There are many reasons why companies want to move towards virtual collaboration tools. Some of the most common reasons are the need for remote workers, the desire for an improved work-life balance, or simply cutting down on expenses. Whatever your situation may be, thanks to new technologies, there are many ways to collaborate without ever having to meet in person. With virtual collaboration tools, you can choose whether you want employees to work from home or in the office.
Team members can stay connected, work from remote locations, and incorporate technology into their work processes with virtual collaboration tools. Technology makes it possible for teams and collaborators to work together in nonphysical settings.
Using virtual collaboration options more effectively requires understanding their advantages. This article explains what virtual collaboration is. Here we describe how you can use it, list its major benefits, and provide tips for successfully integrating these virtual collaboration tools into your business or professional collaborations.
What Is Virtual Collaboration? Definition and Helpful Tips
Virtual collaboration is the exchange of information and ideas without being physically present at the same place. This is achieved through connecting remotely, and businesses, as well as individuals, can use tools such as video conferencing, emailing, and instant messaging for these communications.
Virtual communication tools and technology can be utilized by international teams, remote employees, and distance collaborators to simulate the benefits of in-person interactions.
How to use virtual collaboration tools
Below are a few common ways to use virtual collaboration to share ideas and accomplish tasks:
- File Sharing: You can edit and share files in real-time with online collaboration tools. Authorized members can also enable restrictions and only share information with selected contributors.
- Instant messaging: Users can communicate quickly and securely by instant messaging. The ability to create groups on some communication platforms allows users to organize communication and collaborate selectively with specific group members.
- Videoconferencing: Video conferencing allows groups or individuals to communicate remotely. With video conferencing, users can share a live video of themselves, information from their computer screens, a prepared presentation, or an active document.
- Emailing: Using email as a virtual collaboration tool is another option. Updates can be communicated, questions can be asked, or information can be forwarded through email.
Online Collaboration Tools for Business
Several companies have grown and thrived through collaboration, and a collaborative management structure. Collaboration software is increasing in popularity.
A growing number of online collaboration tools are being introduced every year while existing ones are constantly improving their functionality and features. Whether it’s communication software or project management software, technology offers an abundance of options.
Here are the most effective collaborative tools for your business.
Basecamp
In terms of simple to use, affordable software that is easy to use, powerful and effective, Basecamp is the most suitable project management software for small businesses. The fact that it is affordable and has a simple learning curve means you will be able to take advantage of it easily.
Although Basecamp didn’t create the project management software category, they are probably one of the most loved software companies in the world.
Slack
Slack, the messaging app used by remote teams, is one of the fastest-growing startups today. With its powerful integrations, numerous bots, and the ecosystem that has been built on top of the platform, it has quickly become one of the most flexible communication tools available.
Slack operates through channels at its core. Companies can use channels to track and archive conversations around teams and projects. You’ll never accidentally miss a conversation on a project thanks to Slack’s search feature.
Yammer
Yammer is a private social network that enables users to collaborate across departments and locations.
Yammer is an entirely business-oriented social network. A working email address from your company’s domain is required for your team member to join your Yammer network.
You can create groups to separate relevant information to specific team members, thus reducing the noise in the Newsfeed. Using the drop-down menus below the Update box (which is similar to Facebook’s Status Box), users can share posts with specific groups.
Google Hangouts
Sometimes you’ll need to gather your team for a meeting. Google Hangouts may be the right tool for you if your business is on a budget. A good Zoom alternative for all your video conferencing needs.
It’s possible to record your Hangout so that you can view it later with Hangouts on Air. Using this feature will save you and your employees time and prevent them from missing anything. You also have the option to hide your Hangout from public view.
Mailbird
Mailbird is a simple but powerful email client for Windows.
Using Mailbird, you can easily organize and manage your email correspondence. Using Mailbird’s third-party integrations, you can manage messenger platforms like Facebook right from your email client.
One of Mailbird’s biggest assets is its lack of a learning curve. Mailbird claims that a user can master the application in five minutes, unlike more complex clients like Outlook where you may never master the entire application. It’s designed to be easily understood by people of all ages and with varying degrees of technical knowledge.
Flock
Flock is an all-in-one messaging and collaboration tool built especially for small businesses. Our goal is to help businesses communicate better so they can build a culture of transparency and speed within teams.
With Flock, teams can exchange messages, share files, video-conference, manage tasks, and centralize access to a variety of business tools and services.
It brings people together and provides an easy and secure place for them to get work done, from anywhere.
