Blog

There’s a balance that needs to be struck between technology solutions and relationship building. One will not fix the other and neither can be forced into making them work. You can imagine a square peg in a round hole-type situation. Cross-team collaboration needs to occur organically but aided by a lot of examples of how it should work, particularly through effective business communications systems. Not by a PowerPoint or YouTube video but by people invested in creating a healthy working environment, modeling what needs to happen. A report from Gallup states that higher levels of team engagement can result in 21 percent higher profitability.

Understanding Unified Communications

What is Unified Communications?

Unified Communications (UC) is a business and marketing concept that describes the integration of enterprise communication services such as instant messaging, presence information, voice, mobility features, audio, web & video conferencing, and data sharing. For many years, business communication platforms were disjointed and inefficient for employees and customers alike. UC helps reduce those inefficiencies by connecting them all into a single connection point. VoIP technology, which relies on the internet protocol, is a core component of UC, enabling high-quality, cost-effective voice calls and integrating various communication services.

To be clear, UC is not necessarily a single product, but a set of products that provides a consistent unified user interface and user experience across multiple devices and media types. UC allows an individual to send a message on one medium and receive the same communication on another medium, such as receiving a voicemail message and accessing it through e-mail or a cell phone. Unified communication introduces a level of flexibility that is sorely needed in business communication. Unlike unified communications, unified messaging specifically refers to the integration of various types of messages—such as voicemails, emails, and faxes—into a system that holds them for later retrieval.

Finally, UC optimizes business processes and enhances human communications by reducing latency, managing flows, and eliminating device and media dependencies.

Key Components of Unified Communications

• Instant messaging and presence information

• Voice and video conferencing

• Mobility features and audio conferencing

• Web conferencing and data sharing

• Integration with various communication tools and platforms

• Support for multiple devices and media types

• Consolidation of multiple communication tools into a single platform

• Real-time video calls integrated with other communication services

Benefits and Challenges of Unified Communications 

It’s essential to go into any new technology decision with a full picture of what you’re expecting. As wonderful as unified communications is, it’s important to do a complete audit of what you currently use and check compatibility. Most of the time, there will be an API connection or even full interoperability, but know your current setup before signing any contracts. An industry leader like FirstComm will guide you through the entire process and work with you to make sure all questions and concerns are answered before moving forward. Your dream of cross-team collaboration is safe in the hands of FirstComm.

A successful UC implementation begins with a thorough needs assessment, where organizations evaluate their communication challenges and align their chosen UC solutions with business objectives. Selecting the right provider and ensuring effective employee training are also crucial steps to facilitate the adoption of the new system.

UC platforms are integral components of modern business communication technology, highlighting their ability to integrate various communication tools and improve collaboration.

Benefits of Unified Communications 

The main purpose of unified communications is to streamline workflows. Bouncing around different systems and programs is inefficient. A joint Qatalog and Cornell University study found that people spend 59 minutes daily looking for information trapped within tools and applications. Bottomline having centralized communication makes for a better customer experience and easier cross-team collaboration. Unified communications solutions integrate various communication methods—such as chat, telephony, and video conferencing—into a single interface, enhancing organizational efficiency and productivity. Here are some additional benefits of UC:

• Enhances collaboration and productivity among teams

• Improves communication and reduces latency

• Increases flexibility and mobility for remote workers

• Supports business growth and scalability

• Enhances customer experience and engagement

Overcoming Common Challenges

From the beginning, you must have the expectation that challenges will occur during a change to a unified communications platform. We’ve all been there when making a change and something completely unexpected happens, and you need to adjust. Keeping your mind focused on the end goal will help you through any challenges you’ll be faced with.

One significant challenge is integrating VoIP technology, which is essential for enabling cost-effective and high-quality voice calls over the Internet but can present technical difficulties.

Although not a full list of possible challenges, use this as inspiration to identify areas that will need additional focus:

• Ensuring interoperability among disparate systems

• Managing user adoption and change

• Safeguarding data privacy and security

• Addressing technical issues and downtime

• Measuring the effectiveness of UC solutions

Cross-Team Collaboration Strategies

Building a Collaborative Culture

Breaking down team or department silos is one of the best but also the hardest things to get right. By far, the most effective way for this to happen is for leadership to drive the change. They need to be seen openly collaborating with other members of the organization. A study from Corel found, 70 percent of employees believe better collaboration can have a positive impact on employee productivity and time savings. It can be a slow process, but with unified communication as a tool in this endeavor, with consistent displays of cross-team collaboration, it’ll start to take hold, and more employees will take the plunge.

• Encouraging open communication and feedback

• Fostering a culture of trust and respect

• Providing opportunities for team-building and socialization

• Recognizing and rewarding collaborative behavior

• Continuously assessing and improving collaboration strategies

Building a culture of collaboration isn’t a mandate to follow; it’s a directional shift that comes from the highest levels of a company through repeated examples.

Effective Communication Techniques

Communication is the great equalizer. Amazing communication can take a disjointed operation and turn it into a well-oiled machine. Poor communication can make the most talented group of individuals fall flat on their faces. Sports are the best example of this. You’ll have teams pay hundreds of millions of dollars for players that, on paper, are the best, but if the coaching staff or ownership has poor communication, the team won’t succeed. People must buy into the vision and be completely behind the end goal for there to be lasting success. Below are some ways to focus on effective communication:   

• Using clear and concise language

• Active listening and empathy

• Asking questions and seeking feedback

• Providing regular updates and progress reports

• Using multiple communication channels and tools

By being open and communicative, you’re fostering those communication techniques that’ll drive long-term success.

Mastering Cross-Team Collaboration with Unified Communications

UC is a powerful tool for enhancing collaboration and productivity among teams. By understanding the benefits and challenges of UC, businesses can develop effective strategies for implementation and adoption. It can sometimes be forgotten that a tool like unified communication isn’t the solution by itself; it’s a piece of a larger puzzle that overall strategies will eventually solve. By building a collaborative culture and using effective communication techniques, businesses can enhance customer experience and engagement.

FirstComm builds solutions that are unique to each organization. We offer a wide range of business communication tools that will help facilitate a successful cross-team collaboration effort for your company. Contact us today; we’re ready to help you succeed.