How to Implement Collaboration Software in 3 Easy Steps

If you want to learn how not to implement collaboration software, here’s the perfect hypothetical situation: a mid-sized company is looking to enhance the knowledge sharing and productivity of its employees. As a result, the firm settles on a collaboration solution and the IT department has the task to implement the platform.

But then things take a turn for the worst. IT only focuses on deploying the software expediently, paying no attention to the initial or ongoing solution design. The technology rolls out to the entire company with no testing phase and, after deployment, IT hardly provides any training.

It’s just a matter of time before the platform ends up failing. Because employees are not familiar with the system, end-user adoption is very close to non-existent. Moreover, because of the lack of inter-department collaboration, teams that requested specific solutions do not get help from IT with ongoing solution design, and the software fails to boost knowledge sharing or productivity – which was the company’s initial goal.

This collaboration software implementation example is a disaster that occurs far too often for enterprises.

Instead of falling into the same pitfalls that others have encountered, companies can learn from the mistakes of others and take critical steps to successfully introduce collaboration software into their business operations. Because the software helps guarantee that operations run smoothly, it’s essential that the implementation process is well-organized and everyone’s on the same page.

Credits to


Here are some critical steps for sound implementation:

  1. Create a strategy: Before deployment can start, your company should outline an integration strategy. This plan begins by evaluating the business costs and benefits of such collaboration software. Moreover, supervisors should develop an understanding of how the company’s long-established collaboration tools can be integrated with the new platform. Then companies need to consider designing their strategies around typical employee collaboration patterns – IT must work with employees to prepare tools to meet your company’s needs.
  2. Select and deploy a collaboration platform: Once your company has drafted the integration strategy, you’ll need to choose the vendors and software platforms. It’s important to follow your strategy and pick the platform based on your key criteria, including TCO and business/infrastructure requirements. Your next step is initial deployment, which is critical to the platform’s long-term success. Your business should launch a pilot phase – with a team of IT managers, architects, and developers – to gather feedback before deploying the platform to the whole enterprise. It’s paramount that IT leads the charge during the implementation, ensuring that all the workers are together at every stage of the journey.
  3. Roll out the platform, train employees: After the pilot project fine-tunes the platform, end-user adoption can finally occur. You may want to gather a group of power users who are comfortable with new technologies to aid in the adoption process in each department. They can get their teams excited about the innovative solution. Your business should also hold department meetings to introduce end-users to the platform. They can learn about why the company is migrating to the solution and how it will make their lives easier, as well as receive preliminary training on basic capabilities. Employees will have variable learning curves, so your support staff must be patient and answer the many questions that will arise throughout the ongoing training process.

Has your business determined which collaboration platform suits its needs? With VoipNow, you can have all the tools needed to offer business PBX features, conferencing, instant messaging, mobility, and more. Click here to find out more.

How Unified Communications Can Improve Your Legal Practice Business

Imagine this scenario: a lawyer and a client, separated by thousands of miles, need to decide if they’re going to accept a settlement by the 5 p.m. deadline. They planned on connecting over the phone at 4 p.m. to come to a decision, but the client is too busy with another meeting. Thankfully, with the help of Unified Communications, they are able to connect via instant messaging and discuss the settlement (without having to leave the meeting), reaching a decision before the deadline passes.

Alright, but using instant messaging to communicate legal data is risky, you might say. And it is, if you’re using, for example, messenger apps over social networks to send confidential information. However, with a professional UC platform, both parties involved, lawyer and client can rest assured that their instant communication stays private and information is not leaked. Read more

Brace Yourselves, Millennials Are Coming

The highly experienced but less tech-savvy baby boomer generation has been dominating the global workforce for some time now, but that’s about to change. Before you know it, the soon-to-retire boomers will be replaced by the ambitious, technologically savvy and collaborative millennials, who don’t remember a time without computers and smartphones. Growing up with laptops, Wi-Fi, 3G and social media, the digital world circulates through their system as they expect immediate access to information at all hours of the day. Read more

VoipNow 3.5 Beta Is Here. Help Us Test It!

