How do you avoid duplication and confusion when using tools and platforms for cross-team collaboration?

Cross-team collaboration is essential for many projects and organizations, but it can also create challenges when it comes to using tools and platforms effectively. How do you avoid duplication and confusion when using tools and platforms for cross-team collaboration? Here are some tips to help you streamline your workflow and communication.

1 Define your goals and scope

Before you start using any tools or platforms, you need to have a clear idea of what you want to achieve, who is involved, and what are the deliverables and deadlines. This will help you choose the right tools and platforms for your needs, and avoid using too many or too few. You should also document your goals and scope, and share them with your team members and stakeholders, so that everyone is on the same page.

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Eliana Caceres, PMP

Program Manager | Entrepreneur | MBA Candidate | ex-Meta
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The right tool(s) can vary with each project. For small teams working on small-scale projects, email and chat might be enough. As the scope of the project grows, more complex tools that allow for task management, data visualization, and performance tracking are likely to be needed. It's a good practice for project managers to stay knowledgeable about tools that may help their team work with efficiency and transparency. However, they must also avoid "shiny object syndrome" as frequent adoption of new tools can end up causing thrash. Train your team on a limited selection of tools for communication, data tracking/visualization, CRM, task management and include these methods in the team charter to get everyone's alignment.

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2 Choose your tools and platforms wisely

There are many tools and platforms available for cross-team collaboration, but not all of them are suitable for your project or organization. You should consider factors such as the size and location of your team, the complexity and nature of your tasks, the security and privacy of your data, and the budget and compatibility of your tools and platforms. You should also avoid using too many tools and platforms, as this can create confusion and duplication. Ideally, you should use one tool or platform for each main function, such as communication, project management, file sharing, and feedback.

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Lisa Dupras

Corp IT➜Tech Career Coach🔹LinkedIn Job Search Expert🔹Tech Resume Writer🔹I help tech professionals showcase their business impact and exceed career goals🔹Let’s crack your career code together!🔹I ❤️ WIT!
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Sometimes in big companies there will be different tools for the same purpose in different divisions. Get these differences on the table in the planning phase of the project. Look to the enterprise and use the tools they support. Clarify roles using a RACI for use of these tools and cross collaboration will be a lot smoother

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Isaac Hastings

Practice Manager for Data in Agile environment
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Tools are always a contentious topic, everyone has their favourites. It's really important to maintain focus on what and how you want to achieve your collaboration outcomes. I've seen people in a few large corporations just go straight to installing what they like without the targeted collaboration. There needs to be a concerted effort to ask: 1. What functionality do we need to meet our outcomes? 2. What products will meet, or be close to meeting, the requires functionality? 3. Do we currently have one of the potential products? If so, use it. Don't add another product for someone to maintain. 4. If not, pick the product which has a good reputation. Paying that extra price could be worth it.

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3 Establish your norms and protocols

Once you have chosen your tools and platforms, you need to set up some norms and protocols for using them effectively. For example, you should define how often and when you will communicate, what channels and formats you will use, how you will name and organize your files, how you will track and update your progress, and how you will give and receive feedback. You should also communicate these norms and protocols to your team members and stakeholders, and make sure everyone follows them consistently.

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4 Train and support your team members

Using tools and platforms for cross-team collaboration can require some learning and adaptation, especially if your team members are not familiar or comfortable with them. You should provide adequate training and support for your team members, and encourage them to ask questions and share feedback. You should also monitor and evaluate how your team members are using the tools and platforms, and address any issues or challenges that arise.

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Isaac Hastings

Practice Manager for Data in Agile environment
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Uptake across the entire team can be problematic but also very important. To help, the benefits need to be highlighted and celebrated early and often. If people can see value, they are more likely to engage with it. If it comes across as just another thing to add to their workload, it is less likely to be taken on.

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5 Review and improve your process

Finally, you should not assume that your tools and platforms are working perfectly for your cross-team collaboration. You should regularly review and improve your process, and check if your tools and platforms are meeting your goals and expectations. You should also solicit feedback from your team members and stakeholders, and make adjustments as needed. You should also be open to trying new tools and platforms, if they can enhance your cross-team collaboration.

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Isaac Hastings

Practice Manager for Data in Agile environment
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Also, celebrate success! The majority of people want to do what's right and accepted by others. If they feel good for doing something, they are likely to do it again.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you avoid duplication and confusion when using tools and platforms for cross-team collaboration?

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1 Define your goals and scope

2 Choose your tools and platforms wisely

3 Establish your norms and protocols

4 Train and support your team members

5 Review and improve your process

6 Here’s what else to consider

Cross-team Collaboration

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