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At Go West IT, we recently had the opportunity to help a client achieve significant cost savings, operational improvements, and enhanced security through a strategic transition to Microsoft Teams. Here’s how we turned a challenging situation into a success story.

The Challenge

Our client, a nationwide organization with 27 locations across the U.S., had recently onboarded into our managed IT services. Just a week into our partnership, they received notice from their existing phone vendor: the platform they were using was being discontinued, and the transition to a new system would come with double the costs.

Frustration was already high. Their existing phone system was difficult to manage and lagging in functionality, causing operational headaches for their 80-person team, many of whom worked remotely. The client had just 45 days to decide whether to migrate to the new platform or explore alternatives.

With such a tight timeline, the stakes were high.

Our Solution: A Seamless Transition to Microsoft Teams

Knowing the client was already a Microsoft 365 subscriber, we proposed consolidating their phone system into Microsoft Teams, leveraging their existing subscription for maximum value. This solution not only aligned with their business goals but also eliminated the need to juggle multiple vendors.

Here’s how we executed the project:

  1. Assessment and Planning
    We began with a comprehensive analysis of their communication needs, call handling, and user requirements across all locations.
  2. Customized Design
    Our team designed a tailored implementation plan to port all phone numbers to Teams while standardizing and simplifying call workflows across the organization.
  3. End-User Training
    To ensure a smooth transition, we conducted multiple training sessions with employees, equipping them with the tools and knowledge needed to fully embrace Microsoft Teams.
  4. Zero Downtime Implementation
    On the target go-live date, we seamlessly transitioned their phone system with zero downtime, ensuring continuity for both employees and customers.

The Results

The move to Microsoft Teams brought significant improvements across the board:

  • Cost Savings
    The client is now saving 50% of their previous phone system costs, avoiding the anticipated price hike and reducing expenses.
  • Ease of Management
    Consolidating their communication tools into Teams streamlined management and eliminated a vendor.
  • Improved Security
    By integrating their phone system into Microsoft’s secure cloud environment, the client enhanced their overall security posture.
  • Standardized Experience
    We curated AI-generated auto-attendant recordings to match the company culture, delivering a consistent and professional experience for their customers.
  • Improved Collaboration and User Experience
    Teams enhanced communication and collaboration, particularly for the client’s remote workforce, creating a modernized and efficient environment.
  • Happy Employees and Customers
    The company’s team quickly adapted to the new system, and their customers benefited from smoother interactions.

Key Takeaways

This project highlights the benefits of vendor consolidation and maximizing investments in existing platforms like Microsoft 365. By moving to Microsoft Teams, the client not only achieved cost savings but also modernized their communication infrastructure, improved security, and created a better experience for both employees and customers.

For businesses facing similar challenges, the lesson is clear: consolidating platforms isn’t just about saving money—it’s about enhancing performance and security while simplifying operations.

Ready to Transform Your IT Environment?

At Go West IT, we specialize in helping businesses like yours get the most out of their IT investments. If you’re ready to explore how Microsoft Teams and other solutions can streamline your operations, contact us today!