Every business needs a contact center to manage customer interactions and communications. However, choosing between on-premise and cloud contact centers has become a key decision.
In this blog post, explore the differences between on-premise and cloud contact centers to decide which solution is best for you business.
An on-premise contact center solution involves installing software on servers physically located at your company’s premises.
This demands a significant initial investment in hardware, infrastructure, maintenance, and support costs. A dedicated team of IT professionals is also required to manage and maintain the system.
A cloud contact center, also called Contact Center-as-a-Service (CCaaS), is hosted on a cloud server. This allows businesses to scale and manage their contact center operations with ease.
With CCaaS, companies only pay for the services they use, reducing costs while offering flexibility and customization to meet specific needs.
For instance, Exotel’s Ameyo is a leading Cloud Contact Center Solution for Enterprises. It integrates seamlessly with CRM systems to track and manage customer data in real time, improving response times and overall service quality.
Here is how on-premise and cloud contact centers differ:
Aspect | On-Premise | Cloud Contact Center |
Upfront Investment vs. Ongoing Costs | Involves a large upfront capital investment in hardware, software, and infrastructure | Subscription-based, lower initial cost, pay-as-you-go model |
Hardware Management | Requires the purchase, management, and eventual replacement of physical servers, networking equipment, and storage systems, which increases operational complexity | No need for hardware management, as all computing resources are hosted off-site by the service provider |
Security and Compliance | Full control over data, but requires internal security management | Cloud providers implement strong security measures, though off-site storage may raise compliance concerns |
Implementation Time | Longer setup due to hardware installation and configuration | Quick to deploy without physical infrastructure requirements |
Disaster Recovery and Business Continuity | Requires in-house backup systems and disaster recovery plans, which can be expensive to maintain and scale | Built-in disaster recovery and backup capabilities, ensuring data redundancy across multiple locations, which offers faster recovery in case of failure |
Accessibility and Mobility | Access is generally limited to on-site or via VPN, making it harder to enable remote or mobile access without extra configuration | Accessible from any device with internet connectivity, allowing agents and managers to work from anywhere, which supports remote and mobile workforces with ease |
Deployment Time | Requires extensive time for hardware setup, software installation, and system configuration, which can take weeks or months to get fully operational | Can be deployed quickly, often within days or even hours, as there is no need for physical infrastructure. |
On-premises contact centers provide complete control over data and security but require significant initial investment and are resource-intensive. They’re suited for organizations with strict compliance needs.
» Full control over data and security: The data is stored on the servers physically located in the company’s infrastructure. Therefore, businesses can control how the data is stored and can secure it. This is essential for industries like healthcare or finance, where strict regulatory standards like HIPAA and GDPR are required.
» Highly customizable and integrated with existing systems: The contact center solution installed on your server can be customized to suit your business needs. For example, you can integrate them directly with legacy systems or internal tools like CRM platforms, ERPs, or helpdesk software, creating a seamless workflow that fits your organization’s unique processes.
» Predictable long-term costs: Once the hardware is purchased and installed, ongoing costs such as maintenance and upgrades become more predictable. This means you’ll have fewer surprises in your budget since your expenses are related to upkeep rather than fluctuating subscription fees.
» Independent of external internet reliance: Unlike cloud systems, on-premise solutions don’t depend heavily on an external internet connection. This is ideal for businesses operating in locations where internet connectivity is unstable or unreliable, as the system can continue operating without downtime caused by external network failures.
» High setup costs: Getting an on-premise contact center up and running requires a big upfront investment in hardware, software, and setup, which can be expensive, especially for smaller businesses. These systems often need frequent hardware upgrades, which can be costly.
» Hard to scale quickly: Expanding an on-premise system takes time and money as you’ll need to invest in more hardware and licenses to support increased workloads.. You need more equipment and software, making it harder to grow quickly if your business demands change.
» Maintenance is your responsibility: Managing an on-premise contact center involves your internal IT team handling system updates, bug fixes, and troubleshooting. This can divert IT resources from more strategic projects, and there’s a risk of downtime if issues aren’t resolved promptly. In contrast, cloud providers handle these tasks for you.
» Remote work can be challenging: Since the system is based on physical hardware, remote work requires extra steps like VPNs or additional configurations to securely connect external employees to the on-premise network. This can limit flexibility, especially in times of crisis.
Cloud contact centers allow businesses to scale quickly during peak times, like product launches, without needing extra physical infrastructure.
» Lower upfront costs: Cloud contact centers don’t need a big initial investment. You pay as you go, which means you can start with a smaller budget and scale up when needed, giving you more financial flexibility.
» Easily scalable: Cloud systems grow with your business. Whether you need more resources during busy times or want to scale down during quieter periods, it’s easy to adjust without the hassle of buying more hardware.
» The provider takes care of maintenance: The cloud-based nature of an omnichannel contact center ensures that all maintenance and updates are handled by the service provider. It helps you with security fixes, and new features, so you can focus on your business while knowing your system is always current.
» Supports remote work easily: Cloud contact centers can be accessed from anywhere with an internet connection, making it easy to support remote teams and ensure everyone stays connected.
» Limited offline access: Since cloud contact centers rely on an internet connection, they can’t be accessed offline. This usually isn’t a problem, but it might be inconvenient in rare cases where internet connectivity is unavailable for short periods.
» Learning curve for staff: Transitioning from an on-premise system to a cloud-based contact center might require some training. Employees may need time to adapt to the new tools and processes, which could temporarily affect productivity during the onboarding phase.
» Dependent on a good internet connection: Cloud systems rely heavily on a strong internet connection. If your internet service is unstable, it can cause downtime, affecting your ability to help customers.
