How do you implement cloud solutions for customer contact step by step?

Cloud solutions for customer contact will be at the top of many Dutch organizations’ agendas in 2026. Staff shortages, fragmented systems and rising customer expectations make it clear that the traditional approach is no longer sufficient. But how do you actually approach such a migration to the cloud? And where do you start? In this article we take you step by step through the implementation process, so that you are well prepared. Want an overview of the possibilities? Take a look at our solutions for customer contact to see what is possible.

What exactly are cloud solutions for customer contact?

Cloud solutions for customer contact are digital platforms and services that manage your entire customer communications over the Internet, rather than through local hardware or antiquated PBXs. Think VoIP telephony, omnichannel communication platforms, AI-driven routing and integrated reporting tools, all available through a secure cloud infrastructure.

The big difference from traditional systems is flexibility. With cloud-based customer contact solutions, you don’t have to invest in expensive hardware, complex installations or long-term maintenance contracts. You scale up when busy, and down when needed. Employees can also work from any location, which makes working from home and hybrid work easy.

Within a modern cloud contact center, all channels come together: phone, email, chat, WhatsApp and social media. Employees work from one clear environment and always have the right customer information at hand, without having to switch between four or five separate systems.

Why are organizations choosing cloud customer contact?

The reasons for choosing cloud customer contact are diverse, but a few motivations are recurring among Dutch organizations:

  • Lower operational costs: No expensive hardware, less maintenance and predictable monthly costs make the switch financially attractive.
  • Improved accessibility: Cloud telephony makes it possible to be reached even outside office hours through smart routing and automated handling.
  • Scalability: You easily adapt the system as your organization grows or shrinks, without large investments.
  • Integration capabilities: Cloud platforms easily link to CRM systems, ERP software and other business applications.
  • Better steering information: Real-time dashboards and reports finally provide insight into what’s really going on in your customer contact.
  • Future-proofing: Updates and new features are implemented automatically, so you’re always working with the latest technology.

Organizations that move to cloud telephony are not only implementing new technology, they are also changing the way they look at customer contact: from a cost to a strategic advantage.

When is your organization ready for cloud migration?

Not every organization is ready for a customer contact migration to the cloud at the same time. A few signs that it is time to seriously consider it:

  • Your current phone system is older than five years and vendors offer limited support.
  • Employees work with multiple separate systems that do not communicate with each other.
  • You don’t have a central overview of customer contact across all channels.
  • Working from home or hybrid work is technically cumbersome or impossible.
  • You can’t properly report on customer satisfaction, wait times or handling speed.
  • Customers need to repeat their story when they switch channels.

Do you recognize two or more of these situations? Then a business analysis is a logical first step. This will give you a clear picture of where the bottlenecks are before you make choices about technology.

How do you implement cloud customer contact step by step?

A successful step-by-step cloud implementation requires a structured approach. Here is a proven route that works well for many organizations:

Step 1: Analyze your current situation

Start with a thorough analysis of your existing processes, systems and bottlenecks. What channels are you using? Where are you going wrong in the customer experience? What are inefficiencies costing you per month right now? Without this insight, any technology choice is a gamble.

Step 2: Set your goals

Define what you want to achieve with the migration. Is it about shorter waiting times, better accessibility, lower costs or higher customer satisfaction? Concrete goals will later help you measure the success of the implementation.

Step 3: Choose the right solution

Select a cloud contact center platform that fits your organization size, industry and ambitions. Pay attention to integration capabilities with existing systems, security certifications and the level of support the vendor offers. A vendor that offers everything under one roof will save you a lot of complexity in vendor management.

Step 4: Plan the migration carefully

A phased approach works better than a big bang migration. Start with one channel or department, validate the results and then roll out further. That way you limit risks and can adjust based on real experience.

Step 5: Ensure good adoption

Technology is only successful when employees work with it. Invest in training, guidance and clear communication about what is changing and why. Involve team leaders early in the process so they can act as ambassadors.

Step 6: Monitor and optimize on an ongoing basis

After going live, the real work begins. Use your cloud platform’s reporting tools to measure whether your goals are being met. Make adjustments as needed and schedule regular review moments.

What mistakes are most often made in cloud implementations?

