Business Unified Communications: Detailed Overview

To enhance user experience (UX) and productivity, unified communications (UC) refer to the combination of several workplace communication tools, such as phone calls, video conferencing, instant messaging (IM), presence, content sharing, etc., into a single, streamlined interface. Whether using a desktop computer, laptop, tablet, or smartphone, unified communications technology makes it easy for a user to switch from one way to communicate to another within the same session.

Many UC systems also connect to other business applications, like project management software, to help keep information and resources in one place and make workflows run more smoothly.

To give the end user quick and easy access to all the necessary tools in a consistent environment, from any physical location and digital device, UC technology makes it possible to integrate software that supports both real-time communications (RTC), such as voice over IP (VoIP), and asynchronous communication, such as persistent chat.

Many UC products include, and even rely on, team collaboration capabilities with messaging-focused workflows and useful features like real-time file sharing and annotating. These advanced UC systems (UCC) are also known as unified communications and collaboration systems.

Unified communications are becoming more and more common as part of a bigger digital transformation and cloud migration happening in today’s businesses. This change was made much worse by the COVID-19 epidemic since many organizations relied heavily on UCC technologies to help people work from far away.

What is the process of unified communications?

One or more back-end management systems, also known as UC platforms, that enable service integration as well as the front-end clients that offer access are commonly used to support a unified communications environment.

For example, a unified messaging client would support click-to-talk, click-to-chat, and click-to-video, while a web conferencing system would use an audio-conferencing system that is built on an Internet Protocol telephony platform.

UC systems and the parts that make them up can be set up on-site, in a public or private cloud, or as a hybrid of the three.

Unified communications (UC) increase productivity, lower expenses, and foster closer ties with clients. It is cost-effective and easy to use because it is based on a per-user, per-month fee and may grow as your business grows.

What advantages do unified communications offer?

  • It supports greater communication and cooperation than the historical phone system. UC is frequently attributed to boosting employee productivity.
  • Specific technologies, like video conferencing, can be arranged easily.
  • Lower travel expenses.
  • Increased productivity.
  • More adaptability
  • Improved engagement
  • Employees can use a range of devices to work from the office, their homes, or on the road.
  • Businesses that integrate UCaaS solutions with social media, customer-facing apps, or call center platforms can get in touch with customers, students, or patients directly. This gives customers real-time feedback and better service to increase customer satisfaction.

Which elements make up unified communications?

A UC platform may provide the following tools in its toolkit:

  • Email
  • Business SMS
  • Ongoing conversation
  • Mobility
  • Instantaneous presence
  • Telephony (fixed, mobile, and VoIP)
  • Voicemail
  • Sharing a screen.
  • Audio transcription
  • Telephone conferences
  • Telepresence, video conferencing in a room, and video conferencing are all options.
  • Online conferencing and interactive whiteboards.
  • Using calendars, schedules, and other personal assistant features
  • Tools for collaboration and social networking in the workplace.

A strong communication system may have the following components on the back end:

  • Unified communications platform or server from one or more vendors
  • Traditional private branch exchange that makes use of IP or the cloud.
  • Phones, headsets, cameras, and microphones are examples of user-facing gadgets.
  • Session border controllers are a type of corporate communication gateway.
  • Uses a video bridge or multipoint control unit to connect three or more video conferencing ends.

Communication and collaboration:

There are many similarities between UC and team collaboration technologies, and vendors, IT specialists, and end users are increasingly using the words interchangeably. Technically, there are distinctions between business communications and collaboration, but these rely on how users connect and for what objectives when utilizing a particular technology or feature. For instance, email allows for communication between two or more parties. Additionally, even if those parties may communicate cooperatively, their communication isn’t always cooperative.

UC & C (Unified Communications and Collaboration):

To ensure that nearly all of an organization’s technology works together seamlessly, securely, and in near real-time, UC & C is not a single tool or product, but a collection of solutions. Communication features like voice, instant messaging, desktop sharing, presence, and web conferencing are all smoothly integrated into UC & C.

There are numerous advantages to having a unified communication and collaboration platform.

