The process of migrating your messaging system

When the time comes to begin the migration from traditional messaging systems to unified communications, the top priority is maintaining business continuity.

A gradual and phased approach to this migration is the best approach to ensure business continuity and widespread acceptance of the technology across the organisation.

Phase 1 - "UM-capable" voice mail

A key criterion in selecting a unified communications platform is the platform`s ability to provide simple capabilities initially, and grow with enhanced functionality as needed. Many companies today choose to implement basic voice mail functionality with a system that is "UM-capable"- that is, a system that allows for the gradual addition of UM features without a "forklift" upgrade.

Choose a system which emulates the system you are using today to eliminate the need for user retraining. Telephone user interface emulation will also make initial cutover to the new system virtually transparent to users.

Phase 2 - Staged unified messaging implementation

In this phase, companies can introduce unified messaging functionality in a gradual process, implementing intelligent messaging tools with specific user groups who have the greatest need. Good examples of this are the implementation of mobility and presence management features for mobile workers; the implementation of call management features and other innovative features, which help bridge the gap between in-office and remote employees.

Additionally, implementing these intelligent messaging features within controlled groups will ensure a smoother transition, serve as "proof of concept" and create momentum for these applications across the organisation.

Phase 3 - Staged unified communications

Like the phased approach to UM, implementing unified communications is best achieved in stages. Whether this includes the introduction of IP telephony and/or the integration with other business communication systems, implementation of any UC functionality should reflect the priorities of the organisation and ensure the highest level of business continuity.

Most importantly, the migration process should be done at your own pace. Look for products and solutions that are built to seamlessly integrate with or emulate the infrastructure already in place.

One of the issues that hindered more widespread deployment of UM is the technical challenge many companies faced when attempting to implement the application. Incompatibility with e-mail applications, network environments, and user directories, along with concerns over message storage and network bandwidth were common barriers to implementation.

Today, however, leading providers of UM applications have addressed all of these issues and made integration of UM into the network and telephony environment nearly seamless. Best of breed applications integrate within the existing data and telephony environments, leveraging the knowledge and expertise of the company`s IT and telecoms staff and extending the ROI of those investments.

Decision-makers should look for applications which seamlessly integrate within the existing messaging environment and build on the administrative functions of those applications. UM applications should also leverage the existing user directories and extend the user profiles to include application-specific settings (eg, callout privileges, notification options, etc.)

While this is rarely an issue today, it is wise to ensure the application you choose utilises sufficient compression technology to minimise the size of messages being stored in the message store and moved across the network. This is particularly important for rich message types such as VideoMail.

And finally, when it comes to the message store, ensure the application you choose can be configured to meet your company`s requirements. Do you prefer voice, fax, and video messages to reside in the e-mail message store? Do you require a separate store for that data? Do your needs vary from one location to another? Ensure the solution you choose offers the flexibility and versatility required within your organisation.

According to analyst projections, the UM/UC market is expected to reach nearly $20 billion by the year 2010 as suppliers continue to introduce innovative and versatile solutions that solve real business problems and deliver tangible ROI. Companies should look to UM as a way to extend the ROI of the existing data and telephony infrastructure, further justify planned VOIP investments and bridge the gap between traditional messaging and full UC implementation. Successful companies will look for innovative technology that delivers on the promises of productivity, responsiveness and business continuity, from technology leaders with experience and know-how in this market.