Poor communication costs businesses, with 86% of employees citing a lack of effective communication as the biggest cause of workplace failures.1 However, companies that overcome their communication challenges gain a competitive edge through better collaboration, faster decision-making, and stronger customer relationships.
But what is enterprise communications, exactly? It goes far beyond emails and phone calls. Modern enterprise communication systems bring together multiple tools and channels – voice, video, messaging, and more – into cohesive platforms designed to improve customer engagement while boosting team productivity.
Read on to explore the essential features of a strong enterprise communication system and tips for getting the most value from your communication tools.
What Is Enterprise Communications?
Enterprise communications refers to the strategies, systems, and technologies businesses use to facilitate communication across the organization. It includes both internal and external communications, spanning everything from day-to-day messaging between colleagues to real-time customer interactions.
Enterprise communications systems differ from basic setups because they're built with scalability in mind. They provide reliable, integrated communication experiences to everyone, from small teams to global operations.
7 Key Features of an Enterprise Communication System
Enterprise communication systems need to deliver more than just basic functionality. Here are the features that make a communication system enterprise-ready:
1. Unified Communication Tools
Modern enterprise communication systems unify multiple communication tools into a single platform. This typically includes voice calling, video conferencing, chat, SMS, file sharing, and email – all accessible from a central dashboard.
Unified communication platforms have been found to increase workforce productivity by up to 52%,2 as they reduce the need for context switching between apps and help employees communicate more efficiently across channels.
2. Scalability and Flexibility
Your communication platform should be flexible and easy to scale, whether you're adding new users, expanding into new markets, or integrating new applications. Cloud-based enterprise communication systems grow alongside your business with easy provisioning and minimal IT overhead for scaling up or down as needed.
3. Integration With Business Applications
For maximum productivity, enterprise communication tools should connect with your CRM, helpdesk software, project management platforms, and other business systems. These integrations keep teams aligned, ensuring that all communication exists within the broader business context.
4. Mobile Accessibility
Many employees work on a hybrid schedule, so enterprise communication systems should be accessible no matter where your teams are. Whether through dedicated mobile apps or browser-based access, employees should be able to call, message, or join meetings from anywhere with an internet connection through your platform.
5. Real-Time Collaboration
The best enterprise communication tools offer real-time collaboration features such as screen sharing, co-editing documents, and live messaging. These capabilities eliminate delays, ultimately improving alignment and helping teams solve problems faster.
6. Security and Compliance
With cybercrime set to cost businesses $10.5 trillion this year,3 security is non-negotiable in enterprise communications. Platforms should have strong data protection measures built in, including encryption, access controls, and secure authentication.
Compliance with regulations like HIPAA, GDPR, or SOC 2 is also important, particularly in sectors like healthcare, finance, and legal services. Maintaining regulatory compliance demonstrates your company's commitment to keeping sensitive customer information safe.
7. Centralized Management and Reporting
Enterprise communications management works best when centralized, meaning IT teams can monitor usage, enforce policies, and troubleshoot issues from a single dashboard. Reporting tools can also help your teams track communication trends and system performance, facilitating better decision-making and accountability.
Types of Enterprise Communication Tools
Communication needs vary across organizations, departments, and even individual roles. The most popular tools for enterprise communication systems include:
Voice and Video Calling
Reliable voice and video communication is still essential for internal collaboration and external meetings. High-quality calling features can help your teams stay connected across offices, time zones, and continents.
Contact Center Solutions
For organizations managing customer service operations, contact center features like call routing, IVR, and CRM integration are must-haves. These tools help agents deliver faster, more personalized customer support.
Team Messaging Platforms
Instant messaging platforms provide a fast and informal way for teams to communicate, making them a staple of enterprise communication. Group channels, direct messages, and integrated file sharing can help keep conversations organized and searchable.
Email and Calendar Integration
Despite the rise of chat and video, email still plays a major role in formal communication. Enterprise systems that integrate email and calendar tools help users manage schedules and respond quickly without switching platforms.
Collaboration Features
Enterprise communication systems often include tools that let teams share and collaborate on documents in real time, even when they’re not in the office together. Version control, permissions management, and cloud storage all contribute to smoother workflows.
Benefits of a Strong Enterprise Communication System
The right enterprise communications system can bring major improvements across your organization, such as:
- Faster decision-making: Real-time access to information and streamlined collaboration mean your staff can make decisions quickly and confidently.
- Improved employee productivity: Consolidated tools reduce app fatigue and help teams stay focused.
- Better customer experience: A connected communication strategy ensures that your customers receive fast, accurate, and professional service.
- Enhanced agility: Cloud-based enterprise communication systems make it easier to adapt to market changes and support hybrid and remote workforces.
- Cost savings: Reducing the number of separate communication tools and the complexity of managing them helps lower IT costs and licensing fees.
For many businesses, the upfront investment in enterprise communication systems typically yields impressive returns through increased efficiency, reduced miscommunication, and stronger collaboration company-wide.
Enterprise Communications Management Best Practices
How you manage, deploy, and encourage the adoption of your enterprise communication tools makes all the difference in realizing their full potential. Here are some best practices for creating a communication environment that supports your business objectives:
Centralize Communication Platforms
Using too many disconnected tools can create confusion and inefficiency among employees. When you centralize your communications through a unified platform that integrates voice, video, messaging, and more, it’s easier for your teams to collaborate, find information, and stay aligned.
Prioritize User Experience
Enterprise communication tools should be intuitive and accessible across devices. If the system is difficult to use, employees will find workarounds – defeating the purpose of your investment. Avoid this by choosing a platform with a clean interface, minimal learning curve, and responsive design.
Align With Business Goals
Your enterprise communication strategy should support your broader business objectives. Whether you're improving customer service, streamlining internal collaboration, or supporting a global workforce, make sure your tools and processes align with those outcomes.
Ensure Security and Compliance From Day One
Don’t treat security as an afterthought. The right enterprise communication system will offer strong encryption, granular access controls, and compliance certifications from the start – you shouldn’t have to incorporate these separately.
Provide Ongoing Training and Support
Even the best tools fall short if users don’t know how to use them effectively. Offer training sessions, knowledge bases, and internal champions to help your teams get the most out of your communication system, and continue offering support and updates as the platform evolves.
Leverage Analytics and Reporting
Enterprise communications management should include visibility into how tools are being used. Make sure to monitor metrics like call volumes, meeting participation, and messaging activity to identify any bottlenecks and optimize workflows. Plus, you can use these insights to make future improvements and investments down the road.
Foster a Culture of Communication
Technology alone doesn’t guarantee better communication. Encourage transparency and active collaboration throughout your organization by setting expectations around communication norms and leading by example to reinforce the value of open dialogue.
How UniVoIP Supports Enterprise Communications
Enterprise communications directly impact everything from daily collaboration to customer experience, so finding the right platform for your organization’s needs should be a priority.
At UniVoIP, we help businesses modernize and streamline communication across their organization. Our enterprise communication solutions, like Cloud Voice for Microsoft Teams and OfficeConnect™, provide the tools your teams need to collaborate anywhere – on any device – all while delivering the features, security, and flexibility that enterprise environments demand.
Whether you're upgrading your legacy phone system, adopting unified communications tools, or improving how your teams collaborate, we’re here to help. Contact us today to find the right enterprise communication system for your business.
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