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Upgrade to Microsoft Teams – Part One: The Business Case

Upgrade to Microsoft Teams - Part One: The Business Case

If you’re reading this article, you’re probably considering an upgrade to Microsoft Teams.

Microsoft are certainly encouraging customers in that direction by not selling Skype for Business Online to customers with fewer than 500 users, and by automatically upgrading some of their smaller customers to Microsoft Teams.

The obvious questions in the mind of IT leaders are:

  • Should we consider the move to Microsoft Teams?
  • If so, how and when do we start to plan for it?
  • What are the pitfalls?


At Arkadin we’ve been taking customers on the journey to Microsoft Teams since it was launched. We recommend a four stage process:

  1. Developing a business case
  2. Assessing your readiness for Microsoft Teams
  3. Planning your upgrade
  4. Delivering your upgrade to your end users


In this series of articles we’ll take a deep dive into each of these stages, and introduce the key points you need to consider to upgrade to Microsoft Teams. With this first article we’ll start at the beginning: Building a Business Case.

Every project needs a business case and a Microsoft Teams upgrade is no different. Like any UC technology, just putting it out there doesn’t lead to adoption. If you’re going to invest in the project to move to Microsoft Teams, though, you need to be sure you are going to see a return on that investment. Fortunately, there are many business benefits to migrating to Microsoft Teams and you can look at some or all of these when building your business case.


Here are four standout business drivers for the upgrade to Microsoft Teams:


 1. Reduce Costs

Naturally if you want to reduce costs you need to know what you’re spending today. Look at the costs of hosting and managing servers, software licensing, your existing web conferencing or audio conferencing costs, and your telephony charges.

The transformation to Unified Communications enables businesses to communicate among geographically dispersed locations without long distance call charges while reducing the complexity and cost of maintaining traditional PBX solutions. Unlimited audio, video, and web conferencing help to reduce travel costs as well as the cost of third-party conferencing solutions. Furthermore, if you’ve already made the investment in the Microsoft cloud and have either E3 or E5 licenses, you already have a subscription to Microsoft Teams included.

For more information also read our blog on How to Reduce Business Costs with Unified Communications.

How to Reduce Business Costs With Unified Communications


2. Cyber Security

Cyber security is now a key part of every IT strategy, and any unified communications service needs to meet the privacy and compliance requirements of your organization. Microsoft Teams enforces team-wide and organization-wide two-factor authentication, single sign-on through Active Directory, and encryption of data in transit and at rest. It has built-in security, encryption and archiving, along with Office 365 industry-leading compliance commitments that are enabled by default.

The traditional concerns of the cloud being less secure than on-premises, no longer apply. In fact, the cloud is often more secure than the IT infrastructures of most companies by now.

Also read our ebook on How to Improve Security with a Unified Communications System.

Improving Security with a Unified Communications System


 3. Cloud-First Strategy

Many organizations are adopting a cloud-first strategy into their IT operations. We’re moving beyond the days of hosting servers in data centres and having to manage the ongoing depreciation of hardware coupled with the capital expenditure of servers and licences.

Cloud-first strategies take the approach of utilizing shared infrastructures for a predictable monthly cost, and the ability to dial-up and dial-down your compute power as needed. If your organization is taking this approach, the move from on-premises Skype for Business to Microsoft Teams is something you’ll be considering.


4. Improved Productivity and Efficiency

The Microsoft Teams client provides access to cloud voice, threaded and persistent chat, and conferencing and document sharing from one simplified interface. By adopting Intelligent Communications and rich presence into your business, latency and delays can be reduced or eliminated.

For geographically dispersed teams, group chat can enable efficient, topic-specific, multi-party discussions that persist over time. Integrated directory and presence information help employees find each other and choose the most effective way to communicate. Real-time document sharing removes the need for e-mailing documents back and forth.


Once you have a solid business case for your Microsoft Teams upgrade project, you’ll need to consider how prepared your company is for the transition. In our next article we’ll look at how to go about assessing readiness for Microsoft Teams.

In the meantime join our webinar to learn more on upgrading to Microsoft Teams:

Upgrade to Microsoft Teams - Webinar

About the author

John Faria is a Global UC Product Manager, having joined Arkadin in 2017. His area of expertise is in delivering Unified Communications Transformations for large enterprise customers. John joined Arkadin from Applicable, where he was a key contributor to the development of their UC Cloud business prior to the acquisition by Arkadin last year. As the Head of the Applicable Project Office, John has an extensive background in delivering large-scale enterprise UC projects. He brings his experience with him and is now part of the UC Service Line team, strengthening and expanding Arkadin's UC Services portfolio.

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