Overcoming the Biggest Challenges in Migrating to Cloud UC

Learn why cloud UC migration needs planning, interoperability and MSP support to replace legacy systems and manage cloud PBX.

Rebekah Carter

Overcoming cloud UC migration challenges

Demand for cloud-based communication solutions has grown drastically in recent years.

According to recent studies, the cloud communications platform market is expected to grow at a whopping CAGR of 27.7% through to 2028. Today’s companies are rapidly embracing the cloud to access greater levels of agility, scalability, and flexibility within the evolving workplace.

Cloud-based unified communication platforms provide companies with powerful opportunities to unify and synchronize teams in the age of hybrid and remote work. They eliminate the complexity of using multiple distributed tools and ensure staff can stay productive wherever they are.

However, while the benefits of shifting to the cloud are clear for many companies, the transition comes with its own unique set of challenges. Configuring systems, connecting apps, and managing a cloud-based platform can be tricky for business leaders.

So, how do organizations overcome the challenges of migrating to the cloud?

Step 1: Create a Plan for Migration Success

An effective plan can make or break the success of a migration strategy. Unfortunately, when faced with rapidly changing workplace environments and unexpected issues (like the pandemic), many companies can prioritise speed over strategy. Though most companies want to transition to the cloud as quickly as possible, taking the time to assess the existing communication stack, and set goals for migration can reduce the number of hurdles leaders need to overcome.

“Cloud PBX is a perfect fit for businesses to streamline communications and connect the hybrid workforce, but it also requires careful planning and evaluation of the existing systems and infrastructure, as well as network bandwidth and quality,” said Prince Cai, Vice President of Yeastar.

Effective planning also ensures business leaders can find the right service providers for their cloud communication systems, based on factors like:

UC functionality: Businesses need to first consider what type of unified communication platform can best-serve their needs. Not every UC platform is built the same. Some offer global coverage, while others provide more localised solutions. Some solutions focus heavily on calling functionality, while others combine telephony with video and messaging.
Accessibility: In today’s flexible landscape, users need to be able to access unified communication tools across a range of devices and clients. It’s important to consider whether the ecosystem implemented offers web, mobile, and desktop clients.
Interoperability: An open and interoperable UC environment will work seamlessly with IP phones, SIP trunks, and third-party applications, allowing users to transform and update their communications solutions as needed.

Step 2: Define How to Manage the UC Solution

Cloud platforms often make comprehensive unified communication solutions easier to manage and configure. Through web-based portals, system administrators can easily assign numbers to new members of staff, monitor usage and performance metrics, assign roles and permissions, and configure security settings.

Th right platform unifies various distributed communication tools into a single environment, allowing for complete end-to-end visibility, control, and easy customisation. However, the process of configuring and managing a UC solution will vary depending on the platform chosen. Today’s UC service providers need to support their enterprise customers, by giving them a clean, intuitive interface to work with, ideal for managing various administrative tasks.

At the same time, an effective platform will ensure resellers and MSPs can also monitor and manage the technologies they deliver to customers on a massive scale. Using their own backend environment, resellers can track things like service quality, dropped calls, and usage rates, to determine how to effectively support their customers.

Depending on their needs, business leaders will need to determine how much of the UC platform they want to manage on their own, and how much support they’ll need to leverage from their providers. Working with a managed service provider, for instance, can take the pressure off the management team, giving companies access to more support with configuration and administration.

Step 3: Recognise and Resolve Common Migration Challenges

Transitioning to the cloud presents multiple challenges for business leaders, including managing a UC solution and addressing other critical areas such as:

Replace legacy systems: Replacing legacy technology can be a time-consuming and stressful process. Business leaders will need to ensure the new solutions can offer the same functionality. They may need to consider a few trainings and learning costs as well as consider the potential impact on business operations.
Configure systems: Each UC platform needs to be configured to match the needs of the company. Routing strategies need to be established, VOIP gateways and PBX solutions must be implemented and secured, and numbers need to be assigned to specific users. Many MSPs and resellers can assist with this process, providing step-by-step guidance.

Integrate with existing systems: many businesses have complex and customized on-premises systems that have been developed over time to meet their specific needs. It often requires significant planning and coordination to ensure that data is migrated correctly and that business processes are not disrupted.

Companies can overcome a myriad of migration challenges by simply choosing the right service provider for their UC stack. With access to innovative tools, MSPs can create and implement turnkey solutions on the behalf of companies, provide access to real-time insights and dashboards, and even manage tasks like upgrades, backups and SSH tunnelling remotely.

“Customers want a cloud PBX solution that is secure, reliable, and easy to integrate. To win them over, cloud PBX providers should highlight how they offer flexibility, cost-savings, and geographic reach,” Cai added.

Step 4: Ensure Consistent Compliance and Security

Though trust in cloud-based technologies is growing, placing a communications environment in the cloud can come with some risks. To ensure ongoing compliance, business leaders need to recognize some of the key threats they may face in the cloud landscape, and work with service providers that can help to mitigate these risks.

For instance, to secure SIP connectivity, service providers can configure session border controllers (SBCs) which manage the flow of all types of communication in IP network, protecting companies against unapproved network activity. Vendors can also implement SSH tunnelling for secure remote access to systems, reducing some of the threats businesses face when hybrid and remote workforces need to access devices and solutions remotely.

End-to-end encryption can protect companies from potential threats caused by external parties gaining access to communication data, by making information impossible to read. Service providers and MSPs can even implement real-time monitoring tools to track security on user devices and implement backups and resets remotely.

Step 5: Champion User Adoption

Finally, user adoption is still a major challenge facing companies transitioning into a unified communication environment. While many users know the benefits UC cloud solutions can bring, some are still resistant to change. As such, it’s important to leverage a solution to minimise roadblocks to comprehensive user adoption.

There are many reasons why team members may be resistant to new technologies in the workplace. Many team members don’t have time to learn how to use a new system from scratch, or deal with complex new technologies when they’re already comfortable using an existing toolkit. One of the easiest ways to improve user adoption, is to ensure the UC solution implemented is as intuitive and easy-to-se as possible.

For instance, implementing a UC system with a straightforward mobile, desktop, and web client ensures team members can access the same experience whenever they interact with the UC system. Choosing a platform that offers access to all the features employees use, from call forwarding, to directories, can also minimise any disruption to workflows. Ultimately, the right solution should elevate every employee's communication experience, and help team members to connect more efficiently, rather than introducing new obstacles.

To find out more, visit Yeastar.

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