Collaboration is more than a catch phrase.
Merriam-Webster defines collaboration as: “To work jointly with others or together especially in an intellectual endeavor.”
If you Google “what is collaboration,” you get a similar result: “The action of working with someone to produce or create something.”
“Working with someone…” It’s clear at first glance. And we want to go deeper. We want to better understand what collaboration means on a practical team and business level. To better understand it, let’s look at some real-life examples.
Collaboration examples are everywhere.
From the news of Elton John’s album “Lockdown Sessions,” which was made in partnership with over 20 artists — including the likes of Dua Lipa and Lil Nas X! innovative collaborations are as common as hand sanitizers were a few short years ago.
There are two forms of collaboration:
- Synchronous Collaboration happens in real-time, virtually or in person. There are many ways that a team can collaborate synchronously including online chat, video conferencing, in-person meetings or live-editing a document or spreadsheet.
- Asynchronous Collaboration does not need to happen in real-time. It can be demonstrated by adding notes or comments in a document or presentation. For example, this blog post was created through asynchronous collaboration, with rounds of edits completed at different times.
People-focused collaboration:
- Team collaboration happens when a group of people come together to solve a problem or create something together. The team may be structured as kind of a task force to address a specific requirement.
- Cross-functional collaboration is when teams within the same company, across different departments come together to deliver a large project. Think, business stakeholders, marketing, digital Marketing, IT and creative all joining together to launch a new asset.
- Social collaboration is also known as a form of crowdsourcing. This type of collaboration can include strangers teaming up over a shared cause or message. This kind of collaboration can start out small and turn into a viral campaign.
Software collaboration:
- Contextual collaboration, documented in PC Magazine, “Contextual collaboration implies an ever-increasing integration of collaborative applications.” It allows a person to switch to a collaborative application when needed the very moment they want to.”
- Cloud collaboration enables synchronous collaboration to take place while working with virtual teams.
- Virtual collaboration can occur in asynchronous and synchronous settings. It’s collaboration that takes place through the cloud, online or social platforms.
- Productive workplace collaboration is essential. Many studies point to the links between collaboration and innovation. With so many of us working remotely, and teams spread out across different countries and time zones, collaboration is taking on new dimensions. No matter what your workplace looks like, collaboration can quite literally make or break your business goals.
Why is collaboration so important?
The benefits of collaboration are enormous. When executed properly, all parties involved will acquire exposure to new skills and points of view. You can reach a wider audience. Problems can be solved, and ideas can be brainstormed more quickly and more creatively thanks to the benefits of a cognitively diverse team.
Furthermore, effective team collaboration can contribute to overall job satisfaction and employee retention. A 2014 study out of Stanford found that just the idea of working together with others would motivate an individual to do more.
How to nurture collaboration:
Understanding the concept of collaboration technologies requires an understanding of the two primary communication forms: synchronous and asynchronous.
On premise:
These tools are installed and operated on physical servers located within company premises. Consequently, in-office collaboration tools are accessible only onsite or within the company’s physical boundaries.
Through the web
This includes software and data that’s stored on a web server. It provide hosting alternatives such as shared, managed, and dedicated hosting and virtual private servers (VPS).
Through the cloud:
Tools stored in the cloud are available over the Internet, vastly improving ease of access. This options is particularly advantageous for remote teams, allowing access from any internet-enabled device.
Synchronous technology
This type facilitates real-time communication without perceivable delays between sending and receiving messages. Examples include video conferencing tools and instant messaging apps.
Synchronous technologies are valuable for bridging geographical gaps, enabling equal participation in virtual meetings from different locations. These technologies’ immediate exchange of ideas enhances decision-making speed, making them a favorite in dynamic business settings.
Asynchronous technology
Asynchronous technologies involve a time lag between the sending and receiving of messages. Examples include emails, online workspaces, project management platforms, and knowledge management systems.
Asynchronous work doesn’t necessitate immediate responses, offering flexibility for tasks requiring extensive research or contemplation. It accommodates different time zones, schedules, and complements real-time communication, allowing for more deliberate and structured input.
- Encourage development of collaboration skills.
In addition to team dynamics, individuals described as effective team collaborators are thought to have skills like embracing change and asking for input. There are different collaboration skills and communication tactics that can help increase overall team effectiveness.