Many organizations run into the same pitfalls. By knowing these, you avoid them:

  • Too little attention to the analysis phase: Those who do not understand their processes well automate their problems instead of solving them.
  • Underestimate change management: The technology works, but employees are not using the system as intended. Adoption deserves as much attention as technical implementation.
  • Wanting too much at once: Organizations that want to migrate everything at once are more likely to encounter delays and resistance. Phase your approach.
  • No clear owner designation: A cloud implementation needs a project owner who can make decisions and take responsibility.
  • Integrations forgotten: A new customer contact platform that doesn’t interface with your CRM or ERP delivers only part of the promised value.
  • Treat security as an afterthought: Customer data is sensitive. Make sure your vendor meets relevant security standards before signing a contract.

How do you measure the success of your cloud customer contact implementation?

Measuring is knowing, especially when investing in cloud customer contact. Relevant metrics to track are:

  • First Contact Resolution (FCR): Is the customer problem solved in one contact?
  • Average handling time: On average, how long does it take to complete a customer contact?
  • Customer satisfaction (CSAT or NPS): How satisfied are customers with the contact?
  • Reachability: What percentage of incoming contacts are handled successfully?
  • Employee satisfaction: Do employees experience the system as supportive or a nuisance?
  • Cost per contact: What does a customer interaction cost on average, and how does that evolve over time?

By tracking these metrics over a longer period of time, you can see not only whether the implementation was technically successful, but also whether the investment actually delivers value for your organization and your customers.

How Pegamento helps you with cloud implementation for customer contact

A successful cloud implementation for customer contact requires more than just the right technology. It requires a partner who will handle the analysis, strategy, technology and adoption with you. That’s exactly what we do at Pegamento.

Our approach is concrete and phased:

  • Business Analysis: We bring your current situation into sharp focus, including bottlenecks, processes and opportunities for improvement.
  • Customized solutions with standard building blocks: No costly customization, just a smart combination of proven modules that fit your organization perfectly.
  • Everything under one roof: From cloud telephony via our proprietary Phone System to omnichannel customer contact, CRM links and AI-driven routing, you arrange it all from a single point of contact.
  • Guidance on adoption: We ensure that employees actually embrace the system, with training, coaching and practical support.
  • Ongoing optimization: After going live, we stay involved to measure, adjust and evolve.
  • Certified security: We work according to ISO 27001 (information security), ISO 9001 and ISO 26000, so your customer data is always well protected.

Want to know what a cloud migration for your customer contact would look like? Contact us and we’ll be happy to work with you on the best approach for your organization.

Frequently Asked Questions

How long does an average cloud migration for customer contact take?

The lead time for a cloud migration depends greatly on the size of your organization, the number of channels to be migrated and the complexity of existing integrations. A phased approach where you start with one channel or department can go live in as little as four to eight weeks. A full omnichannel implementation for a medium-sized organization typically takes three to six months. Good preparation and clear project planning significantly shorten the lead time.

What is the average cost of a cloud solution for customer contact?

Cloud solutions for customer contact typically work with a subscription model based on the number of users and desired functionalities, making your monthly costs predictable. Unlike traditional systems, there are no large one-time investments in hardware or licenses. Total costs vary by organization size and chosen modules, but most organizations see clear cost savings in the medium term compared to their old situation. Always request a Total Cost of Ownership (TCO) calculation from your vendor to make a fair comparison.

What will happen to our reachability during the migration?

A common concern is that customers will not be reachable during the transition, but with a well-planned phased migration, this need not be the case at all. Your old system will remain active until the new platform is fully tested and approved, after which the switch will take place during a quiet time, such as an evening or weekend. Just make sure that your vendor has a clear fallback scenario (rollback plan) set up in case unexpected problems occur.

How do cloud solutions for customer contact handle the AVG and customer data security?

Reliable cloud vendors for customer contact are certified to international security standards such as ISO 27001 and meet the requirements of the AVG (General Data Protection Regulation). Customer data is stored and transmitted encrypted, and you as an organization have control over who has access to what data. When selecting, always ask about the location of the data centers (preferably within the EU), the vendor's processing agreement and incident response policy.

Can we link a cloud solution to our existing CRM system?

Yes, modern cloud contact center platforms are designed to integrate with common CRM systems such as Salesforce, Microsoft Dynamics, HubSpot and Zendesk, as well as industry-specific software. Through API links, customer data is automatically synchronized, so employees instantly see the right customer information during a call without having to switch between systems. When choosing a supplier, always check which integrations are available as standard and what the costs are for any customized links.

