Research Hub > 3 Helpful Tips to Guide Your Conversation with a Managed Collaboration Provider

Updated on March 01, 2024

3 min

3 Helpful Tips to Guide Your Conversation with a Managed Collaboration Provider

If your collaborative services are set to expire soon, it would be beneficial to prepare for a discussion with your provider using these three useful tips.

CDW Expert CDW Expert

If your business has a contract for collaboration services that are set to expire in the next year, it's worth considering upgrading or transitioning to a cloud-based system. Speaking with a provider about obtaining a new phone system, videoconferencing or integrating a Unified Communications as a Service (UCaaS) or Contact Center as a Service (CCaaS) could prove to be a smart move. Below are three helpful tips to help you prepare for having a conversation with a managed collaboration services provider.

Be prepared for a comprehensive conversation about your phone system.

As more industries shift their phone systems to the cloud, it may seem like a wise decision to switch to a more manageable and cost-effective option. However, it's important to consider factors such as the age of your current system, who is responsible for managing your hardware, and whether cost-cutting is a priority. These details can influence the recommendations provided by a service provider.

There are many advantages to moving your phone system to the cloud. Hybrid work environments demand flexibility, and these tools enable users to easily switch between calling cues and work groups as needed. Remote workers can also easily access work numbers using their mobile phones and apps, enabling them to work outside of the office. When employees leave or out for an extended period of time, phone numbers can be forwarded to another person, so nothing is missed. Outline what you believe are the pros and cons of moving your phone systems to the cloud versus staying on premises.

You may want to consider sharing your outline with a provider that can assist with leveling the playing field. Although transitioning to a cloud-based system may suit numerous businesses, others may find opting for a hybrid approach or remaining on premises more advantageous. With the assistance of a managed collaboration services provider, you can determine the most suitable option for your organization.

Identify your basic and nice-to-have videoconferencing needs.

Before a provider can assist you in choosing the appropriate videoconferencing setup, they will require some essential information such as the videoconferencing platform you are currently using, the size and purpose of your conference room, whether participants bring their laptops and connect to a monitor, and your preference for touch-screen tablets or wireless connectivity to join meetings. When communicating with a provider, their primary objective should be to comprehend the specific requirements of your business to ensure a tailored experience.

A simple videoconferencing setup typically includes a video camera, speaker and microphone. Additional features such as controlling lights, a central panel for managing microphones and speaker zones, and multiple cameras can be added for a more advanced setup. If you're looking for an impressive and immersive virtual meeting experience, technologies are available to meet your needs.

Compare UCaaS and CCaaS for your organization.

Take time to consider whether switching to UCaaS or CCaaS is right for your organization. As with everything, both have benefits and drawbacks, but CDW can help you determine which is best suited for your business needs and budget.

In today's world of remote work, the need for reliable collaboration tools is more important than ever. CDW has the expertise and resources to help organizations establish a powerful, multi-faceted strategy for collaboration that can thrive in any environment.

Story by Lisa Schick, who is a Collaboration Solutions Advisor for CDW, consulting on the sales, planning and development of collaboration solutions for small businesses.