June 01, 2023
Unlocking UCaaS functionality for a remote workforce
The Covid-19 pandemic served to destigmatise remote work. Since then, organisations have found that the work-from-home model has had a positive impact on employee satisfaction and work-life balance.
Many employees are keen to continue working from home or support a hybrid model. There is also a key business benefit as organisations have access to a broader talent pool, especially for specialised jobs or those in high demand.
Supporting remote work are tools such as Unified-Communications-as-a-Service (UCaaS). An example of this is Microsoft Teams, which is an effective solution for communication and collaboration among remote teams. UCaaS systems integrate various communication tools in a cloud-based system. They offer excellent functionality, flexibility and scalability for remote work environments.
Understanding UCaaS functionality
There are two key components of a UCaaS system. The first is that it is hosted on the cloud and requires no on-premises hardware. The second is that it unifies various communication services such as voice, video, messaging and collaboration platforms.
UCaaS systems make it possible for individuals to work from anywhere at any time, offering flexibility in communication and collaboration methods. As teams grow, these services can easily be scaled up, adjusting to the needs of the organisation.
Industry-leading UCaaS operate on a price-per-user model, so teams can flexibly grow or downsize depending on business needs. Another cost-saving is that these tools are cloud-based – businesses can avoid the expense of maintaining expensive on-premise systems.
Key UCaaS functionality for remote teams
There are four key features of any successful UCaaS system. These include voice communication, video conferencing, messaging and integration with productivity tools. Let’s unpack each of these in a bit more detail:
Reliable voice communication is crucial for collaboration and productivity. Since UCaaS can operate on a dedicated line, this ensures high-quality and uninterrupted voice communication.
Remote employees can be set up with dedicated business lines and virtual phone numbers. With intelligent routing systems, calls can be automatically directed to the right person or department. A more advanced feature is voicemail transcription, which allows voicemail messages to be converted into a text format.
One of the commonly cited issues with remote work is that employees struggle to get to know their colleagues and have close relationships. Video conferencing offers a good solution to bridge this social gap. It enhances rapport through face-to-face collaboration.
With a high-quality UCaaS system, employees can enjoy clear and immersive virtual meetings. In this all-in-one platform, employees can share documents and collaborate in real-time because of seamless integration with other tools. If a team member is unable to attend a particular workshop or meeting, sessions can be recorded and shared to ensure work continuity.
For meetings or sessions with a large number of attendees, the messaging platform further enhances real-time communication; chat channels offer a centralised space for discussion. Teams can share their thoughts without necessarily interrupting the main speaker or presenter. Through the messaging system, files can be shared for a seamless exchange of documents. This system also offers visibility into team members' availability and attendance on the call.
The final key feature of UCaaS is the integration with productivity tools. Examples include project management or workflow tools. This facilitates real-time communication within project discussions and updates. UCaaS also integrates well with customer relationship management (CRM) systems. This gives users access to customer information during calls or video conferences.
All these features of UCaaS highlight the benefits of streamlined workflows and consolidated communication and collaboration. This empowers businesses to foster a productive remote work environment.
Leveraging UCaaS for remote work
When introducing a new UCaaS system, organisations should consider proper implementation and training in order to support employees. Once the system is up and running, it's wise to offer ongoing support and resources to ensure that employees know how to get the most out of the new system.
To establish a culture of effective knowledge sharing and collaboration, teams can outline a set of communication guidelines and etiquette. This could include a policy where team members are encouraged to have their videos on with an appropriate professional background. Individuals can be encouraged to use UCaaS tools consistently so that they build effective workflows.
Continued advancements in UCaaS technologies are set to support remote work trends in the future. Emerging technologies such as artificial intelligence, virtual reality and augmented reality can serve to enhance remote work collaboration. UCaaS is a powerful solution to support and empower remote teams, enhance productivity and create an interconnected and efficient work environment. For more information or to get a quote for our unified communications services, email us at marketing@seacom.com or leave us a message.
SEACOM operates Africa’s most extensive network of information and communications technology (ICT) infrastructure, including multiple subsea cables and secure internet connections tracing both sides of the continent. This is partnered with broad terrestrial fibre networks in Southern and East Africa, extending services to these regions.
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