Is a cloud solution for customer contact also suitable for small organizations?

Absolutely. Cloud solutions are particularly suitable for smaller organizations precisely because you only pay for what you actually use and no large initial investment is required. A small team of five employees benefits just as much from features such as smart call routing, omnichannel communication and real-time reporting as a large contact center. Plus, you can easily scale up as your organization grows without having to switch platforms.

What if employees have resistance to the new system?

Employee resistance is one of the most common challenges in cloud implementations and often starts with uncertainty or lack of engagement. Engage employees and team leaders as early as possible in the process, communicate clearly the benefits to their daily work, and invest in hands-on training. Designating internal ambassadors to mentor colleagues and answer questions makes a big difference in adoption. Keep in mind that familiarization takes time, and schedule review moments to quickly identify and resolve bottlenecks.

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Joost Schaap-Account manager Pegamento

Joost Schaap

Senoir Account Manager

When a customer contacts an organization because they have a complaint, it is crucial that the employee of the organization begin by listening carefully. What does this complaint mean for the customer and also for their own organization? How can this complaint be resolved? After listening carefully the employee needs the right information so that a solution can be offered.

This piece was written by Joost Schaap, working as an Account Manager at Pegamento.

Tim Treurniet-AI developer Pegamento

Tim Treurniet

Designer of Intelligent Systems

Real childhood heroes I never had. But in retrospect, I believe figures like Willie Carrot or Dexter’s lab may have had an influence on me. I get energy from actually making innovative and useful products myself. Nothing like seeing the effect of a project that automates a boring task, or makes a complex process suddenly accessible.

A nice bridge to my photograph is the physical aspect of my work. By working with image recognition, I am often very directly connected to the physical world and my work is more than just programming. For example, our image recognition software ensures safety on bridges, tracks players on a soccer field or uses your own smartphone to accurately measure yourself. This combination between physical and digital provides variety and extra challenge. For me, these are the main reasons for my interest and enthusiasm in what I do!

This piece was written by Tim Treurniet, employed Designer of intelligent systems at Pegamento.

Vera van der Plas-UI-UX designer

Vera van der Plas

UI/UX Designer

As a UX/UI designer, I deal daily with transforming complex data into user-friendly visualizations. All of this topped off with a digital lick of paint which should attract the visitor’s attention to take action.

One of the interesting aspects of this field I find the effects that small tweaks, both textual and visual, can have on conversion. The psychological impact that a simple background color of a CTA button has on our behavior is huge. After all, that color can determine whether or not you are going to buy that product.

What we see and how our brains process and interpret this information fascinates me. The possibilities of subconsciously pointing potential customers in your chosen direction are endless. I hope to apply my expertise more often within our solutions in the future.

This piece was written by Vera van der Plas, working as a UX/UI Designer at Pegamento.

Fouad Rahaoui-Finance Pegamento

Fouad Rahaoui

Financial Controller

A Financial Controller within a company should not only be an expert in Finance. You must also have knowledge of the latest IT developments. Because these are also moving very quickly in the world of Finance.

At Pegamento, I can learn all about the latest IT developments. Like the latest development in the field of Machine learning and deep learning.

Through these application areas, as Financial Controller, I can further automate the financial business processes within Pegamento and implement improvements for the automatic processing of financial data.

This piece was written by Fouad Rahaoui, working as a Financial Controller at Pegamento.

Ernst Vegter-Business consultant Pegamento

Ernst Vegter

Business Consultant

Hospitality is one of my deepest motivations.
Not surprisingly, of course, customer service is a common thread in my career. Aspects of hospitality is being able to connect, to facilitate but mainly to make someone feel genuinely welcome. My intuition is my greatest asset to be able to put myself in the shoes of a guest. A customer is my guest.

Fed by various senses, an image forms around the client. I listen to what is being said, watch facial expressions, taste the underlying tone and get a feel for the challenge to be addressed. An image literally forms on my retina. I have to be able to see it. If I can see it, I can create it.

In this, the trick is to pursue simplicity, give the client a warm feeling that the problem is understood, receive good advice, facilitated and carefully guided to the solution. Trust, connect and unburden.

