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The VoIP Report

How VoIP and UC Enable Collaboration in HR
December 27th, 2017

How VoIP and UC Enable Collaboration in HR

Bill Gaskill

Over the past 10 years, business phone systems and communications solutions have improved considerably thanks to advancements in technology and the Internet. While businesses explore Internet-based al...

Over the past 10 years, business phone systems and communications solutions have improved considerably thanks to advancements in technology and the Internet. While businesses explore Internet-based alternatives to their existing landline phone systems, the need for Unified Communications (UC) solutions has broadened.

UC enables real-time collaboration among workers – no matter where they are located, which is important for today’s increasingly mobile and dispersed workforce. UC solutions allow workers to do a variety of things, such as participate in web conferences while working from home, get voicemail messages delivered to their email while on the road, and receive client calls on any device.

Human resources (HR) professionals, in particular, can benefit from the overall features of a UC system as well as some others that are specific to HR.

By understanding the important role that UC can play in your HR department, you can fully leverage a UC solution to help increase your HR department’s productivity and its ability to manage your workforce.

The role of VoIP and UC at an enterprise

Voice over Internet Protocol (VoIP) phone service uses the Internet via your existing IT network to make and receive calls. It also is the backbone of UC solutions.

UC prevents duplicating communications systems, because it incorporates voice, video, and data into one solution via VoIP service, allowing users to be in contact with anyone from any place using instant messaging, unified messaging, and video conferencing.

In addition, UC enables workers to use any device to communicate: smartphone, PC, laptop, or tablet.

Attracting new and qualified employees

HR departments have the mission of developing the leadership and culture of an entire organization through employee management. Therefore, they should be equipped with collaboration tools to assist decision makers in hiring the best talent available.

UC can assist an HR department with the process by enabling easy access to various sorts of social media. And the ability to connect across a broad range of communications methods and devices will streamline your HR recruitment process.

Since job candidates and employees may live anywhere in the world, savvy businesses realize they need to broaden their employee hiring and development procedures.

Enterprises often have hiring requirements in corporate offices throughout the world too. UC makes it easier for corporate HR and the responsible managers, no matter what his or her location, to play a role in any hiring. Prospective hires of the millennial generation recognize and appreciate businesses that use the latest in high-tech in the hiring process.

Decrease time spent hiring

One of the advantages UC brings to an HR department is video interviewing. Video interviewing enables companies to select from a worldwide job candidate pool, without incurring travel expenses.

Using this UC tool minimizes time spent in combing through applications, selecting potential hiring candidates and arranging for an appropriate time and place for an interview.

This has made it an integral function of the hiring process for many national and international organizations.

Streamline the employee onboarding process

Without the proper tactics in place, new employees can easily be overlooked and forgotten. However, collaboration tools can boost the speed with which new employees become a valued member of your team.

Reconsider how your business onboards new employees. UC can make the process more efficient for HR by providing a mechanism to permit closer and more efficient collaboration among all stakeholders. The various departments involved in onboarding, like finance and training, can have instant access to all necessary paperwork and the individual new hires at any time. UC enhances and speeds up communication among all parties too.

Retain new and existing employees

Industry statistics show that half of all workers resign in less than four months after being hired, and the rest start looking for a new job within a year and a half. Employee turnover is costly in both training and recruiting; therefore, retaining employees is a top business priority.

UC’s collaboration tools go a long way in retaining employees by offering remote training and flexible work arrangements.

For example, companies may consider offering home or off-premise locations for office work and flexible schedules in lieu of a salary increase. UC can help with this by enabling an employee’s personal smartphone, tablet or other communications medium to be used for business purposes.

Embracing UC

Workers today are tech savvy. Companies should embrace the advantages that UC provides even if it may not follow traditional workplace practices. For example, do not be afraid to permit smartphones or tablets in meetings. Many companies have traditionally viewed phones as a distraction. While they can be, they can also streamline operations and make everyone function more efficiently. Workers with tablets and smartphones can now receive voicemail converted to email or text. Meeting participants can receive messages even when attending meetings or participating in conferences without interrupting the rest of the group.

Workers with tablets and smartphones can now receive voicemail converted to email or text. Meeting participants can receive messages even when attending meetings or participating in conferences without interrupting the rest of the group.

Corporate culture

Corporate HR departments can leverage UC to enhance, develop and obtain stakeholder buy-ins to corporate culture. Enhancing communications among everyone in an organization creates a greater sense of belonging.

HR can use UC to help promote whatever practices and procedures that management has determined best expresses a company’s brand. HR can enrich a corporate culture by this information sharing process.

Employees will feel less excluded and more included by receiving updates and information virtually instantaneously on their PCs, smartphones or tablets no matter where they happen to be located.

Holding company-wide, which in many companies could be world-wide, internal meetings helps promote corporate culture and inclusiveness.

Collaborative training for HR

Real-time online employee training programs allow employees to participate from any location. This capability saves money and increases efficiency while keeping employees engaged.

Today’s mobile employees depend on flexibility and enhanced communication technology for efficiency and engagement. HR departments that leverage collaboration technologies have improved their recruitment, hiring, and onboarding processes, while better communication among workers and managers increases employee engagement and retention.

Other benefits for HR departments

HR departments need to not only keep accurate employee records but, on occasion, must also access and analyze individual records. UC can make this a lot easier for managers.

For example, a hiring manager with access to an employee’s records can provide a more complete answer to a worker’s concerns about his or her salary or other benefits. That manager is then able to contact that employee directly through VoIP or another appropriate method of communication. A Human Resources system assisted by UC can simplify management operations in obtaining and cultivating the best employees.

UC also enables HR to respond immediately to any issue affecting employees and/or the enterprise. Managers, workers, and any other stakeholder can be instantly notified of issues or policy changes that might affect them.

Trends

As you make the change to UC, here are some ways other HR professionals are leveraging UC solutions:

  • Video conferencing smartphone apps for employee hiring.

Video conferencing allows HR workers to interview potential hires from across the country and around the world.

Video conferencing reduces travel time and scheduling conflicts for both parties.

New apps even allow managers to use their smartphones to participate in video conferencing from wherever they may be located.

  • Adaptability of an employee’s work location.

The 9-to-5 workday no longer exists for most businesses. Many employees must be available for work seven days a week. Video conferencing allows HR to communicate, provide training, and strengthen relationships by meeting in real-time over distances.

  • Must-have tools for mobile employees.

Mobile technology has become a necessity for off-premises employees. Consequently, many HR departments are implementing an adaptable mobile work structure as a competitive advantage.

Final thoughts

Businesses using UC solutions have improved their productivity and efficiency by enabling more effective communications within their organization and with potential employees and clients. Features, such as presence, softphones, and video conferencing, allow employees to use their time more efficiently and to communicate more easily with their colleagues and clients.

Prior to employing a UC solution, organizations should consider their overall communication plan. A UC solution is an important investment, and a high-quality vendor will provide a well-designed, secure communications system.

In this global business climate, HR departments that continue to use outdated methods will inevitably end up being left behind.

VoIP-UC will help your HR overcome these challenges.


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