Today's global workplace makes technology imperative for means of communicating quickly and efficiently. Even with advanced technological communication tools, communication problems still arise, especially in global communication. Some global communication challenges include time zone differences, language barriers, and collaboration limitations. Therefore, choosing the communication tool that best accomplishes your purpose will facilitate efficient collaboration among team members both nationally and internationally. This article explains the pros and cons of five different types of collaboration strategies in order to help you choose one that best suits your purpose.
Group Text Applications
Since most people in the work place own a cell phone, text messaging is one of the quickest methods of communication for short messages. For example, if you want to schedule a meeting time, then texting “Does Friday at 8 AM work for everyone?” is a lot faster than logging on to a computer, sending an email, and waiting for every team member’s response. Furthermore, with the flood of available text applications, phone users can download free group text applications, such as GroupMe, as well as free applications for international communication, such as Viber. Once when working on a class group project, I found group messaging helpful because the message pops up on my phone with the group name, which helps me distinguish between work texts and personal text messages. Here are some additional benefits and limitations of group text messaging applications:
Since most people in the work place own a cell phone, text messaging is one of the quickest methods of communication for short messages. For example, if you want to schedule a meeting time, then texting “Does Friday at 8 AM work for everyone?” is a lot faster than logging on to a computer, sending an email, and waiting for every team member’s response. Furthermore, with the flood of available text applications, phone users can download free group text applications, such as GroupMe, as well as free applications for international communication, such as Viber. Once when working on a class group project, I found group messaging helpful because the message pops up on my phone with the group name, which helps me distinguish between work texts and personal text messages. Here are some additional benefits and limitations of group text messaging applications:
Email Collaboration
Email is a traditional method of communication in the workplace. Email has many useful features, such as Blind Copy and Reply All, but knowing when to use which features and knowing the appropriate email etiquette can be a challenge. Even more, email’s popularity can be hindering, since according to research, "email is now considered to be the # 1 productivity killer in the work place." [1] Therefore, knowing when and how to use email is becoming ever more important. Setting up different email accounts - personal email, junk email, and work email - can make sorting emails less stressful. However, my tamu email account alone has over 25 folders (see figure to the right)! In order to know when email is right for you, here are some additional benefits and limitations of email collaboration:
Email is a traditional method of communication in the workplace. Email has many useful features, such as Blind Copy and Reply All, but knowing when to use which features and knowing the appropriate email etiquette can be a challenge. Even more, email’s popularity can be hindering, since according to research, "email is now considered to be the # 1 productivity killer in the work place." [1] Therefore, knowing when and how to use email is becoming ever more important. Setting up different email accounts - personal email, junk email, and work email - can make sorting emails less stressful. However, my tamu email account alone has over 25 folders (see figure to the right)! In order to know when email is right for you, here are some additional benefits and limitations of email collaboration:
Online Video Chat
If you need to connect with your teammates face-to-face but scheduling and location conflicts prevent members from all meeting at the same place, then online video chat is for you. Virtual meetings via video conferencing has helped companies grow globally by reducing travel costs. If video chat best accomplishes your purpose, remember to keep professional even if you are at home. Sticking to an agenda is also recommended since there are really no time constraints like in a board room meeting. Some popular sites include Skype and Google Hangouts. Here are some additional benefits and limitations of online video chat:
If you need to connect with your teammates face-to-face but scheduling and location conflicts prevent members from all meeting at the same place, then online video chat is for you. Virtual meetings via video conferencing has helped companies grow globally by reducing travel costs. If video chat best accomplishes your purpose, remember to keep professional even if you are at home. Sticking to an agenda is also recommended since there are really no time constraints like in a board room meeting. Some popular sites include Skype and Google Hangouts. Here are some additional benefits and limitations of online video chat:
Online File Sharing
Online file sharing makes sharing large documents simpler. Additionally, on sites such as Google Docs and Prezi, all team members can edit documents at any time. Some professionals may dislike file sharing because they have limited control over the editing process, but most sites save old drafts in case you want to revert back to them. Here are some additional benefits and limitations of online file sharing:
Online file sharing makes sharing large documents simpler. Additionally, on sites such as Google Docs and Prezi, all team members can edit documents at any time. Some professionals may dislike file sharing because they have limited control over the editing process, but most sites save old drafts in case you want to revert back to them. Here are some additional benefits and limitations of online file sharing:
Social Media Sites
As a student, some of the most useful resources available are social media sites, such as Facebook, Google Plus, and Pinterest. Social media sites are great for collaboration between younger individuals who check their social media sites often, especially if they have access on their smart phones. Although social media sites work well for students, they may not be appropriate for a professional work setting, especially if companies forbid their use on office computers. If social media sites are an option for you, here are some additional benefits and limitations of social media sites:
As a student, some of the most useful resources available are social media sites, such as Facebook, Google Plus, and Pinterest. Social media sites are great for collaboration between younger individuals who check their social media sites often, especially if they have access on their smart phones. Although social media sites work well for students, they may not be appropriate for a professional work setting, especially if companies forbid their use on office computers. If social media sites are an option for you, here are some additional benefits and limitations of social media sites:
Overall, collaborative technology choices are essential to the purpose of your communication. For example, while global communication can now be conducted at a fraction of the cost, other challenges such as cultural and time differences will determine which method of communication best meets your needs. Although technology will continue to evolve, introducing new platforms, basic communication tools will continue to be available, including Group Text Messaging, Email, Video Chat, File Sharing, and Social Media Sites. With such a variety of collaboration tools available, workplace communication is easier than ever.
Sources:
[1] Quote from: "Email Overload in the Workplace: Top Three Problems." MessageMind, LLC. Internet: http://www.messagemind.com/pdf/MM-WhitePaper.pdf, 2012 [Mar. 20, 2013].
[2] Picture from: Alexis Musso. Tamu Email [Mar. 20, 2013].
[1] Quote from: "Email Overload in the Workplace: Top Three Problems." MessageMind, LLC. Internet: http://www.messagemind.com/pdf/MM-WhitePaper.pdf, 2012 [Mar. 20, 2013].
[2] Picture from: Alexis Musso. Tamu Email [Mar. 20, 2013].