As a business owner, you need to ensure that your business runs smoothly and efficiently. One way to achieve this is by unified communications and collaboration (UC&C) solutions. These solutions help streamline workplace communication, enhance collaboration, and improve individual productivity. However, as technology advances, UC&C solutions can become outdated, and you may need to update them to keep up with the competition.  

In fact, the UC&C market is showing no signs of slowing down. According to Global Insights Inc. 2016 report, the unified communications market size is forecast to reach $96 billion, with a reported revenue exceeding $20 billion by 2023. 

In this article, we’ll go over the signs that your small business needs to update its UC&C solution, things to consider when choosing a third-party UC&C provider, and practical steps to simplify user adoption of your UC&C tools.  

What is Unified Communications and Collaboration? 

The term “Unified Communications and Collaboration,” or UC&C, refers to the integration of multiple communication tools, such as instant messaging, voice and video calling, email, and web conferencing, into a single platform. This makes it possible for employees to communicate and collaborate easily with one another, regardless of their location or the device they use. 

Integration with other business applications, like customer relationship management (CRM) systems, is another way in which UC&C solutions can further boost both productivity and efficiency inside an organisation. The goal of UC&C is to promote overall workplace productivity by streamlining communication and collaboration, enhancing the user experience, and improving the overall quality of the user’s experience. 

What’s the difference between UC and UC&C? 

UC (Unified Communications) and UC&C (Unified Communications and Collaboration) are similar in that they both refer to the integration of various communication tools into a single platform. However, UC&C goes beyond UC by also incorporating collaboration tools such as shared workspaces, project management tools, and file-sharing capabilities. 

UC&C solutions strive to deliver a more holistic communication and collaboration experience, whereas UC solutions focus primarily on integrating various communication tools. Businesses that need their communication and collaboration tools to function in concert with one another can benefit from the more comprehensive solution that UC&C has to offer. 

Benefits and Challenges associated with UC&C 

UC&C solutions offer numerous benefits to small businesses, including: 

     1. Improved collaboration: UC&C solutions enable employees to collaborate seamlessly, regardless of their location or device. Productivity, quality of decisions, and cohesiveness in teams can all rise as a result. 

     2. Increased mobility: Employees have greater freedom of mobility since they may use UC&C solutions’ communication and collaboration features from any location and on any device. This makes it easier for employees to work remotely or on the go. 

     3. Enhanced customer service: UC&C solutions can be integrated with customer relationship management (CRM) software, allowing businesses to give superior service and support to their customers. 

     4. Cost savings: Consolidating a company’s communication and collaboration tools into a single platform can save money by eliminating the need for multiple programmes and licencing. 

Implementing solutions for UC&C can, however, provide several challenges, such as the following: 

     1. Integration complexity: The integration of UC&C solutions with preexisting systems can be an arduous process that calls for specific expertise as well as meticulous planning. 

     2. Security risks: If they are not properly integrated and managed, UC&C solutions might raise the likelihood of data breaches and cyber assaults 

     3. User adoption: It is possible that workers will need some time to become accustomed to the newly implemented UC&C solutions, as well as training, before they can make full use of the platform. 

 4. Infrastructure requirements: Costly modifications to network infrastructure and hardware may be necessary for UC&C systems to function properly. 

Signs your small business needs to update its UC&C solution 

The only constant in business is change. And one of the most common consequences of change is the need to update your existing tools, systems, or processes. This is just one of the many reasons why businesses need to be prepared to better adapt to ever-changing technology. 

But how do you know when it’s time for a change?  

Here are signs that your small business may need to update its Unified Communications and Collaboration (UC&C) solution: 

1. Outdated technology 
2. Limited features and scalability 
3. Poor user experience 
4. Connectivity issues during video calls or conferences 
5. Lack of integration with other tools 
6. High maintenance and support costs 
7. Security Concerns 

Choosing the right UC&C solution provider 

Choosing the right UC&C provider is no easy feat. It can be challenging given the number of UC&C providers in Brisbane alone.  

