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Flexible working in law firms

Law firms, large and small, are starting to see the benefits of embracing flexible work arrangements to help improve the work-life balance for employees.

The legal industry may not be at the forefront of flexible working, but it is growing fast, especially in mid-tier law firms. Research from the Australian Financial Review partnership survey found that 10 percent of the 3100 partners surveyed work part-time or have flexible hours, this has grown by 100 since last year.

Flexible working arrangements can include altering the hours of work, patterns of work (such as job-sharing, part-time work), and locations of work (like working from home). These practices have been shown to help maximise an employee’s productivity and wellbeing, in turn providing better results for their employer. Flexible workplace practices can greatly assist lawyers to balance their work responsibilities with pursuits and priorities outside of the workplace, like caring for family.

For many industries, these flexible working practices don’t pose a significant change to their working environment, but for many law firms where the traditional model favours presenteeism and long office hours, this is a significant shift in the mindset of partners and the physical set-up of the technology systems in the workplace.

Technology to enable flexibility

If you are trying to keep employees that work from home connected, a new wave of technology has been created to help keep your lawyers, administration staff and clients connected. 70 percent of communication is non-verbal, so remote-based workers often miss out on cues received from facial expressions, voice tones, and eye contact. This becomes even more important when you are discussing sensitive issues, such as HR discussions.

Sharing documents in real-time

If you need to make sure everyone is on the same page, literally, then being able to share content in real-time is a must. With the right video conferencing solution, it is easy to screen share and maintain the integrity of the video call, giving you complete control over how and when your content is shared.

Future proofing communication for younger staff

Even law firms aren’t immune to the changing communication practices of Millennials, (people born between 1980 and 2000). For younger generations, chat through instant message is the norm and often the medium they are most comfortable communicating through. By adopting technology that enables one-to-one instant messaging, group chats, and the ability to escalate any chat to a video call, staff will be more productive and collaborate with ease.

Things to avoid when selecting a new collaboration tool:

Investing in a complicated system

One of the biggest barriers to effectively implementing a system that uses video, voice, and instant messaging is ensuring that it is intuitive and easy to use for your staff, suppliers and clients. If your staff find it complicated or are required to use a number of systems and devices, adoption will be low. In terms of collaborating with your team and clients, make sure you invest in a tool that provides you with guest logins and integrates with your clients’ existing video conferencing systems, as many of the free web conferencing solutions won’t enable you to do this.

Purchasing separate systems for video, voice, and chat

By investing in a single system for your video, voice, and chat needs, you will save time and money by not having to pay for, install, manage and use three separate systems.

Using a system not optimized for compliance or security

Invest in a system that offers simple, reliable and fully-secure communication and collaboration within the law firm or chambers. It is important that you select a provider that ensures you keep control of any messages shared and has the ability to quickly remove an employee’s access when they leave. This is vital given the confidential nature of the legal industry, and the professional requirement to protect client information.

Using free systems

Does your free platform enable you to share content in real-time, collaborate with multiple parties, guarantee call quality and offer ease of use for your team and clients? These things may not matter for a personal call, but when you are speaking with your clients and administration staff, you need a system you can rely on, with features and quality that reflect your brand. Making a call easy for a client makes a great first impression and indicates that you will be easy to work with, and can collaborate anytime, anywhere.

No ongoing service agreement

Whether it is poor performance or unexplained service downtime, with a free service, you can’t expect any level of support. Clearly, this is a major difference from paid services that provide a high level of support and full redundancy, and can have a profound impact on your ability to do business.

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Gartner names StarLeaf and Lifesize in its 2018 Magic Quadrant for Meeting Solutions

We are happy to see that our technology partners, StarLeaf and Lifesize, have been included in the Gartner 2018 Magic Quadrant for Meeting Solutions. The aim of the report is to assist organisations, which are looking to introduce digital workplace initiatives, to find a vendor best suited to their needs.

Gartner defines a meeting solution as one that enables richness of information and interaction by combining messaging, content and screen sharing, video and audio.

StarLeaf and Lifesize were the only new additions to this year’s report. Gartner highlighted StarLeaf’s ease-of-use, integration with its own conference room endpoints (as well as third-party devices), high availability, consistent uptime performance, and strong customer endorsements as the provider’s strengths.

Lifesize’s Icon series was highlighted as a strength by Gartner, as it provides native integration with Lifesize Cloud service platform, as well as interoperability with other manufacturers’ room video systems. Like StarLeaf, Lifesize’s customers cited the quality of the audio and video as a positive characteristic of its meeting solution.

