Team collaboration tools like unified communications, instant messaging, video conferencing, file sharing and virtual meeting rooms have become a mainstay in today’s working environment. While the uptake of many of these tools was brought on by the need for hybrid work during the pandemic, there’s more to them than simply enabling remote workers to join a video call.
The real power of team collaboration solutions is found in their ability to help uplift user experience, increase customer satisfaction, improve business communications, and provide greater workplace efficiencies. Furthermore, while there are many great options available to make great work possible, the power of the most effective unified and team collaboration tools is found in their ability to simplify the way you work.
Let’s explore what some of the key business benefits are, as well as what your business might need to consider when deciding which team collaboration tools are right for your strategic priorities.
Why invest in team collaboration tools?
1. Streamlines applications and workflows
For many businesses, streamlining operations can help create greater efficiencies. For example, an employee might start a conversation via instant messaging on their mobile device while on the school run, before switching to join via video on their laptop once back at their home office. This can all take place with a single click and without logging into, or out of, anything at all. Many team collaboration systems integrate with other applications like CRM software and project management systems, which can streamline workflows even further.
2. Enhances the user experience
Team collaboration tools housed within one platform means the end user can have easy, immediate access to business files and tools in a consolidated environment. Whether a team member is on the road attending a client meeting, working from the airport, or joining a meeting from the office – the experience can remain the same. This creates small efficiencies that have a compounding effect, like not having to regularly jump in and out of different applications or adapt to varying user interfaces.
[3. Reduces IT issues and resourcing costs
When your business collaboration tools are in one cohesive platform, that, in turn, helps minimise the need for businesses to operate a variety of applications, user accounts and software licenses. his can mean less IT issues and less chance of technical problems when integrating various software. This could also reduce the number of IT staff that are needed, helping to minimise your resourcing costs.
4. Centralises data into one manageable location
Many collaboration systems integrate with third-party business applications, like project management software, to enable the centralisation of information and resources, as well as help create more efficient workflows. When you have team collaboration software and tools that are integration-friendly, it means you can enable your team to access files easily without confusion, collaborate quickly on various projects, and can check customer data and contact history on the go.
5. Provides more robust security
When your business is operating one platform with a single sign-in, rather than managing multiple device endpoints, it can help to reduce the likelihood of cyber security breaches. This is because when you’re running multiple systems and platforms across multiple devices and locations, it can widen your ‘attack surface’ by spreading out your data, and provides multiple doorways into your organisation. Minimising the number of employee log-ins may mean staff have more of an incentive to take the time to create one, strong password.
6. Delivers a more consistent client experience
Regardless of how clients contact your business or who they speak to, when they receive a consistent experience, it can build trust and confidence in your organisation. Team collaboration tools can help to present a unified front to customers whether they call, message or email – while also supporting employees to more seamlessly pick up a conversation where another team member left off.
What to consider when selecting team collaboration tools
When you start exploring which team collaboration tools are right for your business, you soon discover there is an extensive array of options on offer. From all-encompassing, unified communication tools like Telstra Calling for Microsoft Office 365, to simple cloud-hosted calling like Cloud PBX Calling – here are some of the key things to consider before investing in a solution:
- What is your team’s communication preferences? Are they on a lot of client video meetings? Do they need the capability to break out into virtual break-out rooms? Do they prefer email and instant messaging?
- What sorts of projects are your team collaborating on? – Each organisation is different in terms of the projects they work on, their particular industry nuances, and the frequency of collaboration. Conducting an audit across your business can obtain a clear understanding of the kinds of projects happening now (and in the future) which can be beneficial to guide this.
- How many people will be connecting and collaborating? – This can impact the kinds of tools you might need to support the way you communicate and share files and other information. Furthermore, you might need to consider the nature of your workforce: does it fluctuate? Do you need a scalable solution that provides the same flexibility?
- Are there other kinds of software you’ll need to integrate? – Make sure you’re across your current technology infrastructure so that you can establish which other software (like CRM or project management tools) are ‘must haves’ that you need to be able to integrate.
Let us get you set up with your team collaboration tools
At TBTC Victoria West, we can help you explore the world of team collaboration tools while offering support to integrate those tools into your business’ workflow. Our team of advisors will work side by side with you to better understand your business objectives, help you navigate the considerations listed above, and help you turn technology into opportunity. Get in touch today, and let’s get collaborating.
