Migrating to cloud communications is one of the most transformative steps a business can take. From ditching outdated PBX systems to enabling hybrid and remote work, cloud-based platforms offer scalability, flexibility, and cost savings.
But too often, migrations are rushed or poorly planned. The result? Downtime, frustrated employees, unexpected costs, or failed rollouts.
Here are the five most common mistakes businesses make during migration — and how to avoid them.
OVERLOOKING A DEEP DISCOVERY OF PROVIDERS
Choosing a provider without thorough evaluation is a critical misstep. On the surface, many platforms look the same, but in reality, there are major differences in:
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Features: Some lack call recording, analytics, or advanced routing.
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Integrations: Does it connect with Microsoft Teams, Zoom, Salesforce, or your CRM?
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Security & Compliance: Regulated industries must meet HIPAA, SOC 2, or GDPR.
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Support & SLAs: Will you get responsive service or wait in long queues?
The best choice isn’t always the biggest name. It’s the provider that aligns with your workflows, compliance needs, and business goals.
UNDERESTIMATING THE NEED FOR PLANNING
Cloud migrations don’t fail because of the technology. They fail because of a lack of planning.
Without a detailed roadmap, companies face delays, confusion, and poor adoption. A strong plan should include:
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Cutover dates and fallback timelines
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Ownership of tasks — from IT teams to department heads
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Pilot testing phases before wide rollout
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Clear communication to leadership and employees
Treat your migration plan as the blueprint. Without it, small issues become big setbacks.
ATTEMPTING A “BIG BANG” CUTOVER
It may seem efficient to cut everyone over at once, but it’s one of the riskiest strategies. If something goes wrong, the entire company feels the impact immediately.
A better approach is to roll out in phases:
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Pilot groups: Start with users who know they’re testing and can provide feedback.
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Site by site or department by department: Keep transitions manageable.
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Iterate between phases: Use lessons learned before expanding.
Phased rollouts reduce risk, give IT breathing room, and increase user confidence.
NEGLECTING TRAINING AND USER ADOPTION
Even the most advanced system will fail without strong user adoption. Assuming employees will “figure it out” almost always leads to frustration and low engagement.
Effective strategies for adoption include:
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Role-specific guides and resources for different teams
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Short video walkthroughs and FAQs for quick reference
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Live training sessions before launch and refresher sessions afterward
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Department champions who encourage adoption and help peers
Employees embrace new tools when they understand how it makes their jobs easier and more productive.
TREATING MIGRATION AS A ONE-TIME PROJECT
Many businesses view migration as a finish line. In reality, it’s only the beginning. Without a plan for long-term optimization and support, the system quickly becomes underutilized.
Post-migration success comes from:
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Regular system reviews for performance and adoption
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License and usage audits to optimize costs
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Feature updates and integrations to stay current
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Ongoing support from a trusted provider
Think of migration as the first step in a continuous journey, not a one-and-done project.
CONCLUSION
Migrating to cloud communications has clear benefits: lower costs, improved collaboration, and modern flexibility. But those benefits only come if migrations are handled with discovery, planning, adoption, and long-term support in mind.
By avoiding these five mistakes, businesses can transition smoothly and maximize their ROI.
At Vivo Technologies, we’ve guided organizations through every stage of migration. From discovery and planning to rollout and optimization, we help you migrate with confidence.
Ready to plan your move to the cloud? Contact us today to get started.