The feeling when a guest arrives at your hotel after a long tiring journey, can sit in front of the fireplace, be handed a good glass of wine and stare carefree at the fire. My guest knows it will be okay.

This piece was written by Ernst Vegter, working as a Business Consultant at Pegamento.

Gunisch-AI developer Pegamento

Gunish Alag

AI Developer

A picture is worth a thousand words, is an expression most of us have heard. We see a lot of things around us on a daily basis and subconciously have the ability to recognize and understand them. This ability of humans to me seems bizarre.

As a computer vision developer at Pegamento that is what I do, break down complex problems and turn them into solutions using images by meticulously extracting useful data.
With the world moving forward and new technologies emerging, complicated problems which were difficult to solve a decade earlier suddenly seem possible and viable. The future is full of new challenges and I look forward to them.

This story is written by Gunish, working as an AI developer at Pegamento.

Ewold Jansen-Service engineer Pegamento

Ewold Jansen

Service & Support Engineer

Hearing the wishes a customer has or the problems a customer is facing is important in order to then be able to help them properly. In both cases, I help find the right solution.

When the customer comes to us with a desire, they don’t know what all the options are. In this I advise them to make the right choices. When problems arise, listening to them is important. For example, a problem arises from a wrong action. By communicating well in this, many problems can be solved quickly by explaining it well. Through poor communication, a small problem can become very big.

This piece was written by Ewold Jansen, working as a Service & Support Engineer at Pegamento.

Andre Glasbergen-Scrum master Pegamento

Andre Glasbergen

Scrum Master

After completing my studies, I started working as a developer at a young Pegamento with a lot of ambition and enthusiasm. In the first years I learned all about process automation, now better known as RPA. I often had to rack my brains to convert the work instruction into a logical function, with not too many If-statements, so that the robot could perform the work.

I developed further and went to work as a consultant. Listening well to the customer and supporting in the pre-sales phase of projects. Executing projects and listening suited me very well. It was a small, but logical, step to now work as a Scrum Master and Project Manager. I have been supervising projects for a few years now. Such as RPA, Cloud applications and AI, according to the Human lead agile approach, We build this with a large team of specialists.

This piece was written by André Glasbergen, working as a Scrum Master at Pegamento.

Ensar Ari-IT engineer Pegamento

Ensar Ari

IT Engineer

Good communication between customer and organization is very important. As an organization, you naturally want to be easily accessible to your customers. Either via social media channels or via the old familiar telephone. Often organizations do not know exactly how they want their telephone line set up. That is why I like to help them think along and give them ideas. I believe there is a solution to every problem. But sometimes you just need someone who looks at the situation a little differently.

This piece was written by Ensar Ari, working as an IT Engineer at Pegamento.

Nini Heerings-Chief Happiness Officer Pegamento

Nini Heerings

Chief Happiness Officer

“You get to know someone better by playing for an hour than by talking for a year.”

This quote from Plato is totally hitting home for me. That’s why I like to connect people through play. Because while playing, you are totally on, all your senses at work.
In my great role as Chief Happiness Officer, I want to do that by connecting colleagues with each other and with the organization. In a creative and playful way that suits Pegamento.

When I’m not at work, I also enjoy connecting people. I do this by organizing The Playground, where adults play games you used to play in the schoolyard, gymnasium or neighborhood playground. The pure feeling of fun, total relaxation and no thoughts of anything but playing. That feeling is the goal.

This piece was written by Nini, working as Chief Happiness Officer at Pegamento.

Ger Koedam-Communication & Marketing Pegamento

Ger Koedam

Marketing & Communications

How can I help you? That’s pretty much the first question I ask when talking to people who are curious about our services. In such a conversation, the use of senses is very important. Because not everyone is the same. One person thinks in images, while for another words are important or how something feels. For me, sight and hearing are the most beautiful senses, because both eyes and ears absorb information and can convey or process emotions.

Why hearing? Because listening is essential in contact. And it’s the key to unlocking valuable insights.

I developed this skill early on. As a child, I enjoyed radio plays on the radio, bringing the stories to life in my head.

Pim Ritmijer-Software developer Pegamento

Pim Ritmeijer

Software Developer

Programming is more than just “code knocking. For me, listening to what the customer wants and visualizing that is an important part of software development.

