If you’re considering migrating to a UCaaS ( unified communications as a service) platform this year, you’re not alone.
The flexibility that cloud communications solutions offer businesses of all sizes has become essential in a business landscape that demands flexibility, agility and mobility.
You might be wondering: what does Unified Communications offer businesses that an on-premise phone system cannot?
Or what are the benefits of Unified Communications beyond remote working?
This guide gives you an in-depth understanding of everything related to United Communications so you can determine whether it’s a viable option for your business.
Table of contents:
What is UCaaS?
When exploring modern communication solutions, understanding UCaaS meaning is essential for leveraging unified communication tools in your business.
So, what does UCaaS stand for? It’s Unified Communication as a Service.
A UCaaS platform combines a wide range of communication and collaboration tools into a single platform, including – voice, video, messaging, and more.
As our ways of working have evolved, so too have our communication methods.
A unified communications solution eliminates the need to set up and integrate several different tools (for example, a video conferencing solution, a business phone service, and a messaging platform). With a single access point for internal communications, efficiency increases.
How Does Unified Communications Work?
Traditionally, enterprises set up and maintained their own communications systems onsite. UCaaS works by allowing enterprises to outsource the architecture this requires to a third party service provider.
This removes the need for businesses to sink capital into their own infrastructure, which can be:
- Expensive – communications technology is evolving all the time and will need to be replaced every few years
- Inflexible – once you’ve invested in communications equipment for an employee, you can’t recoup costs if that employee then leaves
- Location-based – because of the on-premise nature of enterprise-led setups, the possibility of cloud working is greatly reduced
VoIP
The UCaaS vehicle for voice-based communications is VoIP – or ‘voice over IP’. VoIP technology turns the audio data from your phone calls into transmissible data packets, which are sent to a cloud service provider.
And, as a web-based service, you don’t need to invest in any extra VoIP hardware – either internally or for customer-facing communications. Rather than dealing with security, backend configuration and telephony functions yourself, your UCaaS service provider deals with this for you.
WebRTC
Web Real-Time Communication (WebRTC) is another vital technology used in UCaaS. It provides web applications and websites with real-time communication capabilities. It facilitates real-time audio, video, and data sharing without the need for plug-ins or external software.
This means you can make video calls, share your screen, or send files without the hassle of installing extra software.
The Key Functions of a UCaaS Platform
Let's explore the key functions of a UCaaS platform and how it can enhance your organization's efficiency and connectivity.
1. Phone System
At the heart of any UCaaS platform is a robust phone system. Voice over Internet Protocol (VoIP) technology revolutionizes traditional telephony by transmitting voice calls over the Internet. With VoIP, you can make and receive calls from anywhere with an internet connection, for flexibility in remote work and mobile communications. Advanced features like voicemail-to-email, call forwarding, and auto-attendants streamline communication and enhance customer service.
2. Messaging
UCaaS platforms provide a unified messaging system that encompasses instant SMS and chat. With all your messages centralized, it is easier to manage and respond to communications.
3. Video Conferencing
UCaaS platforms include high-quality video calls and conferencing capabilities. Features like screen sharing, virtual whiteboards, and recording options make collaboration easy. These tools are invaluable for team projects, client presentations, and remote work scenarios.
The Benefits of UCaaS for Business
Because UCaaS platforms are hosted in the cloud, it comes with some major benefits including reduced costs and greater flexibility. This is likely why it has gained popularity as a communications model in recent years. These benefits include:
1. Reduced Costs
UCaaS eliminates several costs associated with on-premise communications systems, including hardware, maintaining a secure on-premise data center, and hiring IT support staff. As upgrades are deployed via the cloud, you’ll also save money on keeping systems up to date.
What does it look like in real life? See how this publishing business cut its costs in half after implementing a UCaaS system.
2. Smoother Cash Flow
Traditional on-premise phone systems require significant upfront capital expenditure. Switching to a UCaaS model allows you to redefine your communications budget as a more manageable and predictable regular operating cost.
3. Flexibility
UCaaS lets you increase or decrease the number of licenses you hold on a monthly basis. You don’t need to invest in empty capacity to facilitate future growth – simply pay for what you need when you need it.
4. Increased Productivity
Using separate systems for phone calls, web conferences, and instant messaging may cause key communications to be lost or delayed. A single, unified environment for all internal communications reduces the time employees spend managing each channel.
5. A Mobile Workforce
As a cloud-based service, UCaaS is an ideal way of effectively managing the shift towards remote and hybrid working.
“The conversations we’re having about migrating to the cloud are more pertinent than ever. As we talk more about hybrid and remote working, IT managers and CIOs are no longer thinking of cloud migration as ‘nice-to-have’ – it’s now an absolute priority.” - Jonah Fink, CEO net2phone
Voice Interactions Direct every call to the best person every time.
Omnichannel Engagement Connect and communicate with all your digital channels in one place.
Automation Create workflows to maximize efficiencies.
Analytics and Reporting Real-time performance insights for everything.
Agent Management Tools to ensure your agents maximize potential.
