What tools do you use to improve team communication?

Chat apps offer an immediate and versatile platform for team members to interact, discuss, and collaborate, bridging the gap that physical distance or remote work might create. Implementing a chat app can significantly enhance real-time communication and collaboration, ensuring team members stay connected and aligned.

As a 100% remote team, our main tool for communication is Slack, and we try to use it for everything. We conduct our daily meetings with audio and video through this platform, connecting notifications from various platforms and integrating with other tools like Google Calendar, GitHub, and Notion. Although we have experimented with other tools, Slack has proven to be the most useful for us. We are continually experimenting, and right now, we are developing our own Chatbot with Generative AI to access key internal information from any channel.

When evaluating communication tools, consider these factors: - Segmented Communication: Opt for tools that allow you to create distinct discussion groups. Utilizing channels in platforms like Slack enhances context for each conversation, enabling focused discussions that keep the right individuals informed, while allowing others to concentrate on their tasks. - Client/User/External Partners Preferences: Seamless communication is achieved better when using platforms that external collaborators are comfortable with. Furthermore, for such cases you may need call recording and transcription, that tools such as Teams & Google Meet provide. Zoom does too and is still considered a dominant app, but it’s not convenient for continuous interaction.

In my experience it is paramount that each team member feel that they are part of the team and that their perspective is valued. To reinforce this, time must be spent with each team member to align and promote the inclusive environment. It’s not hard, but it takes time; and the time can not be rushed. A relaxed, friendly atmosphere works best. Probe, then sit back and LISTEN.

WhatsApp is the fastest and easier way for communications, it is also easier from other apps to control contents, msgs can be selected individually to forward or be deleted so we can keep only the important information, it is a flexible app.

Consider implementing a "Collaboration Hub" within the project management software. This hub could include dedicated spaces for team discussions, knowledge sharing, and idea generation. Additionally, it can integrate features like real-time chat, virtual whiteboards, and brainstorming tools. By creating a virtual space solely for collaborative interaction, team communication is streamlined and focused, fostering innovation and camaraderie. This approach not only enhances project management but also infuses a dynamic and creative element into your team's communication process.

The effectiveness of project management tools really depends on what you’re trying to accomplish and how consistently your team uses them. Asana is quite versatile for tracking cross-functional work on a program, whereas Jira works well for technical projects. I wouldn’t ask a team of engineers to spec their work in Asana, and I wouldn’t ask content writers to use Jira. The tools have different features and will not serve all teams equally. Challenges inevitably arise when teams using different tools need to communicate about progress on a project. For this reason, integrations across tools are critical for successful collaboration.

Throughout my career I have used Trello, Asana, Airtable, Clickup and Coda. It all comes down to the preferences of the people that are the main contributors and the ones who need to consume and interact with the content, but no matter the tool selected, their capabilities are somewhat close. What matters most is how you use the tool and to not let the tool use you: Meaning, what would you do if all you had was a white board and post it notes to move around? We sometimes get too worked up on all capabilities that we manage to overcomplicate things. When organizing a management board consider high level attributes like: - Title - Details - Creator / Owner - Assignee / Collaborator - Links / Attachments - Status - Estimate / Deadline

Every company's growth is followed by a palette of MarTech tools, and Project management software is a vital component. Hybrid or fully remote teams relish the capacities and features that PM tools can offer. Complexity becomes simple with Asana, ClickUp, Trello, Wrike, Jira, and other platforms. Make a productive project and task management flow, and increase production efficiency. In the Marketing world, Marketing Operations individuals and teams bring a fresh perspective and build high-performing systems which are enormously valuable for overall team efficiency, productivity, and resource management. Embrace strategic thinking for your project management, and always think a few steps ahead.

Project management software such as Asana and Trello assists teams in organizing tasks, setting deadlines, and tracking progress transparently. Video conferencing tools like Zoom and Microsoft Teams facilitate face-to-face discussions, regardless of geographical location. For document collaboration and version control, Google Workspace and Microsoft 365 offer shared editing capabilities. Additionally, collaborative whiteboarding tools like Miro aid in visualizing ideas, while communication platforms with built-in automation, such as Zapier, contribute to the seamless flow of information between different apps. The right combination of these tools empowers teams to overcome communication barriers and work synergistically toward their goals.

Alongside well-known collaboration platforms under Google, Microsoft, and other workspaces, I want to underline the value of whiteboarding platforms that evoke creative team collaboration and united contribution. Platforms like Miro, Figma, or Lucid Charts carry digital components you might miss if you work remotely or with a distant end partner. Collaborate through workshops, framework sessions, brainstorming, or organizational meetings. Engage, involve, and team-up with a united goal.

