Tech Talk: What is unified communications, or UCaaS?

If you’re a business owner, employee, or entrepreneur, your work week probably consists of emails, phone calls, video meetings, and instant messaging. These tools are essential, but juggling different platforms can be frustrating and exhausting. 

Enter unified communications (UCaaS) – a solution that brings these tools together in one, streamlined platform that can be accessed on your mobile device, laptop, or computer from anywhere in the world. But what exactly does that look like? 

Let’s break it down. 

In layman’s terms, UCaaS combines all the communication methods we use daily (email, messaging, video chats) into one, easily accessible place. So, instead of opening multiple apps on your mobile device, or clicking through endless tabs on your computer, UCaaS will house all your communication tools under one roof – or in this case, from one interface.   

It can be time consuming to close out apps or bounce back and forth between open windows, just so you can launch a Zoom meeting or log into another communication app.  There’s nothing worse than accidentally closing the wrong app or juggling multiple log-ins.  But having all your communication tools in an easily accessible location puts the power back at your fingertips. 

So, what are some real-world examples of UCaaS? 

You may not know this, but you’re surrounded by examples of UCaaS.  In fact, you are likely to access some of these real-world examples in your everyday life. From video conferencing to file sharing – we live in a digital world where instant communication is how businesses stay connected. 

Here are some common examples of UCaaS: 

• Microsoft Teams: A collaborative and communication app that combines chat, video calls, file sharing, and calendar management all in one place, making it easy for teams to work together. Users can collaborate in real time on projects and in meetings, all while creating channels that are built around topics (i.e.: team events, marketing, administration, sales, etc….) 

• Zoom: This cloud-based platform is not just for video calls — it also supports chat, webinars, and phone services, all within the same platform. Users can communicate with each other using audio and video. Zoom also creates a place where users can screen-share, download files, and record meetings for later use.  

• Slack: A messaging platform designed to help teams work together more efficiently. Users can chat in real time, make voice/ video calls, plan projects, access files, and integrate with tools like Google Drive or Trello. Other features include creating and organizing channels, one-on-one or group meetings called Huddles, and direct messages with other Slack users outside your organization. 

• RingCentral: This cloud-based communications platform offers tools for voice, video, messaging, and even fax services, so businesses can handle all communications from one place. Users can also share files, manage tasks, plan events, and use AI-powered features for transcription and analytics.  

• Cisco Webex: A collaborative app that provides video conferencing, messaging, and screen sharing. This app is commonly used for virtual meetings and team collaboration. Other features include whiteboarding, live polling and Q&A’s, as well as third-party app integration. 

Today, the evolution of UCaaS is changing the way people conduct business, with AI-powered automation, smarter integrations, and enhanced security features. Your managed service provider will package these tools together into one, streamlined business suite that empowers users to work smarter – not harder.  

Businesses that adopt a UCaaS infrastructure see an increase in work flexibility, productivity, and collaboration – and a decrease in costs. As the global market relies more and more on cloud computing and digital communications, the need for a UCaaS business solution is greater than ever. This is more than just a trend—it’s a necessity for modern businesses to thrive.  

DOCUmation is a family-owned technology solutions company that provides IT, print, and software-managed services throughout Texas.  To secure our team as your next managed service provider, contact us for more information.