Oil & Gas Company Mitel to RingCentral Migration

The Challenge

An oil and gas company with 320 users was running an aging on-premises Mitel PBX that had become a liability. The system required constant maintenance, lacked modern collaboration features, and was expensive to operate. With field crews, office staff, and remote workers spread across multiple sites, the limitations of the legacy phone system were creating real business problems.

Key pain points included:

• Aging on-premises Mitel PBX requiring dedicated hardware, maintenance contracts, and specialized support
• No mobile integration leaving field workers disconnected from the office phone system
• High operational costs including hardware maintenance, software licensing, and on-site support
• Limited collaboration features with no native video conferencing or team messaging
• Scalability challenges as adding users required hardware upgrades and professional services
• Disaster recovery gaps with no cloud failover if the on-premises system went down

Our Approach

We designed a complete migration strategy to move all 320 users from the legacy Mitel PBX to RingCentral’s cloud-based unified communications platform. The goal was not just to replace the phone system, but to deliver a modern collaboration environment that would serve the company for years to come.

Phase 1: Assessment and Planning (Weeks 1-3)

We conducted a full audit of the existing Mitel environment, documenting every extension, call flow, auto attendant, and integration. We mapped out how different departments used the phone system and identified requirements that would need to be replicated or improved in the new platform.

We also performed a detailed cost analysis comparing the total cost of ownership for the on-premises Mitel system against RingCentral. This included hardware depreciation, maintenance contracts, licensing, support costs, and the hidden costs of downtime and limited functionality.

Phase 2: Solution Design and Vendor Negotiation (Weeks 3-5)

With a clear picture of requirements, we designed the RingCentral deployment architecture. This included user provisioning, call flow design, auto attendant configuration, and integration with existing business systems.

We then negotiated directly with RingCentral to secure the best possible pricing and terms for a 320-user deployment. By leveraging our vendor relationships and presenting a well-documented migration plan, we secured pricing that delivered immediate monthly savings of $10 per user compared to the legacy system.

Phase 3: Migration and Go-Live (Weeks 5-10)

We executed the migration in phases, starting with a pilot group of 50 users to validate call quality, feature parity, and user experience. After successful pilot validation, we rolled out to the remaining users in waves of 50-75 at a time.

Each wave included user training, device provisioning, and call flow cutover. We maintained parallel operation during the transition, ensuring no disruption to business communications. The legacy Mitel system remained available as a fallback until each group was fully validated on RingCentral.

Results

The migration delivered immediate and long-term benefits across cost, functionality, and user experience:

• $115,200 in savings over 3 years representing $10 per user per month in reduced costs
• 320 users successfully migrated from legacy on-premises PBX to cloud UCaaS
• Modern collaboration tools deployed including video conferencing, team messaging, and mobile apps
• Field worker connectivity with mobile apps allowing crews to use the business phone system from anywhere
• Zero maintenance overhead with all hardware, updates, and support handled by RingCentral
• Built-in disaster recovery with cloud-based redundancy eliminating single points of failure
• Simplified administration with web-based management replacing on-premises server maintenance

Client Feedback

“We had been putting off the decision to move off our Mitel system for years because we thought it would be complicated and expensive. Catch Advisors made it simple. They handled the negotiation, the migration, and the training. We are saving $10 per user every month and our people finally have tools that work the way they expect technology to work in 2025.”

• Shaun Rohde, Director of IT