How Barrie Public Library Reduced Communication Costs by 70% with VoIP.ms 

The telecommunications landscape is undergoing a transformation, and some carriers are abandoning costly legacy infrastructure.  

AT&T recently announced plans to eliminate traditional landline service across nearly all U.S. states by 2029, citing their 70-year-old copper wire network as “antiquated” and increasingly expensive to maintain.  

For organizations still relying on rigid solutions from traditional telephone companies, the message is clear: the time to modernize is now. Barrie Public Library, serving their community with 70 staff members, recently took on this challenge.  

They found themselves trapped in an expensive, inflexible UCaaS solution from a legacy telecommunication provider. Caught between aging infrastructure and budget realities, they needed something that would meet their communication needs and deliver modern capabilities without the premium price tag of their former supplier. 

VoIP technology offers a compelling alternative that delivers superior functionality at a fraction of the cost. Recognizing this opportunity, the Barrie Public Library decided to test VoIP.ms as a potential partner for a simple, yet effective, VoIP migration.  

The Challenge: Expensive Legacy Systems Limiting Growth 

The Barrie Public Library was operating under the weight of a costly traditional telecommunications setup from a national provider. The system was not only expensive but also rigid, offering little flexibility for their evolving needs.  

With a mix of Polycom VVX Series hardware phones and basic softphone capabilities, the library was faced with several issues.  

The organization was already leveraging Microsoft Teams for collaboration, but managing multiple software platforms created unnecessary complexity for their IT support team.  

“Our legacy phone system had become increasingly difficult and expensive to maintain,” said Andrew Rogers, Manager of Information Technology at the Barrie Public Library. “With a traditional phone system, even small changes—like adding a line or moving a desk—came with delays and added costs. The system simply wasn’t designed for a large, evolving organization.” 

The library’s leadership recognized that their current solution was becoming a barrier to effective communication rather than an enabler, prompting them to seek a more modern, integrated approach to business communications. 

How a custom Cloud-PBX phone system could look like for a small company 

The Solution: VoIP.ms Cloud PBX with Seamless MS Teams Integration 

Understanding the need for a comprehensive communications overhaul, Barrie Public Library turned to VoIP.ms for a Cloud PBX solution that could integrate seamlessly with their existing Microsoft Teams infrastructure.  

Considering a Cloud PBX solution for your organization? Discover the two types of PBX phone systems you need to know before making your decision. 

The VoIP.ms platform offered the perfect combination of flexibility, cost-effectiveness, and advanced features that the library needed. The PBX to VoIP migration process was carefully planned and executed over several months.  

Strategic Implementation Approach 

The library’s primary hesitation centered around user adoption of MS Teams as their primary communication platform. This concern was effectively addressed through the comprehensive proof of concept phase with Teams and VoIP.ms Trunks.  

This strategic approach allowed them to: 

• Test with a small user group: Initially configuring 5 users to validate the outbound solution for one month 

• Gather comprehensive feedback: Every test user provided positive feedback to the IT team 

• Minimize risk: Ensuring the solution met their needs before full deployment 

The Switch to VoIP.ms  

Following the successful proof of concept, Barrie Public Library made the strategic decision to fully migrate to VoIP.ms. The implementation followed a carefully orchestrated step-by-step process designed to ensure zero disruption to library operations: 

Step 1: Internal Training Preparation 

Recognizing the importance of user adoption for a 70-person organization, Barrie Public Library proactively developed comprehensive internal training guides. These materials were specifically designed to accelerate staff familiarity with the new VoIP system and MS Teams integration, ensuring a smooth transition for all users. 

Step 2: System Architecture and User Provisioning 

The VoIP.ms technical team collaborated closely with the library’s staff to build their complete phone system within the VoIP.ms portal. Leveraging VoIP.ms API capabilities, the team efficiently created all 70 user accounts, establishing the foundation for the library’s new communications infrastructure. 

Step 3: Advanced Feature Configuration 

VoIP.ms provided extensive technical assistance in configuring the features that would optimize the library’s call management. Here are some of them: 

• Time Conditions: Automated routing based on library operating hours 

• Interactive Voice Response (IVR): Streamlined call handling and directory services 

• Ring Groups: Department-specific call distribution to different destinations 

• Calling Queues: Intelligent routing that connects callers only to available staff members 

Explore the most feature-rich VoIP provider and discover how advanced features can transform your business communications. 

Step 4: MS Teams Integration 

With the VoIP.ms infrastructure established, the library utilized the Teams PBX Connector tool to complete user provisioning.  

