Topic 3 | Collaboration in Remote Working

Essentials for Remote Collaboration

What Will I Find Here?

Objectives

At the end of this module, you will be able to recognize the value of collaboration in remote work setup by:

  • Defining collaboration
  • Describing the rationale of collaborating in remote work setup
  • Differentiating the different collaboration tools
  • Identifying the ways to virtually collaborate
  • Recognizing the means to get familiar and comfortable with virtual collaboration

In this module, we will explore the following topics to help you get a full grasp of collaboration:

  1. Define Collaboration: What Does It Really Means
  2. Ways to Virtually Collaborate
  3. Get Comfortable With the New Way of Working

 

What Collaboration Really Means

What is Collaboration?

Collaboration is dividing a task into subtasks, and then having everyone independently work on his/her subpart, and finally putting them all together at the end. (Hughes & Jones, 2011)

In a simpler form, collaboration refers to two or more people working together towards a common goal. This definition can be divided into three (3) significant parts, which we will discuss below:

 

Two or more people (teams)

Collaboration takes place in teams and not on the technology used. People may use the same social software together but it does not mean they are collaborating. It can be a conversation, knowledge sharing or cooperation, but not collaboration.

 

Working together (processes)

Technology comes in when people are beginning to work together and complete shared processes. Take note, however, that not all processes are technology-based.

 

Towards a common goal (purpose)

If people are working together but have no common goals, then they are cooperating, not collaborating. Again, in collaborating, teams are focused to achieve a shared goal.

 

Why Collaborate?

Recent studies show that collaboration plays a major role in a company’s success. Furthermore, it also contributes to one’s personal success in the workplace. Employees with more developed collaboration skills such as conflict-resolution strategies, collaborative problem solving, communication, goal-setting, and planning and task coordination earn recognition on the job from their managers and peers. (McClough & Rogelberg, 2003)

 

How is Effective Collaboration Achieved?

Effective collaboration makes workers lives easier. It makes decision-making streamline and problem-solving simpler. Effective collaboration happens when collaborators communicate things that matter and cooperate and coordinate resources to carry out a plan in reaching their common goals. With the right tools, standing weekly meetings can be reduced or replaced.

 

What are the Best Tools to Collaborate?

There are various software and tools that supports collaboration. Some organization use social software to improve collaboration, and some deploy social intranet as collaboration tools. The important thing here is knowing that there is no perfect tool for all roles and activities.

Collaboration tools has three categories: simple, document, structured.

  • Simple -These are tools that allow instant response times and are great for tasks that require coordination and monitoring, like preparing to deploy an IT system.
  • Document – These tools are focused on deliverables. Think of a group of writers working together on an e-book, as an example.
  • Structured – These tools offer specific and measurable outcomes, including new ideas and innovation. It is called structured because it is facilitated and usually revolves around a topic. Think of idea management and Q&A forums, where you can gather specific data and collect new ideas that can turn into future projects for further collaborating. Same with communication tools, identifying the best way to collaborate can be confusing. Remember that there is no one tool to rule all roles and context.

 

 

What is Online Collaboration Then?

In online collaboration, people are connected digitally to communicate. The process is usually implemented using a software that allows for video, audio and text. Organization deploys such software with the aim to improve communication and collaboration and strengthen teamwork and project management.

 

How Does Online Collaboration Differs with Face-to-Face Collaboration?

There are five (5) main difference between Online and Face-to-Face Collaboration.

  1. Time
  2. Place
  3. Number of Participants and Scope
  4. Pace
  5. Record

 

Time

  • Face-to-Face Collaboration:  Members need to meet at the same time. It is a challenge to set a meeting even among a small group of people, considering everyone’s convenient time.
  • Online Collaboration: With asynchronous collaboration tools available, posting and reading content at the different times is never an issue. Moreover, there is no need to schedule a meeting. As for synchronous collaboration, you will encounter that same scheduling challenge as with face-to-face. What is even more challenging is when participating members are from different time zones.

 

Place

  • Face-to-Face Collaboration: Members need to meet at the same place. This can be costly and time-consuming, especially if you need to fly in participating members from different locations.
  • Online Collaboration: Internet has offered that world with an easier and less expensive way to communication to any parts of the world. Hence, location is never an issue for those who collaborate online.