Individuals working in organizations today have to deal with an ever-expanding array of platforms, software versions, and applications on a seemingly infinite number of devices. Some of the benefits of using Unified Communications and Collaboration to handle all of these complicated factors are as follows:

  • Productivity: All of the members of an organization can work together in a single unified environment regardless of where they are located or what device they use.
  • Increasing the Ability to Change and Respond: Staying in touch with people and talking to them from almost anywhere and on almost any device will help you be more responsive and get more done.
  • Affordability: Hosted or cloud-based services enable firms to migrate from a capital-intensive to an operational-based approach. There may also be a reduction in the cost of travel and logistics.
  • Enhance the Experience of the Client: It is becoming increasingly crucial to provide customers with the appropriate information at the appropriate time. Get clients what they need when they need it by making it easier and more seamless.
  • Collaborate More Efficiently: Your team can collaborate on papers, screen share, provide comments, and manage all of the activities, people, and programs that are necessary to complete a project effectively and efficiently.

The following are examples of unified communications and collaboration:

  • Business: In many companies, UC & C help teams work together more effectively. Collaboration is made simple and smooth with the use of tools like Instant Messaging, File Sharing, and Video Conferencing. Product development, operational efficiency, customer happiness, productivity, and the bottom line can all benefit from this strategy.
  • Education: Teachers can use UC & C for live teaching sessions, whiteboarding, audio or video conferencing, real-time document sharing, and on-demand access to materials.
  • Healthcare: Doctors and nurses can quickly and easily collaborate with other medical professionals and evaluate patient information and data through the use of UC&C. Patients’ information can be shared and collaborated on with the use of presence awareness.

Hosted Unified Communications (UC) combines your desk phone and cell phone. You can use it to make conference calls from home, chat with co-workers and customers on the go, and collaborate with them from anywhere. It is the most flexible and comprehensive communications platform accessible from a single source.

What does UCaaS mean?

UCaaS is a great choice for businesses of all sizes because it can be changed easily and is based in the cloud. With UCaaS, you can avoid the initial costs that are often needed to set up a more advanced way of communicating. But you still get to use the latest technology that is shaking up the market. You might expect some of the following from UCaaS:

  1. Phone and voice calls: Get UCaaS systems that not only have a high-quality voice but also have call recording, AI for intelligent call routing, and even sentiment analysis. UCaaS solutions can also make it easy for a business to move quickly from a text message to a phone call to a video chat with a customer.
  2. Solutions for Video and Meetings: Voice will always be an important part of UC for most companies, but there are other channels to think about as well. For example, since half of the UK’s workers will be working from home by next year, there is a growing need for services that offer more personal ways to talk. With UCaaS, your business can get video and meeting tools that make it easier for employees to work together, no matter where they are.
    Because of the cloud, your team members no longer have to be in the same room to work on projects together. With video and a tool for working together, you can share files, host conversations, and even start presentations from your computer, phone, or tablet.
    Video is especially helpful when people can’t talk to each other face-to-face because it makes sure that the subtleties of facial expression and body language don’t get lost.
  3. Messaging: Messages are another form of communication that is becoming more and more popular in the business world. In a UCaaS environment, messaging can mean anything from SMS and MMS texts to real-time conversations on collaboration apps.
    When used correctly, messaging gives employees a way to stay in touch and work together more effectively at work. But it’s a great way to get in touch with customers as well. Many younger clients today would rather text or instant message than talk on the phone.
    Businesses can use UCaaS solutions to manage and organize their messaging strategy so they can provide better service to customers across all channels. Any device you connect to your UCaaS technology can give you access to voicemail, transcriptions, and instant messages, as well as social media chat. Remember that more than 80% of people use text messages for business right now.
  4. Presence: As the need for better collaboration in the workplace grows, many UCaaS solutions are becoming more and more intertwined. The right service will not only give you many ways to communicate with your teams and customers, but it will also tell you who is available to talk to. For example, your UCaaS solution can tell you at any given time who is online and who isn’t.
    The things that show a person’s presence also show what that person is doing. You can see, for example, if your remote workers are on a call and can’t chat with you, or if they’re out to lunch. This makes it much easier for employees to get the help they need when working on complicated projects or with difficult clients.
    It also makes sure that people who work from home, which is becoming more common, can keep a good balance between work and life. By using presence features, you can let the rest of your team know when you’re done for the day.
  5. Mobility and Apps: The need for mobility is on the rise. One reason is that more people are working from home or on the go. Even if none of your employees work from home, you likely have field workers that you need to support with the same tools as your office-based employees.
    With a good UCaaS solution, you can make sure that mobility stays a part of your business plan. For example, the cloud will make sure that your teams can use apps on their tablets and phones to access the tools they need.
    Also, WebRTC makes it so that people don’t always have to download new software to join a meeting. People can instead click on a link in their email account or a web browser to join a conference. UCaaS lets anyone do work outside of the office.
  6. CPaaS and APIs: More and more, it seems like UCaaS is just one flavor of the bigger idea of CPaaS. Communication Platforms as a Service add more flexibility to UCaaS by letting companies add their favorite communication tools to the apps and processes they already use. For example, you could add video conferencing to your messaging tool or add information from your CRM to your chats with clients.
    In a world where one size doesn’t fit all, service providers and resellers can create more custom solutions for their customers based on the value they need. Through APIs and implementations, anyone can build a custom communication stack that works best for their employees and their target audience.
    Next-generation UCaaS providers even use CPaaS to better connect the front-end and back-end business communications. For example, while you’re on a front-end call with a customer, you could use your apps to connect with your team and get important information. Also, when everything is correctly integrated through CPaaS, it’s much easier to track the customer journey and get information that will help your business.

