How to Streamline your Business Communications for Increased Productivity

Communications, notifications and information scattered across a variety of unlinked devices and applications cost the U.S. economy $650 billion annually, according to Taher Behbehani, CMO of BroadSoft. A study conducted by Chadwick Martin Bailey found that unified communications significantly chips away at these pervasive losses by linking disparate modes of communication and changing the way work gets done – saving as much as 20 minutes per employee daily due to efficiency gains. This makes Unified Communications (UCaaS) an organizational and business imperative.

Why Unified Communications?

With WhatsApp, Zoom, Skype for Business and a host of other apps growing in popularity, there are more ways than ever to end up with disjointed communications. This can lead to gaps and delays that impede work getting done.

With Unified Communication Systems, you can access voice, video, voicemail, instant messaging, employee presence information, conferencing, and web collaboration through a single platform — significantly improving your productivity. The right unified communications tools also give you a single interface for knitting together the various tools you use to perform your work. This may include office applications, enterprise software, team productivity tools, and even shared storage services such as OneDrive, Google Drive and Dropbox.

Increase business productivity

The expected productivity and cost benefits of UCaaS solutions are a great driver for giving up your premises-based hardware (PBX) and making the move to the cloud. UC applications offer scalability and redundancy, perfect for businesses in flux. Perhaps more importantly, Uc also supports seamless access to business communication from any mobile device. Employees at organizations of all sizes have the potential to be more efficient and to work with greater flexibility. Consider all the steps involved with scheduling a traditional conference meeting. A modern UC solution can streamline each step of the process in comparison. These are powerful features that make it faster and easier to get work done

These are powerful features that make it faster and easier to get work done.

Save money on business communications

UCaaS reduces IT administrative burdens by shifting technology investments and maintenance burdens to your single service provider. The alternative requires separate products, administration and integration services for IM, voice and video. Which one would your IT team rather manage?

UCaaS provides flexible features that increase productivity, manage rising costs, and provide your business with a highly adaptable working infrastructure that supports varying job roles, from contact center agents to field workers.

Unified Communications features

Save your company money by completing projects faster using identity-based communication. Traditional communication solutions are typically device-centric and are often limited to just voice. With UCaaS, however, you call people, not devices. There is one assigned number per name, no matter if they’re calling from their computer, cell phone, or office phone. Communications can include text, voice, or video – and the mode used can change throughout the conversation without interruption.

Collaborating with and contacting your colleagues has never been more simple with features such as:

1. Multi-device Ringing

It’s easy for users to determine how they can be reached. Depending on user preference, one or many selected devices can ring simultaneously, in sequence, or by preference — fewer calls are missed and business gets done faster.

2. Presence/IMUCaaS

Display your current availability status on your instant messaging profile so others can see when you are available, busy, in a meeting, mobile or offline. By broadcasting your status, team members know when they can quickly ping you to get questions answered or when to check back later. The best part? You’ll experience fewer meetings, voicemail messages and emails.

In addition to manual toggle, a combination of keyboard activity, phone line status, calendar and location information is used to determine your availability. By chatting only your internal colleagues in the middle of important customer calls, for instance, your team can make important decisions without skipping a beat.

3. Multimodal Communications

Instead of calling someone, conversations today are often initiated in other ways, such as text or video. UC allows all conversation types to be part of the same thread. The modality of the conversation isn’t fixed to a certain type (such as audio) or limited to just one modality at a time. You can quickly pick up conversations where they left off since the chat, recording and/or documents are all linked within the UCaaS application. Persistent availability, irrespective of the device, lead you to better communication and higher productivity.

4. Mobile Clients

Phone numbers remain company property, even though the device may not. UCaaS eliminates the geographic restrictions of both work and the work phone. For exam- ple, many companies are now leveraging employee-owned mobile devices to cut their overall technology costs. A mobile client makes calls that originate from the employee device look as if they are made from an office phone instead. Employees can work from where they choose on their de- vice of choice and keep their personal number private.

Training employees on communication systems

UCaaS is a solution meant to streamline communications, but simply acquiring the technology is not enough. Training matters. Organizations are advised to carefully plan how best to promote widespread adoption and engage others in the launch process early on. Training will ensure those benefits are fast-tracked and that you reap the full benefits of your investment.

