What is unified communications as a service?
UCaaS is a cloud delivery model that brings unified communications (UC)—like chat, file sharing, telephony, and video conferencing tools—into a single interface or platform.
With unified communications and collaboration, businesses gain more control over their workflows and processes, and employees stay better connected. Unified communications solutions also eliminate the need to switch between multiple communication tools, boosting workplace organization, efficiency, and productivity.
What does UCaaS stand for?
“Unified communications” refers to a variety of communication and productivity tools that are integrated into one platform. Common tools in UC platforms include VoIP phone, instant messaging, email, online meetings, conferencing, and calendars and scheduling.
“As a service” refers to the delivery model used for cloud services and software.
Differences between UC and UCaaS
The main difference between UC and UCaaS is simply where the unified communications provider is hosted. UC is a broader term that encompasses UCaaS, and can be both cloud based or hosted on premise. UCaaS is only cloud based.
Because UCaaS systems are cloud based, they are typically easier to scale and more cost effective than traditional on-premises UC systems. Many UCaaS solutions operate on a monthly or annual subscription, with pricing based on tiered services and number of users. Traditional on-premises UC platforms, on the other hand, have a larger upfront investment, plus maintenance and licensing fees.
How does unified communications technology work?
UC technology uses a single interface to manage communications, allowing teams to switch seamlessly between channels—from messaging coworkers, to calling customers, to video conferencing with stakeholders. Instead of needing multiple platforms or providers for different services, UCaaS streamlines the many communication tools businesses use every day into one platform, improving collaboration and productivity.
Since UCaaS works over the internet, employees can access the tools they need on almost any device at any time. This means employees can work efficiently and stay connected wherever they are—in an office, their homes, or while traveling.
Cloud delivery model
Instead of hosting UC platforms on a traditional on-premises network, UCaaS solutions are securely hosted over the internet. This eliminates the need for on-site maintenance and technical support, and makes UC solutions faster and cheaper to deploy—which is especially helpful as businesses grow or organizational needs change. Cloud-based UC solutions are also better at supporting a mobile or hybrid workforce, which helps businesses save on both office and travel expenses.
What are essential functions of UCaaS?
A UCaaS system helps businesses improve efficiency and productivity, and helps employees stay connected from anywhere. Essential functions of UCaaS include:
- Chat: Instant messaging helps dispersed teams connect in real time. Chat often includes features like individual and group messaging, team and project channels, and embedded file sharing capabilities for quick and convenient communication.
- Voice: Phone services like call forwarding, conference calling, call recordings, and advanced call routing help businesses make decisions faster. In UCaaS, voice capabilities work using VoIP technology.
- Video: Video enables online meetings for teams, allowing for face-to-face interactions even across time zones. Advanced collaboration features like screensharing, recordings, and chat help teams make the most out of this essential tool.
- Collaboration: Collaboration features such as calendars and scheduling, file sharing, and project management tools make it easy for employees to work cross-functionally and align on goals.
Benefits of UCaaS
Effective communication is essential to businesses of any size, especially as more companies adapt a permanent hybrid and remote working model. But UCaaS helps teams with more than just virtual collaboration—it also helps business stay competitive in changing markets.
Some advantages of UCaaS include:
- Reduced costs
Since UCaaS is cloud based and works in one interface, companies spend less on maintenance, licensing fees, and initial installation. Businesses may also save on office and travel expenses. - Scalability
UCaaS solutions simplify onboarding and make it easy to add new users as teams grow. UCaaS systems will also have the newest technology to improve businesses processes, automatically updating with new security features, tools, and apps. - Improved productivity
Instead of working across several platforms, employees have everything they need in a centralized location—which improves workflow efficiency and project management. This helps teams move faster and improve work quality. - Flexibility
With a variety of communication tools in one platform, UCaaS helps businesses respond and adjust to changes quickly, plus respond to customer needs faster. UCaaS also empowers employees to work from almost anywhere on any device with a reliable internet connection.
Pros and cons of unified communications technology
UCaaS comes with many business benefits, but there are some disadvantages to consider, too.
Advantages of UCaaS include:
- Faster deployment.
- Greater mobility for employees.
- Cost savings.
- Better workflow efficiency.
- Always up-to-date technology.
Disadvantages of a UCaaS include:
- Dependency on a strong internet connection.
- Limited emergency calling.
- Possible interoperability problems with existing hardware.
