5 signs that you need a collaboration tool


Each individual may be a bundle of infinite potential, talent and skills.  However, getting such individuals to work on a single wavelength requires some gritty homework.  It has been a constant challenge for management to keep everyone on the same page, assign tasks, monitor and keep asking for results.

If you often experience difficulty in getting people to work together for a particular project then internal communication can be one of the core reasons and if this holds true then it is the right time to invest in a collaboration tool.

It is the fact that as the business grows in scale, structured internal communications become all the more important. A good collaboration tool facilitates better internal communications in the organization.

Read on to see the top 5 signs that might indicate the efficiency being affected because of crossed messaging or miscommunication.

  1. Lack of transparency

Employees with inept communication skills, lack of coordination among team members, internal politics could be indicative factors that result in the lack of visibility or transparency.

The members will never be able to see the bigger picture, leading to delayed projects, glitches, escalated costs and an overall staggered growth.

Solution: On an average, a worker spends 15-25% of his/ her time seeking information. Use of a Collaboration tool will eliminate a plethora of problems. As the relevant information is readily available to the involved members including external vendors or service providers, everyone is well-informed of what is going on. This leads to greater transparency across teams.

  1. Decreased productivity

With multiple projects being worked upon simultaneously, it becomes difficult to monitor the progress on each front. Not being able to prioritize work may lead to a chaotic situation. Overloading employees with lots of information could bog them down even to the extent of affecting their morale.

Other factors like flawed workflow, improper hierarchy and reporting systems, remote worker management, and internal silos etc. negatively impact employee productivity.

Solution: If your organization is one such case then the answer to your problem lies in a Collaboration tool. Such tool help the project managers to keep a tab on progress on each project.

It allow employees to focus on priority tasks with real-time feedbacks and instant edits to files. The collaboration tool irons out inefficiencies of the organization.

  1. Blocked creativity

An individual at some point of time may run out of ideas and solutions while thinking and working in the same frame of mind.

This may result in him/her being less creative and productive with the overall impact on the self-esteem.

Solution:  Use a collaboration tool to work in a group and share problems. Involve more brains to solve a complex challenge. Engage people from different domains and strengths to get more perspectives and alternatives for solving a problem. It also allows you access to fresh ideas.

The adage, “Two heads are better than one”, always holds well. The tool also transforms an organization into a learning organization.

  1. Meetings that eat away time!

According to a 3M Meeting Network survey of executives, 25-50 percent of the time people spend in meetings is wasted.

The majority of the organizations feel that meetings do not go as per schedule, fail to maintain the set agendas and ultimately end without the required conclusions or solutions.

Solution: Avoid the killing of time with virtual meeting while everyone is at their desk and focused on their tasks.

With a collaboration tool, you do more work in a day and seek suggestions and opinions faster to close more issues in shorter time.

Hence, the Collaboration tool must be laced with features like instant messaging, privacy in communication where necessary, and conduct virtual conferences and store the details in a central location for future reference.

  1. Poor work environment & culture

All the symptoms cited above snowball into a troubled working culture that does not breed growth. Organizations face stiff competition not only in markets but also on human resource fronts with more people leaving the organizations.

Solution: Collaboration software assists organizations to create a supportive and healthy atmosphere for problem solving, brainstorming, and fair participation from employees that adds a sense of shared purpose.

Impact: Employees feel empowered and inspired to learn and share thus, fostering creativity and learning.

Collaboration is not as difficult as it is perceived to be. It only requires the proper framework, assessment of the strengths and weaknesses of the organization and the right technology partner.