrastructure and user requirements, you can get started on creating a realistic timeline. Refer back to your strategy and decide on which process works best for your migration. Is it going to be easier to migrate in one go? Or is a gradual migration better suited to your business requirements? Keep in mind that it’s best to plan any steps that result in temporary downtime for periods outside of working hours, so you impede your team as little as possible. Also keep in mind that some solutions are more complex than others, so you need to factor in any training for your team so they can hit the ground running.
Step 5 : Addressing VoIP security vulnerabilities
When setting your VoIP migration project plan, be mindful of the security vulnerabilities that come with solutions run via an internet connection. As opposed to traditional desk phones, VoIP solutions can be compromised by cyber criminals and are vulnerable to threats such as malware and DoS (Denial of Service) attacks. Another concern is hybrid or remote workers connecting to unsecured networks. However, these threats are manageable. Make sure to educate yourself about the security risks attached to your chosen VoIP solution and fortify your defences with the right cyber security as well as cyber security training for your employees.
Step 6 : Choosing the right migration partner
We know the idea of a big systems migration can be overwhelming, especially if you’re in the beginning stages. The good news is that you don’t have to do it alone. A migration partner can support throughout your journey—from creating your VoIP migration project plan all the way to setting up your new solution.
At Ladybird Communications, we are all about connectivity, efficiency and productivity. We help you find the right solutions for your unique business needs and keep you connected every step of the way. We’ll seamlessly switch your line, while minimising any potential disruptions and securing impressive, reduced rates.
Keen to learn more? We’d love to talk to you and learn more about your business! Reach out to our experts to find out about we can support you on your VoIP journey or read more about our communication services here.