» Switching providers can be tricky: If you want to switch cloud providers later, it can be complex and expensive. You might also be tied to long-term contracts, making it harder to change platforms if your needs evolve.
When moving your contact or call center to the cloud, consider these potential challenges.
The checklist below can help you avoid most of them.
1. Scope creep: To stay on track during the migration, clearly define your strategy and business goals. Without this focus, you may purchase unnecessary features, extend project timelines, and overspend beyond your original budget.
2. Adoption hesitation: Employees might resist moving away from their familiar on-premises contact center, even if it’s less efficient. To ease this transition, choose a user-friendly, well-designed solution and offer regular training on new features. This approach can help reassure your team, speed up deployment, and ensure you meet customer needs effectively.
3. Internet connections for remote workers: While a cloud contact center requires minimal equipment, a strong internet connection is essential, especially for remote agents.
Here are the steps to help you organize and execute a secure migration to a cloud call center:
Before migrating your call center to the cloud, understand your goals and what the new system must include. Answer these questions:
⇒ How many locations and users will be migrated?
⇒ What is your timeline for completing the migration?
⇒ What communication channels are required—calls, texts, social media, etc.? If multiple channels are needed, the system should integrate them seamlessly.
⇒ How will you monitor real-time stats and metrics to assess performance?
⇒ Do you need self-service options like a chatbot?
⇒ What integrations with customer relationship management (CRM) tools are essential? Can you customize these integrations with the cloud provider’s tools?
Answering these questions will help you select the right cloud call center partner and plan the migration timeline effectively.
After selecting a provider and features, establish how you will measure success.
⇒ Quantify your goals, for instance, if long hold times are an issue, look for a system with effective automated text response and call routing and aim to reduce hold times by 20%.
⇒ Consider other current challenges and translate their solutions into measurable goals. Achieving these targets will indicate a successful migration.
Clear metrics are essential for evaluating the success of the migration.
Focus on the practical aspects of the migration.
⇒ Will all core systems be moved?
⇒ Are there multiple offices involved?
⇒ Will the migration happen all at once or in phases?
⇒ Will you need assistance from the new provider?
⇒ Understand how the migration will proceed and plan for potential issues on launch day.
Downtime is a significant factor, so choose a provider who can ensure a smooth transition. Have contingency plans in place for any problems that may arise.
Firewalls in data centers protect networks, devices, and applications by allowing only authorized access. Virtual private clouds (VPCs) offer robust network and firewall options that are not dependent on physical locations like traditional office networks. VPCs provide flexible security regardless of where your team is working from.
Training is an important part of the migration. The agents and their managers need to learn how to use the new platform. The cloud provider should offer training sessions or online resources. Ensuring that your team fully understands the new system will make the transition smoother and prevent issues caused by confusion. The provider’s support will help get your team up to speed with the latest tools. Effective training is key to maintaining smooth call handling post-migration.
Choosing between an on-premise and a cloud call center solution depends on your business’s specific needs, scalability requirements, and security considerations.
On-premise solutions offer complete control over your infrastructure, making them ideal for businesses that need to meet strict regulatory compliance, have in-house IT capabilities, and prefer to manage their hardware and data. This option is often suited for organizations with stable, predictable call volumes and a need for tight data control.
Cloud solutions provide flexibility and scalability, allowing businesses to adapt quickly to changing demands and scale their operations without significant upfront costs. Cloud-based systems are managed by the provider and offer advanced features like AI-driven analytics, omnichannel support, and seamless updates. This solution is ideal for businesses looking to reduce IT overhead, improve remote work capabilities, and leverage the latest technologies with minimal management effort.
Choosing between an on-premise or cloud contact center comes down to your business’s specific needs.
If you need more flexibility, scalability, and lower upfront costs, a cloud solution like Ameyo by ExotelExotel’s Ameyo could be the ideal fit. With 99.99% uptime and support for over 40 million daily calls, Exotel’s Ameyo ensures reliable operations and seamless integration across communication channels like calls, video, SMS, WhatsApp, and conversational context AI bots, ensuring a unified customer experience.
On the other hand, businesses that require complete control over their infrastructure and have strict compliance needs might benefit from an on-premise system. Weighing the pros and cons of each option will help your business make the right decision for its long-term success.
To see how Exotel’s Ameyo can transform your contact center with unmatched reliability, security, and seamless integration, book a demo today and experience the difference firsthand.
Downtime during a cloud migration can disrupt operations and impact customer service. To reduce risks, plan thoroughly with a phased migration approach, conduct sandbox testing, and communicate clearly with stakeholders. Choosing a reliable cloud provider that offers strong support during the transition can also help minimize disruptions.
To ensure regulatory compliance, understand the requirements of your industry, such as GDPR, HIPAA, or PCI-DSS. Choose a cloud provider whose infrastructure meets these standards. Regular audits, proper documentation, and implementing data encryption and secure access protocols will ensure compliance throughout the migration process.
A strong post-migration support plan should include continuous system performance monitoring, regular updates, and a dedicated support team to handle any issues. Provide staff training on new tools and features, and maintain clear communication with your cloud provider to resolve problems quickly and ensure smooth operations.
Cloud contact centers offer faster disaster recovery through automated backups, geographically distributed data centers, and quick failover capabilities. This is generally more efficient than on-premise solutions, which require manual processes and significant investment in backup infrastructure, often leading to slower recovery times.
To manage cloud-based vendor relationships effectively, start by reviewing and negotiating SLAs to align with your business needs. Schedule regular performance reviews, provide feedback on service delivery, and stay updated on the vendor’s product roadmap. Open communication and regular meetings will help maintain a collaborative and productive relationship.