How to Collaborate Effectively Online

Many workplaces have seen a shift from office-based to hybrid and remote-working patterns. With 98 percent of employees wanting to work remotely at least part of the time, online collaboration is becoming increasingly vital. [1] Such collaboration might involve brainstorming, solving problems, or developing new or improved products or services. The communication and collaboration methods that help teams perform these tasks well on-site are not always effective – or even doable – in virtual contexts.

But collaboration remains as important as ever. It’s up to managers to lead their teams in implementing effective strategies for working together online, thereby helping to boost team productivity. The following sections show you how.

Setting the Stage for Collaborative Success

When managing a team that works partly or fully online, start by laying the groundwork. Just as an office needs the right physical space and equipment for a team to be comfortable and productive, virtual working requires structures that support your team. These include:

• Communication channels. Define how your team will conduct business and keep in touch.
• Clear protocols. Set out working requirements, whether that involves core hours, rules around on-site vs. virtual working time, or other working agreements. Check that everything’s fair and transparent.
• Roles and responsibilities. Make sure that team members know who’s in charge of what, and what’s expected of them.
• Understanding of the organizational mission. Why are team members doing what they’re doing?

Choosing the Right Tools for Online Collaboration

Virtual working needs virtual collaboration tools. Leading online collaboration platforms include:

• Microsoft Teams: a communication platform integrated with the Microsoft suite.
• Slack: a communication platform for teams.
• Zoom: a video chat platform with meeting, chat, phone, and event capabilities.
• Trello: a platform that includes boards, lists and cards to keep tasks organized.
• Asana: a project-management platform that allows you to schedule and assign tasks, goals and projects.
• Miro: a virtual whiteboard where teams can collaborate.

When choosing which tools to use, take team size into account. Make sure that the software you use meets everyone’s needs, and keep it as streamlined as possible, so it isn’t overwhelming.

Consider work style, too. If your team benefits from bouncing ideas off each other during the day, use a platform that makes it easy to chat. If they manage complex projects, ensure that your tools can handle that level of sophistication.

Building a Collaborative Culture Online

It’s important to build trust and transparency within an online team – to create a climate that’s psychologically safe. So, be open about expectations and availability. As a leader, model an open, non-judgmental attitude, and check that everyone feels comfortable sharing ideas and speaking up.

Offer regular check-ins and feedback within your team. This will help to keep everyone on the same page. And if you’re collaborating across teams, checking in and having clear communication channels that can be used asynchronously is especially important.

Some aspects of team culture will be absent when working virtually, but others can be established and strengthened. Discourse’s co-CEO, Hawk, speaks of the value of internal community building. Her company kept a “written history of every decision that we have ever made,” accessible to all employees – and as a result, they felt valued and included. Everyone was invited to participate in decision making, which meant they were invested in results. [2]

Human resources organization CultureAmp found that a sense of belonging had consistent effects on employees’ commitment, pride and motivation in the workplace. You too can foster this feeling of belonging by creating a central workplace community, and this sense of common purpose by having shared goals and values. And don’t forget to recognize people’s contributions. [2]

Connect through common ground – but recognize your team’s diversity, too. Make sure that cultural differences, neurodiversity, disability, personality, and other differences are recognized and valued, and make learning about these differences part of your work culture.

Effective Communication Practices 

When running online meetings, make sure that your purpose is clear, and communicate it to everyone ahead of time.

Be mindful of the challenges of online communication. It’s harder to read body language and tone, and people might talk over each other or have trouble hearing. So, be courteous, and keep people engaged. And be mindful of keeping to time.

Don’t forget about informal communication! Connecting and socializing are important in building team cohesion and reducing feelings of isolation. Try scheduling virtual coffee chats or fun group activities that can be done remotely.

Managing Collaborative Projects Online

Virtual project management benefits from organization, clarity, and good use of online tools. Start by ensuring that roles are clear: that everyone knows who’s overseeing the project and who’s responsible for each aspect. Use project-management software or a responsibility-assignment matrix to delegate tasks and track progress.

Schedule meetings and check-ins to keep the team updated and accountable. Get the team together and make sure that they’re on the same page when working individually or asynchronously.

Overcoming Common Collaboration Challenges

Collaborating online can be tricky. Your team might face:

• Time zone differences. Be mindful of scheduling meetings at times that work for everyone, and if a meeting isn’t necessary or useful, don’t schedule it! Allow work to be done asynchronously as much as possible.
• Cultural barriers. Take the time to learn about your team’s cultural backgrounds and be respectful of differences. Be aware of language barriers and keep jargon and acronyms to a minimum.
• Technology issues. Check that everyone has the hardware and software needed to do their job. Test audio and video settings, conduct workstation assessments, and have an IT team available to offer support.
• Work-life balance challenges and burnout. So that virtual working doesn’t result in blurred boundaries or overworking, respect your team’s holidays, health needs, and commitments. Set an example by maintaining and communicating your own boundaries and switching screens off when you aren’t working.

Measuring Success and Continuous Improvement

It’s important to have metrics in place to gauge the effectiveness of virtual collaboration. Put Key Performance Indicators (KPIs), or measurable targets, in place to ensure that you’re progressing toward your goals. For example, if you’re looking at income, one KPI could measure revenue from your collaborative projects.

Encourage a culture of continuous feedback and growth. Use your KPIs to inform you of team progress and check in regularly about how they’re doing. Recognize what they’re doing well and offer suggestions for improvement.

Real-World Examples of Online Collaboration

What does effective virtual collaboration look like in the real world? A couple of case studies offer insights.

A study of employees at a professional services firm, published in the research journal “Information and Organization,” found that asynchronous communication tools such as email and text allowed for more equality in conversation. Colleagues also gained increased insight into each other’s lives outside of work. While the team found that online communication increased the time it took to ensure a shared understanding of tasks, they found ways to bounce ideas off each other through virtual brainstorming, and to create cohesion through novel social events. [3]

In another study, when moving from office-based to remote work, employees at a U.S. technology company experienced an eight percent increase in daily connections within the team, across 17 percent more co-workers. There was a five percent increase in follow-up between team members who collaborated in virtual meetings, and a 10 percent increase in managers’ one-to-one conversations with their direct reports.

This trend didn’t hold true for the customer service department, which saw decreased communication due to the departure of two employees who were key “connectors” between teams. It shows the importance of having such connectors in place in your organization, to help oil the wheels of collaboration and avoid silos. [4]

It also speaks to the importance of frequent communication when collaborating online.

If you’re managing a virtual team, the two case studies above have these lessons to offer:

• Over-communicate and check for understanding.
• Meet with purpose – and when there’s no purpose to meeting, don’t.
• Set up channels to communicate asynchronously.
• Put feedback-sharing processes in place.
• Facilitate informal social time.

Frequently Asked Questions About Online Collaboration

How do I ensure smooth communication with remote team members?

Set out clear roles and expectations. Be transparent, offering regular check-ins and feedback. Balance formal and informal communication.

How can I manage time effectively when collaborating online?

Make sure that every meeting has a clearly stated purpose. Use tools and processes that allow team members to work to different schedules.

How do I overcome the most common challenges of online collaboration?

Be respectful of time zone differences and cultural barriers. Check that everyone has the technology they need, and respect boundaries to combat burnout.