- Adopt a collaborative management style.
This is not just about team members and their skills. It’s also about the person who is leading the project. Collaborative leadership should be overlooked. A collaborative leadership style can appear more horizontal in structure than a traditional ladder or top-down hierarchy.
There can still be very collaborative teams that ultimately defer to a leader to define the problem statement and choose a solution. A leader who embraces this kind of approach should share their own professional skills and knowledge and encourage cross-functional learning for all team members.
- Equip your team with collaboration tools.
Common obstacles in productive virtual brainstorms include vague speaker phone conversations and decks that are too large to load and focus on. Luckily, we are living in a digital-first world, so even the white board has been modified for virtual teams looking to combine their brainpower. Collaborative tools offer features like noise cancellation and automated gesture recognition to aid in the overall environment for participants.
Collaboration technology tools are vital to support remote work environments, simplify complex workflows, and nurture a culture of creativity and innovation among team members.
A Microsoft study indicates this by showing that 85% of employees surveyed identified collaboration tools as crucial to their company’s digital transformation initiatives. Furthermore, 84% believe that the capability to develop custom-built applications within these collaboration tools, specifically designed to meet their team’s requirements, would significantly enhance their collaborative effectiveness.
What are the main features of collaboration technology?
Flexible scheduling:
This feature in collaboration technologies facilitates adaptable, hybrid work schedules. It allows employees more control over their work hours and locations, encouraging work-home-life balance and enhancing productivity and job satisfaction. Flexible scheduling helps organizations cater to diverse scheduling needs, leading to a more agile and efficient workforce.
Document management:
A critical element, cloud document management allows team members to collaboratively draft, edit, and share documents. This integration into the collaboration software enables the direct sharing of documents for feedback, enhancing team engagement and efficiency.
Intuitive Interface:
A user-friendly interface is critical in virtual collaboration platforms. Some systems offer customization options, allowing users to tailor their dashboards to display and prioritize tasks and information according to their preferences.
Project and task management:
Collaborative tools manage project progress and ensure timely delivery. They provide interfaces that visualize task assignments, due dates, and project stages, driving transparency in workload distribution and helping to make informed decisions for resource allocation.
Security:
In addition to using server encryption from vendors, collaboration software should implement robust internal control measures. This includes flexible permissions for data access within the organization and additional authentication and security protocols to safeguard sensitive data.
Cross-functional Collaboration
This enables the uploading, organizing, and sharing of files, allowing multiple users to collaborate simultaneously. Advanced tools may provide adjustable permission settings for viewing and editing files, ensuring the integrity of completed documents and controlled access.
The collaboration software market is large, yet most offerings share many core features essential for effective teamwork:
What elements are involved in a collaborative cycle?
Benefits of collaboration technology:
Enhanced security
A structured collaborative environment minimizes security risks often associated with remote work. It enables encrypted communications and facilitates the enforcement of VPN usage.
It also simplifies verification of authenticity of file attachments or requests for information, focused on the importance of security and reducing risk of email compromise swindles.
Streamlined onboarding
Centralized information systems, easy access to leaders and mentors, and tools that lead new employees through checklists streamline the onboarding process. Online collaboration tools contribute to a more effective integration of new team members.
Facilitated communication and sharing ideas
Virtual collaboration supports diverse interactions, including idea sharing, conveying instructions, or proposing product changes. Departments such as HR can leverage virtual interviews for efficiency and cost reduction. Video conferencing for interviews also cuts down on expenses.
Increased workforce efficiency
Collaboration technologies boost efficiency by streamlining communication and enabling quicker decision-making through real-time feedback. Project management tools help track progress and reduce redundant efforts, while cloud-based platforms deliver simultaneous access to files, eliminating concerns about version control or data loss.
Sustainable productivity
Effective communication and collaboration lead to higher productivity. Teams can share ideas, resources, and expertise more efficiently, reducing time spent on information searches or redundant work and focusing more on achieving key performance indicators (KPIs).
Improved access to resources
Collaboration tools provide easy access to shared documents and information, essential for quick and convenient retrieval by team members. This benefits remote, hybrid, or geographically dispersed teams, ensuring equal access to vital resources.
