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What is team collaboration and how to apply it?

November 22, 2022
Nikita Dymenko

Nikita Dymenko

Categories: Reviews

Team Collaboration
Teamwork is essential when striving for a shared goal. It involves sharing ideas, dividing responsibilities, and assigning tasks while capitalizing on each team member’s unique skills and knowledge. Successful collaboration relies on clear communication, coordination, and cooperation among team members. By cultivating an environment that encourages open conversations, active participation, and a shared mindset, teams can collaborate effectively, unlocking their full potential and achieving exceptional results.

Realizing the potential of effective team collaboration can bring about a significant transformation within your organization. When teams collaborate seamlessly, they excel at tackling challenges more efficiently, unleashing new levels of creativity and innovation. This not only enhances productivity and efficiency but also fosters a profound sense of unity and satisfaction among team members. While traditional face-to-face collaboration remains valuable, the emergence of digital technologies has made virtual or remote collaboration a viable option for modern businesses. Embracing these tools opens up fresh avenues for success in project management and elevates the overall performance of the organization.

Collaborating with other people is an essential part of many jobs especially now because the way we work is changing. In such conditions a theme day or other similar collaboration techniques can be a simple and effective way to increase team engagement rate.

Elements of successful team collaboration

In today’s workplace, it’s common for team members to be spread out geographically, relying on various digital tools such as email, chat platforms, or video conferences to connect. These communication tools can have a notable impact on how individuals allocate their time to creative tasks, reducing the headaches caused by communication issues. Important elements for successful teamwork include:

  1. Well-defined objectives: Effective collaboration relies on having clear and specific goals. These goals should be straightforward, specific, measurable, attainable, relevant to the project, and time-bound.
  2. Effective communication: Successful teamwork thrives on open and seamless communication. Especially when it comes to IT companies, where projects can be complex and dynamic, effective communication is the cornerstone of successful teamwork. It establishes a robust foundation where team members are motivated to express their ideas, address concerns, and offer feedback. This aspect gains added significance in remote teams, where the availability of tools that facilitate effortless communication is crucial.
  3. Team unity: Creating a workplace where trust and respect thrive among team members is crucial for a positive and productive environment. When individuals have confidence in each other’s abilities, it fosters a harmonious atmosphere where everyone feels valued and enthusiastic about utilizing their unique skills. Consider implementing the Predictive Index Behavioral Assessment to gain a deeper understanding of your team members’ strengths and working styles. 
  4. Collaborative teamwork: Within a cooperative work environment, something special occurs when team members actively contribute to tasks and responsibilities. It goes beyond merely dividing the work equitably; it fosters a sense of ownership and unwavering dedication in everyone towards accomplishing the goals.
  5. Leadership support: Creating a collaborative work environment relies heavily on having supportive leaders. Leaders play a significant role in promoting teamwork, resolving conflicts, ensuring everyone has the necessary resources, and acknowledging their team members’ contributions. When leaders embody these qualities, they establish the foundation for a workplace where everyone cooperates harmoniously and works together seamlessly.
  6. Critical resources: In the current era of remote work, ensuring your team is well-prepared with the appropriate collaboration tools and technology is crucial for boosting productivity and simplifying teamwork. By adopting project management software, video conferencing solutions, and other effective platforms, project managers enable your remote team to collaborate seamlessly, regardless of their physical locations.
  7. Regular meetings: Conducting frequent feedback sessions is highly beneficial for maintaining team focus and productivity. When you consistently gather to review progress, address challenges, and offer constructive input, you ensure that everyone shares a common understanding and is deeply committed to their objectives. These interactive feedback sessions foster open discussions, facilitate creative problem-solving, and enhance the growth potential and development of team members’ performance.

Effective communication strategy is essential for thriving businesses, and the manner in which we engage with one another holds significant importance. In the fast-paced and interconnected landscape of modern business, the ability to engage in clear and timely conversations is pivotal for informed decision-making, effective teamwork, and cultivating strong relationships with clients and partners. Consequently, selecting the appropriate communication channels becomes a substantial consideration.

In case email is your channel for internal communication, implement the DMARC policy to keep your company data secure from email security threats. Moreover, email archives provide a historical record of discussions, decisions, and project-related information, making it a valuable resource for referencing past conversations and tracking project progress. You can also use an email signature to ensure a professional and consistent representation of your brand while adding an extra layer of credibility to your communications.

Email signature includes all the information a person or customer might need including your name, address, business name, logo, relevant contact information including business social media that will not only provide the email credibility but also provide an easy reference for your customers for sharing there experience with your team or communicating during there new order.

What does good team collaboration look like?

Employees are looking for more time to work on their core competencies, while at the same time increasing productivity. The idea behind collaborative work is to share parts of the task between two people or more where each person performs the part where they are most competent. Below we listed acknowledged best practices for employees and businesses to collaborate effectively.

Employees effective collaboration

Building a foundation for a transparent dialogue

It is a team member’s responsibility to complete the tasks assigned to them and explain what is expected from each team member. To make this diaogue transparent there are a few points to consider: 

  • Collaboration tools are vital in a team environment to stay organized.
  • Delegating tasks equally between employees using task management software and make sure this is done fairly.
  • Creating more equitable society to promote mutual respect and understanding.
  • Setting reasonable deadlines.
  • Demonstrating flexibility and empathy in some capacity.

