Collaboration tools can also be used to involve external employees in projects. For example, by switching to a meeting via videoconference. — Microsoft Deutschland/dpa
Digital tools have transformed the possibilities for collaboration in the office. Workflows can be coordinated, tasks assigned to workers and large amounts of data shared instantly. A variety of such programs are available and like any tool they have their advantages and drawbacks.
Web-based services have a big advantage, according to expert Marcel Miller. "You are no longer tied to one place and external employees can be included in all workflows," he says.
Some tools offer many features in one package: single and group chats, video conferencing, scheduling and so on. A tool like Wrike, for example, allows users to assign tasks to each other.
But even if it looks good at first glance, in reality it can quickly be cumbersome.
"As a rule, you don't need everything from these large tools and as a result it quickly becomes confusing and harder for employees to learn all functions," says product tester Sebastien Bonset. For that reason he prefers partial solutions.
Before a company invests in collaboration tools it needs to find out what exactly its employees need. Also, a tool is only as good as the employee who understands it the worst. That means the proper training is important.
"The emphasis in training should be on showing employees the added value of the tool. What everyday processes does the program make easier?" says management consultant Manfred Simon.
Some features are key for any collaboration tool, for example that every change to a file is immediately visible and it's easy to back up data. Other desirable features include an easy-to-use user interface and the ability to use the tool across multiple devices.
According to Marcel Miller, it's crucial to define the rules before starting work with any new software. Questions to be answered beforehand include: what are we doing via which channel? Where do we store files? What happens to the files when a project is over?
Despite their advantages, collaboration tools can actually complicate shared work by reducing face-to-face interactions or phone calls. Instead a chat is opened. The tool should therefore only be used when employees really need it.
It's also important to establish who receives project notifications to prevent workers from being deluged in notifications they don't need to see. – dpa