How to Choose the Best UCaaS Company

Below are the things to have a look at:

  1. Analytics
  2. Read reviews
  3. features
  4. quality of the technology or services.
  5. Full integration
  6. Security

VoIP Transforms the Communication System – Here’s Why?

“Research, implement, and achieve” followed by any business small to big regarding technology has become successful and established in the competitive world.

Your business can give tough competition to catch up and outpace only when you are upgraded with the latest technologies like VoIP in communications, implemented by replacing the existing infrastructure and achieve success in a short period.

OK, our readers get annoyed if we continue the details, so let’s move into the crux of our blog, which plays a significant role, especially in the small businesses.

  • VoIP, will that be technically effective?
  • Requirements
  • Advantages and disadvantages
  • Features 
  • In terms of VoIP service providers, we recommend

What is VoIP?

VoIP stands for Voice over Internet Protocol, which transmits voice compressed into the form of digital packets over the internet. These digital packets get uncompressed into voice when received at the other end.

Working:

We give a bullet-wise explanation for better and easy reading.

  • VoIP phones are also called IP phones or Cloud IP Phone System, which means the main backbone of this technology is the internet.
  • Why is the internet required? Compared to traditional phone systems, this system works over the internet. To be precise, the calls get transmitted and received only through the internet cables and not the PSTN used by regular phones.
  • It follows packet switching technology where the voice is compressed into the form of small digital packets.
  • Once it reaches the defined destination, it is uncompressed into sound.
  • The IP phone system plays a crucial role in handling the call management and routing between the source and destination.

Driving factor:

In short, businesses should be cautious in selecting the Cloud based office phone system. We will have more insights later on.

  • Another critical term in this communication field is Cloud Pbx Services, a virtual private branch exchange, a cloud-based phone system managed over the cloud. There is no need to set hardware for this setup.
  • Depending upon the services chosen by the business, charges are incurred.

Devices and requirements:

The output devices used to manage VoIP calls are:

  • Existing landlines: connect with ATA. An analog telephone adapter is provided by the companies used for connecting the LAN and phone systems.
  • Internet phones are easy as no external device is required to connect to or use directly.
  • Install apps on your phones, login, and start making and receiving calls from anywhere.
  • Install the respective service provider app on your phone or desktop and sign in to your account.
  • Maintain Ethernet or WIFI with high speed. 

Benefits:

Small businesses are inclined more towards modern phone systems as they are highly benevolent.

  • It delivers high-definition voice quality.
  • No need for an on-premises setup to install.
  • No contracts are signed every month.
  • Updated instantly.
  • It is not complex to set up and manage.
  • Striking features help manage multiple teams and multiple branches wherever located.
  • You can use any VoIP-enabled device when you are not at your desk.
  • Substantial cost savings on infrastructure.
  • Substantial cost savings in the case of international calls.
  • No more wiring headaches running over your office floors.
  • Excellent customer service is delivered.
  • There is no need to be tech-savvy for installation and managing processes.
  • Add multiple lines quickly.
  • Perform multitasking through unified communications; work on multiple activities without disconnecting ongoing calls. For example, VoIP fax can be used while you are on any conference call; share your files without disconnecting the calls, and many more can be done quickly.
  • Time-saving
  • Increases business productivity in a short period.
  • It increases the employees’ efficiency.
  • It allows integration with the existing files in the system with VoIP.
  • Provides security.
  • It is easy to manage in business expansions, as there is no need to add physical lines outside boundaries.

