Understanding and Implementing Unified Communications in Your Organization

Imagine your team’s communications flowing effortlessly, where every message reaches its destination without delay or confusion. That sounds ideal. Welcome to the realm of unified communications, a transformative approach that integrates all your communication tools into one seamless system. 

In this article, we’ll unravel the mysteries of unified communications and guide you through implementing it in your organization to boost efficiency and collaboration.

What Is Unified Communications?

Unified Communications (UC) is a software and hardware solution that integrates various communication tools and technologies into a single, seamless platform. Instead of relying on disparate systems for email, phone calls, video conferencing, instant messaging, and collaboration software, UC brings all these methods together to function cohesively. 

This integration of technologies allows for more efficient and effective communication within an organization, enabling team members to connect and collaborate without the typical hurdles associated with switching between multiple platforms.

At the heart of UC are core components like Voice over Internet Protocol (VoIP) telephony, video conferencing, real-time messaging, presence information, and collaborative applications. By unifying these elements, UC enables users to transition smoothly between different modes of communication. For instance, a team member can start with an instant message, escalate to a voice or video call, and share files or screens—all within the same user interface.

Traditional communication systems often operate in isolation, creating silos that hinder collaboration and slow down decision-making processes. These fragmented systems can lead to missed messages, delayed responses, and a general lack of cohesion within teams. 

Unified Communications addresses these communication and isolation challenges by providing an integrated environment where information flows freely and securely, breaking down barriers that typically impede productivity. By adopting UC, organizations can enhance their communication strategies, foster better teamwork, and stay ahead in today’s fast-paced business landscape.

The Business Benefits of Unified Communications

Management sees four primary benefits of unified communications. Let’s examine which are relevant to your organization.

Enhanced Collaboration

Using unified communications technologies, organizations see collaboration enhancements that help move processes forward more efficiently and effectively. UC systems also help drive teamwork and team participation within organizations.

According to Grand View Research, North America dominates the UC market globally, with a 36.14% revenue share and over 39 million UC users. Furthermore, the industry is expected to grow from 136.11 billion USD in 2023 to 613.11 billion USD by 2033, giving it one of the highest CAGR rates of 18.1%. ⁽¹⁾

Increased Productivity

Properly implemented UC systems save time and increase productivity. For example, consider platforms like Microsoft Teams or Skype. Now, consider the speed of communications with these systems’ instant messaging features versus the snail-like pace that email can take to get a response. Furthermore, UC systems are more enclosed from the outside world, which helps eliminate the problem of spam and unwarranted emails.

Cost Efficiency

I don’t need to tell you that instant messaging and unified communications are cost-effective. Consider how long you have waited in the past for email responses and compare that to instant messaging, as in our previous example. As you can clearly see, the instant communications of robust UC systems far surpass the antiquated email platforms of the past. It is not to say that email doesn’t have its place, but it has its problems compared to instant messaging.

Further ways that unified communications cut costs are via the now-standard virtual meeting. Virtual meetings enable team members to hold meetings while not in the same room (or the same building, city, or even country). Compared to physically traveling to meet with stakeholders, virtual meetings have conquered the cost of travel to meetings and made in-person meetings unnecessary for many use cases.

Scalability

Scalability is the name of the game with robust unified communication platforms. With the right equipment and a bit of organization, you can quickly scale UC platforms like Microsoft Teams to grow with your organization as it grows in number. ⁽²⁾

Critical Components of Unified Communications Systems

Are you unsure what a UC system comprises? Let’s review the components required to make it work for your team.

VoIP Telephony

The amount of people and businesses who still use a ‘landline’ is shrinking by the day. According to Statistics Canada, in 2017, 63.3% of households reported having and using a landline. By 2021, that number dropped to 47.4%. As you can see, it’s a trend that is likely to continue until not a single landline remains. ⁽³⁾

Today, businesses mostly use VoIP for telecommunications. VoIP, or Voice over Internet Protocol, is a software solution that replaces the landline of old with a virtual ‘phone line’ that utilizes the World Wide Web instead of an old Bell telephone line. If you were so inclined, you might say that VoIP is the new landline.

VoIP is so powerful because it operates within the same confines as instant messaging, video streaming, and other online communications, making it much easier to sync with UC platforms instead of using it outside of the Internet sharing protocol. So, many UC platforms like Microsoft Teams and even Zoom integrate VoIP with video conferencing to create a powerful new form of communication that the telephone of old was simply incapable of providing.

