7 Best Practices for Online Collaboration and Meetings

By
Daniel Htut
February 12, 2024

Online collaboration tools refer to software, platforms and applications that enable teams and individuals to communicate, collaborate and share information remotely through the internet. These tools have become indispensable for organizations and teams that require collaboration across distributed teams and remote workers.

Some examples of popular online collaboration tools include:

  • Video conferencing software like Zoom, Google Meet and Microsoft Teams allow for meetings, webinars and events to happen virtually. Participants can see and hear each other in real-time, share screens and record sessions.
  • Instant messaging and chat apps like Slack, Microsoft Teams and Flock enable quick communication between team members through text, audio and video chatting.
  • File sharing services like Dropbox, Google Drive and Box centralize files, documents and other assets in the cloud, enabling remote access and collaboration.
  • Project management software like Asana, Trello and Basecamp help teams manage projects and tasks across locations. Features include task lists, calendars, file sharing, messaging and more.
  • Document creation tools like Google Docs and Office 365 allow simultaneous co-authoring and editing of documents in real-time by multiple people.

The key benefit of these online tools is enabling collaboration to happen anytime, anywhere - improving teamwork, communication and productivity for remote teams and organizations.

Enable Communication in Real Time

Collaboration tools with chat, video conferencing, and screen sharing capabilities allow team members to communicate and interact in real time, no matter where they are located. This enables much faster communication compared to email and avoids the inevitable game of phone or email tag.

Instant messaging chat tools like Slack allow quick conversations, questions and answers between team members. The ability to create different channels for projects, departments or topics keeps things organized.

Video conferencing through tools like Zoom, GoToMeeting and Microsoft Teams enables remote team members to connect face-to-face through high quality video. This helps build stronger relationships and improves communication through the ability to pick up on visual cues.

Screen sharing allows presenters to share their screen with meeting attendees during a video call. This facilitates remote training, collaboration on documents, visually walking through processes, and more. Attendees can annotate and engage with the shared screen as well.

The combination of chat, video conferencing, and screen sharing gives teams a complete real-time communication solution and significantly improves productivity by enabling seamless collaboration. This is essential for teams that have remote workers or collaborate across locations.

Centralize Files and Documents

Collaboration tools allow teams to centralize files, documents, and other assets in one place, eliminating version control issues and confusion over file locations. Rather than emailing files back and forth or saving them in disconnected drives and folders, teams can take advantage of built-in cloud storage and file sharing capabilities.

Key benefits of centralizing files and documents include:

  • Shared drives - Many tools include shared drives or cloud storage where files can be uploaded and accessed by the team. This eliminates duplication and inconsistencies.
  • Cloud storage - Storing files in the cloud rather than locally on each employee's computer enables anywhere access and real-time syncing across devices. Popular storage platforms like Dropbox, Google Drive, Box, and Microsoft OneDrive integrate with collaboration platforms.
  • Version control - Team members can avoid confusion and work from the most up-to-date documents since there is a single source of truth. Collaboration tools often include version history showing changes over time.
  • Searchability - Once files are centralized, teams can easily search and find needed documents rather than digging through emails and DMs. Tagging or labeling further improves organization.
  • Permissions - Managers can control access and editing abilities by setting file-level permissions and sharing settings. This improves security and ensures employees only access appropriate docs.

Centralizing documents into dedicated collaboration platforms streamlines teamwork, improves visibility, and provides secure access to important files and assets. It's a best practice for boosting productivity.

Set Up Project Management Systems

Online collaboration tools like Asana, Trello, and Basecamp come with built-in project management features to help teams stay organized and aligned. Setting up systems for project management is one of the best practices for effectively using these tools.

Project management systems help create structure around workflows, assign tasks and deadlines, map out project plans, and track progress. Popular project management features include:

Kanban Boards

Kanban boards provide a visual overview of project workflow using columns like "To Do", "In Progress", and "Completed". They allow teams to map out the status of tasks and get a bird's-eye view of where things stand. Teams can create cards representing tasks and easily drag and drop them between columns as work is started or completed. This helps identify bottlenecks and keeps everyone on the same page.