This bulk upload process seamlessly integrated all 70 users into Microsoft Teams, creating a unified communications environment that leveraged their existing collaboration platform. 

Learn what VoIP.ms Teams Connector can do for your organization’s unified communications on our Wiki article! 

Step 5: Number Portability Completion 

The final technical step involved transferring all of Barrie Public Library’s existing phone numbers through the Local Number Portability (LNP) process. The library found this transition smooth and efficient. 

Step 6: Full Migration Success 

The transferring was completed successfully, with all 70 users transitioned to the new system and communications optimized across the entire organization. 

“The VoIP system has significantly improved the staff experience,” continued Rogers. “It’s easier to use, easier to manage, and supports remote and hybrid work in ways our legacy system never could. Staff can stay connected whether they’re at a desk, on another site, or working remotely.” 

Learn how the Microsoft Teams VoIP Integration can benefit your business! 

The Results: Dramatic Cost Savings and Enhanced User Experience 

The transformation delivered immediate and substantial benefits across multiple areas of operation, exceeding the library’s most optimistic expectations.  

Within months of the full implementation, the Barrie Public Library was experiencing measurable improvements in cost efficiency, operational workflow, user satisfaction, and service delivery quality.  

The comprehensive nature of these benefits demonstrates how a well-executed VoIP migration can create value that extends far beyond simple cost reduction, touching every aspect of an organization’s communications ecosystem.  

Here are a few highlights:  

Significant cost reduction 

The financial impact of this simple VoIP migration was nothing short of remarkable, delivering savings that immediately relieved pressure on the library’s budget: 

• 70% reduction in telecommunications costs 

• $14,000 in annual savings 

Improved operational efficiency 

Beyond cost savings, the new system fundamentally transformed how the library’s team managed communications, creating efficiencies that released resources for other critical initiatives: 

• Simplified IT management with unified communications through MS Teams 

• Enhanced call routing using dynamic queue features that only ring available staff 

• Full administrative control over phone system management without provider dependency 

• Streamlined hardware requirements with only 8 Polycom VVX phones retained 

Improved user experience 

The adoption of the new VoIP system was smooth, with staff members quickly embracing the flexibility and modern features that the legacy system couldn’t provide. Users particularly appreciated the freedom to choose their preferred communication method based on their work situation and personal preferences: 

• Mobile phones for on-the-go accessibility 

• Computer-based calling with headsets or built-in microphones 

• Traditional desk phones where preferred 

The Strategic Value of Comprehensive VoIP Migration 

Barrie Public Library’s transformation represents a technology upgrade, exemplifying how strategic telecommunications planning can create benefits throughout an organization.  

The library’s experience demonstrates several critical success factors that other organizations can apply when considering their own PBX to VoIP migration: 

Scalable infrastructure 

One of the most significant advantages of the VoIP.ms solution is its inherent scalability. Unlike traditional phone systems that require expensive hardware investments for expansion, a Cloud PBX platform can accommodate growth seamlessly.  

Integration advantage 

The seamless integration between VoIP.ms and Microsoft Teams created unexpected benefits beyond simple communication consolidation. Staff members discovered they could initiate calls directly from Teams chat conversations, share screens during phone calls, and maintain conversation history across multiple communication channels.  

Security and reliability  

A cloud-based system provides automatic security updates, encrypted communications, and ensures service continuity even during local outages or emergencies. 

Concerned about VoIP security for your organization? Protect your communications with our step-by-step guide on VoIP and Call Security. 

The Bottom Line: A VoIP Success Story 

Barrie Public Library’s transformation demonstrates how the right VoIP solution can deliver both substantial cost savings and operational improvements. The gradual rollout approach, combined with internal training materials developed by the library, ensured smooth user adoption and minimal disruption to daily operations.  

By choosing a PBX to simple VoIP migration, and with MS Teams integration, they achieved a remarkable 70% cost reduction, saving $14,000 annually while simultaneously enhancing their communication capabilities and user experience. 

The success of this implementation showcases how modern VoIP solutions can transform organizational communications while delivering measurable business value.  

For other public institutions and businesses facing similar challenges with legacy phone systems, Barrie Public Library’s experience provides a compelling roadmap for achieving both fiscal responsibility and operational excellence through strategic VoIP adoption. 

Ready to transform your communications like Barrie Public Library? VoIP.ms offers a Cloud PBX solution for your business. Click here to learn more and choose the option that best fits your needs!