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UCaaS: A Complete Guide to Unified Communications for Businesses

Everything you need to know about Unified communications as a service (UCaaS), for you, your team and your business

UCaaS: A Complete Guide to Unified Communications for Businesses
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Athénaïs | Mar. 25, 2021

With the work-from-home movement in full swing, the demand for a flexible communications platform that’s easy to deploy and manage has risen dramatically. Today’s businesses require a secure, reliable, and cost-effective solution that can support all aspects of remote collaboration.

More and more businesses are relying on cloud-based unified communications solutions. A cloud-based platform offers advanced functionality and total scalability across multiple offices or locations.

Are you interested in revamping your legacy on-premises solution, cutting costs, and introducing flexibility where you need it most? We’ve done the legwork and put together a comprehensive guide on unified communications for businesses like yours.

What Is UCaaS?

Unified communications as a service (UCaaS) refers to a cloud-based communications system that brings together a number of business communication tools, including services like voice and video conferencing, instant messaging, faxing, and more.

So, why are more and more businesses gravitating toward a cloud-based communications solution? UCaaS offers your employees access to robust, entreprise-grade features across both locations and devices.

What Is UCaaS?

The Modern Workplace Is Remote

In the wake of the COVID-19 pandemic, 88% of organisations have recommended or required their employees to work remotely. While such a large-scale shift was unprecedented, remote work has been on the rise for more than a decade.

Between 2005 and 2018, remote work grew by 173%. Once considered an infrequent occurrence, working from home may soon become more commonplace than long commutes or costly overhead expenses.

Businesses that want to stay competitive have been quick to equip a newly remote workforce with all the tools necessary to remain productive. Now more than ever, businesses must call upon seamless and flexible communication capabilities. That’s where UCaaS comes in.

A cloud-based communications system offers every mobile messaging or video conferencing app employees are accustomed to using—all in one convenient location. Plus, a UCaaS solution is accessible anywhere, any time, and on any device.

The Role of Ucaas in the Modern Workplace

Today’s workplace is no longer contained within a traditional office space. How has your business adapted to accommodate a newly remote workforce?

Gone are the days when business communication devices tethered employees to their desks using a network of expensive cords and cables that require regular maintenance. Mobile-ready tools promote collaboration, maximise flexibility, and boost productivity.

UCaaS offers the latest in innovative mobile communications technology. Give your teams the freedom to work at home just as easily as they would at the office. UCaaS simplifies communication, enhances project visibility, and makes it easier than ever for employees to collaborate.

Why Are Businesses Moving Toward Unified Communications?

Business moves fast. Every organisation requires a communications system that’s reliable, secure, and simple to use. Bring your teams together with a cloud-based platform that does it all.

Why UCaaS?

What can UCaaS do for your business? Let’s take a look at the top five reasons why businesses are making the switch.

Lower Your Communication Costs

Minimise Downtime

Boost Productivity

Protect Your Business From All Angles

Scale on Your Terms

Top 3 Reasons Businesses Hesitate to Switch to UCaaS

Top 3 Reasons Businesses Hesitate to Switch to UCaaS

Are you worried about making the switch to a cloud-based communications system? Here are a few of the most common reasons why some businesses may be reluctant to revamp their legacy systems.

“It’s out of our budget.”

"It’s too advanced for a small business.”

“It isn’t reliable.”

Top 10 UCaaS Features for Your Business

Maintaining productivity starts with finding the right tools for communication and collaboration. With the work-from-home movement in full swing, businesses need more than a voice-only system. That’s where UCaaS comes in.

Customers expect fast service and unique brand experiences—even if employees are working remotely and from their own devices. UCaaS gives your teams all the advanced functionality they need to do their best work, no matter where they’re located or what devices they’re using.

So, how exactly does UCaaS support business collaboration in ways that a regular phone system falls short? Let’s take a look at five features of UCaaS that are essential for any business.

