“How can collaboration help me increase productivity at work?”
If two is better than one, then the combination of a team and collaborative tools is a real winner! As demonstrated by Peter, marketing project manager at ERP+, who has achieved independence and improved his productivity since becoming part of the collaborative process. His manager can also see his increased commitment to his work. Basically, collaboration is itself a partner which delivers better performance for the entire team. But how has collaboration become a real, everyday source of productivity? Let’s look at a selection of the tangible benefits for the entire team.
1. Better organization leads to better working
Stressed by nature, Peter is less anxious about the management of his projects since he started using the collaborative tools available to his team. They show the progress made, the “to do” list and the deadlines.
His projects are clearly displayed and set out on the dashboard to help him to, for example, easily plan his project milestones, manage resources and budgets and alert him each time one of his teams makes an update.
Optimizing productivity is a priority for all when we know that, due to lack of organization, we spend on average 9.3 hours every week to look for information! Worse than that, according to IDC, 60% of company executives believe that time constraints and a lack of understanding about how to find information are preventing their employees from finding the information they need.
Thanks to collaborative tools, Peter knows where to go to find the essential data needed to keep his project running smoothly. He uses tools to ensure that he no longer misses any important information and can easily find all the key information in one place including:
- The names and contact details of the people in charge of each aspect of the project
- Dynamic access links to various shared folders
- Progress reports, milestones achieved and those still to come
- Key reporting figures
All this with the added ability to securely connect to it anywhere, anytime and on any device.
Description: Collaborative tools for project management
2. Better team interactions make projects more fluid
Another indisputable advantage of collaborative tools: They are effective against the perpetual meeting culture. In France, executives spend nearly nine hours a week in meetings, but only one out of two meetings is considered useful by participants (Source: Le Figaro). In addition to their frequency and repetitiveness, the inability to make decisions due to difficulties in bringing all stakeholders together and sharing all the information at the same time is criticized. This is what led Peter to halve his meetings and to implement new ways of communicating within the team. The result is better time management and more qualitative interactions.
- Videoconferences have become an alternative to the physical meetings that brought together several collaborators from different sites at the same time. It saves a lot of time because there is need to move. There is an efficiency gain too as each participant connects using their own computer, shares their screen to present their documents, exchanging files directly online during the session.
- Replacing email with instant messaging. De-clutter inboxes using corporate social networks (CSN) or an intranet. These collaborative platforms make it possible to communicate with groups of participants or in a project focused manner. These informal exchanges often make it possible to unblock a problem by getting simple, brief answers.
- Establish shared spaces within a project group. By sharing access within the team, it is possible to log in automatically and find all the essential elements to progress a project. It ensures that people can work together on the latest versions of a document and have all the most up-to-date information.
- Use interactive tables to share your findings with the team. These offer the opportunity to save infographics, videos or blog posts. Each member of the team can log in, retrieve and share these files as and when they need them.
These tools facilitate sharing and reflect the new ways of meeting. Mixing physical and virtual meetings helps unite teams around their common project.
3. Automating recurring tasks and focusing on the added value
Without stress, Peter learned to prioritize by getting rid of recurring tasks and by relying on collaborative tools during his daily work life.
For example, some interactions on social networks can be extremely time consuming. Users can spend more than two hours per day updating their Linkedin, Twitter, Facebook and other social accounts. To reduce this wasted time and focus his energy on the development of a digital strategy, Peter has decided to plan ahead and automate the publication of his content online. He is now moving to a project with higher added value in which he can really flourish.
Peter has also started to use online survey creation solutions for instant results. He can focus on the mechanics of the quiz, how it works and its questions while letting the collaborative tools collect the answers and put them into graphic format.
By automating certain recurring tasks, Peter can concentrate on high value added tasks. Those more important tasks that give him creative freedom. Peter has made a lot of progress at work since using these collaborative tools. He feels less stress when dealing with his projects, he has much more efficient time management and the exchanges he has with colleagues are more fluid, thanks to the clear central organization of data and information. He has gained many benefits by using collaborative tools to improve his daily life and increase his productivity. He even convinced his manager to grant him one day a week of remote working since he can connect and collaborate remotely. From now on, you never have to ask again whether collaborative tools can help you progress.
Description: 7 Day Plan to Stay Productive