We’ve all been there. You launch a new service and you have limited adoption. Superusers may have gotten what they needed, but what about the rest of your team? Learning UCaaS properly can transform the way you work, engage, and communicate. Unfortu- nately, it is often bypassed. A recent Softchoice survey regarding UC adoption found that a third of employees receive no education at all regarding new services. Studies consistently link this decision to bypass end-user training to short-sighted attempts to save money. Cost savings fail to materialize, though, if employees don’t get on board.

UC Adoption is plug-and-play, meaning calls can be made immediately and you waste no down time switching solutions. Many aspects of UCaaS are highly intuitive and easy to pick up on your own. You can easily make and receive calls without training or a manual, for instance. However, for more advanced features, your service provider will need to update training as system upgrades occur. That means IT and training staff aren’t burdened with developing training courses — they can simply adapt the new training to their needs. Users can start with the features they are accustomed to and then learn the new, advanced features later. It isn’t an “all or nothing” usage.

You can also teach a small number of coworkers how to perform internal training, saving money on external vendors. This also helps you to customize training to your organization and to the terminology you use. Lunch-and-learns, demos, and “bring your device to work” days can teach users how to streamline and simplify communications and get work done using their favorite endpoint.

Take into account the communications patterns among those in different job roles. For example, contact center agents use communications differently than someone working on the manufacturing floor. By personalizing the training ex- perience, you can boost adoption of cost-saving productivity features.

Start streamlining your business communications today

Contact OneCloudNetworks at info@OneCloudNetworks.com for a free assessment of how cloud communications can support your business by providing streamlined tools you need.

Secure Business Communications

Are your communications at risk? With the rise of video conferencing platforms and call apps, companies have fallen concerned with the security of their communications. And rightfully so…

3 out 4 of today’s mobile apps would fail basic security tests

One survey showed that 54% of organizations confirmed a non-senior management employee lost a device, and 49% reported a device stolen within the past year

9 out of 10 lost or stolen devices contained work-related information.

Only cloud-based service providers are equipped to provide the security your organization needs for lock-tight protection..

Today’s Cyber Criminals are Advanced

Protecting your company has never been more vital.

Sophisticated Denial-of-Service Attacks are constantly compromising the availability of your IT systems, while unsecured mobile devices and apps that connect to your network can leave communications, passwords, and other sensitive data open to theft.

To stay ahead of the risks, many companies are looking for experts with the specialized skills needed to protect their organization. That means security experts are in great demand — and short supply. There are simply too few individuals with the specialized skills businesses need, so the talent gap is growing.

Secure your Business Communications

Only cloud-based service providers are equipped to provide the security your organization needs for lock-tight protection. That’s because the cloud provides a single, trusted, and reliable resource that secures your apps, devices, and network transmission path.

Here are five ways the cloud supports and protects your headquarters, remote offices, and mobile workers, wherever they travel.

1. Confidentiality through Encryption & Authentication

Keep your secrets and protect vital business data, both while it is stored and while it passes over a network. Encryption alone is not enough. You need sophisticated cryptographic routines that can authenticate users and devices, as well as protect data as it travels to, from, and across the Internet.

Cloud communication solutions provide well-known cryptographic algorithms, certificates and protocols recommended by top security experts, including:

2. Integrity of Infrastructure

Integrity is about making your server and client software hard for hackers to break into. Secure software design and coding, proper configuration, and careful monitoring are essential to make certain there are no abnormalities that signal potential risks.

UC-ONE provides hardening scripts that follow hundreds of internationally recognized guidelines and benchmarks from respected organizations, such as the Center for Internet Security and the National Institute of Standards and Technology (NIST). You can expect:

3. More Availability, Less Downtime

Availability involves keeping your systems running at all times. Many factors can impact availability. Human mistakes, like overloading an electrical circuit in a data center, are common.

Being hit by a Denial-of-Service Attack that ties up your network, or a rogue backhoe digging up the communication lines connecting your data center to the outside world, are also possible. At any time, you might also be affected by an earthquake, hurricane, or other natural disaster.

