Best Unified Communications Software

Guide to Unified Communications Software

Unified Communications (UC) software is a set of services, tools and applications that allow organizations to manage their internal and external communications. It is designed to streamline communications between employees, partners, customers and other stakeholders through the use of multiple devices including smartphones, tablets, laptops and desktops. The aim of UC software is to increase efficiency by combining all communication types into one place.

UC software has become increasingly popular in recent years as businesses look for ways to reduce costs and increase productivity. By integrating various communication methods such as voice calls, emails, instant messaging (IM), video conferencing and file sharing into a single platform, UC allows users to collaborate more effectively with colleagues in different locations. This includes facilitating remote working by providing users access to data from any device connected to the network. Additionally, UC can also be used for customer service purposes such as providing live support via an integrated chat system or enabling customers to contact a business directly via web-based applications such as Skype or Hangouts.

The benefits of using UC go beyond cost savings and improved collaboration among staff members. It can also enhance customer relationships by enabling businesses to quickly respond to customer needs regardless of location or timezone. Additionally, UC provides greater visibility across an organization's operations which makes it easier for managers to identify issues before they become serious problems that require costly solutions later on down the line.

When choosing a UC solution it’s important that businesses are aware of any potential security issues associated with using cloud-based systems as well as any potential compatibility issues when running the software on different hardware platforms or operating systems. Furthermore, there are many vendors offering various types of UC solutions so it pays for organizations do research before committing to any particular product in order to ensure it meets their specific requirements both now and in the future when technologies inevitably change and evolve over time.

Features Offered by Unified Communications Software

• Voice Over IP (VoIP): VoIP is a type of technology used for making voice calls over the internet. It allows users to make audio and video calls, as well as send text messages, over an internet connection. VoIP also offers features such as caller ID, call forwarding, voicemail, and three-way calling.
• Video Conferencing: Video conferencing allows people in different locations to communicate with each other using video and audio technology. It enables face-to-face communication without the need for physical travel. This feature makes it possible for teams to collaborate remotely on projects in real-time.
• Presence Technology: Presence technology is a feature that provides information about where people are located and their availability status so that users can quickly determine if someone is available or not. This helps ensure that important messages reach the intended recipients quickly and efficiently.
• Instant Messaging: Instant messaging (IM) allows two or more users to communicate with each other in real-time via text, images, or files on any device with an internet connection. IM applications enable participants to have quick conversations without having to set up a phone call or e-mail exchange every time they want to communicate something quickly to each other.
• Fax & File Sharing: Faxing has been around since the late 19th century but modern unified communications software now makes sending faxes easier than ever before through digital transmission of electronic documents over the internet instead of traditional telephone lines. File sharing also allows multiple users access to the same files from different computers at the same time, making collaboration much more efficient by reducing turnaround times on projects significantly.
• Mobile Integration: Nowadays, unified communications software offers mobile integration, allowing users to access their work from anywhere. This feature gives employees the flexibility and convenience to stay connected with colleagues and teams, no matter where they are.

What Are the Different Types of Unified Communications Software?

• Instant Messaging: allows users to communicate instantly with any other user connected to the same messaging platform, using text-based conversation.
• Presence Technology: a feature of unified communications software that allows users to check each other's availability and status before initiating contact.
• Voice Over Internet Protocol (VoIP): enables making telephone calls over the internet, allowing users to make calls from their computers or mobile devices as if they were regular telephones.
• Video Conferencing: allows participants in different locations to remotely join online meetings or conferences in real-time via video streaming technology.
• Web Collaboration Tools: allow multiple users to work on shared documents or tasks simultaneously over the web, eliminating the need for each user to have a local copy.
• Unified Messaging: combines all types of communication (such as email, voicemail, faxes) into one inbox so that messages can be managed from a single interface.
• Contact Center Solutions: give companies the ability to create customer service call centers within their own organizations. These solutions enable customer service agents to easily communicate with customers through voice calls, text chats, emails and more.
• Enterprise Mobility Solutions: allow companies to extend their unified communications and collaboration capabilities to mobile devices, enabling users to access corporate resources on the go.
• Voicemail-to-Text Transcription Services: allow users to have their voicemails transcribed into text in order to easily read them while they are away from their desk.

Benefits Provided by Unified Communications Software

1. Improved Collaboration - Unified Communications Software allows teams to communicate more effectively, by providing tools such as unified messaging, instant messaging, audio and video conferencing, web collaboration and document sharing. This allows users to quickly share ideas and opinions with each other, increasing team productivity.
2. Increased Mobility - With Unified Communications Software, users can access their communication solutions from any device connected to the internet. This allows them to work remotely while still staying connected with the rest of their team.
3. Reduced Costs - By fostering improved collaboration across multiple channels, Unified Communication Software can help businesses reduce communication costs by eliminating the need for long-distance calls or expensive travel arrangements.
4. Increased Productivity - Unified Communications Software provides a single platform for employees to communicate and collaborate on projects in real-time. This helps organizations stay organized and productive by streamlining operations through improved collaboration tools.
5. Enhanced Security - By consolidating communications data into a secure cloud environment, Unified Communications Software allows businesses to better protect their data from unauthorized access or malicious attacks.
6. Improved Scalability - Unified Communications Software allows businesses to easily scale up their communication solutions as their organization grows. This ensures that businesses always have access to the latest features and tools to stay competitive in today’s market.

What Types of Users Use Unified Communications Software?

