Fast Track Communication: Online Collaboration Tools

With so many online gadgets and digital networking system available, online collaboration has never been so easy with a click of a mouse. Online collaboration tools have significantly influenced how ideas are developed and shared. The following are some of the simplest online collaboration tools that are widely used in today’s generation.

Email: This is the most basic form of collaboration tools. Email correspondence has significantly influenced how our generation communicates and how fast information is exchanged. Unlike traditional letters that takes about a week to get an answer, Email accelerated the communication process into a few minutes. This is definitely is the most popular online collaboration tools available.

Video Calls: Group video calls made it possible to do face-to-face interactions between team members. Members located from different cities, states or countries can meet through video calls without the expense of a car or airline transportation. Another benefit is that the talent pool for prospective employees have greatly widen for employers since job interviews can be completed online. Set up time for online video calls can take up to 5-10 minutes.

Web based video conferencing: This tool made it possible to collaborate on a single document using a shared a screen between team members. With a click of a mouse, editing capabilities can be pass around team members without the limitation of location. Real time editing enhances the team’s productivity and efficiency.

Web conferencing program requires a computer and internet connection to start. It only takes an email containing your meeting’s URL to invite attendees.

Online File Storage: Knee deep in files, need to share with your team, and in need of a place to back it up? Try cloud storage. Cloud storage is an online system that is simple, secure and can be shared anywhere. It’s as simple as uploading a file from any device to a cloud storage system online, and using a link to share with others. The uploaded file will remain in a folder online until you decide to clean it. The best part about online storage is that you can access it anywhere in the world as long as you have an internet connection. You don’t even have to use the same computer to see your files.

Group Calendars: Working on a group means determining your team member’s availability to work on a project. Stop the emails and set up a group calendar. Invite your group members to allow them to view tasks, milestones and meeting place. This tool gets rid of the incessant email correspondence between team members. It’s the simplest way to get your team on the same page.

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How to host virtual meeting or web conferencing

As information travels faster and demands for efficiency increase, virtual meetings and web conferences rise in popularity. Therefore learning how to conduct or host virtual meetings and web conferences is becoming a valuable skill. Virtual meetings and web conferences are cost-effective, less consuming and tremendously convenient. Although virtual meetings may be not able to substitute face-to-face contact, they can be a valuable addition to your business, especially if conducted appropriately.

Provide an Agenda and Other Necessary Information Beforehand
An agenda, an outline of topics, will help the participants remain focused and prevent any time from being wasted. If concepts are complex, provide background information and research on the topics for discussion. Since the participants will be equipped with knowledge, they will be able to offer valuable feedback and relevant insight during the meeting. Remind the participants to think of questions beforehand. Limit the amount of topics for discussion to encourage a productive and comprehensive virtual meeting or web conferencing.

Use the Proper Software and Technology
Technological malfunctions disrupt creative thoughts, interrupt important discussions, raise tempers and exasperate the virtual participants. Lower morale decreases the effectiveness of a meeting. Make sure to do your research so that you don't waste time or money. Obtain recommendations about the best software to use for web based video conferencing and virtual meetings. Read reviews online, speak with business colleagues about software and technology and ask the participants if they have any preferences. Also make the effort to match the nature of the meeting and the personality of the participants with the suitable technology.

Test the Equipment Before the Meeting
Test the equipment and software weeks in advance to get more comfortable with the technology and gain understanding on how it operates. You want the meeting to flow without major interruptions. Overview the manual so that you will be able to handle technical difficulties. Just in case of a malfunction, have a technician nearby who can resolve any unexpected issues.

Encourage a Friendly yet Professional Atmosphere
Maintain a balance between creating a comfortable environment for those who are uneasy with social networking and structured setting for those who are naturally adept with technology and communicating online. The social networking working generation may become too distracted and entertained, while those who are not at ease with virtual meetings may become anxious, lose interest and/or cease participation. Start with concise yet personable introductions that are unrelated to the project to break the ice. This will help the virtual participants find something in common with each other. End with a few minutes of friendly conversation so that the virtual participants can look forward to the next meeting. If possible, set up quarterly or yearly activities outside the virtual meeting and web conferences so that participants get to know about each other. This will increase productivity since the participants will be more comfortable with one another.

Establish Clear Goals
Virtual meetings can reduce the feel of accountability and cause the participants to get off track. Begin by updating the progress since the last meeting, read the agenda for the meeting and next steps for the project. Before the meeting, send an agenda about the topics of discussion for the virtual meeting. While at the meeting, try using PowerPoint so you can communicate your objectives and keep the meeting within those focal points.

Encourage all Participants to Present Ideas
Collaboration may decrease because it can be easy to overlook quieter participants and let more aggressive members take over. Prevent this by designating a facilitator whose role is to show interest in all comments and call on people who have not contributed. People should feel as if they are valued and in a close-knit team, even if they are miles away. Start by setting some ground rules for the participants such as waiting to speak after person has completed their thoughts, so that each member can be respected and meetings can proceed stress-free. Encourage participants to offer counter views. At the end of each major decision, get everyone's final opinion through a vote. Then decide on the next steps to take until the next meeting and designate a role for each of the participants.

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