Have you had enough of an expensive, inflexible traditional telephone system that’s holding back your productivity? The complexity of a traditional switchboard wastes time and resources, without seamless integration with your CRM. You need a simple, scalable cloud telephony solution that cuts costs and makes it easier to manage your business calls.
In this guide, you’ll discover the 5 key steps to migrating your traditional switchboard to a high-performance cloud telephony solution. We show you how to diagnose your telephony system, define your needs, compare the best VoIP offers and deploy a secure enterprise solution integrated with your CRM, to boost your SME’s productivity.
Points to remember :
- Cloud telephony is ideal for SMEs: more flexible, less expensive, compatible with teleworking and integrated with business tools such as CRM.
- 5 key steps to a successful migration: audit of current system, definition of requirements, comparison of offers, structured deployment, then ongoing optimization.
- Kavkom stands out for its fast, no-obligation deployment, responsive French-speaking human support, and interface designed for small structures.
- Concrete benefits: up to 50% cost savings, better call management, time savings and performance ramp-up in just a few weeks.
- The right partner is the key to success: choosing a solution that’s easy to install, well integrated, and supported by a responsive team changes everything for your SME.
Why migrate your company to cloud telephony?
Traditional telephone systems have had their day. Expensive equipment, heavy maintenance, lack of mobility… they hamper the productivity and agility of companies, especially SMEs. What’s more, they integrate poorly with modern tools such as CRM, limiting customer follow-up and team responsiveness.
With cloud telephony, everything changes. No more need for a telephone exchange or physical lines: calls go through the Internet (VoIP), with HD quality and RGPD-compliant security. Management is centralized on a simple interface, accessible from any workstation, in the office or remotely.
The advantages of this telephony system for SMEs :
- cost reduction
- flexibility
- improved call quality
- simplified integration with business tools
Companies that have migrated to the cloud are seeing infrastructure costs cut by 30-50%, by eliminating hardware purchases, maintenance and associated energy consumption(pmarketresearch.com)
But above all, 80% of them saw their performance improve in less than 6 months: smoother exchanges, less time wasted, better customer relations(vocalcom.com).
Among the solutions on the market, Kavkom stands out for its simplicity:
- No hardware installation
- Quick activation
- Calls, recordings, supervision and CRM in a single tool (native CRM integrations or basic Kavkom CRM)
- Non-binding, tailored for SMEs
By migrating to the cloud with Kavkom, companies gain in performance, reduce costs, and equip themselves for the future.
Step 1: Assess your current telephone system
Before you migrate, you need to know where you’re starting from. An audit of your current communications solution helps identify the technical and financial limitations of your infrastructure.
Start by noting :
- Number of active positions
- Maintenance and subscription costs
- Recurring incidents or service interruptions
- Current level of integration with your business tools (CRM, helpdesk, etc.)
Also list the equipment in place: fixed workstations, cabling, boxes, software licenses. This will give you a clear picture of the resources mobilized, and enable you to compare with a future, more flexible and lighter cloud solution.
Objective: measure the gap between your current system and your expectations in terms of performance, cost and agility.
Step 2: Define your specific needs and objectives
Every organization has its own priorities. It’s essential to formalize your needs before choosing a cloud solution for your business telephony.
Ask yourself the right questions:
- Do you need seamless integration with your CRM?
- Do your teams work from home or on several sites?
- Would you like to record support or training calls?
- Do you have specific requirements in terms of security (RGPD) or supervision?
Set concrete objectives:
→ Reduce costs by X%
→ Improve pick-up rates
→ Speed up customer relations
→ Offer better call management
These factors will naturally guide your choice of the most appropriate business telephony solution.
Step 3: Compare business telephony solutions
Here are the key criteria to compare:
| Criteria | Why it matters |
|---|---|
| Total cost | Subscription per user, installation costs |
| Features | VoIP, recording, supervision, CRM integration |
| Technical support | Availability, quality of customer service |
| Deployment | Implementation time, technical complexity |
| Flexibility | Adjustable number of users, no commitment |
Focus on Kavkom:
- Rapid deployment (a few hours)
- Flexible, no obligation, flexible rates
- Native integration with leading CRM systems
- French-speaking human support, responsive and available
- Easy-to-use interface designed for SMEs
Kavkom ticks all the boxes for a smooth, efficient transition.
Features include: native predictive dialer, open API for customized integrations and real-time supervision (listening, coaching…).
Step 4: Implement and deploy your VoIP solution
Successful deployment starts with good organization.
Planning:
Choose a quiet period to launch the migration. Give your teams plenty of advance notice and prepare an internal communication plan.
Technical preparation:
Check the quality of your Internet connection, and make sure your equipment (headphones, computers) is compatible.
Training:
Train your employees with short sessions, targeted by role (switchboard, support, sales, etc.).
Gradual migration:
Deploy first to a small pilot group, then extend to all teams.
Tip: choose a supplier with active human support to assist users in the event of stumbling blocks or questions.
Step 5: Follow-up, support and ongoing optimization
Once in place, the cloud solution must continue to evolve with your uses.
Indicators to monitor:
- Post-call customer satisfaction rate
- Average response time
- Volume of missed calls
- Monthly operating costs
Support and maintenance:
- A good supplier offers responsive, human technical support
- Regular updates guarantee security and stability
- Stats analysis allows you to optimize call flows, greetings, or team dispatching.
With a solution like Kavkom, you have a complete, real-time cockpit for continuously fine-tuning your telephone performance.
FAQ – Frequently asked questions
What is IP telephony or VoIP telephony?
IP telephony (or VoIP) lets you make calls over the Internet, without a traditional telephone line. It transforms voice into digital data. The result: cheaper calls, HD quality and total flexibility. It works on PCs, mobiles or IP phones, wherever your teams are.
How do you choose the right telephone solution for small businesses?
Look at how easy it is to install the telephony software, the quality of support, the features included (CRM, recording, supervision) and the flexible pricing. A no-commitment, quick-to-deploy offer like Kavkom’s is often ideal for small businesses.
Which features are best for SMEs?
For small and medium-sized businesses, the must-haves are: VoIP in HD quality, CRM integration, intelligent transfers, call recording, real-time supervision and RGPD compliance. These tools improve customer relations and boost your company’s growth.
Conclusion
Migrating to cloud telephony isn’t just about modernizing a tool: it’s about fundamentally rethinking the way your company communicates. From analysis of your current system to ongoing optimization, every step of the process contributes to simplifying management, improving the quality of exchanges and reducing costs.
For SMEs, this change is strategic: it brings flexibility, performance and time savings on a daily basis. And with solutions like Kavkom, the transition is rapid, with no obligation, and above all designed to meet the concrete needs of teams. The result: simple, efficient telephony in line with new business practices.