• Teams and Small Businesses: Teams and small businesses use unified communications software to improve communications between team members, customers, and other stakeholders. By incorporating multiple communication channels into one platform, teams and small businesses can collaborate more efficiently than before.
• Large Enterprises: Large enterprises often rely on unified communications software to streamline their internal operations. With this software, large organizations are able to send messages quickly and securely across all departments, no matter the size or location of the enterprise.
• Educational Institutions: Schools, universities, and other educational institutions have been using unified communications solutions for years in order to better facilitate communication between students, faculty, administrators, and parents. These solutions offer a range of features such as web conferencing capabilities, instant messaging services, video chat services and much more.
• Government Agencies: Government agencies need reliable ways to communicate for everything from daily tasks to emergency management plans. Unified communications can provide government employees with a variety of communication tools such as VoIP phone systems as well as secure texting applications that keep sensitive information safe while allowing users to stay connected.
• Healthcare Providers: The healthcare industry is constantly looking for new ways to increase patient safety while providing better care outcomes at lower costs. Unified communications can help healthcare providers easily share information between departments such as radiology or pharmacy in order to get faster results without having to wait on paper documents being sent back and forth by snail mail.
• Financial Services Firms: Financial services firms need secure solutions when it comes to communication due to the sensitive information they handle on a daily basis. Unified communications provide security measures such as encryption protocols that prevent confidential data from getting into the wrong hands while still allowing users within the organization access when necessary.
• Contact Centers: In order to provide the best customer service and support possible, contact centers need a reliable way to communicate with customers. With unified communications software, contact centers can use features such as automated self-service machines, chatbots, virtual agents, and more to make sure that customers are always able to get their queries answered quickly and efficiently.

How Much Does Unified Communications Software Cost?

The cost of unified communications software varies greatly depending on the type and scope of the solution being implemented. Generally, customers need to purchase hardware or software for each user that is identified as needing access to the system, along with associated support costs. Furthermore, deploying a complete unified communications system may also require network updates and other ancillary services.

For example, if you are looking at purchasing a basic VoIP phone system with simple features such as conference calling and auto-attendant services, it could cost anywhere from $50-$400 per user depending on the vendor. On the higher end of the spectrum, more feature-rich solutions such as enterprise-level UC systems can range from $100-$1000 or more per user depending on the scope of the project. This could include advanced telephony functions such as call queues, intelligent routing and call recording along with integrated contact center capabilities, video conferencing and collaboration tools.

In addition to these upfront costs, customers should factor in associated service fees for maintenance contracts which can vary significantly based on vendor offerings. Many vendors offer cloud-based UC solutions which present an additional layer of complexity since there are ongoing monthly expenses related to usage of services hosted offsite by a third-party provider. In short, finding an estimate for unified communication software requires understanding your specific needs and having a good understanding of all associated costs so you can identify a solution best suited to your budget.

Types of Software that Unified Communications Software Integrates With

Unified communications software can integrate with many different types of software to optimize an organization's operations and enhance productivity. Some examples of software that can integrate with unified communications solutions include customer relationship management (CRM) platforms, enterprise resource planning (ERP) systems, project management applications, contact center solutions, help desk services, and analytics packages. Integrating these tools with a unified communications platform can provide organizations with the ability to create streamlined workflows, capture insights from customer interaction data, track employee performance metrics, and more. Ultimately, by combining multiple software solutions into a single unified platform, organizations can realize improved communication efficiencies and enhanced collaboration between their teams.

Recent Trends Related to Unified Communications Software

1. Increased Use of Cloud-Based Solutions: Unified communications software is increasingly being delivered as cloud-based solutions, offering users more flexibility and scalability than traditional on-premises solutions.
2. Integration of Multiple Communications Technologies: Unified communications software integrates multiple communication technologies such as voice, video, chat, file sharing and more into one single platform. This allows users to communicate more efficiently and effectively.
3. Increased Mobility: With unified communications software, users can access their messages, calls and files from any device and any location. This makes it easier for users to stay connected while on the go.
4. Increased Security: Unified communications software provides advanced security features that help protect data against cyber threats.
5. Improved User Experience: With unified communications software, users can access a wide range of features that improve their overall user experience, such as presence information, contact directories and more.
6. Increased Automation: Unified communications software enables users to automate tasks such as managing voicemails, routing calls and scheduling meetings. This simplifies daily operations and improves productivity.

How to Find the Right Unified Communications Software

Use the comparison engine on this page to help you compare unified communications software by their features, prices, user reviews, and more.

1. Identify your organization’s communication needs: The first step in selecting the right unified communications software is to identify what type of communication capabilities are needed. Ask yourself questions such as: Do you need audio and video conferencing? Does your team need collaboration tools? What kind of messaging system would be helpful? Once you determine what features you need, it will be easier to narrow down your search for the right UC software.
2. Research options: After identifying what capabilities your organization requires, conduct research on various UC solutions available on the market. Compare pricing and features among different solutions to determine which one best meets your needs within a budget you can afford.
3. Consult user feedback: One of the best ways to evaluate a particular unified communications solution is to look at customer reviews from those who have already used it. Look for user reviews that focus on ease of use, scalability, integration with other third-party applications, and customer support services provided by the vendor. This will help you get an idea about how well the product performs in real-life scenarios.
4. Test the platform: Once you’ve narrowed down your choice to a few top contenders, test out each solution before making a purchase decision. Download free trial versions if they are available or arrange demos with vendors so that your team can experience firsthand how easy it is to use their products and how effectively they meet the communication requirements of your business operations.
5. Make sure it fits into existing technology setup: Finally, make sure that any UC solution chosen integrates seamlessly with existing technology infrastructure like backend systems or other IT applications in order to avoid disruptions during implementation process or later when using the platform regularly for collaboration purposes.