 

Number of Participants and Scope

  • Face-to-Face Collaboration: In a meeting, only one member can speak at a time. If you create subgroups, each member will be unaware of what happened to the discussions in the other subgroups and will miss the chance to share one’s thoughts.
  • Online Collaboration: Online collaboration tools allow members to talk or write at the same time. If you create a subgroup, you can still include involve same members in it. Members can move among subgroups; they are kept aware of on-going discussions and have an equal chance of sharing their thoughts all at the same time.

 

Pace

  • Face-to-Face Collaboration: In face-to-face collaboration, it is now or never. There is only one chance for members to express their thoughts and engage other members for an interactive communication. The problem is that sometimes, ideas take a little more time to come.
  • Online Collaboration: Members can participate at their own pace, especially if it is asynchronous collaboration. People can read at their own pace and respond whenever they are ready.

 

Record

  • Face-to-Face Collaboration: Each member, or an appointed member, needs to take down notes of what has been discussed.
  • Online Collaboration:Online collaboration tools has a way to record on-going meetings, and usually these tools has an archive that can stored recorded meetings.

 

Who Collaborates Online?

Virtual teams are those who use varying technologies to work together across borders to complete interdependent tasks. In the next topic, find out the ways on how virtual teams collaborate online.

 

Ways to Virtually Collaborate

We have established that virtual collaboration is carried out primarily through technology-mediated communication. The word “virtual” signals that those involved collaborate almost exclusively through technological channels, rather than face-to-face. This is where project management and communication applications and software like Skype, Trello, and Google Docs come in.

Online collaboration is generally categorized into two categories: synchronous online collaboration and asynchronous online collaboration. We have already learned the difference between synchronous and asynchronous from the previous topic, so let us discuss the ways to collaborate online considering these two categories.

For virtual teams who work or do their tasks together simultaneously and in real time, whether they are located at the same or different locations, they can use the following to collaborate:

  • Instant messaging
  • Chat rooms
  • Video and audio conferencing

In contrast, for team collaboration who work together on the same project but at different times and therefore, unable to instantly provide feedback to ideas or messages must use the following methods:

  • E-mail
  • Discussion boards
  • Shared databases
  • Groupware

 

 

Getting Comfortable with the New Way of Working

Virtual collaboration is something that can take a while for most people to get used to. Fortunately, there are a handful of measures that can make the transition easier and smoother:

 

Agree on team rules and norms.

While virtual collaboration is less rigid than traditional collaboration, you do need to set some ground rules from the get-go, especially if your team is cross-cultural. Things to establish include the language used for communication, the team’s goals and procedures for decision-making, conflict resolution, meeting protocols, and most importantly, each individual’s role and responsibility.

 

Use the right communication mediums.

Communication mediums range from lean ones, which strictly transmits data or information, to rich ones, which include nuances like tones, intent, or humor. The former typically involves emails or texting/typing in chat windows. Messages exchanged in this medium have little room for showing intent or emotion, but they are great for quick reminders or for straightforward, unambiguous messages.

Rich communication mediums, on the other hand, allows participants to convey all possible nuances on the communication spectrum. When you make a video or voice call, for instance, your colleagues can see your facial expressions and hand gestures as well as hear your tone of voice and pauses, allowing them to discern the full meaning of your message beyond simply what is being said.

Thus, the more complicated and sensitive your message is, the richer your communication medium should be.

 

Enable role clarity and task uncertainty.

When people have clearly defined roles but are free to discover or cultivate other methods to achieve the team’s goals, they are more likely to collaborate and come up with unconventional albeit brilliant solutions. Giving people more flexibility to carry out the tasks associated with their roles also helps them maximize the benefits that come with virtual collaboration.

 

Train people for virtual collaboration.

While the members of your team probably have unique skills to contribute, it is still necessary to prepare them for virtual collaboration. This can mean anything from teaching them how to use the software involved (trackers, project management apps, etc.) to honing their virtual communication skills.

Determine which skills your team will need to develop in order to work cohesively, and then make a conscious effort to help them attain those.

 

Be mindful of group sizes.

Large teams can make virtual collaboration especially difficult, but it helps to restructure these into three tiers:

 

 

Module Summary

Great! You have completed this module.

You have learned to:

  • understand remote work collaboration
  • work and collaborate in a dispersed team
  • collaborate virtually

Explore the other topics to learn how to become a remote working pro! For the meantime, please take time to complete a quick evaluation to help us improve our design and content.