Modernize Communications and Collaboration Infrastructure
- Organizations are losing productivity from managing the limitations of yesterday’s technology. The business is changing and the current communications solution no longer adequately connects end users.
- Old communications technology, including legacy telephony systems, disjointed messaging and communication or collaboration mediums, and unintuitive video conferencing, deteriorates the ability of users to work together in a productive manner.
- You need a solution that meets budgetary requirements and improves internal and external communication, productivity, and the ability to work together.
Our Advice
Critical Insight
- Project scope and assessment will take more time than you initially anticipate. Poorly defined technical requirements can result in failure to meet the needs of the business. Defining project scope and assessing the existing solution is 60% of project time. Being thorough here will make the difference moving forward.
- Even when the project is about modernizing technology, it’s not really about the technology. The requirements of your people and the processes you want to maintain or reform should be the influential factors in your decisions on technology.
- Gaining business buy-in can be difficult for projects that the business doesn’t equate with directly driving revenue. Ensure your IT team communicates with the business throughout the process and establishes business requirements. Framing conversations in a “business first, IT second” way is crucial to speaking in a language the business will understand.
Impact and Result
- Define a comprehensive set of requirements (across people, process, and technology) at the start of the project. Communication solutions are long-term commitments and mistakes in planning will be amplified during implementation.
- Analyze the pros and cons of each deployment option and identify a communications solution that balances your budget and communications objectives and requirements.
- Create an effective RFP by outlining your specific business and technical needs and goals.
- Make the case for your communications infrastructure modernization project and be prepared to support it.
Modernize Communications and Collaboration Infrastructure Research & Tools
Start here – read the Executive Brief
Read our concise Executive Brief to find out why you should modernize your communications and collaboration infrastructure, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.Besides the small introduction, subscribers and consulting clients within this management domain have access to:
- Modernize Communications and Collaboration Infrastructure – Phases 1-3
1. Assess communications infrastructure
Evaluate the infrastructure requirements and the ability to undergo modernization from legacy technology.
- Modernize Communications and Collaboration Infrastructure – Phase 1: Assess Communications Infrastructure
- Communications Infrastructure Roadmap Tool
- Team Skills Inventory Tool
- MACD Workflow Mapping Template - Visio
- MACD Workflow Mapping Template - PDF
2. Define the target state
Build and document a formal set of business requirements using Info-Tech's pre-populated template after identifying stakeholders, aligning business and user needs, and evaluating deployment options.
- Modernize Communications and Collaboration Infrastructure – Phase 2: Define the Target State
- Stakeholder Engagement Workbook
- Communications Infrastructure Stakeholder Focus Group Guide
- IP Telephony and UC End-User Survey Questions
- Enterprise Communication and Collaboration System Business Requirements Document
- Communications TCO-ROI Comparison Calculator
3. Advance the project
Draft an RFP for a UC solution and gain project approval using Info-Tech’s executive presentation deck.
- Modernize Communications and Collaboration Infrastructure – Phase 3: Advance the Project
- Unified Communications Solution RFP Template
- Modernize Communications Infrastructure Executive Presentation
Workshop: Modernize Communications and Collaboration Infrastructure
Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.
1 Assess the Communications Infrastructure
The Purpose
Identify pain points.
Build a skills inventory.
Define and rationalize template configuration needs.
Define standard service requests and map workflow.
Discuss/examine site type(s) and existing technology.
Determine network state and readiness.
Key Benefits Achieved
IT skills & process understanding.
Documentation reflecting communications infrastructure.
Reviewed network readiness.
Completed current state analysis.
Activities
1.1 Build a skills inventory.
1.2 Document move, add, change, delete (MACD) processes.
1.3 List relevant communications and collaboration technologies.
1.4 Review network readiness checklist.
Outputs
Clearly documented understanding of available skills
Documented process maps
Complete list of relevant communications and collaboration technologies
Completed readiness checklist
2 Learn and Evaluate Options to Define the Future
The Purpose
Hold focus group meeting.
Define business needs and goals.
Define solution options.
Evaluate options.
Discuss business value and readiness for each option.
Key Benefits Achieved
Completed value and readiness assessment.
Current targets for service and deployment models.
Activities
2.1 Conduct internal focus group.
2.2 Align business needs and goals.
2.3 Evaluate deployment options.
Outputs
Understanding of user needs, wants, and satisfaction with current solution
Assessment of business needs and goals
Understanding of potential future-state solution options
3 Identify and Close the Gaps
The Purpose
Identify gaps.
Examine and evaluate ways to remedy gaps.
Determine specific business requirements and introduce draft of business requirements document.
Key Benefits Achieved
Completed description of future state.
Identification of gaps.
Identification of key business requirements.
Activities
3.1 Identify gaps and brainstorm gap remedies.
3.2 Complete business requirements document.
Outputs
Well-defined gaps and remedies
List of specific business requirements
4 Build the Roadmap
The Purpose
Introduce Unified Communications Solution RFP Template.
Develop statement of work (SOW).
Document technical requirements.
Complete cost-benefit analysis.
Key Benefits Achieved
Unified Communications RFP.
Documented technical requirements.
Activities
4.1 Draft RFP (SOW, tech requirements, etc.).
4.2 Conduct cost-benefit analysis.
Outputs
Ready to release RFP
Completed cost-benefit analysis