Gantt Charts

Gantt charts are horizontal bar charts showing tasks, timelines, task dependencies, and resource allocation for projects. They provide a timeline view of projects from start to finish with milestones mapped out. Gantt charts make it easy to identify critical paths, task relationships, and delays. Integrated Gantt charts in collaboration tools update automatically as tasks are completed.

Task Lists

Simple task lists are an essential project management feature. They allow creating checklists of tasks with assignees, due dates, priorities, statuses, and other details. Task lists provide an organized way to capture everything that needs to get done for a project. Team members can check off tasks as they are completed to show progress.

Setting up boards, charts, lists, and other project management systems in online collaboration platforms allows teams to visualize workflows, track progress, and stay coordinated on project tasks. It's a best practice for keeping everyone aligned.

Automate Repetitive Tasks

Online collaboration tools offer powerful ways to automate repetitive, routine tasks through AI assistants, bots, and macros. This frees up employees' time for more strategic, creative work.  

For example, AI-powered assistants like Clara for Slack can handle frequently asked questions from teammates or customers. Clara can learn common queries and give quick answers without needing a human to respond each time.

Collaboration platforms like Zapier, IFTTT, and Microsoft Power Automate make it easy to set up automation workflows and macros. These automations connect your tools together to trigger actions across multiple apps.

For instance, you could set up an automation that tracks time entries in a spreadsheet, then automatically adds them to an invoice and sends it out for approval when completed. Or automatically save recordings of video conference calls to a cloud storage folder for later reference.

Bots integrated into collaboration tools like Slack or Microsoft Teams streamline other repetitive tasks too. Bots can schedule meetings, take notes, transcribe recordings, generate reports on team progress, and more.

Automating repetitive, low-value tasks allows your team to focus their time on more meaningful work that has real impact and advances your business goals.

Integrate With Other Tools

Getting the most out of online collaboration tools often requires connecting them to other apps and systems your team uses. Integrations allow tools to share data and workflows, avoiding the need to constantly switch between different platforms.

Many collaboration platforms provide APIs (application programming interfaces) and pre-built integrations to connect with common programs like Slack, Zoom, Google Workspace, Microsoft Office, and more. For example, a project management app may link with a chat tool so that notifications and updates automatically post in team conversations.

Plugins and bridges are other ways to integrate tools. Plugins add new functionality within an existing program, like enabling Trello cards to be created from Gmail messages. Bridges sync data between separate platforms, such as connecting Microsoft Outlook calendars to Google Calendar for consolidated scheduling.

When evaluating collaboration tools, check what integrations are available out of the box. Useful integrations allow apps to hand off work and data between each other smoothly. Teams can configure the specific integrations they need to craft cohesive workflows using their favorite programs. With the right integrations in place, teams can adopt best-in-class point solutions while still maintaining continuity in their tech stack.

Enable Anywhere Access

Mobile and web access are key features to look for when selecting online collaboration tools. The ability to access files, communicate, and collaborate from anywhere allows teams to work seamlessly together, even when employees are distributed or on the go.

Look for tools that offer:

  • Dedicated mobile apps for iOS and Android to enable collaboration via smartphone or tablet
  • Full-featured web access to use the tools from any laptop or desktop computer with an internet browser
  • Offline access capabilities to work on files or draft messages even without an internet connection
  • Cloud storage integration to access the latest file versions from any device
  • Real-time communication features like chat and video conferencing that work seamlessly across mobile and web

Mobile and web access empower teams to collaborate anytime, from anywhere. This maximizes productivity by enabling employees to work flexibly and responsively. Whether an employee is at their desk, a client site, home office, or airport lounge, they can fully participate and move projects forward using the online tools.

