benefits of unified communications

Many companies use multiple communication tools like emails, chat, voice calling, video conferencing etc., for their day-to-day collaboration. While these productivity tools are meant to help teams increase their productivity, unfortunately they bring the opposite results. They make collaboration difficult and turn productivity into chaos.

It is estimated that white-collar workers can lose up to 40% or 16 hours per week of productivity due to multitasking on projects and switching between multiple software applications, resulting in a cumulative corporate loss of $450 billion per year.

For organizations, subscribing to an all-in-one communications solution is the best way to streamline these communications and collaboration tools improve team productivity. There are a host of benefits of unified communications technology in the workplace.

Benefits of unified communications for teams

1. Avoids app overload

Overloading your team with too many productivity apps will leave them overwhelmed and frustrated. Each time they need to find any information they will have to toggle between multiple apps to find it. This can create a negative impact on team collaboration and productivity. Using too many apps is not just about clicking and opening another app. Many things like login credentials, user ids, user rights, preferences settings, customizations, notifications, security, licenses etc need to be taken care of.

With unified communications for business, you can access all your apps in one place. There is no need to toggle between multiple apps like email, chat, social feeds, meetings, events, reminders, cloud storage etc. All these functionalities are available in a single SaaS-based application, and you don’t need to log in and out multiple times. Besides there are no hassles like software installation, maintenance, license renewal, etc.

One of the main benefits of unified communications is if you have an issue that requires a quicker response from a team member, you can switch to chat or voice call with just a click of a button; you don’t have to change devices, applications or jump to any other rooms or channels.

2. Creates better user experience

A common issue with using multiple communications apps is that your teams will have to learn to use all of them individually. Apart from the long learning curve, using numerous apps is a slow, tedious and inefficient way that impacts employee satisfaction. For example, when you want to host a meeting, you have to create a meeting id and send invites over the group chat to your team members and also share the meeting materials through email.

Your teammates will have to switch between email app, chat app and meeting app to access the meeting information and attend the meeting. When you have multiple employees switching between multiple apps, the productivity losses will be staggering. Millennials, who account for a majority of the workforce, expect their business apps to mimic their personal apps. They also demand a more flexible work environment that extends beyond the confines of the office walls.

A survey by Bentley University found that 77% of millennials think that flexible work hours would increase their productivity at work. Another study points out that they are even willing to give up pay and delay promotions to get a flexible work schedule. Companies need a unified communication system to attract and retain this young talent force.

If the existing business applications fail to meet their expectations, they end up using their own alternative applications, creating a “shadow IT” which compromises the company data. One of the key benefits of unified communications is the learning curve is very short for your employees as they have to learn to use just a single app, and they can switch between different modes of communication with just a click.

3. Information is much easier to track

When you receive a meeting invite from the host, you will probably wonder what the meeting is all about without the context. You will have to go through multiple emails and chat messages to get the background of the meeting. Often, this may not be enough, and you might end up calling your host to get the background of the meeting and the attendees.

Now, when the meeting starts, your host will spend most of the time setting the context – explaining why everyone has gathered – rather than moving forward with the project details. Unfortunately, this happens quite often. When you spend most of your time searching for emails and managing inboxes, your productivity takes a hit, and your time management goes for a toss.

According to IDC research, white-collar workers spend up to 3.2 hours per day on work-related emails. Knowledge workers lose up to 5.7 hours per day or 71% productivity throughout the week on finding information, multitasking, and responding to work emails. They spend an average of 2.5 hours per day, or roughly 30% of the workday, searching through apps and tools to find the information they need to move forward on projects and perform their other job functions.

Another key benefit of unified communications is calls can be started within the same application so that meeting participants can quickly scroll through the text history, find all the materials relevant to the project or client, and jump into the meeting. Since the call window is primarily present in the messaging window, context is available in real-time for the meeting participants.

4. Easy to manage a single app

As most companies use different operating systems and devices, managing multiple applications, downloads, licenses, payments can be a nightmare for your employees and IT teams. One of the main benefits of unified communications is you only need to manage a single app and rely on a single service provider for support and maintenance.

5. Scaling up is easy

Initially, when the company is small, it may be able to manage multiple communication applications, but when the company grows, it may not be in a position to scale up and meet the growing demands. One key benefit of unified communication is you need not worry about different communication apps (email, chat, phone, etc) scaling up to meet the growing needs and you can add or subtract licenses as per your needs.

