How To Choose the Right Unified Communications Solution for Your Business

Team having video conference and presenting data in meeting

Excellent communication is a core necessity of any business, big or small. It drives teams to collaborate, connect, and respond quickly. Proper communication tools are also needed for companies with remote teams. Those still relying on older, fragmented systems risk slow growth and low profits.

That's why many businesses today are implementing a unified communications solution. This system is a set of communication services combined into an integrated experience. It's not one tool but your messaging, video, voice calls, file sharing, and collaboration platforms under one connection.

Choosing the proper unified communication solution for your business can be difficult. Here's a guide to help you.

Assess Your Business Model and Needs

First, ask yourself, 'What kind of business am I running?' A small company with 20 employees has different communication needs than a firm with 500 people and several departments.

Think about your team and how you communicate at work every day. Do you have remote employees? Are you constantly switching between virtual meetings and document sharing? If everyone on your team has a mobile device, that's another thing to consider. Take note of your biggest communication hurdles. Unified communications should solve those issues first.

Don't forget to think long-term, too. Your unified communications infrastructure should be able to grow alongside your business if you choose to expand. A scalable system offered by trusted vendors helps you focus on your tasks and keeps your team connected.

Evaluate Features and Functionalities

Every unified communications solution is different. Some prioritize video conferencing, while others lean toward messaging or mobile access. Seek the features that align with your daily workflow.

Here are the basics most businesses of all sizes need:

  • Team messaging capabilities and chat rooms
  • High-quality voice and video calls
  • Collaboration and file-sharing tools
  • Meeting scheduling and screen sharing

You might also be looking for advanced features depending on your industry. For example, you may need real-time language translation or meeting transcription. Other companies might also require customer relationship management (CRM) integrations or call analytics.

Choose a system that works for your real needs, not based on buzzwords or trends.

Consider User Experience

You could have a great single platform for your needs, but your team might still struggle to use it. A great unified communications solution should be intuitive and easy for most people to use. Time spent looking for what you need in the menus is time wasted.

If possible, test drive some platforms with your team and see if they're comfortable with the tool. Trial periods are great for showing how well everyone can adapt to something new and helpful. If it takes you and your team several weeks to adjust, it's probably not the right tool for you.

Analyze Integration and Compatibility

The tricky part about adding new tools to your existing ecosystem is checking their compatibility. Your unified communication solution should connect with platforms your business is already using. Email tools, cloud services, and CRMs should work with your chosen unified communication tool.

Systems with good APIs or application programming interfaces benefit any business. Strong integration options scale with you and adapt to your company's future needs. Steer clear of platforms that limit you with minimal customization capabilities.

Prioritize Security and Compliance

Many harmful cyber threats are impacting businesses today. So it's imperative that your company look into security. Everything you share or send to your team could include sensitive data. This information could be compromised if your communication solutions aren't secure enough.

Prioritize systems that have the following features:

  • End-to-end encryption
  • Multi-factor authentication (MFA)
  • Role-based access controls

Ensure your platform also meets compliance standards like HIPAA, GDPR, or ISO certifications. It's essential for businesses in regulated industries.

Ask providers questions about their security history and how they handle potential breaches. Their answers must be clear—don't settle for vague explanations.

Review Pricing and Long-Term Value

Like most business platforms, unified communications solutions often follow a subscription model. You'll also usually pay for each user monthly. It's a pretty straightforward approach.

However, take a closer look. Is there anything on the fine print that says you have to pay for extra features? Will you need new hardware or infrastructure? Do you also need to spend an additional amount for support and training?

Balance the platform's cost with its long-term value. A cheaper system might be worth it now but will cost much more in lost productivity later. Then, check the cancellation terms. It's best to work with a flexible product over one that requires a lock-in period.

Look Into Vendor Support

Even the best unified communication solutions meet some hiccups along the way. When they do, how fast can service providers help? Reliable customer support is critical, especially if you depend on real-time communication. A dedicated vendor should have the following:

A dedicated vendor should have the following:

  • 24/7 support availability
  • Guaranteed uptime
  • Live agents, not just chatbots

Read reviews from the vendor's previous clients. Their insights will show you the service's pros and cons. Feel free to ask for references and check out how the company handled service interruptions in the past.

Select What's Best for Your Business

Team planning project using Gantt chart in meeting room

After narrowing your options for a unified communication solution, run pilot tests. It helps to involve your whole team, not just your IT department.

Observe how the system performs under pressure and gather feedback from your employees. Are there standout features they enjoy? What frustrates them? Their answers will help you trim your options until you're down to one. The right tool should feel natural to use and make work easier.

Conclusion

If you're looking for a system that helps you with your work tasks, consider a unified communications solution. Choose a platform that fits your workflow, scales with your business, and keeps your data secure.

Using seamless communications is one smart choice away. Seek providers that offer a high-quality platform and excellent support. A thriving business prioritizes exceptional communication within and outside the company.