Video Conferencing

Video conferencing is the solution to in-person meetings in a digital world. The video conferencing portion of a UC system includes the use of a computer-connected camera, microphone, display, and speaker(s) to replace the telephone and add visual real-time video to the communications. It is one of the most influential changes to worldwide communications since the inception of the smartphone in 1992 by IBM. ⁽⁴⁾

Instant Messaging and Presence

We are all familiar with instant messaging, such as Skype. However, what many fail to consider is the influence of presence monitoring. What is presence monitoring? Presence monitoring is a software’s ability to set your status as ‘online’ or ‘away’ based on your use of the technology. For example, in Microsoft Teams, when you spend enough time away from your keyboard and mouse inputs, the system will automatically switch your status to ‘away.’ When the UC system sets your status automatically, it helps your contacts to know if you are online and, therefore, receptive to instant communications. It’s a small but powerful feature of today’s unified communication systems.

Collaboration Tools & Software

The last component of robust unified communications is the hardware and software for sharing files, data, images, and other information. Think virtual whiteboards or cloud-based document management systems like Google Drive, where you and your team can share files. Many UC platforms, including Microsoft Teams, have a chat feature that you can use for instant messaging and to share links to various files for collaboration.

Steps to Implement Unified Communications

Implementing unified communications in your organization is a wise step towards more efficient collaboration. Let’s look at how you and your team can get started with UC.

Assess Current Communications

Start by assessing your current communications. You’ll want to ask your team some questions:

1. How do you communicate with coworkers?
2. How do you communicate with clients and stakeholders?
3. What forms or types of information do you need to share with coworkers, clients, or stakeholders?
4. Where are your contacts located?
5. What systems do your clients prefer for communication?
6. What hardware and software is in place that you use already?

Choose the Right UC Platform

When reviewing UC platforms, consider what features you need, how scalable the system is, and what support vendors offer. If you’re in Southern Ontario, contact a specialist at Century Audio Visual. We can help you determine the best UC platform and solutions for your organization.

Infrastructure Readiness

Before you dive headlong into a UC system, you will need to ensure your existing infrastructure can handle the system. Suppose you don’t have an internal IT team. In that case, you’ll need to reach out to our specialists at Century AV to assess your existing infrastructure readiness for incorporation into a UC system.

Integration with Existing Systems

The concept of implementation is to achieve seamless integration without disrupting operations. Some systems will work better than others when unifying with existing platforms. Hence, it’s good to review your current systems to ensure compatibility with a UC platform. Again, if you need assistance, our team of specialists here at Century AV would be happy to help our fellow Canadian businesses integrate UC systems appropriately. Contact us today for a free quotation.

Elevate Your Organization’s Communication Today

Unified Communication (UC) is more than just a hardware and software technological upgrade—it’s a transformative approach that can propel your organization into a new era of efficiency and collaboration. By integrating all your communication tools into one unified system, you break down silos, enhance team interactions, and streamline workflows.

Now is the perfect time to take the following steps toward implementing UC in your organization. Begin by assessing your current communication infrastructure, identifying the gaps, and setting clear objectives for what you want to achieve. Remember, the journey toward seamless communication doesn’t have to be complicated. With the proper guidance and support, you can transition smoothly without disrupting your daily operations.

Embrace the transformative impact of Unified Communications today. By doing so, you’re not just improving communication—you’re empowering your team, boosting productivity, and positioning your organization for success in today’s fast-paced business landscape. Let unified communications be the catalyst that elevates your organization’s potential to new heights.

Article Sources

1. “7 Insightful Unified Communications Market Stats [Key UC Metrics].” 2024. Ecosmob Technologies. July 30, 2024. https://www.ecosmob.com/unified-communication-market-insights/#:~:text=As%20per%20Grand%20View%20Research,18.1%25%20from%202024%20to%202033..
2. “What Are Unified Communications as a Service (UCaaS) | Microsoft Teams.” 2022. Microsoft.com. 2022. https://www.microsoft.com/en-us/microsoft-teams/unified-communications-as-a-service.
3. Canada, 2023. “Landline Use Decreases amid Growing Cellphone Ownership – Statistics Canada.” Statcan.gc.ca. 2023. https://www.statcan.gc.ca/o1/en/plus/5289-landline-use-decreases-amid-growing-cellphone-ownership.
4. “A (Mostly) Quick History of Smartphones – Cellular Sales.” 2021. Cellularsales.com. September 28, 2021. https://www.cellularsales.com/blog/a-mostly-quick-history-of-smartphones/#:~:text=When%20was%20the%20first%20smartphone,by%20the%20tens%20of%20thousands..