Collaboration tools have helped companies function well beyond the four walls of their office, allowing employees to work anywhere and promote a virtual workforce. But what companies gain in expanded reach and productivity can sometimes be lost in employee engagement and personal relationships with your team.
However, no matter what type of collaboration platform your company is using – housed onsite, cloud-based or a hybrid environment that combines both – companies and employees both can enjoy the benefits of a dispersed workforce. Here are three best practices to promote employee engagement when using collaboration technology:
1. Choose a communications platform that’s simple and effective: Technology is only useful if it’s being used. If your employees are struggling to get connected or find it difficult to operate, they’ll quickly abandon whatever communications platform you choose. To ensure success, choose a system that’s intuitive and easy to operate, and includes features that encourage collaboration.
A hybrid system such as ShoreTel Connect HYBRID gives companies the ability to manage an onsite system for their office employees, and the flexibility of providing collaboration tools to all off-site employees via the cloud. ShoreTel Connect HYBRID’s features include the most popular collaboration tools such as audioconferencing, screen share and instant messaging.
2. Schedule and reinforce a weekly face-to-face group meeting: Regardless of whether your employees are in the office or on the road, a weekly meeting via collaboration technology should be a part of your routine. Not only can your employees update you on their work progress, but you can also reinforce a personal connection that sometimes gets lost in the distance between.
An article in Harvard Business Review suggests companies establish a “virtual water cooler” during their meetings so employees can share information and strengthen social bonds. The article proposes each meeting to begin with a check-in, “having each member take a couple of minutes to discuss what they are doing, what’s going well and what’s challenging.” Having occasional virtual team-building exercises also can further solidify the personal connection.
3. One-on-one meetings matter: Employees need individual feedback whether they’re in the office or remote. Research has shown that managers who are more engaged with their employees have a more productive, satisfied staff, with deeper trust and a more balanced, objective view on how business is really operating.
Collaboration technologies are extremely powerful tools for breaking down the barriers to effective communication and employee engagement. The key is to use the technology effectively to ensure both the business and your employees are getting the most from your collaboration investment.