As organisations go digital, there have been concerns that collaboration across teams is being undermined, resulting in a loss in productivity and operating efficiency. We outline three key strategies organisations can adopt to foster and deepen collaboration as they go more digital.

 

Without a doubt, technology has made our professional lives easier in several ways, ranging from facilitating easier and faster communication to executing complex computations and analyses that we would not be able to do as efficiently. Technology, especially the internet, has also collapsed distance and geographic boundaries, which has opened up options regarding how and from where we work. As a result, remote work, in particular, has become increasingly attractive to employees and contract workers, who are choosing to either work from home, or to work from anywhere.

Prior to 2020, allowing employees to work remotely was the exception rather than the norm. However, when the COVID-19 pandemic was at its most intense, having employees work from home was a godsend to employers, who appreciated the numerous benefits that could be realised. However recently, more organisations have been clawing back their work-from-home posture and mandating employees be onsite full-time.

One of the key arguments organisations have against remote work is that it reduces teamwork and collaboration. Depending on the situation, time zone differences and spotty connectivity, for example, can thwart efforts to maintain active links and a sense of community across teams, which in turn can affect how well projects are managed and result in miscommunication and delays.

However, collaboration has been identified as a crucial component in fostering innovation, and in working effectively in today’s workplace and that envisaged for the future. It has also been identified as a crucial skill employees need to develop, which also means that employers need to create an environment that allows collaboration to thrive.

To that end, we should not limit collaboration in the workplace to in-person interactions. Increasingly, organisations have been embarking on digital transformation thereby deepening the integration of technology in the workplace, and must include the corporate culture that underpins and fosters that transformation.

Hence, as organisations ‘go more digital’ the ways collaboration can be fostered ought to be re-examined. We share some thoughts on how to improve collaboration in our increasingly digital workplaces.

 

Technology is challenging employers to be more intentional

In having all team members in the same location, it is easy to convene an impromptu meeting, or quickly call or summon someone to clarify a query. Further, as social creatures, there can sometimes be an innate sense of community just by being in close physical proximity to others on a regular basis – without any specific effort.

However, when people are working from disparate locations, it cannot be taken for granted that camaraderie will be fostered exactly that as it would tend to happen when they are all at the same location. Hence, employers and team leaders may need to make a concerted effort to develop their online communications skills and learn how to run online meetings more effectively.

 

A proactive leadership style and approach is essential

In the digital space, it may not enough for leaders to rely on their charisma and personable nature to foster a sense of community in their teams. Since team members may not be in the same physical space or collaborating in person, leaders will need to be proactive in creating that environment.

Although meetings will be necessary, there ought to be a marked emphasis on team engagement and participation, such as establishing goals and outcomes when starting new projects, and ideating and brainstorming. It would also be important to foster honest communication and open discussions, where diverse views are respected. Finally, and in the absence of the water cooler or after-work drinks that may happen in a physical space, team building and team bonding are important and should be fostered.

 

More appropriate collaboration tools can make all the difference

In many organisations across the Caribbean region, for example, email and WhatsApp and Zoom/Microsoft Teams calls are the ways in which teams stay connected. Moreover, these are also the tools used to collaborate on projects, which can make it difficult to keep track of the various tasks, and to coordinate and manage them efficiently and effectively.

Once again and in being intentional with respect to improving collaboration, organisations could consider investing in online collaboration or project management tools. Numerous applications are available, with options to suit the size of the organisation or team, and/or the complexity of the projects that are being executed. Below are just a few of the popular online tools that could be considered:

  • Asana, to organise, manage and track projects.
  • Basecamp, to keep track of assignments, collaborate on documents, plan projects, chat, etc.
  • Jira, often used for agile project management and software development, it has been broadened to be used by all kinds of teams to manage their work.
  • Miro, for visual collaboration.
  • Monday, to projects and workflows, visualise data, and team collaboration.
  • Slack, an instant messaging program.
  • Trello, a web-based, kanban-style, list-making application.

 

In summary, in becoming more digital, organisations and their leaders need to be prepared to change how they work. The approaches they used successfully in the physical or analogue office space are unlikely to work the same way or be as effective in a digital construct. The move to digital is inevitable. Hence, it is organisations that are intentional, and are prepared to change and evolve, that will be the most progressive and competitive in the end.

 

 

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