Unified communications (UC) doesn’t automatically make you more productive. It’s like a gym membership, you need to use it if you want to see the results. Here are 10 ways that you can make sure you’re getting the most out of your UC solution.
Make Sure your App is Running
You might be saying “Thanks Captain Obvious”, but this is rule #1. Be sure that your desktop app is always running and set to launch automatically when you start your computer.
Install it on your Mobile
Even if you have an office job, you’re not always in front of your computer. If you’ve got your UC app installed on your mobile, you’ll never miss a call or message. As a side benefit, you’ll be able to make calls from your mobile using your business number, so you can keep your personal mobile number private.
Status is your Friend
Leverage automatic functions like location and availability indicators. This will let your colleagues know if you’re available to chat, or if its the middle of the night in Shanghai. Automatic availability indicators are also valuable so colleagues know when you're in a meeting or on the phone, so they don’t interrupt you when you’re obviously busy.
Use a Headset
A headset will increase the audio quality for you and the people you are talking to. And also, using your computer speakers during a meeting makes it difficult for others to hear you clearly. Using computer audio in the middle of a public setting is just plain rude.
The Right Tools for the Right Job
Unified communications is sometimes like a full tool-box, with lots of features that perform similar functions; remember to use the right one. It’s easy to over-use chat. A good rule of thumb is that if a chat sequence exceeds 5 messages, save some time and make a call.
Make it Easy to Join Virtual Meetings
Be sympathetic to guest users, international users and mobile users. Sometimes automatically populated calendar invites are too general or overwhelmingly complicated for every situation. Feel free to customize your calendar invitations to avoid confusion or meeting start time delays. Your guests and colleagues will thank you for your consideration.
Video calling and conferencing helps to establish good rapport with colleagues that you don’t get to see frequently in person. And nonverbal communication is key to problem solving. At the very least it will help your work-from-home collegues maintain a minimum level of hygiene.
Email and file sharing integrations make it easy to find documents and CRM integrations will minimize the amount of time you spend switching back and forth between applications. So make sure all of your integrations are turned on.
Get your Desktop Ready in Advance of Screen Sharing
Screen sharing is extremely valuable during meetings for sharing progress, working on a document together and getting feedback from the team. But make sure you’ve closed all your confidential information or anything that shouldn’t be seen by others prior to the call. It’s also safer to select a specific application or document rather than your entire desktop during the share.
The Fifty Minute Rule
Include a 10 minute buffer in your one-hour meetings. It will give everyone extra time for a quick break before their next meeting. The fifty minute rule helps meetings start on-time and has a side benefit of reducing time-crunch related stress in the workplace.