Needed capacities or functions -Email, Email Lists, and Standard Collaboration Tools
Streamline applications in use for collaboration by establishing standard collaboration tools organization-wide and developing clear internal policies for the proper use of email and other electronic communication tools.
Reduce heavy reliance on emails for internal collaboration, which usually involves emails being sent between staff that have attachments with track changes or non-editable versions when real-time collaboration is needed.
Use email lists by substance and administrative function, as appropriate.
Develop and use collaborative work environment tools such as blogs, wikis, cloud-based collaboration tools (e.g., Microsoft Teams, Google Workspace), and web conferencing for internal and external communication.
Where applicable, encourage staff to use document links instead of downloading and emailing documents to ensure everyone is working on the same version of the document and help improve efficiency.
Important Considerations and Best PracticesConsider leveraging collaboration tools available within the suite of tools of your operating system and streamlining their use. Increased use of technologies, such as instant messaging and collaborative workspaces as well as email give rise to issues regarding privacy expectations. The program should have clear policies that govern appropriate use of such technologies and notify employees and others of the degree to which the information shared in them is private. Given the proliferation of overlapping collaboration and communication features across multiple systems, ensure that your organization has clear guidance on which communications and collaboration tools will be used for which purposes. For example, if you have both Microsoft Teams and a telephone system that allows for instant messaging, determine which of the two systems should be used for internal team chats. Useful websites, resources, and other tools |