Case Study #2

Seamless Integration and Platform Implementation for Business Growth

In an era where technological agility and efficiency are paramount, a mid-sized law office in Chicago confronted the limitations of its aging telephony system. Faced with escalating operational costs, compatibility issues, and the pressing need for enhanced security and remote work capabilities, the firm sought a comprehensive solution.

This case study delves into the transformative journey undertaken by Optimize Tech Consulting to modernize the law office’s communication infrastructure. Through meticulous planning, strategic vendor selection, and the implementation of a cutting-edge telephony system integrated with Microsoft Azure Cloud, the project aimed not just to replace outdated hardware but to revolutionize the office’s entire communication landscape, setting a new standard for operational excellence in the legal industry.

Industry

Legal

Location

Chicago

Size

Mid-sized law office receiving 200 to 500 calls per day

Challenge and Goals

The local Law Office faced a critical challenge with its outdated telephone infrastructure, which was not sustainable due to high operational costs and incompatibility with modern systems. The goals were to:

  • Replace the existing telephony system with a new, efficient, and cost-effective solution
  • Upgrade the server infrastructure to enhance security and support remote activities
  • Optimize phone number utilization and reduce unnecessary costs
  • Implement features such as voicemail forwarding and automated call forwarding to improve staff efficiency

Solution Provided by Optimize Tech Consulting

Optimize Tech Consulting embarked on a comprehensive project to overhaul the law office’s communication systems. Our approach included:

  • Conduct a thorough technical evaluation of the existing environment to determine the best-fit solution within the client’s budget.
  • Research enterprise phone companies, presenting findings, and coordinating demos and quotes for the chosen products and installation.
  • Analyzing phone number utilization to eliminate unused numbers and optimize the ones in use.
  • Upgrading the server for internal office use and migrating to Microsoft Azure Cloud for enhanced security and remote work capabilities.
  • Coordinating the removal of the old system and the installation of the new Avaya Phone system.

Achievements & Benefits

The upgrade to a modern telephone system and server infrastructure brought significant benefits to the Local Law Office.

  • Cost Efficiency: Transition to VOIP reduced operational costs compared to legacy telephony support.
  • Operational Efficiency: The main call-receiving dashboard was improved, making call management more efficient.
  • Security and Remote Work: Microsoft Azure Cloud Service integration enhanced operations, applications, storage, networking security and supported the office’s remote activities.
  • Technology Revamp: Addressed technology issues such as expired server warranties, which can have disastrous consequences if just one system goes offline, hard disk space limitations, and the absence of 360 security coverage.
  • Training and Support: Provided comprehensive training for staff on the new system, along with printed materials and yearly maintenance support.

Results

The project revolutionized the law office’s communication system, yielding immediate and tangible results.

  • Time and Money Savings: The office saved significant resources by streamlining operations and reducing telephony costs.
  • Enhanced Communication: Features such as advanced call management, auto attendant, automatic service failover, auto-dialers, automatic call distribution, business text messaging, conference bridge, editable call flows, and extension dialing improved the flexibility and timeliness of communication. 
  • Seamless Transition: The installation and transition to the new system were completed over a weekend, minimizing disruptions to office operations.

Conclusion

This case study exemplifies Optimize Tech Consulting’s ability to deliver customized solutions that address specific client challenges. By upgrading the telephone system and integrating Microsoft Azure Cloud, the local Law Office in Chicago not only reduced costs and improved operational efficiency but also enhanced its capability to handle remote business activities and maintain high-security standards.