Make the Switch to Unified Communications: Here’s Why
Any business that is thinking about switching to unified communications should know the 5 main reasons to do so and how it can help them.
One of the keys to a successful business is communication. Effective communication between the employees and with the customers can help prevent any problems and can make a business run more efficiently. The problem that businesses run into is that it is not always easy to have effective communication. Businesses need to find a way to manage all of their methods of communication to make sure that everyone is on the same page. The answer might be found in a system that allows for unified communication.
What is Unified Communication
Communication is defined as the act or process of transmitting information. Unified communication is the integration of the different methods of communication into one system. Businesses today have many different tools that they can use for communication. From teleconferencing, to video conferencing, to emails, to instant messaging and many other forms, it has never been easier to open up the lines of communication. It is possible for businesses to get large groups of people together without having to gather in the same location. Instead, they can use different tools to collaborate and share information.
While there are many different tools for communication, there are also many obstacles. Too much communication using too many tools can become confusing. It can cause the message that needs to be delivered to become lost. If the tools of communication are not brought together into a cohesive unit, they could be more trouble than help. That is where the idea of unified communication comes in. It is the system that can integrate all of the different methods of communication into something that is an effective business tool. For any business that is considering implementing unified communication, these five factors will be the main considerations in weighing up how to proceed.
Mobility – There was a time when a business had a central location that all of the employees worked out of. In this type of setting, communication often involved meeting face to face. As more businesses have expanded their markets to include locations around the world, working out of a main office is not always feasible. Instead, it is much more effective for businesses to be anywhere in the world at any time.
Modern cloud based phone systems like Dialpad allow a workforce to operate from their desired location. This cloud phone when integrated with MS Office 365 allows easy access to emails and phone calls across offices using a corporate directory from an easy to use web interface. With the right type of unified communication systems, there is no need for everyone to report to a central location. They can work anywhere they want or are needed.
Cost Savings – Before implementing unified communication the business should to determine how much they want to spend. Long term savings will be found on the time savings that come from having fast and reliable communication methods. There is also the cost savings that come from employees being more efficient with their time and not wasting time going to or waiting for a meeting to start. Additionally finding the right system to start with will help minimize set up costs and having a scalable system that can fluctuate tot he needs of your company can be advantageous for fast growing companies.
Improved customer service – A business that employs unified communication systems will be able to provide better customer service. There will be plenty of different ways for a customer to connect and to get information from the company. The records of communications between the customer and the business will be better and easier to access by everyone that needs them, helping to improve the continuity of support. The results are clearer lines of communication that benefit the customer and the business.
Make small businesses bigger – The idea of having a unified communication network is not new. Big businesses have been doing this for many years. The problem is the systems and equipment that the big businesses use can be very expensive and are not something that a small business can do. Thanks to unified communication systems that use the cloud, VoIP systems and other internet solutions, it is possible for a small company to create the same tools that the big businesses use without the expensive equipment.
Management of the communications systems – A business may already be using multiple methods for communication. When the phone systems, emails, messaging and other communications systems have different platforms, managing them can become a difficult process. Unless they are a part of a unified communication system, making changes requires taking the time to change each system that is in place. It requires communicating to everyone involved what the changes are for each system and what the effect of the changes are. With a unified system, the changes can be made easily and can be made throughout all of the different systems in place. It makes the management of the communication systems easier when they all work together as a single system.
These are five factors that will determine how a business can benefit from a unified communications system. Many businesses will not only realize these benefits; they will also discover others that are unique for their business. The more they learn about the unified communication systems, the more sense it will make to employ them.
The idea of making sure that everyone in a business is on the same page is not new. Big businesses have always stressed the need for effective, fast and reliable methods of communications. Small businesses need to learn that they can do the same things that big, successful businesses have known for so long. Unified communication systems can put a small business on the path they need to become bigger. Thanks to the expanding global market that exists today, the needs for more effective methods of communication is only going to grow. If a business fails to recognize this, they may soon find themselves on the outside, looking in.
What do you think about the idea of unified communication? Is it something that businesses need or is it just a passing fad. Let us know what your thoughts, ideas or suggestions about this topic are.
This guest post was written by Peter Davidson, a senior business associate who strives to help different brands and startups to make business decisions and strategies efficiently. He loves to share his views on the latest technologies and applications through his well-researched content pieces. Follow him on Google+ and Twitter.