Unified communications (UC) refers to a system that integrates the different communication methods used in a business. Unlike conventional landline telephone systems that merely allow users to make or receive calls, UC does much more, eliminating the need to invest in multiple communication devices.
UC vs. VoIP
Many people confuse Voice over Internet Protocol (VoIP) phone systems with UC and vice versa. VoIP is basically one method of communication — phone calls over the internet — but it can be integrated with many other communication modes. UC, as previously mentioned, is a conglomeration of communication methods, among which VoIP is often included.
To clarify, VoIP works like a normal landline telephone, but it transmits phone calls over the same internet lines used by your computers and other internet-capable devices. It lets you call anyone with an internet connection wherever they are in the world, and it can conveniently integrate with many kinds of enterprise applications.
UC, on the other hand, is a suite of applications sharing a similar interface. It facilitates communication across both real-time and non-real-time channels and methods, including messenger apps, video calling, texting, conferencing, email, and fax. In many cases, voice calls are powered by VoIP technology, making it just one of the many possible components of UC.
Investing in UC could mean a number of benefits for your business. These include the following:
#1. Greater flexibility
UC supports most business communication channels, so your team can step away from their desk and still be within reach through their personal devices, ensuring that they don’t miss a single email, text, or call. They can work anytime and anywhere, and still be able to accomplish their tasks in a timely manner.
In this manner, UC gives your staff more control over their schedule and working conditions. They can work where they feel comfortable or when they are most energized. Issues like traffic or inclement weather won’t stress or tire them out, leaving them with more time for themselves. This ensures a positive work-life balance, which is essential for a happy, loyal, and productive workforce.
#2. Smoother collaboration
With innovations like video conferencing and messenger apps, distance is no longer a limiting factor in business. Colleagues who are miles apart from each other can brainstorm and exchange concepts, messages, tools, and files in real time, all without the need for separate tools, devices, and machines.
#3. Augmented speed
Imagine being in a conference call and suddenly needing to retrieve an email. A few years ago, you’d have needed to open a different window on your computer, access your email app, and look for the right message in your inbox. This process wasted precious time that could have been used on more important matters.
With UC, you can save time by simply getting your email in the same app you used to make your call. This prevents the loss of ideas, preserves the meeting’s momentum, and ensures that tasks are completed sooner.
Moreover, a centralized communication system makes delivering company-wide messages easier. You won’t have to send them through multiple communication channels to ensure that they reach everyone in your team. UC makes it possible to deliver a single message that can be accessed in many formats and through different devices, thereby ensuring prompt response and minimizing the risk of errors and misunderstandings.
#4. Reduced costs
UC eliminates the need to invest in separate devices and machines. No need to buy a telephone or a fax machine — in fact, UC can be accessed through your employees’ own devices.
Second, you can mix and match the communication channels accessible through UC. If your company uses messenger and video conference apps but not fax, for instance, you can choose to cover just the first two. This allows you to focus your expenses on services that your company truly benefits from.
Some IT providers also offer UC-as-a-Service (UCaaS). This allows companies to enjoy all the functions and benefits of UC while the relevant apps are hosted on the provider’s servers. Not only does UCaaS eliminate the need for on-site servers, but it also makes the system cheaper and more accessible to SMBs.
UC is a revolutionary technology that empowers businesses, regardless of size, to address and overcome communication-related challenges. It is an essential investment for companies looking to survive and shine in the 21st century.
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