Communication is the backbone of every successful business. It keeps your team connected, drives key processes, and helps move initiatives forward. But with business needs constantly evolving, it’s important to have a phone system that can keep up—while also being budget-friendly.
If you’re already using Microsoft 365, adding Microsoft Teams Phone is a simple way to ditch your old phone system and upgrade your communication tools.
What’s So Great About Teams Phone?
There are plenty of reasons to consider making the switch from traditional phone systems to Teams Phone. For many businesses, cost savings are a huge factor. But beyond that, it also streamlines communication, makes onboarding new employees quicker, and cuts down on the time your IT team spends managing your phone system.
Let’s dive into some of the key benefits:
Saving Money: The Bottom Line
We all know that businesses are always looking to cut costs, and moving to Teams Phone can help do just that. Here’s how:
- Lower Licensing Costs: Traditional phone systems are often expensive, with costs for hardware, phone lines, and more. Teams Phone uses your existing internet connection, and if you’re already using Microsoft 365, it can be bundled into your current subscription. That means no more buying physical handsets—just a license and a headset for each user.
- Fewer Maintenance Costs: Let’s face it—traditional phone systems need constant upkeep, from hardware repairs to upgrades. Those costs can add up fast. With Teams Phone, your business PCs are already connected to a network, so there’s no need for a separate phone network. Plus, there’s no more worrying about phone system installation or replacing old equipment.
- No Extra Hardware: Say goodbye to bulky handsets, fax machines, and network devices. Teams Phone is entirely software-based, so users make and receive calls directly within Teams. If you want to keep things simple, all you need is a headset. If you’d rather stick to a traditional phone experience, it also works with hardware options—but the best part is you don’t need any of that to get started. You can even use your mobile phone with the Teams app.
- Simpler Employee Onboarding: Teams Phone makes it a breeze to get new employees up and running. You can assign them licenses just like you do with Office 365. If your employees work remotely, you don’t need to send them physical phones—just the necessary licenses and phone numbers are all they need to get started.
Teams Phone Isn’t Just About Saving Money
While cutting costs is a major perk, there’s a lot more to Teams Phone that can improve your business. Some companies hesitate to switch because they’re happy with their current phone system, and that’s understandable.
But here’s why making the switch can help your organization run even smoother:
- Familiar Interface: If your team is already using Teams, they’ll feel right at home with Teams Phone. It works within the same Teams interface, so there’s no need to learn new software or hardware. Everything happens in one place.
- Reliable: Microsoft guarantees 99.99% availability for Microsoft 365 services. Since Teams Phone is cloud-based, all you need is an internet connection to make it work. As long as your employees can log into Teams, they can use the calling features.
- No More Hardware Upgrades: Updates happen seamlessly. You don’t have to worry about training employees on new phones or hardware. The system will remain consistent, and any new features or improvements are pushed through the Teams app.
- One Vendor to Manage: Managing different vendors for phones, hardware, and software can be a hassle. With Teams Phone, everything is centralized in your Microsoft 365 account. Billing, management, and configuration all happen in one place—through the Teams admin center. Simple, right?
- Keep Your Numbers: Switching doesn’t mean you have to change your contact information. You can port over your existing phone numbers, so there’s no need to update signatures or notify clients about new numbers.
Migrating to Teams Phone: No Need to Rush
Switching to Teams Phone doesn’t have to be an all-or-nothing move. We recommend taking it one step at a time. Start by porting over less-critical numbers and testing the system with a small group of users. Once everything runs smoothly, you can migrate your most important numbers.
Optimizing Communication with Teams Phone
Teams Phone isn’t just a phone system—it’s a powerful communication tool that can improve how your organization collaborates. Here are a few features that help optimize communication:
- Auto Transcription: Teams Phone can transcribe voicemails and phone calls, making it easy to refer back to conversations later. No more scrambling to remember what was said in that important call.
- Call Forwarding: You can still forward calls just like a traditional phone system, but with Microsoft 365 integration, it’s easier to search directories and users. Plus, calls can be forwarded to another number if you’re out of the office.
- Auto Attendants & Phone Trees: Teams Phone can set up automatic phone trees and dial systems to route calls just like PBX or VoIP systems. It’s all managed within Teams, making it a breeze to set up.
- Call Tracking: You can easily track who called and when—right from within the Teams app. You don’t need to dig through menus or complicated phone systems to find this information. Plus, you can track the time you spend on calls.
Integrating with Other Providers
Sometimes, you still need to integrate with other systems—whether it’s for texting or maintaining some legacy systems. Teams Phone allows for these integrations:
- SMS Integrations: While SMS isn’t a native feature, third-party solutions can easily integrate texting services with your Teams numbers. No extra hassle.
- Direct Routing: If you need to use both Teams Phone and traditional PSTN solutions, Teams supports direct routing, so you don’t have to abandon your old systems entirely.
- International Calling: It also supports international calling, so your business can connect with clients around the world. You can track communication credits and usage directly in the Teams admin center.
The Future of Business Communication Starts Here
Effective communication is vital to any organization, and having a reliable phone system that fits your needs is key. Traditional phone systems can be cumbersome, costly, and full of unexpected maintenance issues.
Teams Phone removes those headaches and frees up resources for other important business needs. With its easy setup, cost savings, and ability to integrate with Microsoft 365, it is an excellent choice for businesses looking to modernize their communication systems.
Ready to make the switch? Contact us today for a free consultation and see how Teams Phone can streamline your communication while saving you money. Our experts are here to help you get started and ensure a smooth transition!