I find collaboration platforms great by making it simple to always have the latest information, enable a team to contribute to a document without the need for back and forward emails with different versions which is a very inefficient method. On top of it, some of these apps allow you higher security of information and targeted document sharing.

There is a difference between document management system and collaboration platform. Nowadays, platforms like lucid chart and Miro are providing great functionality as well which can be used for collaboration.

Apart from tools, another way to get feedback from a group of individuals is to hold retrospective meetings, where the team can identify what went well and what can be improved. It is very important to keep reflecting on the findings in future meetings, to make sure potential issues have resolved or there is a plan for their resolution. Getting feedback from the team is one thing but it is equally important to get it from each individual as well, to allow for honest and personalized quality time to reflect and set goals with members of your team, if you are their leader. Those can happen on a monthly or weekly basis and can be used to catch up on the pulse of employee satisfaction and early identify concerns, blockers & improvement ideas.

We have seen the power of anonymity across the internet, this can be used in corporate situations where feedback can be given without the fear of losing job security assuming everyone would be mature enough to effectively use anonymity in feedback.

Feedback is the most important feature of learning on the go. Apart from the tools there is a lot of psychology associated with effectiveness of feedback and its important that the surveys are designed in a way that the outcomes are not biased. Sometimes during high pressure environments there is tendency of biased opinions being developed. This means anonymity is key to surveys feedbacks if it is being collected through surveys and also the survey design must be in a way that questions does not invite biased opinions.

Teams offers Praise badges, that can be shared in channels for all or select employees to view. In absence of a dedicated recognition platform though, alternatives exist. Especially as a leader, personal commendations can be given to your team, including sharing a word of praise in chat channels. Those can be accompanied by images to help explain the context of the notable contribution, or illustrations. However, recognition's scope extends beyond this. Further steps encompass endorsing bonuses, courses, seminars, gifts, and communicating to higher-ups for raises. Celebrations for milestones help with team morale and with appreciating hard work. The best way to ensure each one’s preferred recognition method, is to provide them options.

In my experience regular recognition is a key motivator for my team members. Our company platform allows recognition under our core value headings with different levels of acknowledgement and reward depending on their perception and the impact on their project, team or business. ThankQ points are accumulated and can be exchanged for gift cards and other rewards but the greatest value comes from the free form comments that are submitted along with the recognition. These can be posted on a public notice board and can feed up to a yearly Excel award which is highly regarded. This tool allows for previously unseen acts ‘above and beyond’ to be called out and it gives me immense pride and insights as a team leader.

I think promoting culture of recognition is great for porject teams and if the recognition is coupled with bonuses by milestones the team will stay motivated resulting in project quality and deliverables. Creating a point system which are redeamable and can be shared among team members is also a good way to increase engagement, collaboration and promote positive team culture.

How about creating a "Learning Adventure Map"? This interactive tool presents learning opportunities as a captivating journey, featuring different destinations (courses, webinars, etc.) and pathways to reach them. Team members can choose their personalized route, earning badges or rewards for completing each learning milestone. This innovative approach not only encourages continuous learning but also adds an element of gamification, making the process engaging and motivating. It transforms learning into an exciting adventure while effectively communicating the team's growth and knowledge enhancement.

I found an Internal Knowledge Database one of the precious company assets because 3rd party training can sound broad and not that niche or industry or solution-focused, like internal experience and continuous best practices. Gather insights, knowledge, and cross-department feedback and build a platinum collection to enhance and energize your team. Also, you'll be able to engage with employees and empower them to contribute. Evoke high-performing teamwork and prepare your team for significant challenges. And, achieve them together.

In addition to these tools, there is an opportunity to increase the team's productivity with AI tools to create content and software or summarise lengthy reports.

Understanding each member's communication style is extremely helpful in improving overall communication. One team member may prefer to communicate in person whereas others need advance notice. The Enneagram is a tool that helps us uncover those preferences within each of us. The Enneagram tells us that there are 9 different ways humans interact and respond to the environment around them that is ultimately based on underlying motivations and fears.

As a leader of a team of remote employees who spend 80% of their time on the road, I utilize a text message group chat. This helps the team stay connected throughout the day and minimizes individual text messages and emails which saves everyone on the team time. We also utilize the Microsoft Teams mobile app when needed for remote unit huddles.

From my experience, tasks management software like Bitrix24.com works best in building better communication bonds and formulate a seamless assignment, priority and reporting system. Resulting in better delivery, better tracking and more milestones on time. When projects are broken down to personalized tasks units, (not project Gantt chart) it becomes simpler to train both core & support employees for the system, effectively keeping everyone rowing in the same direction.

Good old fashioned talking and getting together in real life as a team. Sharing challenges, opportunities and areas for development. Praising eachother for support and acknowledging when things are tough. Allowing for risk taking and celebrating success and acknowledging failure without blame