Putting Unified Communications to Work for You
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Unified communications (UC) uses an integrated platform to support voice, video, data and other communication functions through a single system accessible from various devices. It aims to improve work efficiency by enabling seamless collaboration and information sharing. A study found knowledge workers spend nearly half their time on non-core tasks that could be eliminated through UC. It allows transferring calls, screen sharing, messaging and accessing applications regardless of location. UC provides phone system functionality as well as collaboration tools to improve productivity. Companies implementing UC have seen cost savings from reduced downtime and more efficient use of IT resources.
![Considering UC: What's In It For Me?
Case Study
Veteran Corps of America is an information technology products and services
firm in Illinois that gives disabled veterans a vehicle to find meaningful work.
Soon after its launch, the founders concluded that its rudimentary
communication system of cordless telephones, an answering machine, and
computers was creating a choke point and inhibiting the company’s growth.
Veteran Corps needed an anytime, anywhere communications platform, co-
founder William Wheeler said.
“With [UC], as long as someone can operate a computer,
we can put the equipment in their home, and they’re fully
linked with our system, no matter where they are. That lets
us create job opportunities and grow our business.”
- William Wheeler, Veteran Corps](https://image.slidesharecdn.com/puttinguctoworkebook2-130417152828-phpapp02/85/Putting-Unified-Communications-to-Work-for-You-10-320.jpg)
Putting Unified Communications to Work for You
- 1. Putting Unified Communications to Work for You
- 2. At a time when employees are as technologically advanced as ever, using varied communication vehicles, devoting longer hours to work, and staying in touch using a variety of devices, there is a disconnect between being plugged in and being effective. WORK EFFICIENCY A Fonality study found that for companies with knowledge workers who average an eight-hour workday, nearly 50 percent of that time, (almost four hours a day) is spent trying to contact people, find information, schedule meetings, dealing with unwanted communications, duplicating information, and other tasks that could largely be eliminated by a strategic approach to unified
- 3. Unified communications, or UC, is built on an integrated platform to support and enhance the wide range of communications functions necessary in today’s competitive work environments. Voice, data, and video communications are all managed on a single IT infrastructure that is accessible through in-office equipment, laptops, and a range of mobile devices. Employees, clients, and other authorized parties can transfer calls, share screens, send email and instant messages, and access applications and data seamlessly, regardless of where they are located. UC systems are quickly scalable to accommodate fast-growing companies and those that have peaks and valleys in their communication demands.
- 4. UC Applications: Phone is Just the Beginning
- 5. UC Applications: Phone is Just the Beginning Phone UC offers the functionality of the most sophisticated phone system. The business can receive unlimited inbound and make unlimited outbound phone calls and maintain standard functions such as call forwarding, hold, paging, intercom, and voicemail, among others. Data UC systems provide traditional email, chat, Internet access, and application support just like any other computer system. However, because UC integrates traditional phones and other devices, including smart phones, tablets, and computers, phone calls may trigger a voicemail prompt and voicemail prompt and allow the employee to return a call by simply clicking on the message.
- 6. UC Applications: Phone is Just the Beginning Video If a picture is worth a thousand words, then video is invaluable. Video communication between workstations improves productivity while giving employees and clients the relationship-building “face time” they need. However, instead of footing the bill for expensive trips and meetings, you’ll be saving money on your communications infrastructure because UC supports robust video conferencing. Collaboration A good UC system keeps employees informed of co-workers’ presence and preferred method of communication. By checking the system’s dashboard, employees can usually see whether the colleagues they need are available and whether it’s best to communicate by phone, chat, email, or another method.
- 7. Considering UC: What's In It For Me?
- 8. Considering UC: What's In It For Me? In evaluating UC's impact on real-world settings, consider this: A company with 50 knowledge workers earning salaries between $40,000 and $100,000 migrates to UC. Downtime is reduced and the IT staff is al lowed to refocus on activities that benefit the company’s bottom line. A modest, two-hour-per-day gain in efficiency results in an annual productivity gain of nearly $1 million. As a company grows, its employee-to-IT professional ratio becomes more unwieldy. A Fonality report illustrated that while a startup might have five or seven employees per IT professional to help manage IT challenges, when the company grows to more than 100 employees that ratio could be as much as 40 employees to one IT professional. At 500 employees, each IT staffer might be responsible for the technology needs of as many as 152 people.
