Introduction
The purpose of this paper is to introduce the new collaboration tools that we will be using as a team to increase productivity and streamline our work processes, whether we are in the office or working remotely. We will review six of the most essential collaboration and management tools, along with a process map to help us understand the steps involved in expense reporting. By the end of this paper, you will have a clear understanding of how these tools can help us work more effectively together and how to get started using them.
Google Calendar
Google Calendar is a web-based scheduling tool that will help us manage our team’s meetings, deadlines, and events. It allows us to create and share our own calendars, schedule appointments and meetings, and receive reminders and notifications. To ensure that everyone is on the same page and that we avoid scheduling conflicts, we will use Google Calendar as our primary scheduling tool (Hernández-Sellés et al., 2019). All team members will have access to the shared calendar, allowing them to schedule meetings, add appointments, and set deadlines.
Asana
Asana is a project management tool that will help us organize, track, and manage our tasks and projects. It allows us to create and assign tasks, set due dates, track progress, and communicate with team members. To ensure that our projects are organized, on track, and that we meet our deadlines, we will use Asana as our primary project management tool. All members will be able to collaborate in the shared workspace, where they can create, assign, and track tasks as needed.
Google Drive
To ensure that we have a centralized location for all of our team’s files and that everyone has access to the most up-to-date versions of our documents, we will use Google Drive as our primary file storage and collaboration platform. Each team member will have access to the shared team drive and can create, store, and edit files as needed.
Expensify
To ensure that our expense reports are accurate, up-to-date, and submitted on time, we will utilize Expensify as our primary expense management tool to track, manage, and submit our team’s expenses. Each team member will have access to their own Expensify account, where they can submit their expenses as they incur them. It allows us to take photos of receipts, categorize expenses, and generate expense reports. I will review the expense reports generated by Expensify, which will then be sent to the accounting department for verification and approval.
Slack
Slack is a communication and collaboration platform that helps maintain communication and awareness across the team. We will use it to send messages, make calls, share files, and hold virtual meetings. Access to the shared Slack workspace will be provided to all team members. Slack also allows us to create channels for specific projects, teams, or topics, making it easier to stay focused and organized. By using Slack, we can reduce the time and effort required for email and phone communication, keeping our team connected and informed in real-time.
Toggl
Toggl is a time-tracking and management tool that will help us keep track of our team’s time and productivity. All team members will have individual access to their own Toggl accounts and can track their time as they work on different tasks, projects, and clients. The time-tracking data generated by Toggl will be used to identify areas where we can improve our productivity and ensure that we are effectively managing our time.
Leadership and Training
In terms of who will be in charge, the team will be responsible for managing and updating the tools. However, one person can be designated as the “admin” to maintain an overview of the tools and ensure that everything runs smoothly (Attaran et al., 2019). The team can determine the exact responsibilities based on its specific needs and preferences.
Online training sessions will be held to provide hands-on instruction and guidance on how to use each tool effectively. These sessions will be led by an expert in the respective tool, who will be available to answer any questions and provide additional support as needed. Additionally, we will make resources available online that team members can access at any time. This may include user manuals, tutorials, and FAQs.
Expense Reporting Process
We can look at this map to understand how these tools can enhance the expense reporting process. The map includes the following steps:
- Employee submits expense report with receipts
- Lead reviews the report for accuracy and completeness
- The accounting department receives the report for verification
- The accounting department verifies expenses against the budget
- The report is approved and sent to the accounts payable department for reimbursement
- Employee is reimbursed (Dittes et al., 2019).
Conclusion
The tools discussed in this paper will significantly facilitate and streamline this process. Thus, Google Calendar will help us schedule and keep track of important dates related to expense reporting, such as the deadline for submitting expenses. Asana will enable us to track the status of each expense report and ensure that the process progresses as planned. Google Drive will allow us to securely store and share our expense reports and receipts, making it easier for the lead to review them. Expensify will simplify the process of tracking and submitting expenses, as well as provide real-time updates on the status of the reimbursement.
Slack will provide a centralized platform for communication, allowing us to quickly resolve any issues or questions that may arise during the expense reporting process. Finally, Toggl will help us track the time spent on the expense reporting process and identify areas for improvement. By leveraging the power of these collaboration tools, we will be able to work more efficiently, streamline our processes, and communicate and collaborate effectively as a team, paving the way for successful project delivery.
References
Attaran, M., Attaran, S., & Kirkland, D. (2019). The need for digital workplace. International Journal of Enterprise Information Systems, 15(1), 1-23. Web.
Dittes, S., Richter, S., Richter, A., & Smolnik, S. (2019). Toward the workplace of the future: How organizations can facilitate digital work. Business Horizons, 62(5), 649-661. Web.
Hernández-Sellés, N., Pablo-César Muñoz-Carril, & González-Sanmamed, M. (2019). Computer-supported collaborative learning: An analysis of the relationship between interaction, emotional support and online collaborative tools. Computers & Education, 138, 1-12. Web.