VoIP Service Features:

The standard features that are shared with almost all the VoIP systems are:

  • Ring groups
  • Auto Attendant
  • Call waiting
  • Call logs
  • Call reports
  • Remote access to voicemail
  • IP extensions from afar
  • Branch office assistance
  • Flash real-time operator panel
  • VoIP faxing
  • Call forwarding
  • Call records
  • Return call
  • Adaptability
  • DND
  • Backups are performed automatically.
  • Billing
  • Access to the directory
VoIP Service Features

Procedure for installation:

  1. Create a list of the services you’ll need for business communications.
  2. Select the appropriate service provider to meet your company’s needs.
  3. Examine the internet connections, Ethernet or WIFI, and ensure they are fast enough for business solutions.
  4. Get a new number or request a porting process, which helps keep the same number.
  5. Incorporate the customers into your modern phone system.
  6. If possible, replace the user’s traditional phone with an IP or virtual phone.
  7. Connect your files or apps to the intelligent communications system.
  8. It’s done. Start, arrange, and talk.

A VoIP service provider is a company that provides VoIP-based services to customers. It usually operates on a SaaS model, where software services are rendered to its clients. That means no extra servers or phone lines are required for communication purposes.

Types of service providers:

  • Only VoIP providers provide phones with basic features, excluding call management features, to businesses.
  • VoIP with the cloud: This service combines modern systems with Cloud PBX technology to provide advanced call management capabilities.
  • VoIP with UC: Unified communications are the next level service mixed with intelligent communications. Collaborate and work with all the advanced features integrated with this product.
  • Check and compare the prices included in the plans.
  • Should be open to third-party integrations
  • Must be dependable
  • High-end security must be provided.
  • Backup services must be maintained.
  • Unlimited call management is allowed.
  • Mobile and desktop app solutions are rendered.
  • Round-the-clock customer service is available.
  • Regular updates must be done.
  • Online dashboard administration
  • Call administration
  • Apart from this, you must focus on the customer reviews and experiences shared on the concerned websites.

Additional rough work to read:

Managing a business, whether small or large, requires dedicated hard work. Research is necessary and should also focus on every tiny detail, as thorough knowledge or awareness regarding your business requirements helps you to lead and figure out the right solution in a short period.

First and foremost, the point to focus is to list the basic things needed for your business. For example, does your business need a local or toll-free number or a combination?

Does your business get and receive a lot of incoming or outgoing calls?

Are you thinking about expanding?

What are features more critical for your business solutions?

Edge-to-edge:

Decide on your business needs first and subscribe with Vitel Global Communications, as we avail the best and preeminent voice solutions and products:

  • VoIP and cloud PBX
  • SIP trunking
  • Unified communications
  • API integration

For more details, Click here.

Get The Team Together with Vitel Global Communications Video Conference Bridge Feature

While conference bridges and other business phone system solutions work well in many situations, sometimes you just need a face-to-face meeting. Video Conferencing Bridge solutions for businesses have many uses in the modern office, some of which are unexpected. Many in-person meetings and tasks can actually be accomplished with similar results using video conferencing, which can save time and money by reducing the need for employee travel. Here are five uses for video conferencing that can help your business become more productive, spend less time and money, and place less emphasis on physical locations.

 

One-on-One Conversations

Whether they are scheduled months in advance or are done on the fly, one-on-one meetings are a valuable part of being in a physical office. Video Conferencing can not only provide this, but it can also open the door for businesses to place less importance on physical locations. Video conferencing products are also offering the option to have a “room” open at all times so that coworkers can drop in without notice and talk to whoever is online for a quick chat.

Group Meetings

Most of the Small Businesses Prefer Traditional telephone conference calls for group meetings, but they have their own drawbacks. For people who have trouble identifying people based on their voices, following along with conference calls can be nearly impossible. Group Meetings using video conferencing give participant’s various visual aids to improve communication and allow for greater productivity. Some video conferencing products have features which makes clear cut to which individual is currently talking and visual learners can gain much more from video conferences than traditional conference calls.

Recruiting Efforts

One of the most valuable aspects of video conferencing for business growth is its use in the field of recruiting. With video conferencing, recruitment staff can schedule informational meetings, interviews, and pre-hire assessments, all without the potential employee having to travel. This not only streamlines and humanizes the recruiting process, but it also allows employers to cast a wider geographical net in order to recruit top talent.