Cloud-based communication solutions provide:

4. Expert Support with 24/7 Customer Service

You shouldn’t have to find and hire expert personnel to set up and run the features of your communication platform. With cloud communications, your service provider is responsible for installing the underlying security features and keeping them current. Rest easy knowing that true experts are in charge.

Cloud communication solutions provide:

5. Quality Assurance

Every company will say its products have “great security.” But assurance involves an independent, third-party confirmation that the right steps have been taken to assure your communication resources are protected and will be there when needed.

UC-ONE is assured by independent certifications and benchmarks that measure whether security is being handled properly, including:

Protect Your Business Communications by Moving to the Cloud

End your security headaches once and for all. OneCloud Networks offers secure cloud communication services and virtual private networks that can deliver the confidentiality, integrity, availability, manageability, and assurance your company needs. Our rock-solid delivery platform provides feature-rich services and is backed by a track-record for exceptional customer service.

Start streamlining your business communications today

Contact OneCloudNetworks at info@OneCloudNetworks.com for a free assessment of how cloud communications can support your business by providing streamlined tools you need.

VoIP Security Best Practices for Businesses

VoIP Security Best Practices For Businesses

Security vulnerabilities and fraud are more than just a hassle to deal with—they can negatively impact your bottom line. Intruders can prohibit you from accessing your private data and even blocking you from making or receiving calls. Security issues take you away from getting your work done safely.

That’s why every business needs a VoIP security plan that provides confidentiality, integrity, availability, manageability and assurance.

There are a few features all communication lines in order to ensure security. In this post we will cover those features and the questions to ask when you are choosing your VoIP Business provider.

What Level of Protection Do You Need?

Different companies have very different risk exposures and security requirements. For example, a small ad agency is unlikely to need the same rigorous security as a bank.

Before deciding on your communication system, ask yourself:

Download the full VOIP Security Infographic

Communication Fraud Detection

The best cloud-based PBX solutions come equipped with security toolkits to help you detect fraud and identify risks that otherwise might go unnoticed. In the 21st Century, it’s necessary to find a communication partner that offers:

The ability to:

At a minimum. Speak with your communication platform partner about what fraud detection tools they have in place.

Have a Way to Quickly Fix Breaches

Your service provider should make it easy for you to report suspected vulnerabilities. Experts should help you confirm your findings, gather the required technical information and take quick corrective action to keep your VoIP lines secure.

Encryption to Keep Your Data Private

You’ve no doubt seen the lock icon in your browser that shows when your communication with a web server is encrypted. Encryption is one of the most common and effective protections on the Internet. Your cloud service provider should automatically encrypt your data so only authorized parties can read it.

Protect Mobile Devices

As more employees work remotely or on the go, cell phones, tablets and other “Bring Your Own Device” (BYOD) equipment can be connected to your company network without IT even knowing it’s there. You will need to have a tool that allows you to secure and authenticate all of your devices, preferably before they can connect to your cloud PBX.

Regularly Update Security of VoIP and Other Communication Tools

When you move your communications infrastructure to the cloud, you are assured of the latest available software – from operating system patches and new feature releases to the latest security protections and toolkit updates. Should you rely on a traditional PBX, you will need to be sure to invest in the latest security technology to avoid falling behind and falling prey to data breaches.

We are happy to provide a cloud-based communication solution that matches these qualifications and more.

How to Choose the Right Business Phone System

How To Choose The Right Business Phone System

Top 3 Factors to Consider

If you can’t decide whether to buy a new Private Branch Exchange (PBX) or to move your business to Voice Over Internet Protocol (VoIP), you’re not alone. Each business communication system has very different features, benefits, and cost models, which makes it hard to conduct a traditional head-to-head comparison.

Usually, when deciding on new business tools, most of us start with evaluating the total cost of ownership – how much it will cost us to invest in the new solution and to maintain and use it from year to year. But the cost isn’t the only consideration you should weigh. Risk and value are equally critical.

The three main factors to consider when choosing the right business phone system:

Consider How Much the Phone System Costs

Premises PBX and cloud-based communication services are based on two widely divergent cost models. A PBX requires an initial capital investment, followed by ongoing operations and maintenance costs. A cloud-based communication service, on the other hand, is offered for a fixed licensing fee.

