UCaaS – Guide to Unified Communications

The way we communicate is constantly changing. The problem with many of our communications methods, however, is that they are not built to change. Traditional phone lines are static and degrade over time, and need replacing. Methods of unified communications like enterprise UCaaS, are built with flux in mind. After the upheavals of 2020, it is important to understand the options available when it comes to rethinking the way that we communicate, both as businesses and customers.

What is UCaaS?

UCaaS stands for Unified Communications as a Service, and if you’re in business today you might have heard the term around. UCaaS providers like Access4 allow for an integrated communications platform, with cloud UCaaS giving businesses a way to get rid of the cumbersome phone lines and direct connections of years gone by, rolling many important forms of communication services into one platform.

Functions of UCaaS

The idea of UCaaS is that it combines a multitude of valuable communications functions into one readily accessible, always-on, platform. UCaaS examples include:

Voice: Voice calling, including call routing and recording
Video: Video conferencing including large groups and conferences
Messaging: Chat messaging, both between colleagues and staff/customers

UCaaS vs. CPaaS

CPaaS stands for Communications Platform as a Service, and it differs from UCaaS. With CPaaS, the focus is on adding functionality to existing back-end operations. It allows for customisation of APIs, integrating communications functions into established processes, and is designed to be customisable. CPaaS is often seen in customer-facing applications.

UCaaS, on the other hand, is more geared towards a unification of all communications and is generally used for internal applications. Enterprise UCaaS is designed with a breadth of business-based communications in mind and is all-encompassing.

How does UCaaS work?

UCaaS is a cloud-based communications system, so it doesn’t require the clunky physical infrastructure of traditional communications platforms. Essentially, UCaaS allows for a fully integrated communications service that is provided remotely and accessed anywhere, delivered using the cloud. Unlike traditional communications, UCaaS works through customisable software, which means it’s able to keep evolving and avoid the life expectancy issues of static modes of communications.

UCaaS works by combining communications into one platform for businesses, like text messaging, voice, and video calling. Voice functionality is powered by VoIP – Voice over Internet Protocol – which is an internet-based phone service. UCaaS does away with the need for extensive physical infrastructure to make VoIP work for businesses, with seamless remote access. Unlike traditional VoIP, UCaaS integrates other communications functions other than just voice.

Benefits of Unified Communications

Unified communications provide plenty of advantages over traditional methods of communications, and you only need to look at the year 2020 to see that. For businesses with a large percentage of employees working remotely, unified communications systems allow for seamless communication between anyone, anywhere. It takes advantage of platforms that combine voice, video messaging, text, and many other options.

With employees largely out of the office for the past year – and with a definite shift towards flexible working arrangements – providing a simplified, cohesive set of communications options means empowering businesses to take on whatever challenges are thrown at them.

By combining a multitude of communications methods into one platform, businesses are able to reduce costs by replacing outmoded communications systems. Instead, they can utilise an agile system that is able to be constantly upgraded and customised with their changing needs. Essentially, the outlay for a system of unified communications in the short term reaps benefits in the long term, as the robust system is built to shift with changes.

Simpler, more effective communications solutions mean value is passed along to the customer too. Communication between customer and business, when ineffective, can be incredibly costly. Unified communications can provide a powerful, yet simple, solution that allows for greater ease of communications for customers.

Pros and Cons of UCaaS

Pros

Productivity: UCaaS is provided remotely, rather than internally, it is scalable and robust and adjust to fit your working needs. If your team needs to work remotely then it can handle the transition from office to home easily. UCaaS can integrate with Microsoft Teams and other forms of communications, allowing co-workers to still be connected no matter where they are on this planet.
Cost: UCaaS systems work on a ‘pay for what you use’ scale. This means it is affordable for both small business and large enterprise. It also means when your business grows UCaaS can grow with you. No need to learn new complicated communications systems, you can stick with the UCaaS you’ve grown to rely on for consistent business communication excellence.
Flexibility: The integration of many forms of communications means users can be flexible in how they communicate with each other. Such integration means a platform can provide for a group video call, while also allowing individual text messaging in the same service, between individuals.
Security: Remote vendors specialising in providing UCaaS also have the benefit of being able to focus on security. Because these platforms are maintained outside of the business using them, security is ensured by the provider.

Cons

Learning curve: Replacing old systems with new ones can, for many, be a difficult transition. For businesses familiar with traditional systems, the initial learning curve can provide some issues.
Cost: For many businesses looking to replace old systems, the initial cost of switching to UCaaS can be a deterrent. Though there is significant upside in the longer-term versus traditional systems, there is an initial cost to set up.

Get Started With UCaaS

Setting up your business with UCaaS is as simple as contacting your specialist MSP. Unlike the extensive physical infrastructure required by traditional communications methods, UCaaS is remote, unobtrusive, and simple to acquire. The power of UCaaS is that, unlike in the past, the current size and future growth of a business does not negatively affect set-up requirements – UCaaS is completely scalable.

Whether your business is looking for a streamlined communications option, scalable call centre functionality, or simply want to future-proof communications against the unforeseen, UCaaS is a secure, reliable and, most importantly, powerful option for businesses of any size.

Make an Enquiry