The business IT collaboration model is designed in such a way that communication is facilitated in an organization. It also provides for the accomplishment of the objectives of the company by enabling communication between all departments in the organization. Communication amongst employees, because of this collaboration model, has improved in terms of both quantity and quality.
Collaboration in business IT is the use of collaborative software, hardware or practices to share information amongst employees in an organization. Collaboration basically enables people to work together using online tools and processes. The collaboration model also contributes to faster workflow since ideas can be shared with all members in the group and a collective agreement on how a task should be done can be reached.
In addition, collaboration also helps to reduce the amount of money an organization has to spend on communication infrastructure. The model is, in this way, very vital for organizations that lack the financial muscle to provide enabling environments for their employees. Collaboration tools are flexible and can easily be handled by people with limited knowledge of computer systems.
With collaboration tools, employees are able to communicate with each other through telephone or video conferencing. The tools also allow them to log onto centralized servers where files can be exchanged and information about projects that need completion can be shared. Collaboration model has replaced the traditional client-server approach which involved databases that were not easily accessible by employees who were not part of a specific department.
In the same way, the collaboration model has also seen a reduction in the number of people required to accomplish a certain task. This is because a task can be completed by a team that was not necessarily physically located together. Collaboration tools allow for group communication and this way it becomes possible to use distributed teams who contribute towards the accomplishment of goals which affect the entire organization.
Technology has made it possible for employees to do their work from wherever they are as long as they have an internet connection. Collaboration tools have therefore become a necessity in all organizations because of the level of convenience that is involved for employees and managers alike. The ability to accomplish tasks from home or any other location empowers employees and gives them a sense of belonging.
Interested to know more about how collaboration can work for business? We invite you to continue reading as we’ll tackle this topic in today’s post.
The Types Of IT Collaboration Tools
So how collaboration tools can work for business and how it can benefit your company? To be specific, collaboration tools allow for group communication and this way it becomes possible to use distributed teams who contribute towards the accomplishment of goals that affect the entire organization. There are many collaboration tools which are available, these include online forums, wikis, social bookmarking tools and so on. The collaborative model requires for each member to have access to the internet, hence making it possible for them to share ideas through different platforms with other members.
Collaboration tools are categorized into three different types based on the type of communication they facilitate; this includes asynchronous, synchronous and peer-to-peer.
The purpose of using collaboration tools is to reduce the gap that exists between managers and employees due to their large geographical footprints. As such there are many benefits that can emerge from using these tools. These would include increased productivity, improved communication channels and reduced costs among others.
Asynchronous Collaboration Tools: Asynchronous collaboration tools are those that allow for two or more people to communicate simultaneously hence allowing them to share ideas quickly through different platforms which they deem suitable. Examples of this type of collaboration tool include websites, email software applications and online forums. These tools can be used where there is no need for real-time communication.
Synchronous Collaboration Tools: The synchronous collaboration tools are those that allow for real-time communication between members to occur through different platforms. Examples of this type of tool include social media applications, instant messaging applications and online meeting software programs. They are important in that they allow for free flow of information hence speeding up the entire work process.
Peer-to-peer Collaboration Tools: Peer-to-peer collaboration tools are those that allow a team member to communicate with another team member directly, this is great for when there is need to have a discussion or share ideas without involving other people. Examples of this type of collaboration tool include web conferencing software tools and online messaging.
The main challenge that is usually associated with these tools is that many managers are not always comfortable with the idea of using them for communication since they fear that it could lead to reduced productivity. However, this should not be an issue because when used correctly there are many benefits that can emerge from their use.
How Your Company Can Benefit From The Implementation Of Collaborative Technologies
Collaboration tools have also been instrumental in reducing or even eliminating the need for employees to work in shifts. This is because the collaborative model provides for round-the-clock availability of information through forums where ideas can be shared, documents reviewed and tasks carried out at any time.
There are numerous benefits that organizations derive from the use of this model such as enhanced productivity, reduced costs and improved communications. These benefits have been discussed below:
1. Enhanced Productivity: This is perhaps one of the most cited benefits of using a business IT collaboration model. This is partly because employees get to share information and ideas quickly hence assembling a sound project in the shortest time possible. Also, employees armed with this information and ideas can use both company and personal resources in completing their tasks.
2. Reduced Costs: This collaboration model enables the organization to reduce its operational costs by streamlining processes within the company. For example, it becomes easier for an organization to reduce the use of paper when using a collaboration model to share information. Similarly, this collaboration model can be used in sharing documents and hosting videos.
3. Improved Communications: This is perhaps the most important benefit to derive from a business IT collaboration model because it facilitates better communication between employees. The channels of communication in an organization are improved by the use of this model. Also, the collaboration model is flexible. This means that employees can communicate within their own groups in whatever way they deem fit hence encouraging creativity and critical thinking amongst them.
Moreover, collaboration Tools can be classified into three categories, namely; “Communication”, “File Sharing” and “Project Management.” Each category has a specific use. The communication tool allows users to instant message each other, have voice/video conferences and have open chat rooms. File sharing tools allow for the uploading and downloading of files, viewing of document properties and version control. Project management tools allow users to monitor project progress, create milestones and tasks for each member of the team and share files/folders with other members on a project.
There are several business IT tools that contribute to the achievement of these benefits. These tools include Enterprise Content Management (ECM), unified communications, desktop virtualization, videoconferencing and online collaboration.
Further Tips In Integrating IT Collaborative Tools To Your Organization
It is important to note that before implementing any type of IT collaboration tools, there are certain things that usually need to be considered in order to determine if it will help the organization. For instance, it becomes necessary to look at the capabilities of the person using these tools so as to ensure they can be able to use them competently. It also becomes necessary for the person using the tool to understand the responsibility they have in ensuring that they are spending time with these tools in order not to impact their productivity.
There are several factors that contribute towards whether or not an individual is able to use these tools effectively; this includes understanding what you want/need from these tools, how much time is required in order for you to learn how to use them and how determined you are to start using them.
When it comes to IT collaboration tools, when managers are not able to provide their employees with the required training in order for them to be efficient when using these tools then there is a likelihood that they will start looking elsewhere which can have an impact on how much they are willing to use them. This means that in order to ensure that you are able to use these tools effectively, it will be important for you to seek training so as to ensure that your employees are able to maximize their efficiency when using them.
Final Thoughts
In conclusion, it is clear that there are significant benefits which the use of a business IT collaboration model can contribute to an organization. The next step would be for you to determine if using this model can bring your company these benefits or not? If yes, then the best way to determine this is to assess all the available business IT collaboration models and then select the best IT collaboration solutions in CA that meet your organization’s specific needs.