Polycom, West, and ZTE were all excluded from this year’s report for various reasons. For Polycom, Gartner stated, “this vendor offers valuable and complementary audio/video components for conference room and desktop environments. It does not, however, have the full portfolio of meeting solutions capabilities as defined in the inclusion criteria for this Magic Quadrant.”

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Polycom research finds video conferencing and content sharing to be the most popular collaboration tools

One of our partners, Polycom, has just released a survey on the role of collaboration in the workplace and the growth of using smaller meeting or huddle rooms. The survey had over 2000 respondents across Asia Pacific (APAC) with 611 respondents from Australia.

The survey found 96% of APAC employees said collaboration technologies helped them to be more productive and work smarter. The most popular collaboration tools were video conferencing and content sharing.

In terms of spaces, small meeting or huddle rooms were the preferred location for workplace collaboration, with the most popular use being for internal meetings and creative brainstorming. Over half of the respondents prefer to use collaboration technologies like audio and video conferencing and content sharing in small meeting rooms, followed closely by personal offices, or desk-based collaboration for those working in open plan offices.

The survey also found that adding the right collaboration technology to your workplace improves productivity and it makes collaboration more meaningful. Faster decision-making has been cited as the number one reason collaboration technologies help teams in APAC work smarter. Improved knowledge transfer and increased productivity were also among the top-ranking benefits. When it came to local market variances there were some differences. In Australia, creating that all-important human-to-human connection was the main benefit.

Currently 74% of APAC respondents are using audio, video and content sharing to connect with remote workers and 60% of participants said they would use collaboration technology, if it was made available, in small meeting rooms.

If you are considering implementing technology to improve collaboration in your workspace, contact us and we can help you to invest in the tools to suit your business needs.

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Voice and video together makes sense

For many, utilising different technologies to manage different forms of communication is a frustrating situation. It can be cumbersome, confusing, and ultimately, unproductive.

Multiple technology platforms

In terms of communication, your two main platforms are voice and video. Voice communication has undergone a radical overhaul in recent years, as businesses face changes to the workplace, such as remote working.

Video too has become a more important tool. As the pressure to reign in the travel budget increases, the need for video conferencing has grown. Video offers the ability to still engage with clients/partners/colleagues face to face, while reducing the need to travel to multiple locations. From an efficiency standpoint, it all makes sense.

So why is it that, for many organisations, it’s still difficult to provide a unified communication system that allows users to collaborate through the one tool, without the need to change platforms?

The solution exists, and it could revolutionise the way you collaborate.

Benefits of a combined solution

A combined solution for both video and voice communication gives you a number of benefits:

One device for all communication: Technology has come so far that for most of us, using one device for video or voice in our personal lives is normal practice. For business, it can still be a challenge. The good news is that it doesn’t have to be. The technology exists to use the same device for all your voice and video communications. That means one interface for your employees to learn and use, and most importantly, there’s no need to switch platforms when you want to change communication method.

Mix voice and video together: Think about the traditional teleconference or video call: Usually, once you’ve chosen the medium you want to use for your meeting, it’s case of everyone being on the same technology. The difference with a combined video and voice collaboration tool is that you can add users on either option on the one call. For example, say you’re running a videoconference. As the call progresses you realise you need to add a colleague, but they’re only able to join via voice. With a unified collaboration tool, this is easy. You can add an audio-only user quickly to the meeting, without having to change systems. From an efficiency standpoint, it gives you flexibility that a standalone system just cannot match.

It can save you money: Using a unified collaboration tool for both video and voice will save you money on using different, disparate systems, that’s a given. However, there is a cost benefit that many people may miss. A combined tool can take advantage of voice calls that, using the Internet, reduce the costs associated with a normal voice communication contract. There’s no minimum call cost associated with this technology, giving you an added cost saving.

Find out more

At Voice Logic, we focus on delivering unified collaboration solutions that take the hassle out of communicating. To find out more, visit vlogic.com.au or contact us directly.

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Flexible working is changing the logistics industry. Are you ready?

You need to be fast, efficient and flexible to survive in logistics. How do you do this when you’re constantly trying to keep everyone up-to-date, in different locations and time zones, all using different devices to communicate? Some have access to computers and a desk phone, while others are constantly on the go, using only their mobile or a tablet.

Today, almost everyone uses video calls and group chats outside of work, so it makes sense that they would expect to communicate in the same way at work. So why are we so far behind in the technology we use to collaborate in the workplace and why should businesses care?

Why is collaboration important at work?

One of the biggest factors that contribute to the success of any business is whether or not employees are able to communicate effectively. This is particularly important in logistics, where everyone needs to be informed of changes and updates that happen constantly throughout the day. With an increasing number of employees working from different locations and more of the younger generation (Millennials) entering the workforce, we need to ensure our communication technology is keeping up with the changing needs of our staff.

