In recent years communication management software or unified communications have become widely-used in the offices of some of the top companies in the world. Unified communication software integrates real-time communication and data tools and services like instant messaging, voice over Internet protocol, video conferencing with non-real time services like e-mail. Communication management software allows a user to send a message on one medium, and receive a message in another channel.
Communication management program makes use of technology to integrate voice, data, and business applications. It removes barriers so that employees would be able to access and utilize communication and data services no matter where they are. This is particularly helpful for companies that have remote locations, or those with customers based in other territories.
On the surface, communication management program provides a lot of competitive advantages to businesses. The use of such program can make it easier for employees, customers, vendors and other stakeholders to exchange ideas and share information. It can also make solicitation of feedback, participation in remote meetings, and accessing of data faster.
But although it has its benefits, communication management software also has its drawbacks. Employees may not be receptive to it especially those who are used to traditional forms of communication. And companies may have to invest a significant amount for this type of program.
Below are some of the major pros of communication management program:
Pros- Cost Savings
One of the prime reasons why companies are willing to integrate their communication, data and business tools and services into one program is that it is more inexpensive in the long run. Instead of managing separate networks for data, voice and video, businesses can have a central management of networks with a unified communications program.
With a central management of networks companies can lower its operational costs and this would translate to a higher bottom line.
Moreover, businesses can save on money as the IT unit won’t have to manage separate networks for trouble shooting, testing, and scheduling maintenance. Instead, the IT department can be tapped for other activities that can potentially grow the business.
Another advantage that unified communication software give to businesses is that it allows instantaneous communication between employees. Since it combines multiple communication tools into one interface, communication management program can enable employees to see in real time which of their colleagues are available as of the very moment, whether it be on e-mail, chat, or text. This means that if an employee has to communicate with another staff member, then he or she can do it right away.
The end result of having a communication management program in the workplace is enhanced productivity on the part of the staff. Employees can increase their productivity because they can communicate better with their colleagues. No more waiting for a reply from another member of the unit, or for the supervisor to provide the needed information to an underling in order to push through with a transaction or service. Team members can access and deliver information when needed, improving turnaround time and increasing productivity.
While these advantages can convince any boss to invest in a communication management software there are also some risks and drawbacks in using this type of program:
Not all employees would be able to adapt to the change in communication tools or services used in the workplace. In fact, even those who welcome the use of a communication management program at the office will have to learn new ways of doing their jobs. It will take some time for them to get used to it, and even affect their productivity.
While the adoption of an integrated communication management program will be cheaper in the long run, the costs of investing in a type of software can be costly at first. Aside from the up-front cost of the communication management solution, there may be some integration and management expenses that may post a problem to enterprises with limited IT budgets.
IT Staff May Lack Expertise
Not all businesses have IT managers or personnel that are familiar with the expertise needed to run a communication management software. While the IT staff may be subjected to training to run or manage the program, this would be another expense on the part of the enterprise.