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4 Signs It’s Time to Upgrade Your Business Communications Strategy


Digital transformation has taken the world by storm in the last couple of years. Countless companies are investing in new technology to improve workplace productivity, efficiency, and performance.

One of the key areas gaining significant attention in this fast-moving landscape, is the communication stack. After all, if your employees can’t communicate effectively, your whole business begins to struggle. Team members need to be able to consistently collaborate across different environments, while serving customers, and synchronizing with contractors.

Failing to update your communications strategy at the right time could leave you with disjointed workers, poor customer satisfaction levels, and lost opportunities.

So, how do you know when you need an upgrade? Here are 5 signs to watch for.

Sign 1: You’re Communicating Across Different Channels

The business phone system is no longer the only way to keep employees and consumers connected. While voice is likely to be a significant part of your communication strategy for the years to come, you may have found yourself investing in other solutions too. For instance, instant messaging, SMS connections, and video conferencing are all growing in popularity.

As you pull these new communication tools into your workforce, it’s easy to end up with a complex, and siloed communication stack. If all of your different tools for communication are separate, you run the risk of higher costs, security issues, and missing data insights.

Upgrading your standard VoIP system into a unified communication, or “Unified Communications as a Service” system could be an excellent way to align all of your technologies in a single pane of glass. A UC tool will help to align your employees by giving them access to all of the communication systems they need in one convenient place. It also helps to boost your business insights, by giving you an end-to-end view of your communication stack.

Sign 2: Your Employees Are Working in Different Environments

The age of the 9-to-5 office-based employee is over. 30% of employees now work at “exclusively remote” companies, and many businesses are also beginning to embrace hybrid work too. Embracing a flexible work environment is an excellent way to attract new talent to your team, improve productivity, and boost employee engagement.

Unfortunately, most legacy phone and communications systems don’t support hybrid work. Many companies rely on desk phones and technologies exclusive to the office environment. This means when employees start working remotely, they need to use their own phone systems to connect with colleagues and consumers.

Upgrading your phone system to a VoIP solution, or a UCaaS system in the cloud is an excellent way to prepare for the era of hybrid and remote work. What’s more, it ensures that if, for any reason, your employees can’t attend the office, they can still remain productive from wherever they are.

Sign 3: Your Current System is Unreliable

Over time, old-fashioned communication systems can begin to become increasingly less reliable, particularly when compared to the fast-paced and effective tools available on the market today. Nothing harms your reputation with your customer like a low-quality call.

If your current communication tools are constantly dropping calls, or suffering from interference, you risk damaging your relationship with customers, and losing out on crucial conversations with clients. Switching to a VoIP solution could be the ideal way to improve call quality, and enhance your connections with customers. HD voice codecs can compress and decompress audio rapidly through the internet, allowing for a crystal clear connection.

What’s more, upgrading to a VoIP or UC solution will ensure that you can expand your communication strategy at the same rate as your business. As your company begins to move into new locations, you can take your number and communication strategy with you.

Sign 4: Your IT Costs are Rising

One of the main reasons companies avoid upgrading their communications systems for so long, is they assume the process will be too expensive. While it’s true that switching to a new communication provider will have costs associated with it, you could actually end up saving a lot of money in the long-run. Cloud-based communication tools in particular have a much lower “Total Cost of Ownership” than a legacy phone system.

With legacy tools, you’re responsible not only for paying for the hardware involved in setting up your PBX system, but also for all the maintenance fees that come with keeping it working. As your technology becomes more outdated, you’ll need to pay extra for specialist services to keep it running effectively, which means more money out of your budget.

Alternatively, with a cloud solution, you can upgrade and maintain your entire phone system easily, without incurring extra charges. You’ll also get a productivity and efficiency boost from a higher-quality phone system, which can save you additional money.

Time to Upgrade?

While the concept of upgrading your communications system can be daunting at first, it’s important not to hold onto legacy tools for too long. Failing to enhance your technology at the right time could mean you miss out on incredible opportunities for growth and sales.

Is it time to upgrade your communication strategy?