CodePen
Codepen is billed as “A playground for the front end web.”
You can show off your latest creation and get feedback, build a test case for that pesky bug and find example design patterns and inspiration for your projects.
While you can start for free, CodePen will allow you to upgrade to pro features for $9 per month.
Coding Team
Coders can easily collaborate when writing their code through platforms like Codingteam. It offers a free ‘software forge’ that encourages visibility and collective code building.
Types of Virtual Collaboration
Just as there are many different types of office setups and styles, there are also various ways that today’s global companies accomplish their virtual-based projects. Whether the needs are basic or complex, most companies should have no problem finding the best app for their virtual collaboration needs.
A sampling of the different kinds of online collaboration tools includes:
- Computer-mediated. This type of communication is defined as the ability to use text and data to work on projects remotely through the use of email, text messaging, online project management software and linked databases. Most organizations use this system even if all of their employees are in one office.
- Asynchronous collaboration. This work environment allows staff members to react to, and collaborate with, each other’s projects, even when these responses can’t be instantaneous. Discussion groups or bulletin board-style software programs accomplish this, while also keeping a detailed record of recent changes and feedback. The downside is that this feedback can pile up, and there’s often no easy-to-use mechanism for sorting through the messages. This can make collaboration difficult for the project manager.
- Synchronous collaboration. Working together from multiple remote job sites in a real-time environment is the goal of synchronous collaboration. Using apps and software that help team members see what the other people in their group are currently working on is one method, while scheduling meetings in an audio conference or a web-based conference room is another.
How to Build Remote Collaboration Tools for Your Business
Every business has its own needs and abilities. Still, there are a few general characteristics that can be utilized by any organization that wants to work with other organizations and clients remotely. These include:
- General collaboration. Working together through virtual sharing tools is a must for partners who can’t be physically together. Finding an easy way to share data, files, and project information is a community decision that should be made early on in the collaboration process.
- Virtual partners. Although a team may not be able to meet in person, each member must be able to provide input while being an active part of the project. For many companies with remote workers and international offices, this can only get accomplished by using highly reliable web-based tools.
Although in-person meetings might be the preferred method of collaboration, especially for more established organizations, successful companies that are adept at working in today’s technological society know the best employees might not be geographically close to the main office.
Using online collaboration tools enables your organization to cast a broader net when it comes to finding the best employees for a project since you’ll be able to provide a stable virtual environment where all employees can work together.
- Tech-based. None of the tools we mention below will be useful if you don’t have reliable information technology (IT) staff to help you implement them. Any modern corporation that’s looking to make their mark on today’s international audience needs to have a trustworthy and knowledgeable team that can help bridge technological divides in an easy-to-understand manner.
Anyone can install or upgrade software, but having a patient and forward-thinking staff can be the difference between just squeaking by on standard technology and setting the pace for the future of your corporation. It’s also crucial that your staff feels comfortable and trusts your IT staff’s capabilities. Team members must be able to reach tech support at any time, and they must have confidence that their tech needs will be addressed promptly.
The Pros and Cons of Virtual Collaboration
As with any developing technology that impacts the workplace, there are both positives and negatives about how these programs are used and what, exactly, they accomplish. Virtual collaboration allows companies to hire workers regardless of their geographic location, which empowers corporations to find the best and brightest employees.
It’s also more cost-effective to conduct project management through online software, as opposed to hosting regular, face-to-face meetings. Reducing the cost and lost time associated with employee travel, along with the finances behind office space and supplies, is a big plus when it comes to employing virtual workers.
On the other hand, some companies and individual employees are hampered by technology limitations. Outdated computer systems and a lack of support, both on the part of the central offices and the remote workers, sometimes make it difficult to move beyond basic projects. This reliance on technology also makes it difficult for coworkers to feel the natural bond that develops between in-office staff. Working within so-called “technological silos” can increase unhappiness and feelings of dissatisfaction among team members. When working with international partners, it’s also important to keep in mind the limitations that they face within their own countries. Some nations, like China, limit their citizens’ access to the Internet, so you will need to find online tools that are usable by all members of your team.
If your organization is just beginning to explore the world of online collaboration, or if you’re already there but need to improve your methods, your first step should be to hire a reliable IT team. The best tools and employees in the world are ineffective if they can’t work together seamlessly toward project goals in an efficient manner.
Conclusion
Technology keeps on transforming the way we work. While computers took us out of our offices and freed us from writing on paper, the Internet brought the world to our fingertips. Now virtual collaboration tools are building on top of that to take productivity to another level.