Technology That Improves Collaboration
Even smaller businesses face challenges in communicating and cooperating effectively both within the organization and with clients and vendors. Collaboration technology solutions have been developed that make it easier for business owners, their employees, and their external partners to manage projects, access information, communicate remotely, juggle schedules, and prioritize work.
In many companies, online communication is mainly limited to e-mail and instant messaging systems. But technology has evolved, with a number of vendors now offering affordable, web-based business applications designed to enable groups to collaborate on a wide range of tasks, including viewing and editing documents and spreadsheets, accessing databases, sharing and altering images, updating web sites, and hosting meetings. Jobs that could once be completed only in person or by mail can now be performed instantaneously and at little additional cost -- even when the parties involved are thousands of miles apart.
There are several different types of collaboration tools that may help businesses operate more efficiently. For example, companies using an e-mail system may want to consider providing employees with a time management solution. These systems enable users to create shared calendars, display personal calendars, schedule events, book conference rooms, and send out meeting invitations. Calendar systems also send out reminders of upcoming meetings or events to the participants via e-mail or IM.
Document management systems enable groups of users to create, review, store, edit, and update documents or spreadsheets from their browsers, without having to download e-mail attachments or check with others in the group to find out who has the latest version of a given file. These systems not only improve the efficiency of the individual user, but they also ensure that all interested parties have immediate access to any changes made to a document or to any relevant new files that have been posted. Multiple users can upload or download files, post comments, and make revisions in real time that are attributable to the individual user. System administrators have the power to approve or deny final versions of documents, as well as permit or forbid the access of individual users to specific documents, or to the system as a whole.
Businesses want their important data to be stored securely, while remaining easily accessible to users who need the information. Database management systems allow organizations to store existing databases and create new ones as needed. These solutions provide authorized users instant access to mission-critical information contained in databases, such as reports, blueprints, customer lists, pricing information, or up-to-date inventory lists. Having online access to key databases can, for example, be useful for sales representatives meeting with clients outside the office or for repair personnel who need additional information when fixing equipment in a remote location. Database management systems also enable employees to search the company’s databases, move data between databases or to and from other applications, and compile mailing lists using customer information stored in several databases.
Sometimes traveling to meet clients or other business contacts is not practical, but a simple telephone call is not adequate to discuss the business at hand. Web conferencing tools allow participants in "virtual meetings" to not only talk to one another, but also present and share in the course of the meeting online documents or images, product demonstrations, and other information. When combined with voice and video conferencing tools, web conferencing can make holding remote meetings nearly as effective as getting together in person.
Collaboration tools are available from a large number of vendors, and they vary greatly in terms of price, functionality, and level of security. Applications are available as software packages that can be downloaded onto the company’s own servers or desktops, or the tools may be provided remotely through a hosting service. Many vendors invite prospective clients to explore their products online, and even to test out individual applications during a trial period before making a commitment to purchase. Businesses should think carefully about their communication and content management requirements when putting together their collaboration toolkits, selecting the technology solutions that will contribute most to the organization’s efficiency and productivity.
