Unified communications: Solutions, benefits and how it works

Unified Communications (UC) is a one-stop business phone system solution for streamlining and enhancing your business’s communication and collaboration. And all that’s needed is an internet connection.

Here are the key things to know, including the top benefits of Unified Communications and examples of hosted UC solutions.

What is Unified Communications?

Bringing together communication tools and technologies into a single platform, Unified Communications can hugely improve business practices.

It offers a seamless user experience across multiple communication channels and devices, improving the efficiency of internal and external comms.

Traditional communication systems often involve disconnected channels. For example, there might be a separate traditional phone system, email service, video conferencing tool and real-time messaging application.

However, UC bridges these gaps by combining the channels under one comprehensive solution.

Unified Communications platforms typically include:

• Voice communication – UC lets users make and receive phone calls over the internet (VoIP) with a cloud phone system. This incorporates features like call forwarding, recording, routing and voicemail.
• Video conferencing – Integrated video conferencing tools enable face-to-face virtual meetings and collaboration.
• Instant messaging – With real-time messaging, users can send text, images and files instantly. Presence indicators showing the availability of colleagues also allow for more efficient communication.
• Email integration – Users can access their emails from within the platform and seamlessly transition between different communication modes.

On-site vs cloud-based UC

When comparing solutions, consider whether on-site or cloud-based UC is better suited to your business.

On-site Unified Communications

With an on-site approach, the entire UC system is managed on the premises. All required hardware must be installed, such as servers and cooling racks.

Also, on-site Unified Communications platforms require you to apply any required maintenance or upgrades to keep the service running smoothly.

One of the main benefits is that you have greater control over the network. There’s the option to build bespoke systems that meet your business’s specific needs.

Another advantage is that you can achieve greater security with on-site systems, as resources aren’t shared with external and third parties. This is particularly beneficial when it comes to ensuring regulatory compliance, and in keeping with laws such as GDPR.

Plus, having business data available on-site reduces the reliance on an internet connection, allowing for a faster, more optimised performance.

However, a challenge with on-site UC is the upfront cost. Buying and installing physical hardware can be expensive, and larger networks may require internal IT professionals to manage the infrastructure.

It also relies on physical equipment, which takes time to source and install. So, despite the potential benefits, on-site UC offers low scalability, making it less than ideal for fast-growing businesses.

What is hosted UC?

An alternative is to host UC software and services in the cloud. In a hosted UC setup, business data and applications are stored on external servers rather than onsite.

Also known as cloud-based unified communications, hosted UC removes the need for physical hardware and on-site installation.

This makes it a much more scalable solution as it’s possible to add new phone lines in minutes.

With this flexibility, you can purchase services on a per-user basis, offering significant cost savings for many SMEs.

It’s also much more accommodating of business growth and changes in demand throughout the year.

The digital nature of cloud-based systems ensures they can be accessed remotely, from multiple devices. As such, employees can work from home or on-the-go with no compromise to customer service.

An aspect to be aware of, though, is that third-party services can be a potential concern for cybersecurity.

With this in mind, choosing a reputable UC provider is crucial. Look for providers that offer enhanced cybersecurity measures, such as data encryption and firewalls, and compliancy with data regulations.

7 best Unified Communications benefits

These are the main reasons to consider Unified Communications solutions:

1) Enhanced collaboration

As UC platforms bring together various communication tools into a single interface, employees can collaborate seamlessly.

Its features include real-time messaging, video conferencing and file sharing, which help to foster teamwork and collaboration.

And, as employees can access all communication tools from one platform, workflows can be streamlined with smoother transitions between tasks.

2) Flexibility

The flexibility of UC empowers employees to work from anywhere, whether in the office, at home or while traveling.

This is largely thanks to the options of mobile applications and remote access to communication tools enable a more flexible work environment. This, in turn, can contribute to better work-life balance and higher job satisfaction.

3) Cost savings

By consolidating communication tools and platforms, organisations can reduce the expenses associated with multiple subscriptions, hardware and maintenance.

Unified Communications can also lower travel costs by enabling virtual meetings and remote collaboration.

4) Improved customer service

UC can integrate with contact centre systems, enabling businesses to deliver more responsive and personalised customer interactions.

With faster access to information and streamlined communication within the organisation, customer support can improve.

5) Scalability

Hosted UC solutions are designed to scale with the organisation’s growth.

So, as a business expands, the UC platform can accommodate new users and additional features without significant disruptions.

6) Business continuity

During unforeseen events or disruptions, Unified Communications systems enable employees to stay connected and maintain business operations.

With this continuity, businesses can see reduced downtime and, as a result, better productivity.

7) Future proofing ahead of the PSTN switch off

A UC solution will ensure your business is prepared for the retirement of the Public Switched Telephone Network (PSTN).

The PSTN is due to switch off completely on January 31, 2027, affecting all traditional landlines. Although, businesses are encouraged to switch well before then to avoid the risk of disruptions.

To find out more, head to our page that explains what the PSTN switch off is.

Hosted UC solutions for your business

Keen to upgrade to a hosted UC solution?

Crystaline offers the Vodafone Business UC with RingCentral platform to UK businesses. This is a cloud-based Unified Communications solution designed for businesses of all sizes.

It combines the power of Vodafone’s global network and services with RingCentral’s industry-leading cloud communications platform. The result is a complete suite of communication and collaboration tools.

All our products and services are protected by our service level agreement, the Crystaline Service Promise. This clearly outlines what our customers can expect when they work with us.

We have a page all about the Vodafone Business UC with RingCentral, which covers the key features and benefits. And to discuss our UC solutions in more detail, fill in the contact form below to speak to our team.