When it comes to having a top-notch unified communications system for your organization, having certain details covered during the deployment phase is a must. Without a proper examination of your organization and a notable amount of care when implementing a new solution, a deployment can quickly go off the rails.
Additionally, if the necessary planning isn’t handled in advanced, the odds that the final result of your unified communications system implementation won’t meet your needs increase. This can be a costly misstep, both in time and money invested.
If you want your unified communications system deployment to go off without a hitch, here are some tips for managing the process.
1. Understand Your Operations
First and foremost, finding a unified communications system that meets your operational needs to essential. Often, you’ll need to examine your frequently performed activities in your current solutions and identify options that make these tasks easier to manage.
Take a close look at your voice systems and video conference usage as a start. Then, consider whether features like document storage in chatrooms or extended message histories are something you need. Try not to be taken in by flashy options that won’t create value for your organization as, even if they are enticing, they might not be worth adding (and potentially paying for) if they won’t be used.
Finally, find a unified communications system that integrates everything into a single interface, allowing users to transition from one function to the next with greater ease.
2. Create a Unified Dialing Plan
When you implement a unified communications system, you need to create a thorough dialing plan that brings together all forms of voice communication. Internal calls, outside calling, and company or BYOD mobile devices all create an additional level of complexity. If you don’t address all of these variables in advance, then you could run into hiccups once the solution is live.
Additionally, consider how well the system supports moves, adds, and changes, particularly if people frequently shift in your company. By doing so, you can reduce the time required to make adjustments for employee moves, ensuring smoother operations as a whole.
3. Address E911 Tracking
Many unified communications systems require additional steps to record data that can assist first responders in the event of an emergency. Without a complete database, emergency services may have trouble locating the origin of a 911 call from within the system.
Mobile devices, soft clients, and VPNs can further complicate the matter. Before you begin relying on your UC solution, make sure the E911 database management tools provided can support all of the connections in your system and that the data contained therein is accurate.
4. Manage User Licensing Efficiently
If you want to manage the cost associated with your unified communications system, you need to have a plan for the management of user licensing. Typically licenses can be reallocated, giving you the ability to transition licenses away from vacant positions and to incoming employees.
Ideally, you want to tie the license management steps to those associated with onboarding and offboarding employees. Additionally, conducting usage checks can help identify licenses that aren’t in use, allowing them to be reclaimed. Just make sure you identify critical, but low-use, licenses in advance to ensure they aren’t reallocated by mistake.
By following the tips above, you can increase the odds of having a successful unified communications system deployment, ensuring that your investment can meet your needs as quickly and efficiently as possible.