How Team Collaboration Tools Can Help Your Team Be More Productive

How Team Collaboration Tools Can Help Your Team Be More Productive

Collaboration Tools For More Harmonized Workflow Management

The workplace is changing. The water cooler chats have turned into the Slack channel; team meetings are now conducted via a screen sharing video chat, and files that were once only accessible in the office files are now shared in the cloud allowing teams to share file stores and making it much easier to co-author and collaborate. Team Collaboration Tool use is on the rise and in this article we will explore how these tools can help your team be more productive. 

The internet has allowed workers to come together and be productive in ways that weren’t attainable a couple of decades ago. Studies demonstrate that at least 70% of people globally work remotely at least once a week, and nearly four million Americans claim their favorite workplace to be their own home. Notwithstanding the benefits of having remote teams, managing them, and maintaining the same level of teamwork as commonly seen in a traditional office setting can be a challenging task. 

Team Collaboration Tools are the new normal in the workplace arena and are utilized to facilitate a more translucent communication flow between teams within organizations. Businesses from diverse industries are shifting and recognizing that effective communication is a critical performance driver, and that’s why so many are opting to use team collaboration tools instead of relying on the traditional methods or project management or the exchange of emails. 

Collaboration Tools grant for more intuitive and harmonized management across the team’s workflows.”

What are Team Collaboration Tools?

We no longer have to be in the same place as our team mates to work together.  If you have ever worked on a task or a project where you had work in a team with multiple people, you will likely have a good idea of how collaboration works. Collaboration is the craft of working together with another individual or with a group of individuals to accomplish the same goal.  The technology that makes working together and achieving the same objective easier is described as Team Collaboration Tool. These Tools consist of softwares and/or online services that are designed to cut the costs and time associated with promoting teamwork, from communication, brainstorming, problem-solving, assigning roles and duties, sharing documents to checking and approving projects. Collaboration Tools grant for more intuitive and harmonized management across the team’s workflows.

Different Types of Team Collaboration Tools

Collaboration software can broadly be divided into synchronous (real-time) and asynchronous. By using synchronous software, the team can work together at the same time, for instance, with applications that permit several users to edit the same document in real-time. Asynchronous software allows users to work on the same task at different times.

The most common Team Collaboration Tools offer the following features:

Time Management: These tools usually consist of scheduling, task management, and shared calendar perks. The Task management tools offer a clean checklist of tasks that can be checked off as tasks are finished. In contrast, the shared calendar tools allow you to organize meetings and appointments without having to consult all participants as the organizer can quickly check the availability of the other team members before sending out invitations.

File Sharing: File sharing tools allow you to transfer and distribute files as well as grant access to them. With file-sharing software, you can share many different types of data in various formats, such as documents, images, and videos.

File Syncing: Document synchronization is the process of continuously ensuring that files and documents in one location are the exact replicas of data from elsewhere. This means that any modification, addition, or deletion of data will also be done across the platform. In other words, file sync is a continuous process that ensures that all files and folders are in sync, and all users have access to the latest version at all times.

Communication and Conferencing: from VoIP, messaging to video conferencing, there is now a vast pool of options available when it comes to increasing your team’s collaborative communication. The communication tools range significantly in complexity, but they all provide for more effective interactions between team members with most tools enabling not only the exchange of image and file attachments but also active organization and management of the communication channels.

Digital Whiteboards: An online whiteboard is an advancement of the classic whiteboard. These tools serve as an effective way of laying out plans, ideas, or solutions in visual format via text, drawings, and graphics.

Roadmap Tools: These tools usually aid in the project, product, and strategic management. The roadmap tools break down comprehensive projects into smaller assignments that can be allocated to team members. While project management tools are focused on project delivery, product management grants structure to the process of building out products. Strategic planning tools aim to coordinate the process of developing a mission statement, designing a plan for its execution, and then to pursue the progress toward that goal.

Assessing Your Team’s Collaboration Needs

In the process of selecting a Team Collaboration Tool, you might have to rethink where you are and where you want to be, and then connect the dots of reaching your vision and your purpose.”

Team Collaboration Tools aren’t just for businesses with team members working in different locations; they can also serve as valuable tools for any business looking to increase productivity and performance. Team Collaboration Tools such as Microsoft Teams,, Trello, Asana, Google’s G Suite, and Slack can offer several benefits to your business, but with so many choices, how do you decide on the right Collaboration Tool for your Team? As you begin your research, it’s critical to examine your business and what types of collaboration requirements it has. There are plenty of options available regardless of your industry, so watch for solutions that hold the features you need. Some Collaboration Tools are beneficial for designers and the creative sorts who can gain from virtual whiteboards and interactive brainstorming tools. In contrast, others are fitting for businesses that rely profoundly on office productivity means. Still, some options provide the right balance of features that would serve both designers and executives in the company. It all depends on the components that you require for your specific project or business structure. Some teams desire the ability to create interactive prototypes, some require microblogging and mind mapping capacities, and others want a virtual 3D environment in which to collaborate.

Each business is unique, with different visions and challenges. Before you decide on a Collaboration Tool for your Team, ask yourself first and foremost – what are you seeking to solve? Take time to evaluate your business core needs. Your requirements might range from looking for ways to allocate tasks to employees or track their progress, to streamlining communication. Or maybe you are looking for something more comprehensive to centralize productivity. Once you have identified what your core needs are, you can then start considering your employee’s digital skill sets and digital preferences. You would then be looking at aspects such as your data security requirements, data integration, and your budget.

In terms of features of the collaboration tools, study for ease of use, the various functionality options, and ability to customize the Tool to suit your Team. 

Implementing Team Collaboration Tools

Integration is fundamental. Look for Team Collaboration Tools that seamlessly integrate with other software and applications within your business. Compatibility is also important. For instance, your Tools should support all the file types your team regularly uses. 

In the process of selecting a Team Collaboration Tool, you might have to rethink where you are and where you want to be, and then connect the dots of reaching your vision and your purpose. Your daily digital technology use should empower that progress and change. 

Millennium Group is here to help you better manage the ever-changing world of technology. We offer harmonious managed IT services for individuals as well as small to mid-sized companies who know there’s a better way.

Get in touch with our Loveland, CO-based IT support team today to see how Team Collaboration Tools can help your Team be more productive;  or how Managed IT services can aid your business by calling (970) 663-1200 or visit us at 1724 Topaz Dr. Loveland, CO 80537

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