In order to choose the right UC&C solution for your ever-changing needs in response to the changing digital landscape, we recommend that you consider the following factors to ensure that you make an informed decision.  

1. Scalability and Flexibility – Look for a UC&C solution that can be scaled up or down as the business grows or changes and that can be customised to meet your business’s unique needs. This ensures that you only pay for what you need and don’t have to deal with unnecessary features. 
2. User experience  – The UC&C solution that you decide to go with has to be user-friendly and straightforward for your team members. Consider using service providers who offer both employee training and support so that they can make the most of the solution. 
3.  24/7 Support  – Make sure that the service provider you choose provides excellent customer assistance, which should include 24/7 support to address any issues that may arise. 
4. Integration – Look for a UC&C solution that can be integrated with the business systems that are already in place, such as CRM or enterprise resource planning (ERP) software. This will enhance productivity, optimise workflows and operational efficiencies. 
5. Security – The UC&C solution you choose should be secure to protect your business’s sensitive information. Check to see that the service provider provides adequate security features, such as encryption and access controls, to protect sensitive business information and thwart data breaches and other forms of security risk. 
6. Cost – Choose a vendor that offers a UC&C solution bundle that works within your company’s financial constraints. To better control costs, you should search for a service provider that offers a pricing structure that adapts to your needs, such as a pay-per-user approach. 
7. Reliability – Choose a UC&C provider that offers reliable service with little to no downtime. The provider should have a robust infrastructure, a reliable system, and a contingency plan in place in case of system failure. 
8. Future-proofing – Finally, choose a UC&C solution that is versatile and able to keep up with the advances in technology as well as the changing requirements of your organisation. 

Maximising UC&C user adoption in small businesses 

The process of implementing and adopting a suitable UC&C solution for a small business can be a difficult one; nevertheless, there are various measures that can be done to ensure a successful implementation.

     1. Determine the needs of the business 

The first thing that needs to be done is to determine the unique communication and collaboration needs of the organisation. This should take into account a variety of criteria, including the mobility of employees, the communication needs of customers, and the requirements for collaboration. 

     2. Research available UC&C solutions 

After determining the needs of the organisation, the next step is to look into UC&C solutions already on the market that can fulfil those requirements. Consider factors like the price, how easily it can be used, how scalable it is, and how easily it can be integrated with other corporate systems. 

     3. Test UC&C solutions 

It is essential to put any potential UC&C solutions through rigorous testing before settling on one. This step comes after the shortlisting of potential options. One method for accomplishing this goal is to put the proposed solution on its pace with a representative workforce to evaluate its usefulness and practicability. 

     4. Prepare implementation plan 

Following the selection of a UC&C solution, a comprehensive implementation plan needs to be prepared. This plan should consider various considerations, including the migration of data, training, and support. 

     5. Provide ongoing training and support 

It is crucial to a successful implementation that all employees are given adequate training on the new UC&C system that has been implemented. Continuous support must be offered as well, with the goal of assisting employees in adjusting to the new system and resolving any problems that may crop up along the way. 

     6. Encourage comment and suggestions 

Finally, ask employees for their comments on how they are utilising the tools and how they think the tools could be enhanced. Use this feedback to make changes and enhancements to the tools to increase the number of users who accept them. 

Looking to migrate or integrate new solutions with your UC&C platform? Hexicor can help. 

Small businesses can implement and deploy the UC&C solution that is the best fit for their specific requirements. Small organisations can optimise user adoption of UC&C solutions and boost employee communication and collaboration among themselves by following these guidelines and taking into consideration the considerations and strategies stated above. 

In a digital landscape that is always shifting, this will make it possible for small businesses to preserve their competitive edge by improving their ability to communicate and collaborate seamlessly. 

Are you interested in migrating to a new solution or integrating new solutions with your existing UC&C platform? We can help. Ask Hexicor today.

Frequently Asked Questions