How can we share and collaborate better in the workplace?
Working where you want, when you want... Is this really possible when several people work together in a company? Can we really consider that we're working "together" when each of us creates spreadsheets, reports or presentations that concern an entire team? Freeing up internal communication is essential in your company. Here we explain the challenges of collaboration and corporate social networks (CSNs) and some effective ways of facilitating joint working and sharing between employees.
The CSN, a modern intranet
Companies like yours are choosing to set up a Corporate Social Network, aka CSN. Not to be confused with Corporate Social Responsibility, and it has nothing to do with Facebook or Twitter as you know them... The CSR is a collaborative platform offering a communication system for your company's internal staff and its external ecosystem (customers, suppliers, distributors, partners, etc.).
In SMEs and large companies, this collaboration tool par excellence is mainly used by communications and human resources departments, according to L'Observatoire de l'Intranet et de la Stratégie Numérique. This was also the case when the intranet was first introduced. Today, however, it's no longer just a matter of getting information down the line.
The current objective of the Enterprise Social Network is more central, because it places employees at the heart of your company. Exchanges are both vertical, to transmit information, and horizontal, to facilitate exchanges between departments. These days, we go and find information wherever it is. Just as you would go to a forum in your private life to find out how to lay your new parquet properly, you adopt the same new habits at work with the CSR.
You create your community with people both inside and outside the company. For example, you can bring together your network of partners, customers and prospects, all connected to your customer relations software (CRM). You can also create a community working on a common project. You then link all the participants and information circulates easily.
Everything becomes simpler with these new modes of communication in your company. And the publishers of these solutions, like Jamespot, have understood this. You no longer need to monopolise an IT department developer to manage your company's intranet. Everything can be tailored to your needs. All you have to do is activate them according to the context.
The Enterprise Social Network is so central today that it can be linked to other collaborative tools, such as Document Management and File Sharing. Jalios, for example, has a SaaS platform with a host of features built around their CSN to boost organisational efficiency. Everything is in one place, so you can work together.
Document sharing
When we talk about a common sharing space, we think of two tools: document management and file sharing. Although they are often confused, they each have their own specific features:
- Document management: this tool stores, shares and retrieves electronic documents. You manage the entire lifecycle of a document: search, version, comment, instant discussion, etc. For example: Google Drive in the Google WorkSpace suite, Ftopia or Jalios, etc.
No more sending emails to inform your colleague of changes made to a document. It's a small change in working habits that generates real convenience and saves time. Document Management is instantaneous and automatically synchronises all documents, especially versions. If your colleague accidentally deletes the presentation for the meeting, they can easily retrieve it. On the other hand, with file sharing, you always have your presentation on your computer, tablet or smartphone. So there's no need to cry wolf just yet!
Online solutions generally combine these two tools: document management and file sharing. We can see this with iExtranet or Google WorkSpace with Drive. These tools are therefore 100% collaborative. Exchanges are possible with colleagues as well as with people outside your company. What's more, regular back-ups guarantee that your files will last. So everyone is encouraged to share and collaborate freely and securely.
Cross-functional projects
Collaborative applications help you get organised. No more to-do lists in the corner of your desk to manage your project! The aim is to simplify teamwork so that everyone is moving in the same direction and is autonomous when it comes to the tasks at hand.
Your data is centralised and shared with your team, customers and partners. Whether the project is internal or external, the management remains the same thanks to this platform. Exchange information about your project in a customised shared environment, group together all your documents and wikis, and manage your action plan by tracking indicators.
Using these tools in project management mode will strengthen your day-to-day collaboration. These solutions will establish new habits:
- subscribe to an online office suite with Google WorkSpace or Microsoft Office 365
- set up a messaging system for your contacts and diaries with Zimbra
- set up centralised management with a solution like Slack
- get into the habit of video-conferencing with your teleworking colleague using Google Meet, etc.
Conclusion
These new ways of working are already common practice in start-ups. What's more, with the gradual arrival of generation Y on the job market, collaborative working will become increasingly ingrained in the DNA of companies. Not to mention, of course, that all these online solutions for working better together are multi-support and therefore accessible on the move. So here are a number of solutions for sharing and working wherever you want, and almost whenever you want...
Article translated from French