6. Better customer service

Being able to serve the customers better and improve their experience will be the top priority for any company. A disconnected communication system could be hurting your customer service efforts through the increased time needed to respond to customer queries.

Another key benefit of unified communication is it will allow your employees to respond to customers no matter how they reach out asking for support. With all the pertinent information available in one place, the customer service team can respond quickly. Whenever any customer contacts your business, your business representatives will have access to all the notes and pertinent information associated with that contact. This will lead to faster resolutions and a quick turnaround time.

When your employees have fewer apps to toggle and maintain, it improves the workplace experience. When they work in a peaceful communication and collaboration ecosystem, it makes them happy and improves engagement, retention, and productivity. When employees are happy, it results in better customer service and more sales and profitability.

Benefits of unified communications for businesses

Companies are dealing with the ‘new normal’ where workers want to split time between office and home as many of them do not want to give up the flexibility, they experienced during the pandemic lockdown. Besides, millennials, who now account for the bulk of the workforce, are even willing to take a pay cut to be able to enjoy flexible work hours. To deal with this new scenario, companies are turning to unified communications strategies to optimize business processes and improve productivity, while giving the workforce the flexibility it desires.

The main benefit of unified communication is it provides a seamless communication experience by bringing together messaging, email, voice calling, video conferencing, screen sharing, and much more. Some best examples of unified communication tools in the market include Clariti, Microsoft Teams, Slack, etc.

These tools are hosted on the cloud which makes them flexible and cost-effective for large and small businesses alike. The unified communication apps market has been growing by 20% to 30% for several years and the global market size is projected to go from $22.97 billion in 2019 up to $59.15 billion by 2027.

Unified communication makes communication easier and more reliable which helps to drive greater collaboration between team members. Virtual collaboration is essential to the digital workforce and unified communication can help any business to level up in many ways.

1. Increases collaboration

To improve team collaboration, your organization needs a way to connect all the users, vendors, partners and customers. Unified communication tool provides access to all communication channels including email, video/ voice calling, screen sharing, group messaging and file sharing for the entire team from a single application, on any device.

One key benefit of unified communication is they can use a single interface for both communication and collaboration, which means they can spend their time more effectively. This saves employees from wasting their valuable time switching between apps or devices. By having all their communication in one place, they can have access to all information they need to work, and they can also seamlessly collaborate on projects together.

2. Increases team’s productivity

Another great benefit of unified communication is that even small businesses can see a workplace productivity boost of up to 52%. A unified communication tool makes your employees more engaged at work and happier. According to a study, a good, unified communication tool can increase team efficiency by as much as 20% and about 40% of workers are willing to pay for their tool to make their own lives easier.

3. Improves team’s responsiveness

Another significant benefit of unified communication is when all the team members use the same unified communication tool, they can collaborate at any time and from any place. Whenever a team member raises any query, other teammates can respond quickly. Fast and efficient collaboration between the team members is very important to meet improve customer response time, customer service and customer satisfaction.

4. Reduces business costs

One more notable benefit of unified communication is it helps companies save time and money by eliminating the need for multiple apps. When companies use unified communication tools, they only pay for one app. A unified communication tool enables employees to work from anywhere using any device. Unified communication tool facilitates bringing your own device which allows employees to work using their devices, reducing the need for hardware.

5. Improves real-time communication

Another remarkable benefit of unified communication is it encourages real-time communication with various stakeholders through preferred channels like text messaging, live chat, or call. Just as it is easy for team members to get notified of important updates, they can also instantly provide feedback. Your team members can immediately respond and resolve issues when they are notified of a message. When team members communicate without a time delay, there is less scope for any miscommunication.

6. Integrates multiple emails

If you have more than one email id a unified communication tool will let you integrate all the email ids in one place, eliminating the need to constantly switch between email accounts. This is yet another benefit of using unified communication.

7. Allows audio/video calling

An additional benefit of unified communication is that most of the unified communication tools will allow you to make and receive unlimited audio calls with other app users. You don’t have to install an additional app. You can call anybody or set up group calls without generating any meeting id or passcode. You don’t have to dial any number, and you can use your desktop speaker and mic for the calls.

In unified communication, you can call anybody from any device by just clicking on the button. You need not invest in physical devices like phones, intercoms, leased lines, hotlines, etc. High-quality video calling coupled with whiteboards, screen-sharing, and real-time meeting chat will bring great flexibility for your remote and hybrid teams, and it is a great substitute for face-to-face meetings.

