Unified Communications as a Service (UCaaS) continues to evolve as a foundational layer of enterprise communication. But as reliance on these platforms grows, so do the expectations and risks. From outages to misconfigurations, organizations must implement strategies that ensure continuity and visibility while navigating an increasingly fragmented market. The insights below explore three expert-backed tips for maximizing enterprise UCaaS effectiveness.
Have backup UCaaS technology and contingency plans
Outages can bring even the most connected teams to a halt. Relying on a single UCaaS platform without a fallback can leave enterprises vulnerable. When Zoom experienced an outage on April 16, 2025, about 25% of organizations had no Zoom meetings during the outage according to data from HP | Vyopta, suggesting organizations paused communications or switched to other UCaaS platforms and communication options. This highlights the need for comprehensive backup options and clear communication workflows to maintain business continuity.
"Outline alternative communication tools and workflows for when your primary UCaaS platform goes down. Identify the core channels your teams rely on—voice, video, messaging, email—and define what to use when those fail. Also, maintain and regularly test backup options like mobile phones, traditional phone lines, email, or a secondary UCaaS platform."
Alfredo Ramirez
CEO @ Vyopta, a wholly-owned subsidiary of HPSource: A Contingency Playbook for Microsoft Teams and Zoom Outages
Ramirez’s advice centers on operational resilience, having not just tools but clear protocols in place. This kind of preparation ensures that, even during outages, teams remain productive.
Have a platform that can proactively monitor UCaaS
Enterprises benefit from digital platforms that can monitor UCaaS in real time, enabling IT teams to act immediately. During the Zoom outage on April 16, 2025, many HP | Vyopta customers were back on Zoom within the first hour of the outage, which helped them keep meetings on track with minimal disruption, according to data from HP | Vyopta.
"With Unified Communications as a Service (UCaaS) platforms at the core of daily operations, when they go down every minute counts. HP Vyopta and HP Workforce Experience Platform give businesses the tools to spot problems early, respond instantly, and keep teams connected. A configuration error, domain-level block, network outage, or vendor-side deployment gone wrong can happen at any time. Make sure you're ready—especially when it matters most."
David Vazquez Fernadez
Global SDR @ HPSource: LinkedIn
Real-time visibility allows teams to diagnose and resolve issues without delay. Enterprise UCaaS platforms must be paired with robust digital experience monitoring solutions to maintain uptime and performance. This capability is critical in large organizations where even small interruptions can ripple across departments and customers.
Have an enterprise UCaaS strategy for vendor selection
The enterprise UCaaS landscape is becoming more complex and specialized. By 2030, more than 75% of companies will use UCaaS for their calling, meeting, and messaging needs, according to a prediction by Metrigy President and Principal Analyst Irwin Lazar. This will create new pressures around platform selection, integration, and vendor lock-in. Businesses must weigh simplicity against performance and compliance.
"Every organization should have excellent business telephony, effective team chat, and a comprehensive approach to online meetings. A layer of advanced AI services provides yet another factor (simplicity, UI/familiarity, reduced vendors, discounts, etc.) that favors a single-provider UCaaS stack. However, there are many compelling reasons for sourcing these applications separately: compliance, specific features/capabilities, vertical compatibilities, and switching costs, to name a few."
Dave Michels
Lead Analyst @ TalkingPointzSource: No Jitter
Choosing the right UCaaS provider, or combination of providers, is a strategic decision. Organizations must assess their industry’s regulatory needs, internal workflows, and scalability goals. Enterprise UCaaS implementations should prioritize flexibility while remaining aligned with long-term business objectives.
In conclusion, enterprises must have backup tools and workflows to maintain operations during disruptions. They need real-time monitoring to detect and resolve issues quickly. And they must carefully evaluate providers to align capabilities with business needs. As more companies shift to unified communications as a service, the difference between success and disruption will lie in the quality of planning, visibility, and vendor strategy.
