Collaboration in businessDo you work better on your own, or with others? Although many people prefer a solitary approach to working, a collaborative environment is proven to lead to more productive workplaces.
Business collaboration definition
Also known as 'collaborative working', business collaboration is where two or more individuals (or companies) work together to achieve shared business objectives. It may sound like a pretty simple and obvious working practice, but there are intricacies and methods to maximise collaboration, and thus improve production output.
Types of business collaboration
Synchronous business collaboration describes employees working on tasks at the same time, and asynchronous business collaboration is the opposite, i.e. working on the task at different times.
A collocated approach to business collaboration means having employees in the same physical location. A non-collocated approach is the obvious opposite, and includes collaboration between people working remotely, off-site or in home offices.
Benefits of collaborative working
Whichever method suits your business better, there are plenty of benefits to collaborative working – whether that's collaborating with other companies, or collaboration between employees.
Collaboration can save businesses money through human and physical capital. For example, collaborating with another business on a project will save you money if you agree to split some of the expenses. This means that you get more output from the budget that you put in. If collaborating means you only need two of your employees on a project instead of four, you're also using less human resources.
Business collaboration could also save you money through intellectual capital. A business in your collaborative network may have research that would be beneficial to your company, and vice versa. Sharing information with them in exchange for their research helps both businesses, and saves costs.
Encouraging employees to work closely with other parts of the business (or even other businesses) will give them an opportunity to learn from each other and develop new skills. Collaborating with people outside of an employee's usual network will lead to a more skilled and educated workforce.
Business collaboration tools
Productive collaborative working is all about communication and coordination. Whether it's face-to-face or remotely, communication needs to be efficient. And if tasks happen simultaneously or consecutively it's important that everything is coordinated. There are a variety of tools to help with collaborative working.
Microsoft Exchange email and Outlook
Perhaps the most obvious tool for business collaboration is email. Free email solutions like Gmail and Hotmail might work fine, to begin with, but the coordination tools included with email solutions like Microsoft Hosted Exchange make it really worthwhile for increasing collaboration and productivity. Hosted Exchange integrates perfectly with Microsoft Outlook and it's easy to set up each employee with their own email account. From there, you can make use of shared contacts, calendars and tasks to coordinate meetings, actions and responsibilities.
Skype for Business
Skype for Business is a great tool for internal communication. If you need a quick answer to a question from a co-worker, it's much easier to send an instant message than an email. Skype also has status alerts, which allows you to see which colleagues are 'available', 'busy', 'away', 'off work' etc. This helps with coordination and communication and is vital for effective business collaboration.
Skype also comes with conferencing tools such as audio and video chat as well as screen sharing functionality. If you've organised a face-to-face meeting, it's easy to dial-in other employees over Skype audio or video chat. This is an ideal function for a non-collocated collaboration environment, as it ensures that everybody on the team stays informed, even if they can't make the meeting in person.
Microsoft Office – online and offline
Everyone in business knows about the Microsoft Office suite, and that's because it includes a software package for most day-to-day business needs: word processing, spreadsheets, presentations, accounting etc. Where these tools are made even better for collaborative working is that they're now available in online versions. This makes document sharing between teams much easier, and integration with Outlook/Exchange calendars makes tracking document version numbers and suggested changes a lot more efficient.
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