How We Turned a Global Team’s Communication Chaos into a Superconnected Team
A global multinational company, headquartered in Austin with offices across the U.S. and international locations including the UK, Germany, Australia, and Philippines, was struggling with internal communication
Table of Content
About The Company
Problems
Managerial Challenges
Team-level Challenges
Solution
Results
Why Simply Activate?
About The Company
A global multinational company, headquartered in Austin with offices across the U.S. and international locations including the UK, Germany, Australia, and Philippines, was struggling with internal communication across its distributed teams. Initially, the company relied on multiple apps and tools for different departments and teams, leading to fragmented communication and inefficiencies.
A few months ago, the company attempted to build a custom unified communication platform in-house. Unfortunately, the project failed. One key reason was that the development team did not fully understand the company’s unique business processes and workflows. As a result, the platform lacked essential features, was overly complex, and ultimately, the team struggled to adopt it effectively, leaving communication challenges unresolved.
Problems
A company’s expansion is often a sign of success, but as an organization grows, maintaining effective internal communication becomes increasingly critical. For this multinational company, rapid expansion into new regions brought with it serious communication challenges. As new offices were established across various countries, the gap between global teams and the headquarters in Austin widened, especially since nearly 90% of upper management was based there.
Teams in different time zones struggled to stay connected with leadership, resulting in delayed decision-making, slower operations, and decreased productivity. Miscommunication and inconsistent information flow began to affect project timelines and cross-department coordination. Over time, these internal communication breakdowns started to impact the company’s efficiency and even its reputation as a dependable global organization.
Managerial Challenges
- Management struggled to gain real-time visibility into ongoing projects across regions.
- Individual and team performance could not be effectively tracked due to disconnected systems.
- Critical information often took longer than usual to reach leadership, slowing down decision-making.
- Departments operated in silos, making it challenging for executives to align strategies and maintain collaboration.
- Leadership had limited visibility into client-facing communications and support interactions, affecting service consistency.
Team-level Challenges
- Important project updates often got buried in lengthy email threads or lost across multiple tools.
- The absence of a centralized platform for storing files and messages made it difficult for teams to access information when needed.
- Frequent technical glitches and poor call quality turned virtual collaboration into a frustrating experience.
- Valuable time was wasted troubleshooting tools, searching for messages, and waiting for responses, which slowed down daily operations.
Solution
After the company reached out to us for end-to-end UCaaS advisory, their primary goal was clear: to identify and implement a powerful, user-friendly unified communication solution that could support their globally distributed workforce.
During our initial consultation, we quickly understood their vision and communication objectives. However, as a trusted UCaaS advisory partner, we knew that selecting the right platform required more than matching features, it demanded a deep understanding of their internal operations.
End-to-End UCaaS Advisory & Implementation Framework
Discovery
After they contacted us, we scheduled a detailed meeting to understand the communication tools they were using. Leadership, management, and employees participated to share issues with the current system. We also provided a form to collect key details such as user count, tools in use, required integrations, budget, and other essentials.
Gap Assessment
After the meeting, using the gathered information and form details, we identified gaps between the client’s current system and desired goals. We analyzed missing features and limitations, then compiled everything into a detailed Gap Assessment Report to compare with new UCaaS solutions and ensure all required capabilities were addressed.
Solution Mapping & Shortlisting
Our next step was to identify the ideal UCaaS vendor offering the features and functionality the client required. We evaluated each provider based on business needs, technology requirements, and budget. From this assessment, we shortlisted three vendors, each scoring a perfect 5, while considering the client’s personal recommendations.
Recommendation & Negotiation Support
After completing all evaluations, we reconnected with the client to present the three shortlisted vendors and shared a detailed report to support their decision-making. After reviewing it, the client requested our help with negotiations. We arranged a session with the selected vendor, conducted a live demo, and finalized the agreement successfully.
Activation Coordination
Once the agreement was finalized, our role extended into the next phase, supporting the client through a smooth and secure UCaaS implementation. We held a meeting with the client, vendor, and engineers to review the handover pack and align on the plan. Throughout deployment, we monitored progress to ensure everything met the client’s expectations.
Post-Implementation Review
After the implementation was completed and the UCaaS platform went live, our involvement continued through the post-implementation review phase. Our goal was to ensure the system was performing as expected and that the client’s team had fully adapted to the new communication environment.
Results
The implementation of the new UCaaS solution marked a significant turning point in the company’s internal communication. After we assisted them in successfully deploying a customized UCaaS system, they began to experience transformative improvements across all teams. Due to the platform’s intuitive interface, employees quickly adapted to the new system without the need for extensive training.
- Decision-making improved by 40% as information sharing became faster, simpler, and centralized within a single platform.
- Employee productivity and efficiency increased by 35% since teams no longer needed to switch between multiple tools, eliminating wasted time and frustration.
- Significant cost savings were achieved by consolidating several paid communication tools into one unified UCaaS platform, eliminating redundant subscriptions.
- The new communication funnel ensured information reached the right teams at the right time, improving coordination across time zones.
Why Simply Activate?
We are a leading UCaaS/CCaaS advisory partner for businesses seeking to implement advanced communication platforms without investing significant time or internal resources. Our partnership goes beyond advisory and consultation, we assist with customization, implementation, and oversee every stage to ensure the solution is deployed seamlessly and effectively.