Consider the following as you evaluate the two cost models:

1. Budget Predictability

With a premises-based PBX, costs can be tough to predict. You never know when a component will fail or your business will exceed its PBX capacity. With cloud communications, you pay a predictable licensing fee. You know precisely what your costs will be, month by month and year by year.

2. Escalating Support Costs with Equipment Age

Support and maintenance costs can quickly outstrip your initial capital outlay for hardware, and they soar higher as your equipment ages. With unified communications, your service provider manages your infrastructure, including all those costs and headaches.

3. Have You Looked Beyond The Obvious?

In addition to eliminating capital and maintenance costs, cloud communications may reduce or eliminate other operating expenses, such as long distance and broadband charges, conferencing and WebEx costs, as well as analog phone lines.

4. What Features Do You Need?

Adding a new contact center or deploying new productivity features like audio, web, and video conferencing, call recording, and collaboration tools can boost your business. But new features may require a costly infrastructure upgrade.

With cloud communications, you can easily add new services for a predictable monthly fee — no infrastructure investment required. The cost model is so compelling that 75 percent of organizations surveyed about their contact center needs to be predicted they would move to a cloud-based platform.

Phone System Risk Factors to Consider

Even the cheapest solution may not be the best if it limits your choices or leads to costly outages.

When choosing your business’s phone system, consider the following:

1. Business Staffing Changes.

Buying hardware is a guessing game. You can quickly outgrow your PBX or waste hard-earned capital for capacity that sits unused. With cloud communication services, you pay for precisely what you need and can easily scale up or down to match your business’s fluctuating demand

2. Tolerance For Downtime.

Communication is vital to almost every business’s operations. You probably won’t want downtime for any reason, even updates or repairs.

With the cloud, you get a carrier-grade infrastructure, independent from local power, networks or systems. Even if your offices are inaccessible, you can work from any Internet connection or cellular device. With a PBX, you will need to invest in duplicate hardware to ensure the same level of protection. Cloud communications relies on wifi support, but can be protected by LTE failover services in case of emergency.

3. Are You Worried About Making The Right Technology Moves?

If you bet on the wrong technology or your new PBX fails to deliver as promised, your investment is sunk as you’ve invested in hardware. With cloud communications, your service provider assumes responsibility for technology acquisitions and upgrades that keep pace with the market, with service-level agreements guaranteeing performance. If you are disappointed for any reason, you can simply move to a new provider.

4. Calculate Your Risk Tolerance.

Deploying a new PBX can be time-consuming and complex. And there’s that nerve-wracking moment when you have to decide whether to “go live.” With cloud- communications, you can radically reduce deployment time, complexity and risk. You can even make a phased transition – integrating your existing PBX into your new cloud infrastructure so the two operate side-by-side. You can transition individuals, teams or locations as you are ready, while maintaining your current dial plan and extensions.

Value Factors

It’s important to think through how your communication choices will impact your day-to-day operations.

1. Team Collaboration

Unless you work in a vacuum, the answer is probably yes. Cloud communications can give you a leg up to your competition.

Online collaboration tools let you set up shared workspaces where teams can store files, notes and task lists, hold voice or video conferences, use IM, share screens and stay on top of the same set of information. These are features a PBX won’t be able to match.

2. Communication with Remote or Mobile Workers

With the cloud, it becomes simple to give each employee the same secure, productivity-enhancing tools for voice, video and information-sharing, regardless of where they work or travel. Remote workers can “plug and play” from any Internet connection. Mobile workers can take their work number with them on their smartphone. When members of your team can work seamlessly from anywhere, your business becomes more responsive to customers and prospects.

3. Is It Hard For Your IT Team To Keep Up With Demand?

If your IT team is stretched to the max, cloud communications can help. Most of the heavy lifting is the responsibility of your service provider. Simple, intuitive online tools help you take care of day-to-day administration, including security protocols, moves, adds and changes.

4. Stay on Task

Walk into any business and you’ll find communications, calendar alerts and information scattered across devices and applications. Workers waste a lot of time trying to find what they need, when they need it.

Cloud communications can end the productivity drain by aggregating notifications, information, and interactions from multiple sources and serving it up in context, when you need it. You can even integrate communications directly into the apps you use every day – from Salesforce to Google G Suite and Office 365.

How to Streamline your Business Communications for Increased Productivity