Increase in remote and flexible working

Whether you are trying to keep employees that work from home connected or ensuring your teams in different locations across the country or globe are communicating effectively – a new wave of technology has been created to help keep your staff, suppliers, and clients connected. 70 percent of communication is non-verbal, so remote-based workers often miss out on cues received from facial expressions, voice tones, and eye contact. This is even more important if you are discussing sensitive issues, such as HR discussions.

Sharing documents in real-time

If you need to make sure everyone is on the same page, literally, then being able to share content in real-time is a must. With the right video conference solution, it is easy to screen share and maintain the integrity of the video call, giving you complete control over how and when your content is shared.

Future proofing communication for younger staff

For younger generations, chat through instant message is the norm and often a medium they are most comfortable communicating through. By adopting technology that enables one-to-one instant messaging, group chats, and the ability to escalate any chat to a video call, staff will be more productive and collaborate with ease.

Things to avoid when selecting a new collaboration tool:

Investing in a complicated system

One of the biggest barriers to effectively implementing a system that uses video, voice, and instant message is ensuring that it is intuitive and easy to use for your staff, suppliers and clients. If your staff find it complicated or are required to use a number of systems and devices, adoption will be low. In terms of collaborating with clients and suppliers, make sure you invest in a tool that provides you with guest logins and integrates with your suppliers’ or clients’ existing video conferencing systems, as many of the free web conferencing solutions won’t enable you to do this.

Purchasing separate systems for video, voice and chat

By investing in a single system for your video, voice and chat needs, you will save time and money by not having to pay for, install, manage and use three separate systems.

Using free systems

Does your free platform enable you to share content in real-time, collaborate with multiple parties, guarantee call quality or offer ease of use for your team and clients? These things may not matter for a personal call, but when you are speaking with your clients, suppliers and partners, you need a system you can rely on, with features and quality that reflect your brand. Making a call easy for a client makes a great first impression and indicates that you will be easy to work with, and can collaborate anytime, anywhere.

No ongoing service agreement

Whether it is poor performance or unexplained service downtime, with a free service you can’t expect any level of support. Clearly, this is a major difference from paid services that provide a high level of support and full redundancy, and can have a profound impact on your ability to do business.

The post Flexible working is changing the logistics industry. Are you ready? appeared first on Voice Logic Pty Ltd.

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The latest office design trends

The way we work is changing. The days of the traditional nine-to-five job, where you sit at your desk for the majority of the day, are long gone. Instead, we are seeing much more focus on employee collaboration, flexibility in the way we work, and improving employee well-being. As we see more businesses embracing flexible working practices – whether that involves flexible hours, or remote working- there are less staff in the office space than in the past.

So, how have these changes affected the way we design our office space?

Permanent desks are disappearing

If you are looking to move offices or have recently moved, you know that office space can be expensive. It is typically the second biggest cost for your business, and what is frustrating is that research suggests that up to 40% of office space is vacant at any one time.

To avoid this, many organisations are implementing hot-desking or activity-based working (ABW). This basically means employees either share a desk with others or are not assigned a permanent desk and must find one when needed.

The main difference between hot-desking and ABW is that ABW provides a range of work settings to cater for different types of activities, such as collaboration, private work, meetings etc. Employees can switch areas during the day, depending on their activity. There are massive cost reduction benefits to both shared desk environments, but the jury is still out on whether it actually improves the way staff work. Recent research found staff in shared desk environments complained of desk shortages, difficulty finding colleagues, and wasted time. Staff also had a decreased perception of support from supervisors.

Communicate well and often

With more staff working outside the office, it is important that you provide them with the right collaboration tools. Don’t limit yourself to a single channel to connect to your colleagues – email, chat, phone, web, and video conferencing each have their own place. By offering a variety of tools and channels, you can cater to the type of message your staff need to convey and ensure it is heard and understood. Some technology providers, such as StarLeaf, offer apps that allow teams to instant message, call, or video conference from any device, at any time. This works for staff based in the office or offsite.

Get the technology set-up right

The key is to use technology to help staff avoid potential issues around collaboration, communication and project management. By planning out your office design – like including screens for presentations, video conferencing capabilities, wireless charging ports and smartboards – you will promote effective communication and collaboration across your staff, your clients, your suppliers and your partners.

Promote staff well-being

Some organisations spend millions on staff well-being programs by providing on-site gyms, discounted health fund memberships, and in-house services, like massages and yoga classes. However, looking after staff well-being doesn’t have to be overly expensive, you can incorporate healthy practices into your office design without breaking the bank. Simple things like greening up your office space with plants, offering standing desks, providing fresh fruit, or having a central staircase that encourages taking the stairs over the lift, are all ways to promote a healthy work environment.

