Six Stepping Stones to Efficient Unified Communication

April 15, 2016 by Ying-Hui Chen

As we all know, Unified Communication (UC) is an inevitable part of our business and personal lives every day. Given the wide scope of UC, we are able to communicate almost anytime, anywhere using a variety of devices; however, there are some UC blunders that we should avoid to make the most efficient communication.

Six Stepping Stones to Efficient Communication

 

1.USE APPROPRIATE FORM OF COMMUNICATION

Using the right form of communication could save time and reduce confusions. Here are some suggestions:

  • Instant Chat: Informal, short things that you need an answer on as soon as possible.
  • Email: Formal, longer and more complex issues that you would want to check back on.
  • Video conferencing: Big topics that need a group discussion and brainstorming. See great conference solutions here.

 

2.PAY ATTENTION TO THE STATUS INDICATORS

Checking the status indicators before reaching out can help you avoid interruption and missed/ ignored messages. Be sure to utilize the presence indicators to make sure the people you are trying to communicate with are available. If they are busy, try email instead of instant messages or calls.

 

3.BE AS FORMAL AS YOU WOULD BE IN PERSON

Unified communication has made business communication as easy as chatting with a friend; however, if the person on the other end is communicating for business, be sure to have proper attire. A great rule of thumb is to always be as formal as you would be, if you were meeting in person.

 

4.BE BRIEF

Time is money. Be concise to conquer information overload issues in this Internet era. Always remember that business communication is not personal chatting.

 

5.TEST BEFORE THE MEETING STARTS

Testing before you initiate a conference is a good way to avoid technical issues. Make sure you have all the equipment you need to have smooth communication such as VoIP phones, headsets, speakerphone.
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6. CLEAR UNRELATED MATERIAL ON SCREEN SHARE

Screen share allows your audience to see the same screen you are looking at simultaneously. Before you share you screen, be sure to close out or hide other UC applications, browser windows and programs so they won’t distract or interrupt the meeting.

Unified Communication is meant to enhance your work productivity and efficiency not to slow you down. Using it responsibly and properly is the key to enjoy the benefits that UC brings.


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