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Your team is struggling to communicate. How can you use collaboration tools to help?

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Communication is vital for any team, especially for large and remote ones. However, it can be challenging to maintain effective and clear communication when there are multiple channels, platforms, and preferences involved. How can you use collaboration tools to help your team communicate better? As a servant leader, you can leverage these tools to foster a culture of trust, transparency, and teamwork. Here are some tips to help you get started.

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Daniel K. Hilburn Sr. CISM PMI-ACP?

?LinkedIn Top Voice For Ethical AI ??? CEO & Founder | ??? AI Change Agent | ?? Servant Leader | ?? Cybersecurity…

1 Choose the right tools

Before selecting or recommending any collaboration tool, it's important to consider the purpose and goal of the tool, its features and functionality, the cost and availability, as well as the feedback and preferences of your team. Ask yourself what problem the tool solves and what value it adds, how easy it is to use, customize, and integrate with other tools, how much it costs, how reliable it is, and how accessible it is for your team members. Additionally, take into account what your team thinks about the tool, how comfortable they are with it, and how willing they are to learn it. By choosing the right tools for your team, you can avoid wasting time, money, and energy on tools that don't work or don't fit your needs.

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Daniel K. Hilburn Sr. CISM PMI-ACP?

?LinkedIn Top Voice For Ethical AI ??? CEO & Founder | ??? AI Change Agent | ?? Servant Leader | ?? Cybersecurity Transformation Leader | ????Polymath
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To enhance team communication using collaboration tools: 1. Identify specific communication challenges. 2. Choose appropriate collaboration tools. 3. Provide training and guidance on tool usage. 4. Encourage consistent tool adoption. 5. Establish clear communication protocols. 6. Foster a culture of open, transparent communication. 7. Set expectations for responsiveness. 8. Promote active participation and feedback. 9. Monitor tool effectiveness and adapt as needed. 10. Continuously evaluate and improve team communicat ion.

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Lamine RIHANI

Head of Software Development Quality at SAP | Generative AI Operational Transformation Leader | 8x Patent Holder | Social Change Mentor | Sustainable Development Enthusiast
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When picking team tools, really listen to your crew's take. Ease of use, cost, and how it fits into our workflow matter. Let's get tools that make our work smoother, not harder.

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Cassandra Gentile

Vice President, Sales Development at Resolver, a Kroll Business
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In my experience, tools can often make the activity that you're trying to improve, more burdensome. We often cannot see the holes in our processes (or we cannot identify the true source of the problem we are having) until we get unbiased feedback from an expert. It's super important to sit in this part of the decision-making process for longer than you think you should. AND always validate the feedback and suggestions you are getting from your team by an unbiased third party. Just as a new technology founder would demo strangers who are experts in the field, get an opinion from the outside. This could bring to light the true problem you're trying to solve which could impact the tool that you actually need.

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2 Establish clear guidelines

Once you have selected the best tools for your team, you need to establish clear guidelines on how to use them effectively and appropriately. These guidelines should define the purpose and scope of each tool, as well as the etiquette and norms of each tool. It should also outline the roles and responsibilities of each team member, and provide a feedback and improvement process for each tool. This will ensure consistency, clarity, and accountability on each tool, so your team can use them when and why they are needed, communicate appropriately, understand their tasks, and provide feedback for optimization.

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Lamine RIHANI

Head of Software Development Quality at SAP | Generative AI Operational Transformation Leader | 8x Patent Holder | Social Change Mentor | Sustainable Development Enthusiast
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Set firm rules for tool use. Explain what each is for, how to behave, and who does what. Include a way to make them better. This keeps everyone on track, talking right, and knowing their job.

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3 Model the way

As a servant leader, you have the opportunity and responsibility to demonstrate the value of collaboration tools to your team. Demonstrate how each tool can help them achieve their goals, improve their performance, and enhance their experience. Share your own knowledge, skills, and insights on how to use each tool efficiently, creatively, and collaboratively. Encourage your team to use each tool regularly, confidently, and respectfully. Support them with training, coaching, and feedback on each tool. Celebrate your team's achievements, contributions, and learnings on each tool. Reward them with recognition, appreciation, and incentives on each tool. By modeling the way for your team, you can inspire them to make the most of each tool.

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Lamine RIHANI

Head of Software Development Quality at SAP | Generative AI Operational Transformation Leader | 8x Patent Holder | Social Change Mentor | Sustainable Development Enthusiast
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Lead by example, showing your team the benefits of collaboration tools. Teach them, guide them, and cheer on their successes. Your support can spark their confidence and skill in using these tools effectively.

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4 Communicate with intention

Communication using collaboration tools is not enough to ensure effectiveness and clarity. You must be clear and concise in your language - no jargon, ambiguity, or superfluous information. Respect and empathy should be shown in your tone - no sarcasm, criticism, or conflict. Responsiveness and proactivity should be displayed in your responses - no delays, silence, or assumptions. Transparency and honesty should be maintained in your information - no errors, omissions, or deception. By following these guidelines on each tool, you can create trust, rapport, and understanding with your team.

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Lamine RIHANI

Head of Software Development Quality at SAP | Generative AI Operational Transformation Leader | 8x Patent Holder | Social Change Mentor | Sustainable Development Enthusiast
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I'd say, talk like you're there to help, not just to tick a box. Keep it real, simple, and kind. Quick replies and straight facts show you're in it together. It builds a team that gets things right and sticks tight.

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5 Seek feedback and improvement

Using collaboration tools is not a one-time or static process. It is a continuous and dynamic process that requires feedback and improvement. As a servant leader, you should actively seek feedback from your team on each tool, listen to them openly and respectfully, and give constructive, specific, and actionable feedback. Additionally, you should implement the feedback that you receive or give on each tool, making the necessary changes or enhancements. Furthermore, measure the impact of each tool on your team's communication, collaboration, and performance using quantitative and qualitative indicators. By doing this, you can ensure relevance, quality, and effectiveness on each tool.

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Lamine RIHANI

Head of Software Development Quality at SAP | Generative AI Operational Transformation Leader | 8x Patent Holder | Social Change Mentor | Sustainable Development Enthusiast
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I think it's smart to always ask your team how they feel about the tools we use. Hearing them out and making changes helps everyone work better. It's important to see if the tools are really helping us with our work by looking at the results and how we all feel about it.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your team is struggling to communicate. How can you use collaboration tools to help?

1

2

3

4

5

6

1 Choose the right tools

2 Establish clear guidelines

3 Model the way

4 Communicate with intention

5 Seek feedback and improvement

6 Here’s what else to consider

Servant Leadership

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Your team is struggling to communicate. How can you use collaboration tools to help?

1

2

3

4

5

6

1 Choose the right tools

2 Establish clear guidelines

3 Model the way

4 Communicate with intention

5 Seek feedback and improvement

6 Here’s what else to consider

Servant Leadership

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