Here's how you can enhance virtual collaboration using technology.

Times have changed and so is the approach towards managing business communication. With virtual working becoming a trend that took over the working culture by storm, it is now a necessity to keep up with the aspects that help with streamlined virtual collaboration. Having a same medium for communication throughout the collaboration helps big time. Narrow down options, choose the one that suits best with your team's requirements, play trial and error, check with A-B testing, and implement a system that helps you adapt to a streamlined, efficient and uninterrupted virtual collaboration.

It is important for companies to create standards & even newer PC/laptops that best support the latest in collaboration technology. Being on very old equipment may cause systems to bog down even when offline. TEAMS client takes extra CPU resources even while idling. TEAMS & ZOOM have revolutionized the capability for virtual teams to work together in different cities, states, and even countries. SharePoint with check in/out & versioning/security controls is an excellent documentation sharing system. The recent TEAMS 2.0 version is particularly beneficial with the new EDGE based engine (2X more efficient than original chrome version). It's important for entire team to be on same standards, even if company is not quite there yet

To enhance virtual collaboration, one could consider the use of unified platforms like Microsoft Teams and Zoom. Leveraging LinkedIn for feedback is often overlooked, given the dynamic professional landscape. AI tools can help automate scheduling, manage emails, and predict project timelines. Google Workspace and Miro help with real time brainstorming and document sharing. Integrating new tools with existing systems and engaging in project meetings at fixed intervals virtually can boost collaboration effectiveness.

Nothing works without Protocols, not even a simple communication. Especially when it is about virtual collaboration, it becomes crucial to have clear protocols. Begin with defining the expectations for communications, objective of the collaboration, and keep it clear between the group. This will help you keep the team on the same page while also ensuring that the virtual collaboration is carried ahead in the most organised way, following the most clear protocols!

Most companies use standardized laptops, desktops, smartphones, and software builds. That helps standardize specific network protocols & ensure best levels of computer security can be employed (which is important). Still, there are challenges of being on different versions of the same software. For example, companies may have a mix of WIN10 and WIN11. Even though it would be better to be on WIN11 with latest laptop/desktop - it's not practical or cost effective. However, latest version of TEAMS & ZOOM should be used for each O/S so there is uniformity from a TECH & USER support basis.

EMAIL systems can interface with MS/Project, JIRA, ServiceNow, Teams meetings, and other CHG MGT systems. Detailed support or project tasks are issued with direct links in the email to quickly access the SDLC support system as needed. No phone calls or human action is even needed in most cases where tasks are routine. And for more active & visible projects, usually weekly TEAMS meetings are conducted to communicate progress in addition to JIRA or similar tracking platforms. Based on past experience, one can become overwhelmed with the volume of email, -- esp. where a lot of N/A superfluous tasks/projects become extra "noise" in the EMAIL. JIRA & ServiceNow ADMINS should optimize automatic notifications to reduce as much as possible

By utilizing advanced collaboration platforms such as Microsoft Teams, Slack, or Zoom, virtual teamwork can experience significant improvement. These tools offer features such as instant messaging, video calls, file sharing, and project management. Team members can create specific channels for different projects, ensuring that all their conversations and files are centralized. They can also collaborate on documents in real-time and monitor the project's progress, ensuring that everyone is aligned and that deadlines are met.

In addition to leveraging technology, establishing clear communication guidelines is essential for virtual teamwork. This involves organizing regular check-ins, determining the most effective communication methods, and setting guidelines for responsiveness. For instance, the team could decide to have brief video meetings every day to discuss progress, address issues, and prioritize tasks. Implementing "virtual office hours" where team members can drop in to have informal conversations, ask questions, and seek support also proves to be beneficial, replicating the experience of casually visiting someone's office in a physical workspace.