Cater for the future generation

Millennials have taken over as the largest population in the workforce. What does this mean for the workplace? Millennial employees are drawn to collaborative spaces for brainstorming sessions and less formal meetings. They want to communicate across different channels, like instant messenger, group chat and video calls. So as baby boomers start retiring, and the millennial generation start taking on leadership roles, we’ll see the importance of collaboration, learning and a strong culture take centre stage in our work places.

By making small changes to your office design around technology, collaborative spaces, and well-being practices now, you will be well on track to creating a workspace that caters for staff today, and the millennial leaders of the future.

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Voice Logic named StarLeaf 2018 Partner of the Year ANZ

Voice Logic has been named Partner of the Year ANZ by StarLeaf, a leading global collaboration solution provider, at its 2018 Global Partner Conference, held in London.

The awards, which span a number of regional categories, are testament to the contribution StarLeaf channel partners have made to the company’s 60% year-on-year growth.

Ben Dinnerville, Managing Director at Voice Logic, said “We are delighted to receive this award and is a fitting testament to our team’s hard work and dedication to providing our clients with the best technology. We look forward to growing our partnership with StarLeaf.”

Don Girskis, StarLeaf Chief Revenue Officer, said “Our strong relationship with Voice Logic has really driven StarLeaf’s business, and it’s great to have the best-in-class working with us. The StarLeaf partner awards are given in recognition of the role our partners have played, and will continue to play, in our exponential growth and continued success. We work constantly to develop these relationships, and are looking forward to building on these mutual successes.”

About StarLeaf

StarLeaf brings people together through the power of its global collaboration platform which delivers secure, rich, and reliable video meetings, messaging, and calling.

StarLeaf provides award-winning video collaboration products and services to Fortune 500 companies all the way down to the smallest organizations around the world. Whether a company chooses StarLeaf conference room systems or already has their own, StarLeaf removes the complexity and cost of management and enables users to call anyone else, including those who use Microsoft Skype for Business or Teams as their client.

For more information, please visit www.starleaf.com

Media contact and for more information: Jon Tracey – jon.tracey@starleaf.com

About Voice Logic

Communication is vital to any business; and we believe businesses are most effective when employees are able to communicate without boundaries. At Voice Logic, our goal is very simple; to help improve the way people communicate through the seamless integration of technology.

For over a decade, Voice Logic has been providing a range of technology solutions that enable our clients to communicate effectively without boundaries. Its services include voice and video conferencing solutions.

For more information, please visit www.vlogic.com.au

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How do we maintain effective communication and collaboration, despite being in different locations?

Over the past 5 to 10 years we have seen the structure of business and the way we work change, with increased flexibility and the rise of remote working. Most businesses have staff, clients and suppliers spread across the country, and often the globe. With margins continually being squeezed and businesses needing to do more with less, travelling for face-to-face meetings is not a viable option for many businesses.

This creates a challenge for businesses to maintain effective communication and collaboration, despite being in different locations. Video as a way of communicating has become mainstream for us as consumers, so naturally people expect business to keep up.

When are businesses using video to collaborate?

When distance is an issue

Ideally, we would all like to sit in a room together to collaborate with colleagues, suppliers and clients, but physical distance is often a barrier to this. For most of our clients it is about enhancing communication when face-to-face interaction isn’t possible.

One of our clients, who has over 15 sites across Victoria, was holding monthly face-to-face staff meetings at a central location, losing one day a month on travel, and spending considerable time and money on logistics. The introduction of video conferencing significantly increased productivity and saved time and money, while maintaining high quality staff interaction.

When productivity is key

It’s not always about physical distance. We have a large financial services client who has two offices within walking distance of each other, but found staff were wasting a lot of time moving between buildings for meetings. So they introduced video conferencing to improve productivity while maintaining effective collaboration.

When managing suppliers

We use video conferencing not only for internal meetings, but also with our suppliers. We have frequent supplier meetings where we have 3 or more people from different locations joining. To ensure these meetings are productive, we use video conferencing which enables us to share documents and screens in real-time. Having the visual and audio element helps to ensure that everyone is engaged and what we are trying to achieve is clear to everyone in the meeting. This can be difficult to achieve with audio alone.

No matter the size of the business, large or small, we are seeing more clients looking to use video as a collaboration tool to drive better outcomes and, ultimately, improve their bottom line. With the prevalence of cloud-based video conferencing solutions, we are only going to see video conferencing become more and more common in the workplace.

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