Instant Messaging

Video Conferencing

Call Centre Integration

CRM Integration

Mobile VoIP

Real-Time User Presence

Seamless Device Handover

Company-Wide Contacts

Collaboration Functionality


UCaaS vs. VoIP: Which One Is Right for Your Business?

Whether you’re unfamiliar with VoIP technology or you’re an experienced VoIP client, migrating to UCaaS is a big decision. Let’s take a look at the advantages and disadvantages of upgrading to a UCaaS solution.

What Is VoIP?

Let’s start with the basics. Voice over internet protocol (VoIP) technology makes it possible to make and receive phone calls over the internet rather than traditional phone lines. Over recent years, VoIP adoption among businesses has exploded, driven by convenience of access and lower communication costs.

VoIP technology was developed in the 1970s, but began gaining popularity among businesses as a mobile communications solution in the late 1990s and early 2000s. VoIP was crowned the fastest-growing technology of the last decade—out-competing online shopping and even search engines.

UCaaS vs. VoIP: Which One Is Right for Your Business?

Why Do Businesses Choose VoIP?

VoIP has become one of the most popular technologies since the turn of the century. Here are a few of the reasons why businesses prefer VoIP over a traditional phone system.

  • Spend less on communication costs. Businesses relying on VoIP spend significantly less on long-distance and international calls.
  • Unlock advanced functionality. VoIP introduces a number of entreprise-grade features, including interactive voice recognition and customisable call routing.
  • Empower remote work. VoIP outcompetes traditional telephony by allowing employees to make and receive calls from any device or location.
  • Scale with ease. Businesses can scale up or down in a matter of seconds. Adding or removing users is as simple as clicking a button.

VoIP unlocks substantial cost-savings, advanced functionality, portability, and scalability. What can UCaaS add to your communications that VoIP doesn’t already provide?

UCaaS vs. VoIP: What’s the Difference?

Because UCaaS includes VoIP calling, VoIP isn’t actually an alternative to UCaaS. A more accurate description of switching to UCaaS from VoIP-only services would be upgrading to a centralised platform that brings together essential communication tools such as VoIP, video conferencing, file-sharing, instant messaging, and more.

Which One Is Right for Your Business?

Which One Is Right for Your Business?

Every business is different. The question of whether upgrading to UCaaS or relying on a VoIP-only system is best for your business can only be answered based on your unique communications needs.

Are you deliberating between VoIP-only vs. UCaaS? We’ve put together a brief list of considerations that’ll help you reach a decision.

Do you need video conferencing?

Does troubleshooting slow down your business?

How much of your workforce is remote?

3 Questions to Ask Your UCaaS Provider

Finding the right UCaaS provider can be overwhelming. The best way to evaluate a potential solution is to first examine the unique needs of your business. What features are you looking for in a communications solution? How often do you plan to rely on these features?

We’ve done the legwork and gathered three of the most influential considerations when comparing UCaaS providers. Try asking your UCaaS provider each of the following questions.

What Level of Support Do You Offer?

How Long Will It Take to Implement the New System?

Will Your Platform Scale With My Business?

The Future of Unified Communications

Trends in UCaaS are constantly evolving, driven both by innovation in the marketplace and the changing needs of businesses. As more businesses adopt cloud-based solutions, users now expect more freedom and flexibility than ever before.

Businesses everywhere are looking for new ways to streamline communications and boost productivity. Intelligent solutions that involve automation, virtual assistance, and similar AI-powered productivity tools are on the rise.

Ringover has positioned itself at the forefront of changing trends by offering a comprehensive UCaaS platform that simplifies the way businesses approach communication and collaboration.

Reimagine Productivity With a UCaaS Solution Made for Your Business

A robust unified communications solution has a significant impact on business outcomes. Are you interested in transforming your approach to remote collaboration?

Ringover’s platform offers every productivity tool your employees need to do their best work. Get in touch with a Ringover UCaaS specialist today to start your free trial.

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