You're struggling to manage your remote team. How can you improve collaboration with new tools?

1 Choose the right tools

To improve collaboration with new tools, the first step is to choose the right ones for your team. You should take into account factors such as the size of your team, the frequency and type of communication, the level of interactivity, the security and privacy of data, and the ease of use and integration. Examples of tools that can facilitate remote collaboration include video conferencing platforms like Zoom, Google Meet, or Microsoft Teams; online whiteboards such as Miro, Mural, or Jamboard; project management tools like Asana, Trello, or Basecamp; and feedback and survey tools like Google Forms, SurveyMonkey, or Slido. These tools enable you to see and hear each other, brainstorm ideas, visualize plans, track tasks and deadlines, collect input from your team members, and much more.

2 Set clear expectations

The second step to improve collaboration with new tools is to set clear expectations for your team. You should communicate the purpose, goals, and outcomes of each collaboration session, as well as the roles and responsibilities of each team member. You should also establish the norms and rules for using the tools, such as when and how to use them, what to do in case of technical issues, and how to respect each other's time and space. By setting clear expectations, you can avoid confusion, frustration, and conflict, and ensure that everyone is on the same page and working towards a common vision.

4 Encourage feedback

The fourth step to improve collaboration with new tools is to encourage feedback. You should seek and provide feedback to your team members, both during and after collaboration sessions. This way, you can use feedback to improve performance, learning, and satisfaction, as well as acknowledge the team's efforts, achievements, and contributions. When giving and receiving feedback, you can use the sandwich method by starting and ending with positive feedback, sandwiching constructive feedback in between. The STAR method is also useful for describing the Situation, Task, Action, and Result of the feedback with specific examples and suggestions. Additionally, it's helpful to use a 3:1 ratio of three positive feedbacks to one constructive feedback. Don't forget to ask for feedback from both team members and external stakeholders such as clients or customers. Last but not least, act on the feedback you receive by implementing changes or recommendations.

5 Celebrate success

The fifth step to improve collaboration with new tools is to celebrate success. You should recognize and reward your team's achievements, both big and small, to boost morale, confidence, and loyalty. Celebrating together can also strengthen your team's bond, culture, and identity. To do this, consider sharing success stories, testimonials, or case studies; giving shout-outs, praises, or compliments; sending gifts, cards, or certificates; and organizing virtual parties, happy hours, or social events. Doing so will help your team enjoy their hard work and feel appreciated!

6 Keep learning

The sixth and final step to improve collaboration with new tools is to keep learning. You should constantly evaluate and improve your facilitation skills and tools, adjusting them to your team's needs and preferences. Encourage your team to learn new skills and tools, and support them in their professional development. Learning can enhance capabilities, creativity, and competitiveness, as well as foster curiosity, growth, and innovation. To keep learning, seek feedback from team members on the collaboration sessions, explore new tools and features that can improve the experience, enroll in online courses or webinars to learn new facilitation skills or refresh existing ones, and join online communities to connect with facilitators, experts, or peers who can share insights. Additionally, conduct regular reviews and retrospectives to reflect on what worked well and what didn't.