The benefits of embracing technology

My IT partner is suggesting introducing technology to improve collaboration and productivity – but I am not convinced I need it

BUSINESS doesn’t happen face-to-face as often as some would like. With so many remote and international teams, many relationships depend on technology. We now conduct business via mediums such as conference calls, Skype and e-mail, making it challenging to get to know colleagues and partners. This is not necessarily a bad thing, as long you’re using the right technology in the right way. Here are some of the benefits that can be derived if you embrace technology:

Mobility

We live in a global workplace without time zones or fixed office hours. Technology allows us to work when needed, to be productive when we would otherwise not be, for example at an airport waiting to board an aeroplane.

This mobility also serves employers well. One can have a conference call with a Middle Eastern client from home before you take the children to school. The real value is that an employees’ schedule and family commitments are considered without impacting client service.

Trending in some countries is the idea of BYOD: bring your own device. Employees are allowed, even encouraged, to use their own mobile devices and notebook PCs at work, for work. Advocates say BYOD gives businesses access to cuttingedge technologies as individuals tend to update their devices more regularly than businesses do. They are also more comfortable with these devices so are more productive at work. This comes with risk, though, and you need to manage your systems, policies and employees carefully.

Closer collaborations

Collaboration used to happen in boardrooms filled with whiteboards and coffee. Today 79% of people work in virtual teams and on documents which are edited by multiple people, all over the world, at the same time. Today our reality involves screen sharing and conversing via video.

Beware using yesterday’s tools. When using firstgeneration collaboration tools, employers can miss out on the increased productivity offered by the newer technologies. This is where the promise of a virtual workplace falls short for many. For example, rather than holding your weekly management conference calls, switch to video conferencing. By leveraging video in a collaborative work environment you can see where everyone is, the team will pay more attention and you will likely see your meeting time reduced.

Organisations are all too keen to disallow access to social media but it can bring people together. It can provide a social, informal element that helps to build relationships. There are real business benefits to allowing employees to connect and leverage knowledge. The Centre for Learning & Performance Technologies provides an interesting read on the reasons why social media should not be banned in organisations.

Unified communications

Mobile communications are great, connecting via video is beneficial and social engagement boosts productivity, but it’s a lot to keep track of. And that’s what’s great about the new generation platforms. They pull it all together and you get the information you need for the business situation you’re in.

Notes from conference calls, recordings of video conferences and text conversations flow into a single stream that can be recalled at the click of a mouse.

This makes for real, measurable productivity and is what makes the new generation of workplace collaboration tools exciting.