Design Reviews, Sales Presentations and More

Many video conferencing features and products allow users to share their computer screens, which is most useful for things like design reviews and sales presentations.

IT Screen Sharing and Remote Access

One of the reasons that many IT professionals love video conferencing products is that they help IT departments do their jobs easier and faster. Rather than trying to explain an issue over the phone, a staff member can simply video chat with the IT department and share their screen so that IT professionals can see the issue firsthand. When this is paired with remote access software, an IT professional can quickly and easily fix the problems of an employee from anywhere.

Business Phone System Solutions from Vitel Global Communications

Want to learn more about the ways we can help improve your business? Vitel Global Communications can satisfy all of your Business Phone System needs, whether you need help with your new VoIP Phone System or just want to change or streamline your existing business phone system network. We have the experts and products to fulfill all of your business phone system and service needs. For more information, contact us at 1-908-818-1535 Visit: https://www.vitelglobal.com.

Best Hosted VoIP and Cloud Business Phone System for Modern Business Communications

Business Phone System and Service Providers today operate much differently than they did a few years ago, due in large part to the proliferation of the cloud and virtualization. If your company is considering upgrading or installing a new cloud business phone communications system, Hosted VoIP (Voice over Internet Protocol) is a great option. The benefits of using this kind of system extend far beyond features, affordability and many businesses or organizations continue to be surprised by the ways this Business Phone Communication Services can help them. Vitel Global Communications believes in finding the right business phone system for your company and we will work with you every part of the installation to figure out the best business phone system solution for your business. Here are some features that will be your favorite benefits of Our Hosted PBX and VoIP Phone System and Services.

AFFORDABLE PRICING

If you have a legacy business phone system, it takes a lot of time and effort to add features beyond basic functionality. These extra features can also require costly new hardware or additional business phone services. More often than not, these small upgrades can be time-consuming and involve costly service charges.
With our hosted VoIP, features like caller ID, voicemail, call forwarding, and conferencing are already integrated with most of the plans and features automatically included, you won’t have to worry about your ever-expanding business phone bill or be surprised by the cost of extra hardware installations.

USER-FRIENDLY

We have seen enormous developments in technology over the last decade. The technology used to be synonymous with “hard to use”–but not these days! Because the culture surrounding technology has adapted toward being user-friendly, you can get the benefits of new technology without struggling to figure out how to use it.
Hosted VoIP is far easier to use than most people think. Your new platform will let you make calls and receive calls very similarly as you would on a traditional VoIP phone system. Hosted VoIP service providers focus on making the set up easy, especially if your company doesn’t have an IT team or a tech guru. When we install a VoIP system in your office, Vitel Global Communications Experts will make sure you understand every aspect of the business phone system before we’re finished.

24/7 SUPPORT

Hosted VoIP systems typically involve only limited amounts of hardware and a simple setup. In some cases, all you have to do is plug in your phones! Hosted VoIP providers can finish most of the setup remotely with 24/7 support.
Also, because the service runs on the cloud, you won’t need devoted IT employees to maintain the system. Upgrades will be pushed remotely and you can add, change, move, or delete users yourself if you prefer. On the rare occasion that you experience any downtime or issues with the system, reputable Hosted VoIP providers offer 24/7 support at no extra cost.

EASY INTEGRATION AND SCALABILITY

If you’re already using technology to organize your employees or communications, you would be surprised at how easily Hosted VoIP solutions can actually integrate with your current business communication system. For example, if your organization uses a cloud based CRM platform, your hosted VoIP phone system could be integrated to pull up client records when that client calls in. Voicemail to email functions can streamline communication, making it easier than ever to track clients’ needs and problems. Hosted VoIP systems also scale very easily, because the platform doesn’t exist on-site and won’t be limited by space or resources. When you’re a growing organization and you want a system that can grow with you.

FLEXIBILITY

With traditional VoIP and business phone systems, you always need a physical landline to make or answer calls. In order to be productive or client-facing, your employees need to be locked down to desks and locations. Hosted VoIP service integrates with CRMs, Helpdesk and other everyday applications for efficient communication, sales and support.

HOSTED VOIP CAN CHANGE YOUR BUSINESS COMMUNICATIONS

Interested in any of these benefits? Contact America’s Phone Guys today! We can walk you through all of your options, designing the perfect VoIP phone system that will grow and change with your business communications.