Beyond Zoom: Collaboration that Boosts Efficiency, Creativity and Productivity

During the emergence of the COVID-19 pandemic, Zoom and other communication platforms quickly became household names. Workplaces and employees worldwide quickly learned how to collaborate and coordinate in a virtual world from the protective environments of their home offices. Over the past five years and since the dawn of vaccines for this disease, many businesses have found that while most employees have become veterans at using these platforms, they also suffer from something referred to as “Zoom fatigue” and seek new ways to collaborate creatively and boost efficiency.  While this phenomenon unfairly focuses on Zoom technology, it is a reality that many employees are simply mentally and physically exhausted after using video conferencing all day. It’s absolutely true that Zoom and other digital conferencing platforms such as Microsoft Teams, Go To Connect, Google Meet and Cisco Webex have been a godsend since their meteoric rise in 2020. However, this so-called “Zoom fatigue” can impact efficiency, creativity and productivity, especially for those who find video conferencing as their main mode of communication with teammates.  Due to this, we thought it might be a good time to review some other collaboration methods that can augment your primary communication tools to help your day go smoothly and allow for creativity to flow in ways that may be overtaxing via video conferencing.  Let’s take a look at collaboration and communication tools that go beyond just our typical Zoom calls. 

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Brainstorming 

If your team is hoping to get the creative juices flowing and need a place to brainstorm, present ideas or plan events, a digital whiteboard may be the perfect place to start your journey. Features of a digital whiteboard include touchscreens where users can interact with one another using either their finger or a stylus, media integration where images or video can be added to the work, and cloud storage where work can be saved and accessed anywhere there is an internet connection.  Examples of digital whiteboard platforms include Miro, Google Jamboard, Microsoft Whiteboard, Lucid Chart, Limnu, Conceptboard and Storm Board. Each offers an array of features that could support your collaboration between instructors, students, coworkers or leadership teams. 

Messaging Platforms

In a world where work teams are always on the go and some are working remotely, it is more important than ever to be able to quickly message and communicate with each other. These platforms do not need to include video as they are meant to include features like messaging groups, teams, or individuals as well as voice calls, file transfers, “huddles” and sharing capabilities.  Popular messaging platforms that have allowed for this quick communication and collaboration include Slack, Flock, and Microsoft Teams to name a few. Each of these platforms allows for search capabilities and integration with other platforms to make for a powerful comprehensive collaboration tool. 

Project Management 

In addition to making video calls and instant messaging, collaboration tools that allow for project management and task tracking can give a major boost to collaboration no matter where your workforce calls home. From across the globe to across the aisle, project management tools can offer unique features that will make for fast communication, easy access to files, and a history of communication with clients across the board.  Important features such as organization, task assignments, progress tracking, deadline tracking, strategic planning, team collaboration, automating repetitive tasks, and custom integration with other platforms make for employee teams that can access information and collaborate about clients and projects all in one easy-to-use interface.  Project management collaboration tools include platforms like Workamajig, Monday.com, Trello and Asana. These popular choices can enhance other collaboration tools and allow your workforce to see projects from conception to completion successfully. 

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File-Sharing Collaboration 

A key component of any successful team is the ability to access and share files for clients and projects in real time. No matter where your workforce is they will be able to store, share, and collaborate on files. Choosing a file-sharing platform that is right for your type and depth of work is key to having a system that allows for heightened collaboration.  Some file-sharing options include Dropbox which has an intuitive and easy-to-use interface allowing for real-time collaboration and file sharing. This go-to communication tool is great for small businesses and freelancers and provides excellent video and image quality. Google Drive is another option where team members can access and share files instantaneously and communicate on docs and sheets in suggestion or edit mode. A bonus for Google Drive users is that it allows for seamless integration with other Google Workspace tools like Google Docs, Sheets, and Slides. Tidal File is yet another option for file-sharing that offers a secure file-sharing platform enabling you to create an unlimited number of secure workspaces for collaboration with clients, staff, and outside parties. 

Notetaking Collaboration 

Similar to brainstorming and digital whiteboards, notetaking collaboration can assist with teams that may not work in the same location or at differing times of day. Evernote, MindMeister and Miro are three options that could help your work team collaborate by sharing flow charts, mind maps, notes or lists needed to successfully complete tasks within a project.  When considering collaborative tools for your workplace and your remote teams, be sure to take into account the security options with each platform as well as the scalability needs of your organization. Additionally, you may want to consider scheduling training for your employees before springing any of these on them and allowing for a chance to explore before you create a list of best practices for each platform. Need help choosing collaboration and communication tools that might be best for your business? Talk to our team at Spectra Networks for all of your IT needs.