Introduction
Collaboration information systems allow for connecting different parts of an organization in order to contribute to various tasks and projects. Many companies are employing teleworkers, who typically are not present at a workplace, and contribute from home. Since the majority of these efforts involves a computer, the systems enable cooperation between employees, offering a sense of presence and standardization of these efforts (El Khatib et al., 2022). When there is a singular holistic system of communication and collaboration, it significantly reduces the lag between answers, giving or receiving files, and engaging in collective efforts (El Khatib et al., 2022). This significantly improves team communication, resulting in a more responsive and swift environment (El Khatib et al., 2022). The organizations implementing well-thought-out collaboration systems save money, see production increases, and improvements in quality.
Synchronous and Asynchronous Communication Tools
The selected synchronous tools to be used in the organization’s united collaboration system includes zoom meetings, phone calls, and in-person meetings. Zoom meetings provide perfect tools for everyone to be present during the communication process, even if they work from home. This is how most meetings will be handled. In-person meetings will be reserved for special occasions, when the presence of the person is absolutely necessary. Phone calls are reserved for emergencies, when a person’s input is needed even when they are not at the computer (El Khatib et al., 2022). Asynchronous tools will be reserved for situations when in-depth responses are needed, and when response times is less of an issue. Chats will be implemented for day-to-day communication between personnel. Emails will be reserved for documents and information reserved to specific people, due to better confidentiality (El Khatib et al., 2022). Finally, knowledge management software will include depositories of documents, files, and elements accessible and visible to everyone within the system.
Sharing Standard Microsoft Office Files
The proposed tool for sharing MS Word, Excel, Project, and Video files among team members is the Microsoft 365 Business system. This system has been present on the market for a very long time, and includes subservices, such as One Drive and SharePoint, to be utilized. One Drive is a cloud storage system that could be used for knowledge containment and management, since it can be accessed by anyone, anywhere, and is useful for holding a multitude of files, projects, and documents that are standardized and needed by everyone (Ens et al., 2019). SharePoint, on the other hand, is a more complex system that allows for simultaneous viewing, working, and editing of documents, along with levels of access (Ens et al., 2019). Together, they combine into a holistic system that is specifically tailored to work with MS Office files, making it the optimal choice.
Managing and Sharing Tasks with Team Members
Managing and sharing tasks with team members can be accomplished utilizing the Microsoft Teams software. It is part of the MS 365 business package, so if the organization purchases it, the solution is already built-in. The tasks application allows a manager to track their team’s work by creating tasks lists and sharing them, or utilizing the tasks published by upper management to pass them on to the floor-level employees (Ens et al., 2019). As a part of its functionality, Microsoft Teams can share necessary files, forms, and other information that could be extracted from One Drive (Ens et al., 2019). If necessary, Sharepoint functionality can be utilized to allow for simultaneous working and editing of the project by selected parties.
Collaboration Information Systems and Competitive Advantage
Collaboration Information Systems offer a plethora of competitive advantages for an organization, especially when compared to having one versus having none. The primary advantage offered is superior coordination between teams. By definition, such coordination will provide better results, as teams will be able to successfully cover for one another (El Khatib et al., 2022). Slower response lags will result in better productivity, as employees would not have to waste time waiting for valuable information being provided to them. A unified file sharing system will reduce errors, as outdated documents would be inaccessible, whereas others could be edited in real-time by other member (El Khatib et al., 2022)s. In addition, being able to connect with one another using both synchronous and asynchronous tools would mean that teleworkers would be more engaged and feel themselves as part of the organization (El Khatib et al., 2022). Finally, having one system operating everything is much cheaper and easy to use than implementing a multitude of separate tools to achieve the same result.
Conclusion
The organization in question, after having tried several different systems proposed by individual managers, could use a unified approach to teamwork and collaboration. As demonstrated, the MS Office 365 Business package offers all of the necessary functionality to engage in synchronous and asynchronous communication. These include the use of One Drive, SharePoint, and MS Teams, among others, to achieve seamless coordination between in-office employees and teleworkers. Implementing the system will provide competitive advantage over companies that do not do the same, and will help save money in the long run.
References
El Khatib, M., Kherbash, A., Al Qassimi, A., & Al Mheiri, K. (2022). How Can Collaborative Work and Collaborative Systems Drive Operational Excellence in Project Management?. Journal of Service Science and Management, 15(3), 297-307.
Ens, B., Lanir, J., Tang, A., Bateman, S., Lee, G., Piumsomboon, T., & Billinghurst, M. (2019). Revisiting collaboration through mixed reality: The evolution of groupware. International Journal of Human-Computer Studies, 131, 81-98.