The ultimate Microsoft Teams phone IT readiness checklist

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Deploying Microsoft Teams Phone is more than a feature update. Done right, it’s a shift in how your organization handles voice. 

And while the platform itself is powerful, a smooth rollout depends on what happens before you enable the first license.

From infrastructure planning to user onboarding, there are critical steps that determine whether your migration runs efficiently or gets bogged down in rework and support tickets.

This checklist is designed to help IT teams prepare for a successful transition, whether you’re rolling out Teams Phone with Operator Connect or replacing a legacy PBX system. 

You can use it as your pre-deployment blueprint to cover everything that matters, including licenses, network health, number management, training, and more.

1. Confirm Microsoft licensing requirements

Before you deploy Teams Phone, confirm that users have the appropriate Microsoft 365 licenses. Licensing requirements vary depending on your plan and chosen PSTN connectivity method.

Not sure if your business is ready to make the switch? Here’s when to consider migrating to Operator Connect.

Key steps to assess licensing needs

Pro tip: Use Microsoft’s Teams Phone licensing overview to verify your configuration.

2. Assess network and bandwidth readiness

Voice quality depends on more than internet speed — it relies on a network that’s optimized for real-time traffic. Before enabling Teams Phone, it’s important to confirm your infrastructure can handle the added voice workload without introducing jitter, latency, or packet loss.

Key steps to assess your network

Pro tip: Follow Microsoft’s network requirements for Teams to ensure every call is delivered clearly.

3. Choose a PSTN connectivity method

To enable external calling in Teams Phone, your organization needs to connect to the Public Switched Telephone Network (PSTN). Microsoft offers three main options, each with different benefits depending on your business size, compliance needs, and IT resources.

Key steps to evaluate PSTN options

4. Inventory current phone numbers and users

Migrating to Teams Phone means knowing exactly who and what is moving. A complete inventory helps you avoid surprises during number porting, ensures users are properly configured, and gives IT a reliable blueprint for mapping call flows.

Key steps to build your inventory

Pro tip: Use a spreadsheet template or export from your existing PBX system to speed up this process and reduce manual entry errors.

5. Select certified devices and endpoints

The hardware your users rely on plays a big role in overall call quality and satisfaction. Microsoft Teams-certified devices ensure compatibility, consistent performance, and a smoother support experience, especially in hybrid environments.

Key steps to prepare your devices

Pro tip: Need help choosing the right endpoints? Check out our Ultimate guide to Microsoft Teams Phone certified devices for tested recommendations across use cases and user types.

6. Plan your call flows, auto attendants, and call queues

A successful Teams Phone rollout is more involved than moving numbers. After all, you need to design a voice experience that’s efficient, intuitive, and user-friendly. Take time before launch to define how calls should move through your organization, especially for front-line teams like support, sales, or service.

Key steps to design your voice routing

Pro tip: Build your flowcharts before logging into the Teams admin center. It saves time, reduces errors, and allows stakeholders to review before anything goes live.

7. Train users and prepare support documentation

Even the most technically sound rollout can fall flat if users aren’t ready. Training is what bridges the gap between deployment and adoption, especially when workflows are changing. A little upfront education can dramatically reduce confusion, misconfigurations, and support requests after go-live.

Key steps to prepare your users

Pro tip: Consider launching with a pilot group. It gives IT a test run, helps refine documentation, and turns early users into internal champions.

8. Partner with a provider that supports your rollout

Even with the right prep, rolling out Teams Phone involves many moving parts. This includes number porting, compliance requirements, voice routing, global support, and tight timelines. Working with a certified Operator Connect provider like Momentum helps offload that complexity while keeping your rollout on track.

Key benefits of partnering with Momentum

Pro tip: Learn why businesses choose Operator Connect, and what sets Momentum apart, in this guide to Microsoft Teams Phone connectivity.

Use this Teams Phone readiness checklist to achieve long-term success

Deploying Microsoft Teams Phone is a strategic upgrade, but its success depends on what happens before go-live. With the right licenses, network readiness, routing design, and user training in place, IT can deliver a voice experience that feels seamless from day one.

Momentum helps you get there faster. As a certified Operator Connect provider, we manage the telecom complexity so you can focus on what matters: performance, adoption, and long-term reliability.

Whether you’re comparing Direct Routing vs. Calling Plans, preparing for your first migration, or need support scaling Teams Phone across multiple sites, we’re here to support every step.

Useful resources:

Start your Microsoft Teams Phone rollout with Momentum. We’ll help you build it right and scale it with confidence.

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