Team collaboration done right is a powerful force to align a group of individuals to accomplish a common goal in the most effective way possible. But even the best collaborations, filled with smart, capable, and experienced team members, can be a struggle. Done wrong, collaborative projects can feel like a waste of time where individuals spend more time talking about doing things than actually getting things done.
Use some of our tips below to get the most out of your team.
1. Use Regular Meetings
If you need to brainstorm, set vision, align roles, agree on goals, or do other creative and strategic discussions, a meeting will likely be your most efficient method for getting these activities done. You may be tempted to add a recurring meeting to the calendar, but when you can, try to work these items into existing standing meetings instead, so you’re not adding more to people’s already overcrowded schedules — for example, you may decide that once a month your regular team meeting takes a more strategic focus instead of a tactical one. Set an agenda in advance and assign someone to facilitate the meeting to keep the group on track and drive decision making. Also, have someone take notes and route them to stakeholders, so you don’t have to waste precious time by having another meeting about the same topic in the future.
2. Centralise Feedback
Sharing, editing, and giving feedback on documents can be a tiresome and time-consuming process. Working out which version of a document is the most up-to-date can be as challenging as working on the document itself.
Virtual collaboration allows stakeholders to consult and co-author documents in real-time. There’s no need for long email chains with seemingly endless attachments and updates. Any alterations made to a document can be instantly recognised and commented on by anyone with the relevant permissions to view that file, boosting team productivity and collaboration.
3. Maintain routines and organisation
Just because employees are working virtually doesn’t mean that schedules and routines are no longer priorities. Look for ways to replicate the systems and elements of working in an office.
While employees can communicate through various digital tools, such as email and chat, nothing beats real-time conversations. Use virtual collaboration tools to improve efficiency and effectiveness in sharing team information and brainstorming each project’s strategic and creative elements.
Set regular meetings and invite team members to participate through videoconferencing.
4. Motivate your virtual team
Ideally your virtual team consists of people that are great at keeping themselves accountable and motivated. However, even the most self-sufficient team member needs encouragement every once in a while.
To keep your virtual team engaged and motivated, you need to give them a sense of purpose. Your team will feel much more connected to the project and the organisation when they’re familiar with your company’s mission. They’ll also need opportunities for growth and learning to feel like they’re advancing in their career.
Celebrate birthdays, work anniversaries, and important milestones to let your team know that you appreciate them and their work. Create opportunities for teammates to appreciate each other with small gifts or get shoutouts by their manager to boost confidence. All of these things can contribute to your team’s happiness and impact their performance.
5. Over-communicate
The biggest difference between remote and real-world collaboration is, of course, in the way your team communicates. This doesn’t just mean moving from face-to-face conversations to chat rooms and video meetings, it also means changing up the way you structure instructions and communicate ideas.
It’s important to note that over communication in this context does not mean communicating overly frequently. Excessive micromanaging of your virtual team through frequent check-ins and messaging can be distracting to your team members. It also shows a lack of trust in the capabilities of your team to finish their work to spec and on time, which can be destructive to your remote collaboration environment.
Over communication means going one extra mile in making sure your communication is as clear and concise as possible.
Virtual collaboration is the new normal
As organisations worldwide continue to shift from traditional in-person workplaces to remote work, learning how to collaborate online effectively is imperative to ensure your team remains productive, engaged, and aligned with the company’s mission and goals.
To benefit the most from using virtual collaboration, ensure your team has the tools they need, understands how to use them, and is open to continuously improving online communication.