The positive role technology plays within collaborative working

Within Health & Safety management, collaborative working has meant a focus on driving better communication and consultation; the general spirit of any of the H&S Regulations that we must follow in the UK.

However, since working for a Software as a Service (SaaS) business for the last 3 years, I have noticed a positive change in communication and consultation using digital technology solutions that we have accepted as standard work practices. These can include video conferencing tools (Zoom, Teams; Google Meet); online workspace platforms (Miro, Slack); and modern project management (Asana, Monday.com).??

In a world where technology rapidly evolves our professional landscape to dizzying heights, digitalisation has become the catalyst for collaborative working. By ‘digitalisation’, I am referring to the following definition below which shouldn’t be confused with general ‘digitisation’:

?“The process of leveraging digital technologies to transform a business model, creating new revenue streams and value-producing opportunities”??

In a post-COVID workspace, technology continues to challenge traditional models of working. Previously, work was characterised by physical proximity and linear communication taking the form of a meeting room or ‘water cooler’ moments. Now, post-covid conditions gave way to a new era of collaborative working, where technology acts as the bridge connecting people across geographical boundaries more easily.

So having now spent over 3 years observing how our employees, customers and other stakeholders use technology within their operations, I wanted to share some sentiments and comfort that I hope allow you to see the value of technology within collaborative working?

What benefits and advantages have you seen??

Video conferencing, messaging apps, and collaborative platforms have broken down the barriers of physical distance, allowing team members to interact seamlessly regardless of their global location. It also opens up a more transparent approach to interact with all levels of staff where shopfloors previously didn’t have direct access to seniority, thus truly increasing 2-way communication

This has led to the rise of remote work and virtual teams, enabling organisations to increase both Equality, Diversity & Inclusion (EDI / DEI) and retention of staff, a further positive intervention when utilising technology. By using technology to allow flexible working conditions, you are also able to attract high-performing new talent as part of fostering a talent pool.

Tools such as instant messaging and project management software have also provided real-time communication, which has accelerated the pace of communication, enabling real-time interactions that fuel better decision-making and accountability. With a rapid exchange of ideas, updates, and feedback, teams can collaborate in a more agile manner, responding to challenges and opportunities with greater efficiency which is so much more relevant whilst we are in a financial crisis.

Collaborative platforms / cloud-based tools have also provided a digital shared workspace that is more interactive than the previous likes of Sharepoint, Dropbox and other shared workspaces. Teams can now collaborate on documents, slides and spreadsheets simultaneously which reduces the back-and-forth exchanges of information, streamlining workflows and ensuring everyone is literally on the same page.?

The use of virtual brainstorming sessions, online idea boards, and collaborative design tools truly enhance worker creativity. By empowering teams to generate, refine, and implement innovative ideas collectively, this dynamic exchange of perspectives can lead to novel solutions that might not have been possible through traditional in-person interactions.

Lastly, these digital tools have ushered in an era of data abundance. Teams can collaborate by leveraging data analytics to make better, evidence-based decisions together. By analysing trends, teams can align their efforts more effectively and refine their strategies based on both their own data and benchmark the industry better.

What are the challenges you have seen? ?

Whilst technology has undoubtedly transformed collaborative working, it's important to acknowledge potential challenges for a balanced view.? An overreliance on technology can sometimes hinder meaningful face-to-face interactions and dilute personal connections that foster strong teamwork.?

When a team is at the ‘forming phase’ (to quote Bruck Tuckman) there are already challenges in establishing purpose, boundaries and characters. So throwing technology in the mix and having to navigate a plethora of tools/platforms can lead to fragmentation if not managed strategically.

Lastly, as we all navigate through a cost of living crisis, technology presents another potential cost in both time and money to ensure it is implemented correctly so it can be used as a catalyst for collaborative working.?

What one simple tip can you provide when adopting technology for positive collaboration?

First and foremost, it’s important to make sure that any technology utilised is integrated into current ways of work, a term in tech referred to as ‘interoperability’. This is just a fancy word for checking that the tech solution you propose to use can complement processes, team members and company culture. Change management is a paramount skill often overlooked when considering technology implementation.?

To help with this, initially check that the interface of the technology is user-friendly, and that it’s use case is appropriate for collaborative working. Then move on to what features the technology has that will make it easier to use such as an API that allows it to talk to other software systems, or a Single Sign-On (SSO) to reduce frustrations when trying to log into a system

Final thoughts - Working together, always works

As technology continues to advance, the future of collaborative working promises even more innovation. Virtual reality (VR) and Augmented reality (AR) are poised to offer immersive collaborative experiences, where team members can already interact like they are in the same physical space.?

Artificial intelligence such as large language models (LLM) is already automating routine tasks, allowing teams to focus on higher-level strategic thinking and creative endeavors. It is exciting to see how this field develops and should certainly be seen as career-enhancing rather than career-limiting.

Technology has and continues to irrevocably reshape the landscape of collaborative working. It has transcended geographical boundaries, accelerated communication, and empowered teams to harness their collective creativity. As technology continues to evolve, the challenge lies in striking a balance between the digital and human aspects of collaboration to create a harmonious and productive working environment.