What do you do if your team is struggling to communicate using collaboration tools?

If the team is struggling to communicate using collaboration tools, assess the root causes of the communication challenges. Provide training and support to ensure team members are proficient with the tools. Establish clear communication guidelines and encourage active participation. Consider alternative tools or adjust configurations to better suit team needs. Foster an open and supportive team culture that values effective communication and collaboration.

Post pandemic, the need for collaboration tools has grown more than ever due to the remote work culture. This has led to a number of collaboration tools now being available on the market, but before we pick one, we need to ask questions so that we can assess our needs: 1) How has the team been working in the past 6 months, remotely, hybrid, or offline? 2) What is the current strength of the company, and how will it grow in terms of headcount over the next 1-4 years? 3) What is the competency level of the team in usage of collaboration tools? 4) What sort of hardware and software support will the tool require in office and home of team members? 5) Cost aspects of tool as well as associated setup 6) Ease of use of tools and training support.

When people sat in a room and had issues communicating effectively, our first instinct was never to assess the chairs and the acoustic in the room, but rather to evaluate the team dynamics. When the team fails to communicate effectively using well established platforms, we should at least entertain the idea that the team dynamics is the problem and not the communication platform. Changing a platform, or even evaluating the platform change, could drive the team away from solving the real issue. Putting the blame on the platform takes away from the responsibility of the individuals to invest in the team. The added learning curb of the new platform will also be used as excuse for members for not investing the right time to play as a team

Tools are just that; they're a means to an end. If the tools don't provide the means to communicate and collaborate effectively, then figure out what may work instead. It could be a different tool or training on how to use the tool of choice. Ultimately, ask the people who need to communicate with one another what they think is the most effective way for them to do what they need. In this age of disconnectedness, we need to support our need to be in touch with our colleagues. It may mean occasional office visits to whiteboard an idea or concept and then rely on electronic tools to carry those ideas forward. Don't discount the need for face-to-face communication. However, it's not wise to mandate it. Leave it to the people!

In my experience it is not the tool or the training. This challenge is the same whether you have tools or everyone is in one room working side by side. Teams need to be supported in where they work and how they feel most comfortable communicating. It is the best leader who learns about their individual team members style. Help those that need space to think and communicate at their pace and those that are quick to communicate may need to be slowed down to think a bit. Start with the 1-1 connections to hear from the individuals and get to know your team as if they were in your family. Treat everyone with the respect and then guide them to be better communicators where needed.

There is a natural tendency to blame the tools, and if not the tools, the lack of training. The reality is that today’s collaboration tools have evolved a lot, are effective, relatively intuitive and have proven their worth during the pandemic. So if your team is having problems to adopt them, the most likely issue is not the tool. Was the team communicating effectively before the tool was introduced? If so, do they understand the benefits of the new ways of working, with transparency and working out loud? Is this overwhelming them with information and do they know how to use the tool to filter and focus on what is key for their work? Habits can be hard to change, especially for those that have built their career controlling information…

I believe that thriving in today's competitive landscape demands impeccable communication. If the team is failing to collaborate, 1 ?? I would conduct a swift training and ensure they're well-versed in utilizing our latest tool efficiently 2 ?? I would share the norms for using the tool especially when the tool should or should not be used. #EffectiveCommunication #TeamTraining #IndustryStandards

It is important to align expectations with team and peers about what collaborative tools should be used for what purpose. If any training is needed for any collaborative tools based on team’s feedback, it should be conducted. It is key to align on expectations around the turn around time for any feedback on collaborative tools as as we want good balance between messages as distraction vs. best way to continue the conversation.

building a team spirit in remote communication platforms is a major challenge and should be included in the training given to teams learning to use a platform. One good way to do so is to lead by example. Teach managers to take the time and correspond over the platform with the team on subjects beyond the day to day activities. The team building conversations which happen naturally at the coffee corner for a team located on one office space, need to be replaced by one or one or group conversations online. This aspect of personal relationships between team members is what drives employees to stay to help a team mate, pickup work left unattended and feel free to brainstorm silly ideas which turn to innovations.

The First step from my perspective is to always get alignment on the need to collaborate, the value it will bring and how all voices are respected. Then for the tool itself ensure all are comfortable with the tool, learn together get your tech early adopters to lead the way to increase engagement. Ensure that timeboxes are set for the collaboration window and most importantly that you follow up on outcomes to ensure that your backlog is updated with the great ideas that your team will provide. Once you deliver on the outcomes of your collaboration endeavours it will get better.

In my previous role, team members faced challenges with code commits lacking transparency, leading to deployment issues. As a project manager, I addressed this by creating separate channels for backend and frontend modules, integrated with Git Commits. This enhanced visibility into commits and facilitated better collaboration. Additionally, I established a leave notification channel for team members to communicate absences, ensuring smooth workflow continuity.

Here's a story from a previous job. We faced some initial challenges when we started using Slack. The tool was introduced without any established guidelines, leading to confusion. Some employees would post or reply in the main channel instead of responding directly to individual messages, creating clutter and making it hard to keep track of conversations, especially if someone was away, even just for lunch. To address this, I met with the engineering team to develop a more effective approach. We decided to create more channels for specific topics and encouraged direct replies to messages to streamline our communications. Most problems are solved with open communication!

