There are a ton of ways in which your company communicates within itself, to various people, and to your customers. There’s email, phones, voice-over-IP, IM, a ton of available applications and services, such as customer relations management tools (CRM), and so on. There are so many, in fact, that it’s easy for miscommunication to take place.
This is why so many companies are making a move over to a unified communications service where all these various communication types are placed into the hands of a single service, usually known as a ‘UCaaS’ or ‘unified communications as a service.
However, moving over to a unified service may seem seamless, but it doesn’t come without its own issues. To help ensure you don’t need to face these issues, today, we’re going to explore the transitional mistakes you need to know about.
Underestimating the Move
The very first mistake that most companies make is not setting aside enough time, money, budget, or resources for the transition process to happen. It’s easy to underestimate what is needed for the changes to occur and the creases to be ironed out. Even choosing an appropriate vendor can take time.
You’ve also got to think about implementation and then training and educating your staff to be able to use the new setup correctly, and this all takes resources to put into place. It’s best to use an experienced vendor who can help you plan your transition accurately.
Not Considering Existing Infrastructure
“You need to make sure you’re thinking about how your company and business is currently structured, and then planning your transition based around what you already have, rather than hoping for the best and just aiming for the end goal. Doing the latter is a sure-fire way to encounter unexpected costs and bills,” shares Tilly Farrow, a UC expert at Liahelp.
The best way to overcome this issue is to think about finding a vendor capable of analyzing what you already have, using processes like traffic analysis, LAN analysis, and bandwidth estimating to see the best way to transition for your business on an individual level.
Not Considering Quick Wins
Sure, a lot of the transitional process will be looking over the benefits you’re experiencing in the long-term, but that doesn’t mean there are no opportunities for short-term wins. It’s important that you look at these little wins, such as saved costs, easier communication management, and so on, that will encourage your users to have faith that the transition is a good idea.
Using Public Internet Connections
“It’s amazing to see and read about how many companies will run transitional actions when switching over to a unified service over a public internet connection. Simply put, this isn’t safe. You don’t know who is lurking on a public connection, and not only is the data about your company being transmitted unsafely, but so is the information and data of your customers, and so on,” explains Ben Harper, a tech writer at Paperfellows.
In addition to security issues, there are also problems with speeds since public connections will slow during peak times, such as in the afternoon, and may not reliably remain stable. Also, use private, secure connections as much as you can.
Tunnel Visioning Price and Features
Sure, you’re going to need to be working to a budget and setting up a UC with a balance of price and value in mind, but this is a hard line to walk. Using a really cheap vendor is most likely not going to provide you with all the features you’re looking for, yet a very expensive plan may be overpriced and contain more features than you need.
The best way to find the balance is to take time to list out all the features you need and are interested in having, and then prioritizing these features in your search, finding the best prices for the needs you’re trying to fulfill.
Choosing the Wrong, Limiting Vendor
There are plenty of UC vendors out there, which is why it’s so important not to just jump on the UC vendor and provider you look at and just hope they’re the right choice, but instead take time to research what providers are out there and what services they can provide to you.
You don’t want to make your way through the entire transitional process, only to realize the vendor you’ve chosen doesn’t offer the features you need, and now you’re limiting yourself or have to go through the entire process again to find which one is right. This is a mistake that’s so easily avoided with a little bit of research.