Seamless mobile and web access should be a key consideration when evaluating collaboration platforms. The ability to enable anywhere access is essential for unlocking the full potential of any online tool.

Train Employees Thoroughly

Adopting new collaboration tools can increase productivity and efficiency, but only if employees actually use them. Without proper training and support, even the most powerful software will go underutilized. Here are some best practices for training employees on new collaboration tools:

Conduct multiple training sessions. Don't expect employees to learn a complex new tool in a single session. Break training down into multiple, short sessions focused on specific features and use cases. Allow time in between for employees to try using the tools and ask questions.

Offer incentives for completing training. Consider offering small rewards or recognition for employees who complete training. This could be gift cards, public praise, or just a certificate of completion. Incentives boost motivation and participation.

Get executive buy-in. Make sure managers and executives visibly endorse and participate in training. This signals the importance of adoption to employees.

Involve project teams. Train collaboration tools within the context of team projects. This allows immediate practice and relevance. Support teams as they learn together.

Provide ongoing support. Make yourself available to answer questions and assist with issues long after formal training ends. Consider assigning "superusers" who fellow employees can go to for help.

Solicit feedback. Survey employees on what parts of training were most helpful and where they still need support. Be prepared to modify training based on this input.

With a combination of thorough training and ongoing support, employees will gain the skills and enthusiasm to fully leverage your new collaboration tools. This adoption strategy enables organizations to maximize their return on investment in cutting-edge software.

Set Guidelines and Etiquette

Effective collaboration requires some basic guidelines and etiquette to enable productive communication and file organization. Here are some best practices:

  • Establish norms for communication like being respectful, patient, and listening to others. Set the expectation of timely responses so conversations flow smoothly.  
  • Organize files thoughtfully with clear naming conventions and folder structures. Document any standards to make it easy for everyone to find what they need.
  • Clarify who has access and editing rights for different files and folders. Make sure confidential documents are properly secured.
  • Institute version control practices like requiring check-out and check-in for shared documents. This prevents team members from overwriting each other's changes.
  • Encourage team members to be mindful of distractions like keeping video on when it's not necessary. Set reasonable expectations around response times for messages and requests.
  • Develop protocols for project-specific conversations to keep messaging targeted and relevant to the appropriate members. For example, create dedicated channels or groups for each initiative.
  • Set file retention policies to prevent storage limits from being exceeded. Require team members to regularly clean up old files that are no longer needed.
  • Ask for feedback on what's working well and what could be improved. Be willing to update guidelines as needed to maximize efficiency and team satisfaction.

Setting clear expectations upfront will enable your team to collaborate smoothly and productively. Adjust policies over time as needs evolve.

Choose the Right Tools

When deciding on which online collaboration tools to use, it's important to assess your organization's specific needs, team size, and budget. The right tools will be aligned with your workflows, foster collaboration, and maximize productivity. Here are some best practices:

  • Take time to evaluate your team's needs. Do you need real-time communication? File sharing? Project management? Understanding your requirements will help narrow your search.
  • Consider your team size. Some tools work better for smaller teams, while others scale well for larger enterprises. Make sure to choose a solution suitable for your number of users.
  • Think about your budget. There is a wide range of pricing models and costs for collaboration platforms. Determine what is affordable given your resources. Free tools can provide value for small teams with basic needs.
  • Prioritize security. Be sure the collaboration solutions you evaluate offer enterprise-grade security, permission controls, and administrative options. This is especially crucial when dealing with sensitive documents and data.
  • Look for integration capabilities. The ability to integrate with existing software like email, calendars, CRM can optimize workflows.
  • Evaluate functionality vs ease of use. More features don't always equate to better tools. Consider usability and adoption by employees.
  • Include end users in product trials. Get feedback from the team members who will actually be utilizing the tools day-to-day.

By carefully assessing your needs, team, budget and options, you can determine the online collaboration solutions that will work best for your organization's success.

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