It is critical for the team leaders to master the tool and be committed to working collaboratively. They have to lead by example with the new ways of working based on transparency and working out loud. It is essential to stop using legacy communication tools, like email, and redirect errent conversations back into the tool. Especially during the early adoption it is easy to slip back into the old way of working. This creates information islands cut off and lost from the team. It also increases workload as the tool becomes seen as an additional information source to manage. It needs to be seen as THE information source…

It is always important to set clear expectations among the team members. Not everything works via the same mode. We must ensure: 1) Team members understand which mode to use in which scenario. E.g. If an urgent response is required, we cannot text someone and expect it immediately, we must call that person 2) Which type of work needs a formal or informal mode of communication 3) Sensitivity and confidentiality of information must be considered while using the tool 4) Rules and mode of back up of tool data 5) What are the timeline norms to respond to messages, email and requests 6) Manner in which team can provide feedback on the tool as well as other areas

Remember that the platform is the one and in many cases, only, reliable method of communication for the team. While it is important to set standards for the official communication of the work the team does, it is as important to ensure the team feels free to use the platform for any unofficial communication. Clarify official communication, tone, style and even language should be uniformed, but they can use the tool to just talk and be a team of people who care about each other, and that communication can be diverse in all aspects. Remember, conducting informal communication in the tool means the team spends more time in the platform, uses it more and will be more available when the official needs require their attention.

If your team is having difficulty communicating using collaboration tools, it is important to address this challenge to ensure effective communication and optimal collaboration. You should monitor the use of collaboration tools and evaluate the effectiveness of team communication and collaboration. Provide feedback to the team on the use of the tools and identify any areas for improvement to increase the effectiveness and efficiency of communication. At the same time, you could regularly review procedures and processes related to the use of collaboration tools and make updates and improvements based on the team's experiences and feedback. Ensure procedures are clear, up-to-date and aligned with the needs of the team and the project.

Communication is key to the overall success of a project, at every stage to monitor progress, evaluate, and send feedback back to the stakeholders, their is need for use of close collaborative tools Trello, AzureDevOps, Jira, Smartsheet for timely project delivery.

I agree. Monitoring communication tools is essential for ensuring a team is using them effectively. By tracking metrics and gathering feedback, you can identify areas for improvement and foster a more collaborative work environment.

A big benefit of collaboration tools is that team leaders and members can quickly and easily acknowledge to show appreciation for contributions. A simple like to indicate you have read, a heart for a good job. Establish the codification of these meanings in your team. Some tools have a level of gamification with badges and awards which may be useful depending on your team culture. @mentioning individuals to publicly recognise good work is also a powerful motivator…

We can recognize and reward team for efficient collaboration while using the tool. We must evaluate the productivity and efficiency of the team before and after the tool is put to use. We may use the tool to share light hearted chats, have fun, and send emojis for quick recognition and acknowledgement. There are tools that have a number of features to reward and recognize a team and its members.

…constructive, collaborative, and motivating policy is the best way to encourage your team to use online collaborative tools.

Always aim to establish a system of rewards and sanctions, highlighting those who have significantly contributed to the project's success and identifying those who may lack the necessary skills for effective participation. Implementing penalties for underperformance is also crucial. Consider using a system similar to football's yellow and red cards. Three yellow cards will result in a red card, but a yellow card can be revoked if no further infractions occur within a set period. This approach helps foster a positive team culture through a structured reward system while utilizing the chosen tool.

Shoutouts & High Fives: Celebrate wins with virtual cheers and high fives during meetings! Cash Bonuses: Show them the money! Reward outstanding performance with cold, hard cash. Tech Swag Galore: From cool gadgets to geeky goodies, let your team choose their own tech treasures. Flexi-Time Fiesta: Hit those targets? Enjoy flexible work hours and power up your work-life balance. Skill Power-Up: Level up your skills with funded certifications, workshops, and conferences. Team Adventures: Break the routine with team-building escapades and epic outings! Unleash the fun, reward like a boss, and watch your IT superheroes soar!"

When team members encounter communication challenges with collaborative tools, prompt resolution is essential for maintaining productivity and team cohesion. Identifying specific obstacles and providing targeted training or technical support can enhance proficiency. Fostering a culture of open communication empowers team members to address challenges, facilitating tailored solutions. Proactive resolution and a supportive environment enhance the team's ability to communicate and collaborate effectively with collaborative tools.

Tools are only one of the means to achieve. what matters is the “Intent” which is essential to collaborate effectively. Teams can overcome any impediments if they have intent to collaborate and being successful together…

In my view, while adopting communication tools is beneficial, as a project manager, prioritizing team cohesion is paramount. If I sense any weakening bonds within the team, my first focus is on fostering a strong sense of unity. Strengthening team rapport naturally enhances communication effectiveness. Therefore, my approach centres on identifying strategies to cultivate a strong team bond, which ultimately facilitates seamless and efficient communication.

Foster and embrace a culture where you make it a ruotine to document findings in the tool. The key, one of them, to success is to get a common taxonomy i.e. should we write C++ or c++? Should we call an artifact document or paper.

Start by identifying the reasons why your team is struggling to communicate using collaboration tools. Is it due to a lack of training on how to use the tools effectively? Are there technical issues with the tools themselves? Or are there underlying issues with team dynamics or communication norms?