Collaboration technology plays a vital role in ensuring equitable participation in hybrid meetings, where individuals, attending in-person or remotely, share contributions equally valued and heard.
By investing in technologies that enhance accessibility, companies can establish a setting where hybrid meetings are necessary and a platform that promotes an equitable and more engaged workplace culture.
Challenges associated with using collaboration technology:
Collaboration technologies offer numerous benefits, yet it’s essential to acknowledge and address their potential drawbacks. Here are some challenges and suggested solutions:
Potential for misuse
Without face-to-face interaction, options like tone and body language are lost, and can cause misunderstandings. Asynchronous tools might result in unstructured or chaotic conversations. Diverse, hybrid teams might experience communication barriers, and unfamiliarity with platforms can lead to misuse, such as misplacing inputs in incorrect sections.
Regular training on collaborative technology usage and encouraging a collaborative culture can effectively bridge communication gaps. Ensuring everyone is proficient with the technology and understands digital communication etiquette is vital.
Findings from app exhaustion:
- Research from Harvard Business Review over a five week timeline observed 20 teams from three major Fortune 500 companies and discovered that employees switched tasks about 1,200 times daily. This constant shifting of focus is mentally demanding. This study highlighted that such frequent context-switching activates the stress hormone in the brain, leading to reduced focus and increased slowdown.
Consequently, when implementing a new collaborative technology, it’s vital to consider the impact on the workers who will use these tools daily. Beyond the initial training, employees need to perceive the new tool as enhancing their work life rather than a burden. The right technology choice should simplify routines, not complicate them with additional steps.
However, if employees are forced to use new collaborative tools without discovering what works best for them, they feel overwhelmed and reluctant to use these tools in the future.
The ability to work from anywhere, anytime, crosses the line between personal and professional life. The 24/7 operation of these tools can lead to overwork and intrusion into personal time.
This means you must establish clear boundaries regarding work hours and communication. Set specific times for conferences and messages, respecting everyone’s schedule and time zones. Emphasize that the flexibility offered by these tools should not equate to constant availability.
Security concerns:
Collaborative technologies can raise cybersecurity issues. Sensitive data shared on these platforms is at risk of cyber threats, and the storage of information in cloud-based systems can lead to loss of control over critical data.
Keep aware of the latest security protocols and build a cybersecurity-view of culture within the organization. Implement robust security measures like encryption, access controls, and regular security audits to protect sensitive information.
Selecting the best technology for team collaboration isn’t about the technology itself; it’s about finding a tool that fills a specific need and implements it purposefully.
The process might seem overwhelming due to the overabundance of available options, yet focusing on key factors can simplify it:
Can easily work with other tools
A significant aim of online collaboration tools is to unify and streamline work and communication. Choose a tool that integrates with frequently used applications like Google Drive or Zendesk, enhancing efficiency and structure.
Comes with privacy options
Collaboration doesn’t mean all interactions should be public. Select a service with robust privacy settings for confidential discussions or sensitive projects.
Budget
Evaluate the ROI and cost-effectiveness of different collaboration tools. Assess the features offered against the pricing plans, considering the number of regular users and how well the tool aligns with your budget and needs.
Keep data secure
Especially crucial for sensitive information handling, the security of a collaboration tool is paramount. Research, read reviews, and inquire about security measures to ensure your data’s safety.
User-friendly
A new tool can initially slow productivity due to its learning curve. Therefore, choose an intuitive tool that is easy to set up and supported by comprehensive customer service and learning resources.
Allows automation
Choose a tool with workflow automation to reduce repetitive tasks. Automation can streamline processes, minimize errors, and keep your team focused on more strategic tasks.
Implement a collaborative technology within your business
- Using collaboration technologies can be a game-changer for organizations, but strategic implementation is crucial to unlock the full potential and avoid pitfalls.
Here are best practices to guide this process:
- Before investing in new technologies, it’s crucial to comprehend why you’re adopting them and their expected benefits. Conduct a technology audit to identify areas for improvement, such as cost reduction, enhanced productivity, or replacing outdated systems.
Foster collaboration and buy-in
- Building a collaborative environment starts with relationship-building and gaining organizational support for new technology. Connect with cross functional stakeholders, understand their needs and how the technology can support them. Encourage open discussions about challenges and invite feedback and suggestions from all departments. This makes adopting technology a collective effort rather than a top-down imposition.
