Our world has turned decidedly digital, and in this environment, the way we work and communicate has experienced a seismic shift, driven largely by pandemic experiences.
No longer confined by physical workspaces, interactions have expanded beyond four walls, creating new teams that are increasingly remote, flexible, and global. In this new environment, collaboration software has emerged as a must-have tool to enable an intricate web of modern workplace communications.
Effective Communication Has Always Been a Must for Businesses
Workplaces have always had to ensure collaboration. That’s nothing new. Historically, whether through face-to-face meetings, written memos, or telephone conversations, effective connections have always been critical.
However, today’s technological advancements have reshaped these interactions in sometimes disruptive ways. Geographical barriers have been, to a large degree, dismantled, leading to the need for real-time, seamless, and always-on access to communication tools.
The Advent of Collaboration Software
Collaboration software facilitates communication in real time and asynchronously. A wide array of tools have been developed to bridge the gap between team members who may be located on-site, remotely, or anywhere around the world in various combinations.
These tools help foster communication and connections and streamline workflows. They range from instant messaging to sophisticated project management applications accessible to employees working in companies of all sizes.
But, as with any new technologies, effectively incorporating these tools into work environments with minimum disruption and maximum adoption can be challenging. Here, we take a look at how companies are using these tools, the benefits and outcomes, and how training can play a role in ensuring effectiveness.
How Organizations Are Using Collaboration Software
The digital age has ushered in a wide range of collaboration tools, many of which are designed for specific workflows and others to support collaboration more generally. From communication to project management, the technology landscape is brimming with collaboration software options. As highlighted by Workable, the rise of team collaboration software is evident. Here are some of the tools that have gained the most traction:
- Effective collaboration relies on seamless communication. Platforms like Slack offer instant messaging, file transfers, and powerful message search capabilities. GoToMeeting and Cisco’s WebEx are popular choices for online videoconferencing, allowing teams to hold virtual meetings with ease.
- Keeping track of tasks, objectives, and progress toward meeting deadlines and completing deliverables is crucial for any organization. Tools like Asana and Trello have become household names, allowing teams to assign tasks, monitor deadlines, and stay on top of project progress. ProofHub and Redbooth are comprehensive collaboration suites for project management, ensuring teams stay focused, connected, and on the same page.
- Sometimes, tasks require collective effort. Platforms like Google Workspace allow teams to edit files simultaneously, ensuring real-time collaboration.
Not every tool is suitable for every organization or application. The “right” choice depends on the specific needs of each team—and the individuals on the team. Involving employees in tool selection can be an important best practice to ensure successful adoption and desired results.
Expected vs. Actual Benefits
There’s obvious potential for team collaboration and connections through various collaboration software offerings. But has this potential been achieved and to what extent?
According to a Gartner survey, the use of meeting solutions, in particular, saw a significant surge during the pandemic. In 2019, workers reported spending 63% of their meeting time in person. By 2021, this number plummeted to 33%, with a shift to audio and video-enabled meeting solutions. Gartner predicts that by 2024, in-person meetings will represent only 25% of all enterprise meetings—a testament to the lasting impact of collaboration tools.
However, while there are some clear benefits, challenges remain. A shift from in-person to digital interactions means organizations must proactively ensure equal access and functionality for employees, regardless of their location. Organizations must also ensure employees are educated, prepared, and equipped to use these tools effectively.
The Training Process
Introducing new collaboration software isn’t merely a change in work processes; it’s also a cultural shift. Successful implementation demands effective training to ensure employees not only understand these tools but also are committed, even excited, to embrace them. To make this happen, it’s important to:
- Involve employees in the decision-making process. An article from Instapage highlights this as a key strategy for achieving positive outcomes. The article points to a study that took place in a clothing factory, which demonstrated that employees who were involved in the change process were more likely to use—and embrace—these tools. The lesson is clear: When introducing new collaboration software, getting involvement and feedback from the team, allowing them to trial new tools, and ensuring the features of these tools meet their needs are critical best practices.
- Address the challenges of new software adoption. As highlighted by eLearning Industry, organizations often face challenges when introducing new systems. One of the primary pitfalls is a lack of thought and structure in the adoption process. Technology change is more than just installing software—it’s not a “set it and forget it undertaking.” What’s required is the facilitation of a mental and cultural transformation. Team leaders need to recognize the need for this mindset shift and plan accordingly. Training is pivotal for the successful adoption of new technology. Without proper training, employees might not fully leverage the capabilities of the new system, leading to suboptimal outcomes.
- Ensure training is effective. A few tips can go a long way toward helping ensure employees use collaboration software effectively and efficiently. First, before diving into the technical aspects, it’s crucial to onboard employees culturally for the transformation journey. This involves communicating the bigger picture, explaining how the new technology can benefit them, and getting early buy-in. It’s also important to provide the right training at the right time to ensure the training is well structured and to make the content engaging and tailored to employee needs. A “tell-show-do” approach can be helpful here, allowing employees to both see system demonstrations and get ample practice opportunities.
By involving the team, addressing challenges head-on, and providing effective training, organizations can ensure a smooth transition and maximize the many benefits of collaboration tools.
Collaboration software is transforming the modern workplace by enhancing communication and streamlining operations. While the benefits are evident, successful adoption requires thoughtful implementation and comprehensive training. As technology continues to evolve, organizations must remain agile, embracing tools that foster productivity and unity, to ensure a future in which distance isn’t a barrier to collaboration.
Lin Grensing-Pophal is a Contributing Editor at HR Daily Advisor.