8. Allows screen sharing

Frequently in audio and video conferences there is a need for screen sharing. When you want to explain something complicated to other participants, it is easier to show team members what you mean instead of long verbal descriptions. Screen sharing is also very crucial for IT troubleshooting, team meetings, training, demonstrations etc. Most of the unified communications for businesses will allow you to have audio/video calling and screen sharing simultaneously.

9. Allows file sharing

Most of the unified communications for businesses have some form of document sharing. This could be as simple as team members dragging and dropping files into a team chat. Yet another key benefit of using unified communications is these tools provide integrations with all the major cloud storage drives such as OneDrive, Google Drive, Dropbox, pCloud and Mega.

So, when you are working from home you don’t have to worry about carrying all your files from work. Once you integrate your drives with your unified communication tool, you will have instant access to all your files anywhere, anytime. This lets your team members have a central hub for important documents and other files.

10. Calendar and scheduling

One more key benefit of unified communications for teams is they have calendars and scheduling services. You don’t need separate tools for creating to-dos or events. Your teammates will get notifications whenever you schedule or cancel a meeting. The meeting details will also sync with the receiver’s calendar, and you will be updated about their availability to attend the meeting.

11. Allows flexible chat

Additional benefit of using unified communications is all your team members will have access to multiple options for messaging including direct chat, group chat, and SMS. That too, all this can be done from any device like desktop, laptop or mobiles.

This will ensure your team can stay in touch at all times, no matter where they are. Some unified communication tools will let your customer service and sales teams send SMS text messages to external stakeholders in real-time using existing business phone numbers.

12. Supports integrations

Adding to the list of amazing benefits of unified communication is most of these tools will easily integrate with other software and tools that your business is already using. You don’t have to give up or stop using other apps that are crucial for your business.

Conclusion

Does your organization have a digital or remote workforce but still doesn’t have a unified communication strategy? Then it is the best time to adopt one or else you will be left behind. A unified communication tool is the best way to connect your remote team and increase employee productivity. Creating a flexible workplace through a unified communication tool is also key to retaining and attracting the best talent.

As part of the communication strategy, companies should implement a unified communication system to reduce distractions and stress related to mindless searching and utilize the time for other productive work. This makes a strong case for implementing an application that connects multiple communication channels. That is what Clariti does.

Clariti offers a sophisticated solution that is tailored to the unique needs of teams and businesses. Clariti uses artificial intelligence in communication to combine emails, chats, documents, calendar events and feeds on the same topic, in rich, context-based “Conversations” to ensure team communication stays focused and organized.

You can sign up now and reap all the above benefits of a unified communications solution. Clariti is web-based, so there is nothing to download or install. Clariti has a simple on-boarding process where you can configure your email, add contacts and experience the power of connected apps within a few minutes. The best part of Clariti is it’s free!

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Frequently Asked Questions

Unified communications provide value by fostering seamless collaboration, boosting productivity, and enhancing communication efficiency. With integrated tools and streamlined workflows, teams can communicate effortlessly, leading to better decision-making and overall organizational success.

Unified messaging offers advantages by consolidating various communication channels into a single platform, simplifying access to emails, voicemails, and other messages. This integration enhances efficiency, reduces response times, and promotes a unified and organized communication experience for users.

Unified communications and collaboration (UC&C) provide streamlined communication, fostering better teamwork and decision-making. With integrated tools like voice, video, and messaging, UC&C enhances productivity, reduces communication gaps, and facilitates seamless collaboration across dispersed teams.

Unified Communications streamlines communication, enhancing efficiency and reducing costs. It fosters real-time collaboration, improves responsiveness, and provides a centralized platform for diverse communication channels.

Unified Communications comprises integrated voice, video, and messaging services. It unifies these components to provide seamless communication across various channels.

Unified Communications refers to the integration of various communication channels and tools into a single platform. It combines messaging, voice and video calling, conferencing, and collaboration tools, providing a unified user experience.

UCaaS (Unified Communications as a Service) offers businesses the advantages of cost-effectiveness, scalability, and simplified management of communication tools. It enables seamless integration of various communication channels, enhancing collaboration and productivity.

Unified communications enhance collaboration by integrating various communication channels into a unified platform. This consolidation streamlines information flow, reducing silos and enabling real-time communication.

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