We have just released VoipNow 3.5 Beta. It’s been a long journey, but the first beta of the new version is finally here, better than ever.

It contains over 80 core improvements designed to help you win the SMB market such as upgraded architecture, improved UI, better PBX with support for WebRTC, call encryption, and a lot of other enhancements that simplify the operation of large deployments. It also comes with over 100 bug fixes, most of them related to the updated architecture. For a quick overview of what’s new, check out this presentation.

Even more important, this major step in VoipNow’s evolution provides support for Hubgets, the next generation communications and collaboration app for SMBs. Hubgets will be shipped with VoipNow 3.5 and our partners can start offering new services to their current customer base immediately, taking advantage of VoipNow’s provisioning features. Read more

Three Things to Look For When Selecting Your Call Center Software Provider

Picture this modern-day scenario: a longtime retail company has run its own call center since inception, but recently because of the escalating costs and the need to create a better customer experience, management is planning to upgrade the tools that agents use in their day-to-day jobs. And nothing is more critical for a call-center, whether owned or outsourced, than the software platform used to communicate with customers and keeping track of those interactions. As a result, the company decides to shop for a suitable contact center software solution.

But what should management look for in any call center software provider? Scalability, flexibility, and customer relationship management (CRM) integration should be at the top of the check list. Read more

Five Steps for Implementing the Cultural Shift Required by UC Systems

Over the last decade, email has become second nature to people all around the world. For businesses too, e-mail has been one of the primary means of communications for many years.

But today, email simply is not enough. Users and businesses altogether have been looking at complementary ways to communicate. Instant messaging, social media platforms, and think of just how much are employees starting to use their personal devices for business communications. This search often results in embracing state-of-the-art Unified Communications (UC) solutions. Read more

Email Is Dead (Not Yet)! Long Live Collaboration Tools!

Imagine this: two employees located in separate offices have only an hour left to meet the deadline of a critical project. Instead of settling for the outdated approach of sending countless emails back-and-forth, they leverage the company’s communications and collaboration tools, such as audio conferencing and instant messaging, to conduct a much more effective conversation and strike a business deal in time.

This is very much today’s reality, as people are simply not as attached to email as they used to be. In fact, one could argue we are witnessing the demise of the golden age of email. Read more

Improving Customer Experience in Banking with Unified Communications

The banking sector has been through a lot for the past 6 years. Starting with the 2008 financial meltdown and continuing with a perpetual lack of customer trust, the banking industry seemed to be on a continuous downward spiral.

Yet, there are signs that banks have finally learned their lessons and have managed to turnaround consumers’ confidence. The 2014 Ernst & Young Global Consumer Banking Survey shows that consumer confidence in banks has risen 50% versus previous year. The report goes on to state that this increase is not the result of consumers turning back to “normal” but rather the result of banks taking an active stance on building trust again. And this trust resides on customer experience. Read more

Why Businesses Need to Leverage the Power of the Cloud

Businesses today are increasingly migrating their digital resources and tools into the cloud for a variety of reasons. As such, it should be no surprise if the global end-user spend on cloud services will reach $180 billion by next year. It is bound to happen.

By the end of last year, more than half of U.S. businesses were already taking advantage of cloud-based tools. Let’s take a look at some of the benefits these technologies bring. Read more

Saving Money and the Planet with Unified Communications

There is no question that Unified Communications solutions are good for business. But it’s often understated that UC solutions can have a great impact on the environment too. UC tools are all about connecting people and making their lives as easy as possible through smart deployment of technology.

Consider the following two aspects and you’ll see where I’m going with this.

Virtual Meetings Do Pay Off

With the power of UC solutions to unite business partners around the globe at a moment’s notice, in many cases in-person meetings are no longer the necessity they once were. Rather than having international business partners travel to a specific location to negotiate, consuming a lot of resources and time in the process, partners can now call from anywhere they are, with the same personalized, seamless interactions they would have in real life. Add to that the recording capabilities of the best UC software, and you will get an even more powerful means of following up on meetings. Read more

Older Posts →

© Copyrights 2014 4PSA.