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Whether you’re chatting with a coworker across the hall or a client halfway around the world, having the right office communication system can make or break your productivity and customer satisfaction. If your current setup feels a bit outdated or disjointed, it might be time for a change to a more modern business phone service. 

But what exactly should you look for? 

Let’s dive into the world of office communication systems and explore how upgrading can revolutionize your business. But first, let’s start with the basics. 

What is an Office Communication System?

An office communication system is more than just a phone on your desk. It’s the network of tools and platforms that help your business communicate, both internally with your team and externally with customers. In the past, communication systems revolved around business phone systems and, eventually, email as well. But things have changed dramatically over the years. Now, office communication systems include much more. 

Here are a few examples of these office communication systems: 

• Unified Communications as a Service (UCaaS): One of the biggest innovations in recent years is unified communications (UC). This technology combines business phone systems, instant messaging, video conferencing, and file sharing in one platform. Solutions like FirstComm’s UC service make it easy to stay connected with your team, no matter where they are. 

• Communications Platform as a Service (CPaaS): This is a more flexible option, allowing businesses to use APIs to build custom communication apps tailored to their specific needs. 

• Contact Center as a Service (CCaaS): For companies focused on customer service, CCaaS offers all the tools needed to manage customer inquiries across multiple channels, like phone, email, chat, and social media. 

Now that we’ve covered the basics, let’s explore the different types of communication platforms available and how they can benefit your business. 

5 Main Types of Office Communication Tools 

Communication platforms come in five main types, each with its own set of perks. These tools make work easier by letting you chat and collaborate immediately or at your own pace.

1. Internal Communications

Internal communication tools keep your team connected, whether they’re in the same office or spread across different locations. These systems support real-time conversations using VoIP calls, group messaging, and notifications. 

Think of it as the digital equivalent of walking down the hall to speak with someone—only much faster and more convenient. FirstComm’s UC solutions allow your team to jump from a group message to a video or voice call with a single click. No more juggling multiple apps—everything happens in one place.

2. Customer Communications

Customer communication platforms help your business manage customer inquiries, track interactions, and provide exceptional support. Tools like call center software, customer relationship management (CRM) systems, and live chat platforms are often used to handle customer communication more efficiently. 

FirstComm’s Contact Center Solutions offer a perfect example. They integrate multiple communication channels—such as voice, email, and live chat—into one platform, making it easier for your team to respond to customers quickly and track their history of interactions.

3. Video Conferencing

Virtual meetings have become essential for businesses, especially with the rise of remote and hybrid work. Whether it’s for team meetings, client presentations, or quick check-ins, video conferencing allows for face-to-face interaction without being in the same physical location. 

FirstComm’s UC platform offers video conferencing via an integration with Microsoft Teams. With just a few quick clicks, you can enjoy features like dial-in audio, screen sharing, cloud recording, and more across multiple virtual meeting rooms. This means your business can run productive meetings, whether your team is across the street or across the world.

4. Collaboration Tools

Collaboration tools take communication one step further by allowing team members to work together on documents, presentations, and projects in real time. When paired with FirstComm’s UC capabilities through UC Teams or UC Teams Direct, tools like Microsoft Teams allow your team to co-edit files, leave comments, and track changes—making remote work just as productive as being in the office. 

How to Choose the Right Office Communication Systems

With so many options out there, choosing the best communication system for your business can feel overwhelming. But don’t worry—we’ve put together a simple guide to help you make the right decision. 

Step 1: Figure out why you need a communication system 

Will it be used for internal team communication, handling customer service, or managing projects? Knowing this will help you focus on the features you need. 

For example, FirstComm’s UC platform covers a wide range of needs, making it a great all-in-one solution for businesses that want to keep things simple. 

Step 2: Think about who will be using the system 

It should be easy for everyone, no matter their level of tech experience. A user-friendly system will make onboarding smoother and ensure that your team can start using it right away. 

With FirstComm’s office communication systems, you get an intuitive platform that’s designed to work for all users, whether they’re tech experts or new to the system. We make adoption simple and efficient for businesses of all sizes. 

Step 3: Consider the type of communication your business uses  

Does your team need to send real-time messages or is it okay to respond later? If fast communication is important, you’ll want a system that supports instant messaging and quick updates. 

FirstComm’s UC platform lets you switch effortlessly between real-time messaging, calls, or even scheduled meetings, ensuring your team can communicate effectively no matter the situation. 

Step 4: Take a long, hard look at your resources 

Look at your budget and how much time you’re willing to spend on setup and training. While some systems may have higher upfront costs, they can save you money in the long run by reducing maintenance and other costs. 

FirstComm offers cost-effective solutions that fit a variety of budgets, providing scalable options that can grow with your business. Our systems are designed to be easy to implement, minimizing setup time and disruption. 

Step 5: Make a list of must-have features 

Think about what you and your team really need from a phone system. Do you use it just for internal and external communications, or do you want it into integrate with collaboration tools too?  

Not exactly sure what you need? No problem. Here are a few business phone system features many organizations look for: 

• Video Conferencing 

• Instant Messaging 

• File Sharing 

• Desktop and Mobile Apps for Remote Teams 

• Microsoft Teams integrations 

Whatever your list looks like, look for cloud-based phone systems that check every box on that list. Do not settle for less or you’ll find yourself with a system that doesn’t quite fit. 

FirstComm’s UC solution offers all these features in one package, making it a comprehensive solution for all your communication needs. 

Why Choose One System? Get Them All-In-One with FirstComm’s Unified Communications Solutions 

Whether you’re looking to improve internal collaboration, serve customers better, or support a remote workforce, upgrading your office communication system can make all the difference. 

FirstComm’s unified communications solutions provide a comprehensive approach to office communication, giving you access to all kinds of benefits: 

• Fully Customized Solutions: We don’t want you paying for functions you don’t need, use, or want. This is why we will work with you to build business communications systems that are truly tailormade to your business — from the feature library to the integration options. 

• Borderless Collaboration: Unified communications make it a breeze for your team to work together, no matter where they are. Whether they’re in the office or working remotely, UC systems integrate with tools like Microsoft Teams and email, so everyone stays connected and on the same page, no matter if they’re in the office, at a trade show, or working from home. 

• Improved Productivity: When all your communication tools are in one place, things get done faster. You won’t waste time switching between different apps—everything you need is right at your fingertips. This means your team can spend more time focusing on their work and less time managing tools. 

• Better Customer Service: Happy customers are repeat customers. Unified communications can enhance your customer service by helping you manage inquiries more efficiently. FirstComm’s Contact Center Solutions, for instance, help you track interactions and automate responses so you can offer stellar service every time. 

• Cost Savings and Flexibility: VoIP and cloud-based systems often cost less than traditional phone setups and offer flexibility as your business grows. You can scale your communication tools up or down easily, adapting to your needs without breaking the bank. 

Ready to enjoy all these benefits and more? Contact FirstComm today to schedule a demo and see our unified communications solutions in action for yourself!