Is Microsoft Teams Phone a Good Fit for Your Organization?

by | May 31, 2024

Communication is key to success, especially as technology continues to evolve. Phone systems are no longer bound to the nearest landline, allowing people to wirelessly connect not only throughout a building but across the world. With the VoIP market expected to reach $354.7 billion by 2032, Microsoft Teams Phone has become a key player in the market.

Not only does Teams Phone provide a flexible and secure phone solution, but it also fully integrates with the rest of its services. That makes for an easier-to-manage and cost-effective approach, especially for those already using Microsoft services. Knowing the benefits and limitations will help you better understand if it’s a good choice for your organization.

What is Microsoft Teams Phone?

Microsoft Teams Phone is a feature within Microsoft Teams that enables users to make, receive, and manage calls over the internet. It integrates traditional phone capabilities with the rest of the platform, allowing users to handle calls alongside text chats, meetings, and file sharing, all in one place. As a cloud-based phone system, it also works on a wide range of devices.

Key Features of Microsoft Teams Phone

Microsoft Teams Phone offers diverse features designed to cater to a wide range of business and user needs. Some of the core ones include:

Direct Calling: Enables making and receiving calls using existing phone numbers, facilitating a smooth transition from traditional systems.

Call Management Tools: Streamlines your communications with efficient call management options like transferring, holding, and voicemail.

Conference Calling: Handles large-scale calls with multiple participants, enhancing group collaboration. It also supports dial-in participants via other phone systems.

Integrated Communication: Seamlessly switch between text, voice, and video within the same platform, keeping all communication channels in one place.

Multi-Device Support: Accessible on desktops, tablets, and smartphones, allowing team members to connect from anywhere.

Security Features: Ensures secure communications with strong security measures, with plenty of options to help meet industry compliance standards.

Call Analytics and Reporting: Provides valuable insights into call data, helping optimize communication strategies.

Seamlessly integrates with Office 365: Links directly with Office 365 applications, streamlining workflow and boosting platform productivity.

These features make Microsoft Teams Phone a versatile and valuable communication tool for any organization looking to improve its collaborative capabilities.

Costs Benefits of Teams Phone vs. Traditional Phone Systems

Microsoft Teams Phone offers substantial cost advantages for organizations that use existing devices like computers and smartphones. That reduces the initial investments in hardware and IT infrastructure. Additionally, being a cloud-based service, Teams Phone eliminates the typical maintenance and upgrade costs with traditional systems.

The service also enables a more efficient cost structure by integrating the Office 365 suite, which combines different tools and services into one platform. That helps streamline billing and simplifies service management. Its subscription-based model also ensures customers only for what they use, making it easy to adapt to changing needs.

Scalability Means Teams Phone Can Grow with You

Scalability is a core benefit of Microsoft Teams Phone. Its cloud-based system eliminates the need for larger hardware setups, allowing quick adjustments to user numbers and services through an easy-to-use digital interface. Its pay-as-you-grow approach helps organizations avoid upfront costs associated with traditional phone systems.

Additionally, integration with Microsoft 365 connects it seamlessly with productivity tools like Outlook and SharePoint. That allows easy coordination across expanding teams, ensuring that everyone remains connected on a unified platform. Doing so also improves efficiency and ensures businesses don’t have to juggle too many platforms, software licenses, and devices.

Downsides to Consider with a Cloud-Based Phone System

While there are a lot of benefits, it’s also important to be aware of the downsides of switching to a cloud-based phone system. Here are a few key ones to keep in mind:

Internet Requirement: Teams Phone relies on your organization’s internet or mobile connection. If your internet service is unreliable, you may experience poor call quality, delays, and interruptions.

Staff Training: Shifting from traditional phone systems to a cloud-based platform may require staff training. The learning curve can lead to temporary drops in productivity, especially if migrating more than the phone system to Microsoft 365.

Feature Limitations: While Microsoft Teams Phone offers a broad set of features, it may not include all the features provided by some systems. That could concern businesses that need specialized call routing or integration with legacy equipment.

Data Privacy and Security: Although Microsoft provides advanced security, the risks of data breaches and cyberattacks are higher with cloud-based systems where data is stored off-site. Compliance needs can change in a cloud-based environment.

Cost Predictability: While normally cost-effective, scalable subscription fees and services require different budgeting strategies. Some organizations might find the pricing model less transparent than a conventional phone system with more straightforward billing.

Understanding these challenges will help you make a more informed decision about whether it’s the right choice for your company.

Is Microsoft Teams Phone Right for Your Organization?

Deciding whether Microsoft Teams Phone is the right choice involves taking a deeper look at your organization and the pros and cons of using it. Here’s a simplified list of steps to act as a starting point:

Step 1: Assess Communication Needs

Review the features offered by Teams Phone, such as integrated chat, video conferencing, and call management, to ensure they align with your needs. This is particularly notable if your organization already uses Microsoft 365, which would make for an easier transition.

Step 2: Check IT Infrastructure

Confirm that your internet service can support Teams Phone, as it relies on a stable and fast internet connection. Also, assess any legacy hardware or phone systems that won’t be compatible.

Step 3: Calculate the Cost

Analyze the costs vs. return, balancing the potential savings from reduced hardware needs and lower maintenance costs against the subscription fees. Assess if the pricing model aligns with your budget, especially regarding scalability.

Step 4: Consider Organizational Growth

Reflect on your company’s future growth plans. Teams Phone’s scalability is beneficial for expanding organizations. Still, it might not be the best fit if you require specialized features that are not supported by it or have already heavily invested in your current systems.

Step 5: Review Security and Compliance Needs

Examine whether Teams Phone meets the IT compliance and security standards required for your industry. This includes data protection measures and the ability to safely handle sensitive information sent over a cloud platform.

Step 6: Consult with an IT Company

Consulting with an IT company is a practical choice if you don’t have an in-house IT team or want a third-party opinion. They’ll bring expert insight and can help uncover other factors your organization may have not considered.

Whether you choose Microsoft Teams Phone, some other cloud-based phone system, or stick with a conventional setup, don’t make the decision lightly. Choosing the approach that best matches your organization’s needs will help keep costs down and productivity up.

Let ITonDemand Support Your Phone System Migration

At ITonDemand, our expert team will handle every aspect of your migration, from initial planning and system integration to training and ongoing support. We specialize in customizing solutions to your needs, ensuring your new phone system works seamlessly with your existing IT infrastructure. With our support, you’ll experience a smoother transition without disrupting your day-to-day functions.

Is your phone trouble causing you issues or getting too expensive? Get in touch with us via our contact form or give us a call to learn more about how we can help: 1-800-297-8293

Get IT Support