Enable digital transformation with these essential tools

08/03/20194 Minute Read

Technology isn’t just creating a digital transformation at work—it’s redefining the potential of teamwork. Kim Austin, marketing manager for Cisco, wrote, “The days when people worked heads-down in cubes by themselves is quickly giving way to a more interactive business world . . . in fact, 88 percent of CEOs believe digital technologies are creating high value in operational efficiency. Meanwhile, 91 percent of employees believe digital technology can transform the way they work for the better.”

In short, office collaboration can improve, and remote workers deserve to feel like part of the team. According to a Global Leadership Summit, 34 percent of attendees stated more than half their company’s full-time workforce would work remotely by 2020, while another 25 percent said more than 75 percent would not work in a traditional office by then. And there are plenty of reasons to allow employees to work remotely: Remote workers tend to log more hours than those in the office and are slightly more engaged. Bosses everywhere should feel psyched about these two facts.

When you provide enhanced mobility and enable employees to work better together through digital transformation, productivity can shoot through the roof. But what tools and technology do you need to do so? Here are four must-haves that will inspire collaboration throughout your organisation.

1. Communication tools

While it’s still the most widely used tool for communication in the workplace, email is flawed when it comes to security and building strong teams. It’s easy to ignore, and it puts internal and external messages in one overflowing inbox. Instead, boost collaboration by adopting a secure communication tool for internal use.

For instance, you’ve likely heard about the messaging app, Slack. It allows you to organise and prioritise conversations based on topics or projects. You can also share files and sync other remote tools, so you can keep everything in one place. Another option is Stride. Like Slack, you can start conversations with individuals or groups, but you can also use its built-in video-calling and screen-sharing features.

2. Project management tools

Tracking progress on projects is one way to streamline your efforts and get more done. Asana is a team management tool that lets you organise communication and work into projects. You can easily track everyone’s progress, display individual to-do lists, track conversations, and archive projects.

Basecamp is another solid choice. This tool is more comprehensive than Asana, providing you with a dashboard for monitoring tasks, conversations, documents, schedules, and milestones. You can also see a big-picture timeline for projects, making it easier to delegate work and deadlines.

For day-to-day tasks, I Done This acts like an online to-do list for your entire team. At the end of the day, you provide updates with a list of your activities. The next morning, everyone’s workload and accomplishments are delivered.

3. File-sharing tools

Whether you work remotely or in the same office, you need to send files to coworkers and management. WeTransfer is a site that allows you to send large files up to 2 GB—the type of load email has trouble bearing. Another sharing tool is Dropbox, with which you can store files and invite others to collaborate on certain folders or files.

4. Meeting tools

If you have remote members on your team, you’ll need an online meeting platform to collaborate with everyone. GoToMeeting is a popular option, allowing you to use audio or video. Google Hangouts is another good platform, with video- or audio-conferencing for up to 10 people.

How many tools are too many?

When it comes to choosing the right tools for your team, trial and error might be your best method to find what works. Harvard Business Review found typical collaboration tools fail for a few reasons, including:

  • They’re used too little by employees
  • They’re not integrated with other business processes or overly siloed
  • They’re not aligned with user work styles and preferences

Remember, new tools—no matter how good—will disrupt the status quo. Before you implement something company-wide, create a focus group of employees from different departments to test the tool and give real feedback. Provide thorough training, and communicate to your team why the new tech will make their workdays better.

You’ll also want to implement one tool at a time, and don’t ditch the old tool just yet. Wait until at least 80 percent of your team is proficient and on board. Too much of a good thing too soon can be just as bad as the wrong tool for your team. But if you pull off adoption successfully, your business can maximise the benefits of digital transformation and boost productivity to new heights.

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