Mind that burnout is an occupational hazard in the workplace and the earlier you see the signs of it in your team members, the better. A workflow assistant software alternative is one of the first steps for remote task management success.

Investing in team leader relationship practices

As the number of remote workers continues to grow, a new set of challenges emerges. Quite often a task is given not to just one person but to a team of people with different skills who work together to make a project succeed. In such cases, the team leaders have to make sure all of their team members understand the goal of their group, what the commitment to their group entails, and who is in charge. For big teams, decision making must be done after a thorough team discussion.

Modeling personal responsibility behavior

There is a lot of confusion around personal responsibility. It is formed when a contributor’s work is aligned with the company’s goals and when they have a clear understanding of the project planning. This allows the company to avoid duplication of effort and missed major tasks. Personal responsibility plays a vital role in any company. But remember that one’s a responsible contributor fetches an idea, those who can actually implement the idea need to be able hear it. Task management software can help bridge this gap by providing a platform for effective communication and collaboration, ensuring that ideas are not only heard but also translated into actionable tasks.

Motivating employees & hiring confident team leaders

Clear goals and understanding of roles are essential to a successful, happy workplace. Existing communication guidelines if you have them might be in need of an update in 2022. It’s been shown that employees who are engaged and enjoy the work they’re doing are more productive, creative and loyal. Make sure that managers you hire are good and lead by what they say and do.

In today’s world, competition for narrow specialists is fierce and it can be hard to stand out in the crowd if your business has only “not-so-bad” managers handling team collaboration. Use an AI recruiting software to hire the best managers out there. To retain great managers, measuring employee Net Promoter Score to calculate employee satisfaction and taking necessary actions to increase employee performance is an ideal strategy.

Supporting a strong sense of community

Managers handling informal team collaboration

Collaboration can be difficult. There has been a lot of talk about the idea of creating a sense of community and a happier workplace. It is not an easy task for a team leader to support the community environment because of the responsibility that comes with it. Luckily the internet is full of ideas and channels where people can discuss shared interests, so use them to foster trust and cooperation within your team. As for the technical part — TrueConf has many hugely popular communication tools to help you build a happier work environment for your team.

Conflict management strategy

The most common type of workplace conflict is personality clashes. In the corporate world the way we work is changing and we need to understand that there is no team without individuals. If a team is working together on a project, it can be difficult to figure out how fast they’ll be able to complete the project without a proper team management strategy where those bright individuals are taken under consideration. Mind that healthy communication within team members is more important for a company than one even significantly skilled professional with a bad temper.

Virtual Participation

That includes software. Leadership requires not just cognitive flexibility, emotional flexibility and dispositional adaptability but also a good software. Below we listed the features to meet many of the business needs, clients and employees needs in order to keep them satisfied.

  • Content Sharing. Content sharing is the foundation of any successful communication strategy. With this feature you can share your screen with others during interviews, and give feedback on what your employees are working on from anywhere in the world. Additionally, exploring Excel alternatives can provide diverse and flexible options for collaborative data management and analysis. 
  • Remote Desktop Control & Meeting Management. Successful businesses are now running on collaboration. Today many businesses rely on remote teams to get the job done, but these teams can’t share information effectively without a strong system in place. For instance there are many things that can go wrong during business meetings. The speakers may have technical difficulties with their computers, slide show, or presentation, and this is where the remote control and meeting management are needed the most. That’s exactly where a robust health roster system can come in handy, bringing organization and efficiency into employee management. 
  • Exchanging Text Messages and Files. In teams with multiple backgrounds and personalities, sharing information with colleagues, dragging files to the chat window, pasting any images from clipboard, viewing complete chat history and switching to video conferencing when needed is a pay off upfront investment that helps create a solid collaborative foundation.
  • Time Tracking. Another great way to increase efficiency is to use a time recording app to help employees be more effective, understand team capacity better, and have a broader knowledge of project management. Also, time recording lets them switch between tasks without worrying about starting and stopping timers. Incorporating time tracking software into your workflow can further enhance these benefits, providing a comprehensive solution for managing time and tasks effectively.
  • Reactions and Polling. In the world of corporate video calls, having a reaction to something that happens during the conference can have a significant impact on how employees interact with one another.  With an anonymous feedback tool that can be used at any time and at any place.
  • Video Conference Recording. Communication is the cornerstone of any successful team. Use video conference recording not to forget something important. Having your meeting logged is a great tactic for successful team collaboration. And collaboration is key in any business.
  • Virtual Background. Sometimes an unclear or poor background hinders collaboration with a new client or partner. In order to avoid constantly reinventing the background behind you for each new project, you can set virtual backgrounds up to your liking. Meeting rooms usually look stuffy and have a lack of natural lighting and that is easily fixed with virtual backgrounds. Online collaboration has grown to be an important tool in the work world. If you are looking for a partner in your business, it’s important to set up a background that will attract them to the idea and show how flexible and client-oriented your project is.


The importance of effective communications in the workplace can’t be stressed enough. Collaboration tools and technology allow people to work together on a project from anywhere. In the quest to make workplaces more collaborative, creative, and efficient, there are a few key decisions to make for any business-owner. We wish you to make those decisions right and gain the power of collaboration for your own team! 

TrueConf collaboration tools are powerful features that have the potential to do so much more than just provide software for video calls. TrueConf has a free trial for you to try out our features and see for yourself if this is the right solution for your business.

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