What is Unified Communication?

Unified Communications (UC) brings communication tools together so teams can interact and collaborate more easily. It combines tools like calls, video, SMS, and email so teams can share and work together instantly online. It improves collaboration, boosts productivity, increases mobility and enhances the user experience.

Unified communications is about bringing together multiple communication tools into one platform. But what are these UC tools, and how do they work together?

1.  Voice Calling (VoIP): This is the core feature of UC technologies, allowing voice calls over the internet rather than traditional phone lines. VoIP provides flexibility, whether you’re making local, long-distance, or international calls.
2.  Instant Messaging (IM): Need a quick answer or a brief update? IM lets teams communicate in real-time without the formality of an email or the wait time of a phone call.
3.  Video Conferencing: With video meetings, team collaboration becomes more dynamic. It’s the next best thing to being in the same room.
4.  Presence Information: Ever wondered if your colleague is available before reaching out? Presence shows if someone’s online, busy, or away so you know when to reach out.
5.  File Sharing: Send and receive important documents, images, or presentations instantly through the same platform, without needing to switch apps.
6.  Email Integration: UC systems often integrate with your email client, allowing you to manage your business communications from one place without toggling between programs.
7.  Screen Sharing and File Sharing: Screen and file sharing let teams swap content fast inside the same platform.
8.  Social Media Integration: This ensures you can engage with customers or partners on their preferred platforms without leaving the UC environment.

Some of these communication channels are of the “store-and-forward” type, in the sense that the information is delivered in one direction. This means they remain accessible (almost) indefinitely for the remote parts to view at their leisure. Email is the grand-father of this communication style.

Real-time channels, like calls, demand quick replies and often interrupt work.

Each of these different communication solutions typically require an “app” to access the information being exchanged. As the number of solutions needing attention increases, the harder it becomes to manage them all efficiently.

UC can be integrated with business tools such as Customer Relationship Management (CRM) systems, project management software, and enterprise resource planning (ERP) platforms. It links communication directly to related business tasks. For example, when a call arrives, UC shows the customer’s CRM record instantly.

Most commonly, unified communications environments are supported by a variety of back-end management systems, sometimes called UC platforms. It allows integration between different services, as well as front-end clients that enable access.

There are three major deployment options for unified communications systems: on premises, in a public or private cloud, or as a combination of these three. An open source project called WebRTC, makes it possible to embed unified communications technology in web browsers.

A UC provider, also known as a CPaaS (Communications Platform as a Service) provider, supplies tech that merges many communication tools into one system. These providers, like 3CX, offer businesses the infrastructure to connect teams and customers more efficiently.

A unified communications platform serves as the central hub where all your communication channels come together. You can call, chat, meet, and reply to social messages – without switching between apps. By integrating these different tools, platforms like 3CX help businesses create a smooth communication experience, where everything happens in one place.

Unified communications unites every app and channel so information stays in one place.. This is irrespective of when or where it is accessed (home, work, in a car, on a train…), and on multiple devices (laptop, tablet, smartphone…). Calls reach you at the office, on mobile, or via web phone at home.

A UCAAS solution effectively blurs the demarcation lines between the communication channels. For instance, a user can receive a voicemail message and can choose to access it via email or any phone. The sender’s status can be seen through presence information, and if online a response can be sent immediately through text message or video call.

Simply put, the objective of UC Solutions is to unify and streamline business communication, to boost team collaboration, efficiency and improve the customer experience.

What does implementing unified communications mean for your business?

Unified communications brings together various communication tools into a single platform. Here are some everyday examples of how businesses use unified communication tools:

1.  Customer Service Support: A support agent using UC might answer a customer’s phone call, then continue the conversation via email or chat if needed. All while tracking the customer’s history within the same system.
2.  IT Support Teams: IT helpdesk answers tickets, chats, then escalates to video when needed. They can access the device remotely and record each step in the same platform.
3.  Financial Services: A financial advisor can use UC to meet with clients via video call, then send follow-up documents or investment proposals through secure messaging. Any further questions can be handled via chat, and the entire conversation history is stored in one place, providing a smooth, secure experience for the client.

The primary security difficulties a company encounters while installing and maintaining its UC infrastructure are controlling user identities and access, as well as protecting data. The issue of UC strategies is to link disparate access points that are secure regardless of the device they are running on.