- 9. Considering UC: What's In It For Me? Real case studies show how UC helps small businesses: Case Study VariQ is an IT firm based in Washington, D.C. President and CEO Ben Edson turned to UC when he needed the ability to transfer calls between his small network of employees and contractors working in various locations. He tried free conference call services, but was put off by the advertisements. UC offered the solutions he was seeking—including integrated conference calling—with a whopping 35 percent savings. Now VariQ’s network of 45 employees and contractors stay connected primarily through voice, conferencing, and chat functions. “UC makes us look, to the outside world, like a cohesive organization, and allows us to work anywhere at any time. That’s a huge advantage for small companies.” - Ben Edson, VariQ
- 10. Considering UC: What's In It For Me? Case Study Veteran Corps of America is an information technology products and services firm in Illinois that gives disabled veterans a vehicle to find meaningful work. Soon after its launch, the founders concluded that its rudimentary communication system of cordless telephones, an answering machine, and computers was creating a choke point and inhibiting the company’s growth. Veteran Corps needed an anytime, anywhere communications platform, co- founder William Wheeler said. “With [UC], as long as someone can operate a computer, we can put the equipment in their home, and they’re fully linked with our system, no matter where they are. That lets us create job opportunities and grow our business.” - William Wheeler, Veteran Corps
- 11. Considering UC: Drafting a Plan
- 12. Considering UC: Drafting a Plan As they evaluate UC and its ability to reduce costs and enhance communication, collaboration, and productivity, businesses should initiate a process that ensures the investments of time and resources have sufficient returns. That process includes: Evaluating the current state of communications. Conduct a thorough audit of your company’s communication needs, and cross-check them with the functions the UC provider offers. Use this phase to set the goals you wish to reach and identify the markers for success to help you set goals for the system implementation. Building user buy-in. The success and ultimate ROl of your UC implementation isn’t going to lie with your management, tech team, or even the provider. It’s critical that employees—the people who will be using the system on a day-to-day basis—believe in it. So, building employee buy-in is critical. Vetting the technologies. Some businesses may be comfortable outsourcing email hosting but may be uneasy when it comes to outside hosting of their phone systems. Your team will need to evaluate which technologies are best kept in-house and which can be outsourced. Your provider should help you evaluate your site and the existing technological capabilities to ensure that the site is ready for a UC implementation.
- 13. Considering UC: Drafting a Plan Accounting for cost savings. A key driver for a UC plan is cost. Small and midsize businesses using UC strategically can enjoy significant savings that can be reinvested in other areas to grow the company. For example, a UC system that centralizes inbound calls and uses the company’s data network for connectivity can save a company 20 to 30 percent over legacy phone sys tems. Developing a migration plan. Your UC provider should be able to give you a clear understanding of the training, downtime, and other effects the migration to UC will have on your company. Be sure to allow ample time to roll out com ponents of the system, test them and gather feedback from your cross-func tional team to ensure that the rollout is going as planned and meeting expecta tions. Identifying opportunities for growth. Among the core benefits of a UC system is its ability to seamlessly grow with your business and offer a variety of options as your business needs them. As your business grows, conduct periodic evaluations of your system’s effectiveness and look for ways that enhanced functionality might be able to improve it and facilitate further growth.
- 14. Considering UC: Choosing a Provider
- 15. Considering UC: What's In It For Me? Real case studies show how UC helps small businesses: Ability to meet current needs. The UC platform needs to support the techno logical functions your employees need and use each day. Your provider should have excellent customer support and give you a reliable roadmap for rolling out your UC platform with minimal downtime. Features to better support in-house and mobile workers. As you consider UC providers, look at other features the UC platform has and evaluate how those might help your company streamline or be more effective in its current communication practices. Flexibility and scalability. Your UC provider should work with you to develop solutions that meet the needs of your business, based on its current size and communications practices, but that don’t include expensive add-ons that your employees won’t use. Look for a provider that has tiers of service and can easily upgrade your company to the next level when growth demands.
- 16. For more information about Fonality Visit our website at www.fonality.com Or give us a call at 1-877-FONALITY