Develop a pilot program
- Before running a full-scale rollout, test the technology in a pilot program to improve the success of technology adoption. Focus on small, achievable goals and use the success stories to build momentum and win over skeptics. Earmark process obstacles from inefficiencies, such as manual tasks or excessive spending, for improvement in the pilot phase.
Deliver comprehensive employee training
When the rollout begins, overcoming the learning curve is critical. Offer engaging and practical employee training sessions, emphasizing the technology’s value to employees’ work. Continuous feedback during this phase is crucial for adjusting and improving the training process.
Ongoing evaluation of the technology
- Post implementation, continuously assess the technology’s effectiveness. Monitor how easily employees can use the tool and the results. Track usage metrics like popular content, likes, comments, and shares. Identify power users who can further influence and optimize the use of the tool.
According to Gallup research, 80% of chief human resources officers from Fortune 500 companies plan to maintain remote work flexibility. This trend aligns with employees surveyed, as 90% of them desire remote work, with a majority favoring a hybrid model.
Leaders should optimize their hybrid workplaces in 2024 by creating compelling value propositions, causing more effective team collaboration, revising performance management systems, and training managers to excel in hybrid environments.
Flexible work arrangements vary across organizations, and their future is evident. Embracing this model can increase productivity, improve employee satisfaction, and enable a more inclusive workforce. Teams should intentionally balance remote and in-person work based on the nature of their tasks and the benefits of physical gatherings.
As hybrid work environments increasingly rely on collaboration technology, it becomes essential for employers to focus on equipping their employees with the necessary skills to utilize these technologies effectively. Organizations should prioritize investing in people and their skill sets over simply acquiring the software for collaboration.
Establishing a solid foundational understanding of how to use these tools effectively is key. With this foundation in place, the specific choice of tool becomes less critical to successful collaboration.
AI in the workplace
Pew Center research suggests that 62% believe AI will significantly impact workers in the next 20 years. Following this, Deloitte’s research indicates that generative AI will equip employees with tools to boost productivity, knowledge, and creativity, driving innovation in enterprises. AI is expected to relieve workers from monotonous tasks, ensuring they can focus on more innovative aspects of their jobs.
In addition to automation, AI-powered collaborative technologies like chatbots and machine learning will become more popular in the workplace. Saying this, the ethical application and responsible development of generative AI are crucial, focusing on enhancing human potential rather than just efficiency.
The increased importance of visual collaboration
- Research from Harvard Business Review notesan increase in the number of meetings in the last few years, which often hinders productive work. Fortunately, hybrid work models and collaborative technologies make visual collaboration more important in 2024. This approach involves using digital canvases or software that eliminates the need for live meetings.
- Visual collaboration tools allow employees to share ideas on a digital canvas, which others can view and add to at their convenience, creating a recorded timeline for the project. This method streamlines communication and fosters collective creativity without the constraints of synchronous meetings.
The future of collaboration technology
- Effective workplace collaboration is necessary for knowledge sharing and employee productivity. When implemented successfully, collaboration technology can enhance coordination on shared projects, stimulate creativity, drive problem-solving, and increase individual productivity.
- The shift towards remote and hybrid office models has prioritized the need for tools that connect individuals, regardless of physical location or time zone. The landscape of collaborative tools is rapidly evolving, offering many business options.
- This includes everything from email to real-time chat applications, video conferencing platforms, and integrated collaboration features in productivity and project management apps. We may even see interactions in virtual environments through virtual reality technology.
Selecting the right tool is just one part of the equation.
- Employees often require guidance and support to leverage these technologies fully. Ensuring the workforce is well-equipped and comfortable with these tools is as important as the technology for creating a work environment where collaboration thrives.
The future of work will be led by employees. This involves selecting technologies that simplify their work lives and devising improved methods to perform their tasks efficiently.
Achieving this requires a strategic approach that is attentive to the distinct needs of your employees. Successfully implementing such a strategy positions your business for smooth success in the evolving work landscape.
Ready to take the next step?
Our flexible programs are customized to you and your organization, whether you want one-on-one coaching or dynamic and engaging group coaching.