Actively listening to a customer to understand the customer’s full story is crucial before building a solution. When you understand a customer’s story, you can think together about a solution that truly helps the customer.

Visualizing solutions is the next step for me. What will be the route we will climb to get to a solution? What challenges are we going to face to get to the top?

Like climbing, good preparation is valuable. Even though you can’t prepare for everything, preparation helps make the application fit the client’s needs as well as possible.

What a beautiful and fascinating profession programming is.

This piece was written by Pim Ritmeijer, working as a Software Developer at Pegamento.

Denise Verhoef-Software developer Pegamento

Denise Verhoef

Software Developer

Hearing is something you do a lot of as a programmer but also thinking, for example, when you are tasked with putting together a customer need. If the customer wants a function for his application, it is important that as a programmer you think carefully about which functions are functional and which functions are not. In this way, you will put together the most functional application possible and the customer will have a good end product. Turning needs into code into functionality is something I find interesting.

I am currently doing an internship at Pegamento and studying Software Developer. I get a lot of information that you have to process and apply. The nice thing about this is that you can learn new things but also that you can experience how it works in real business. I started this training last year and knew nothing about programming beforehand. Now I can find my own way with programming and I enjoy working with it. That you can get from a blank page to a functional application through code is cool!

This piece was written by Denise Verhoef, working as a Software Developer intern at Pegamento.

Remco Pabst-Business consultant Pegamento

Remco Pabst

Computer Vision & AI Lead

Using innovative software technology for people or business to make “things” easier and smarter is really a driving force. That’s why the connection between the senses appeals to me the most. Our brains connect the senses just like a business process connects people, systems (data) and logic. They register and trigger an action, exactly how it should be in an optimal workflow. Very cool what is already possible today when we add a lot of computational power to that as well.

Hearing also means a lot. Not because I like to listen to Jazz, Soul, Deep House or Focus-like music every day AND have to be able to listen well to interpret a wish or pain point, but more because not everyone can have all the senses at their disposal. Think of him or her with a visual impairment. The fact that in close cooperation we were able to apply AI, TTS/STT technology (which is still in development) for this often underserved group of people in today’s digital world and to improve the interaction and experience with it gives me a lot of energy and meaning to what I try to do with technology; create value.

This piece was written by Remco, working as a Business Consultant at Pegamento.

Thomas de Wolf-Vision Engineer Pegamento

Thomas de Wolf

R&D Director

Once when I had to choose which study I was going to do, I had a hard time making that choice. I was interested in engineering, but what I most wanted to do was just work with a team toward a common goal.

To this day, that is still what I love doing most. The technology has become image recognition and the team the computer vision department of Pegamento. So it’s logical that in terms of sense, I end up with “seeing. By using our image recognition solutions to see things in the real world, our entire team solves relevant problems for our customers. And because of the variation in customers, the places where our solutions end up are never the same. For example, one moment I am in the control room of a bridge and the next day I am on a production line for sandwiches or between the fences of a TBS clinic.

This piece was written by Thomas de Wolf, working as a Computer Vision & AI Lead at Pegamento.

Rob Roode-Research Development

Rob Roode

Research & Development

Recognizing and automating patterns. Tasks we are constantly working on when implementing our robots at Pegamento. My 2 Drentsche Patrijshonden are hunting dogs and certainly not robots. The hunting instinct and intuition is basically in their genes. Continuing to offer new forms of training has taught them to recognize and act independently in hunting situations. Even “unsupervised,” even if I’m not around.

But when you try to teach a brain something, it also starts to see things you don’t expect. Dogs pick up on the slightest deviation in your voice or directions. To start recognizing that and correcting it again is perhaps the most complex challenge. But in our work, for the wonderful clients for whom we get to work, it often yields the most beautiful new insights!

This piece was written by Rob, founder of Pegamento and in charge of Marketing and R&D.

Serge Poppes-CEO Pegamento

Serge Poppes

CEO

Feeling. That’s the best thing Pegamento stands for. Feeling for technology in the broadest sense of the word. Not only feeling for the exciting stuff like AI, but also for the basics of communication.

The very best part of my job is selling, listening, translating and thinking about what really matters. We bring the digital transformation with a great team!
The diversity of our team, how sharp we are, but especially the wonderful things we get to make makes me feel extremely good. Hence, I intuitively chose the sense of “feeling.

Feeling gives life and differentiation!