Collaboration is fast becoming the difference between success and failure in the workplace. The statistics appear to back this up. 86% of respondents of one survey blame a lack of collaboration or ineffective communication for workplace failure. So, what are the key aspects of effective collaboration that you must adhere to? This blog post will explain these in detail, which should help you to avoid future collaboration failures with both your internal and external stakeholders.
Set clear goals
Although setting goals is often considered important, rarely are they put into practice. A Havard Business study found that:
- 83% of the population does not have goals
- 14% have a plan in mind but are unwritten goals
- 3% have goals written down
So why is it so important to have clear goals? If you’re collaborating with many different people, they will all have their objectives to meet, whether organisational or project related. They may overlook your project’s main objective if their focus is solely on these.
What you want to is ensure that everyone is working towards the same common goal. I know this is not an easy task!
You should make this clear at the beginning of the project and use it to keep everyone on track when they’re working closely together.
An easy way to do this is by creating SMART goals. These can help to clarify everyone’s ideas, focus their efforts, use their time and resources productively, and increase the chances of achieving your targets.
- Specific (simple, sensible, significant)
- Measurable (meaningful, motivating)
- Achievable (agreed, attainable)
- Relevant (reasonable, realistic and resourced, results-based)
- Time bound (time-based, time-limited, time/cost limited, timely, time-sensitive
Workplace Collaboration and Communication
It goes without saying that a foolproof project communication plan is essential for effectively collaborating with stakeholders.
There are also financial implications. The PMI, (Project Management Institute) has stated that 56% of money spent on a project is at risk due to ineffective communications and workplace collaboration.
When formulating your plan, you should take into consideration:
- What information needs to be shared? – High-level executives, senior leaders, and team leaders will need different information barriers from your team members, for example.
- How often should it be shared? – Do stakeholders need daily, weekly or monthly updates? Or none at all?
- How will it be communicated? – You might use email or basic file-sharing software, but in reality, collaborating in the cloud is now the way forward for internal and external co-working.
Once you have answers to these questions, you can assess whether there are any barriers to collaboration. For example, some or all of your stakeholders might be based remotely and don’t have access to your organisation’s shared drive.
State responsibilities
In most organisations, it is important to have a hierarchy in place as it creates a sense of authority, unity and accountability.
This is even more important when managing projects. There is no good creating an environment for effective collaboration without having someone there who can take responsibility for each decision.
To avoid confusion, it is best to state responsibilities at the start of your project clearly. One way in which you can do this is to use the RACI (Responsibility Assignment) matrix. This involves you identifying who is:
- Responsible – The person who is responsible for actually completing the task.
- Accountable – The person who is accountable for the correct completion of the task.
- Consulted – Communicated with regarding decisions and tasks.
- Informed – Who will be updated on decisions and actions during the project.
Project Smart has put together step-by-step instructions to help you get started:
Only once the roles and tasks have been clearly defined can people work together to meet common goals and reach successful collaboration.
Use online collaboration software
There was a time when collaborating with internal and external stakeholders was just a case of picking up the phone, arranging a meeting or sending an email. Times are changing, however. With email now seen as a big disadvantage for organisations and business travel representing 50% or more of an organisation’s greenhouse gas emissions, the time has come to look at solutions that satisfy security requirements, avoid harming the environment and promote collaboration in the workplace.
The solution is simple: online collaboration software. From transforming shared services between local authorities to quick project deployments, the platform is designed perfectly to enable collaboration.
So, what is the best collaboration tool? There are lots on the market to choose from.
Kahootz offers functionality such as secure file-sharing, web-based surveys, online forums, and shared calendars, allowing you and your stakeholders to collaborate together when you need to in a highly secure environment.
NHS England is starting to see big ROIs from its investment in online collaboration. In fact, it’s expected to achieve a 150% ROI over the next two years after implementing Kahootz.
Want an effective collaboration tool that meets your organisation’s needs? Download our guide, which contains the 10 questions you should be asking a potential supplier.
FAQ
What does working collaboratively mean?
Working collaboratively means working with others to achieve a common goal. It involves effective communication, clear goal-setting, and sharing responsibilities among team members. In a successful collaborative environment, everyone’s ideas are valued and utilised to achieve the project’s objectives.
What are essential collaborative skills that one should possess?
Collaborative skills include communication, problem-solving, active listening, empathy, and adaptability. These skills allow individuals to work effectively within a team, fostering a productive and harmonious working environment. Knowledge of online collaboration tools, such as Kahootz, can also enhance an individual’s collaborative abilities by providing a platform for efficient and secure communication and coordination.
How does teamwork and collaboration contribute to a project’s success?
Teamwork and collaboration are vital to a project’s success because they ensure that tasks are distributed evenly amongst team members, promoting efficiency. They also allow for a diversity of ideas and perspectives, which can lead to more innovative solutions. Furthermore, collaboration fosters a sense of unity and shared responsibility, motivating team members to work towards the project’s goals.
