Effective online collaboration

Jan 10, 2023

Best practises of using online collaboration tools 

by Auguste Gaucaite

Online collaboration tools have become an integral part of modern work, allowing teams to communicate and collaborate remotely and in real-time. According to a survey by Owler, 80% of employees say that they use online collaboration tools in their daily work, and 90% of companies have adopted at least one collaboration tool. These tools can help teams increase productivity, reduce communication barriers, and improve team cohesion, but they also come with their own set of challenges. To get the most out of online team collaboration tool, it’s important to follow best practices to ensure that team is able to effectively collaborate and achieve its goals. 

Set clear goals and objectives  

Choosing the right online collaboration tool is essential for the success of project. Different tools are better suited for different types of projects, and it’s important to consider the needs of the team and the type of work doing when selecting a tool.  

The size of your team: If you have a large team, you’ll want to choose a tool that can accommodate a large number of users. 

The type of work you’ll be doing: Different tools offer different features and functionality, so it’s important to choose a tool that meets the needs of your specific project. 

Budget: Some tools are free, while others charge a subscription fee. Consider your budget when selecting a tool. 

Ease of use: It’s important to choose a tool that is easy to use and intuitive, so that team members can get up to speed quickly. 

Foster a culture of feedback and open communication 

Fostering a culture of feedback and open communication is important for the success of any team collaboration. Encouraging team members to give and receive constructive feedback can help teams identify areas for improvement and make necessary changes. It’s also important to create a safe space where team members feel comfortable sharing their thoughts and ideas. This can help encourage creativity and innovation, and can foster a sense of community within the team. 

Encourage team members to brainstorm: Encourage team members to speak up and share their thoughts and ideas during video conferences, even if they may be different from those of others. 

Practice active listening: When team members are sharing their thoughts and ideas, make an effort to really listen and understand what they are saying. 

Provide opportunities for feedback: Regularly solicit feedback from team members and make an effort to incorporate it into your work. 

Encourage openness and transparency: Encourage team members to be open and transparent in their communication and to share their thoughts and ideas freely. 

Establish clear communication channels 

Developing clear communication channels is an important step in ensuring that team members can effectively communicate and collaborate, especially if you have a distributed team. It’s important to choose the right communication channels for your team, as using too many channels can create confusion and make it difficult for team members to stay informed. 

Identify the communication needs of your team: Consider the types of communication that your team will need to have, such as one-on-one conversations, group discussions, and announcements. 

Encourage team members to use the designated channels: Encourage team members to use the designated channels for communication, such as MS Teams or Zoom, and to avoid using personal email or messaging apps for work-related communication. 

Try to avoid multitasking 

According to a study, multitasking decreases individual performance by 15 %, therefore avoiding it is an important practice for virtual collaboration. It’s easy to get caught up in back-and-forth messaging and other distractions in remote work, but it’s important to stay focused on the task at hand in order to be productive. When you’re in collaboration or working mode, try to avoid multitasking and focus on the task at hand. It’s also important to respect teammates’ time and priorities. Once meetings or collaboration hours are finished, allow your teammates to get to their priorities. Trailing emails and other notifications can be distracting and disrupt their focus. While it’s important to be available and have an online presence, it’s also important to avoid abusing those access points and causing unnecessary distractions for teammates. 

Keep track of progress and hold regular check-ins 

Tracking progress and holding regular check-ins is an important part of effective collaboration. By using the collaboration software to track progress, team members can stay up to date on the status of the project and identify any areas that may need attention. Regular check-ins also provide an opportunity for team members to ask questions and get the support they need to stay on track. 

Use project management software features: Many collaboration tools have built-in project management features, such as task lists and calendars, that can help you track progress. 

Set clear milestones: Establish clear milestones for the project and use them as benchmarks to track progress. 

Use progress reports: Consider creating progress reports that summarize the status of the project and highlight any areas of concern. 

Stay up to date with new features and updates 

Online collaboration tools are constantly evolving, and new features and updates are released on a regular basis. It’s important to stay up to date with these new features and updates in order to get the most out of the tool. 

Subscribe to newsletters and blog updates: Many collaboration tools have newsletters and blogs that provide updates on new features and updates. 

Follow the tool on social media: Many tools have a presence on social media platforms such as Twitter and LinkedIn, where they announce new updates and features. 

Check for updates regularly: Most tools have an option to check for updates within the application. Make a habit of checking for updates on a regular basis. 

Participate in user groups: Many tools have user groups or forums where users can discuss new features and updates. Participating in these groups can be a good way to stay up to date. 

Think innovative 

Always search for the best solutions in the market when it comes to collaborative tools, as this will help ensure that you have the best tools and resources available to support your team’s collaboration efforts. 

isLucid is an online meeting management platform that is integrated with MS Teams for your increased productivity. The transcription and bookmarking features allow you to easily refer back to specific points in the meeting, and the ability to create meeting minutes and share them with other team members can help ensure that everyone is on the same page and that important information is not missed.  

 

If you are interested in isLucid, download to MS Teams with free trial possibility. 

Book a demo call to discuss your individual case. 

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