{"id":55214,"date":"2022-08-15T11:58:53","date_gmt":"2022-08-15T15:58:53","guid":{"rendered":"https:\/\/www.ccl.org\/?post_type=articles&p=55214"},"modified":"2025-10-09T14:56:59","modified_gmt":"2025-10-09T18:56:59","slug":"how-to-improve-your-organizations-virtual-collaboration","status":"publish","type":"articles","link":"https:\/\/www.ccl.org\/articles\/leading-effectively-articles\/how-to-improve-your-organizations-virtual-collaboration\/","title":{"rendered":"How to Improve Your Organization\u2019s Virtual Collaboration"},"content":{"rendered":"

What Is Virtual Collaboration and Why Is It Important?<\/h2>\n

Virtual collaboration is the way we get work done when we\u2019re not co-located. It can mean working together to solve small problems, or partnering to brainstorm innovative and creative solutions.<\/p>\n

Well over a year into the coronavirus pandemic, it\u2019s clear that remote work \u2014 and the need for virtual collaboration \u2014 is here to stay, at least in some form. According to a survey from The Conference Board<\/a>, respondents expect 40% or more of employees in their organizations to continue working primarily remotely one year after COVID-19 subsides.<\/p>\n

And employees want their organizations to embrace flexibility in the workplace<\/a> and allow for the option to work virtually; nearly half (47%) of the employees surveyed in Envoy\u2019s Return to the Workplace Report<\/em><\/a> said they would likely leave their jobs after the pandemic if their employers don\u2019t offer a hybrid work model that combines work-from-home and in-office options.<\/p>\n

Organizations who are succeeding in the new virtual world recognize there\u2019s no easy way to replace face-to-face collaboration. Increased reliance on traditional virtual collaboration tools alone can\u2019t be the solution; there has to be a multi-pronged approach that combines technological solutions with interpersonal skill development.<\/strong><\/p>\n

The Shortcomings of a Focus on Tools for Virtual Collaboration<\/h2>\n

Approach Virtual Collaboration With a Focus on Both Tasks & Relationships<\/h3>\n

For many people who start each morning by refreshing their email inbox and viewing their notifications, the \u201cunread\u201d number is a reality they\u2019d rather not face. Some see the growing number as a reminder of unfulfilled obligations; others see it as a signal that work is stacking up faster than they can complete it.<\/p>\n

Before the pandemic, most organizations relied on email as a primary means of communication with geographically dispersed teams that work across time zones. That dependence only compounded as employees began to work from home and used that, along with other real-time chat tools, to replace face-to-face meetings, quick office check-ins, and morning huddles. Unread emails and notification \u201cpings\u201d rapidly grew from the dozens to the hundreds.<\/p>\n

The problem? When it\u2019s used as our primary form of communication, email is just not that effective, and can be a challenging virtual collaboration tool because it\u2019s uni-directional. It\u2019s tough to make decisions or get alignment on action items, especially if you\u2019re at the beginning stages of a project, and it can be hard to brainstorm via this tool because email is asynchronous.<\/p>\n

Email has been a part of our communications strategy for so long that it\u2019s the first thing many of us think about when considering virtual collaborations tools. But virtual collaboration goes far beyond the technological tools we use to get our jobs done. For remote and hybrid teams to be effective in the new world of work<\/a>, organizations have to tackle virtual collaboration from a task perspective and<\/em> a relationship perspective (a key polarity that leaders must balance).<\/p>\n

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Watch our webinar, How to Practice Authentic Communication in a Virtual Space Through the Power of Listening<\/a><\/em>, and learn skills to improve your connection with team members and build relationships that result in more efficient and effective work.<\/p>\n

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Improving Virtual Collaboration to Get Work Done<\/h2>\n

6 Tips for Leaders to Try<\/h3>\n

The average person\u2019s job can\u2019t be performed in a vacuum. Organizations work on complicated problems, which involve interdependencies between colleagues, teams, and functional areas.<\/p>\n

Here are 6 ways you can enhance virtual collaboration at your organization:<\/p>\n

1. When possible, turn on the camera.<\/h4>\n

Anybody who\u2019s worked remotely since early 2020 can relate to \u201cZoom fatigue.\u201d Still, there\u2019s value in having video meetings. Being able to see someone\u2019s face and body language gives you the benefit of nonverbal cues, and it makes it harder for participants to multitask. Consider setting expectations with your team ahead of time about which meetings would benefit most from on-camera interaction, and which meetings they can feel free to join audio only. Learn how to craft your persona for effective virtual communication<\/a> to make the most of screen time with your colleagues.<\/p>\n

2. Use just-in-time communications.<\/h4>\n

If you disagree with something in a colleague\u2019s email, it can take days to resolve your differences. Instant messaging services with chat functionality\u00a0 enable you to hash it out quickly and efficiently in real time, without<\/em> having to jump on a video conference.<\/p>\n

3. Strengthen teamwork and collaboration skills.<\/h4>\n

Drive success and strong performance online by upskilling your people with research-backed development to enhance collaboration skills<\/a>. By leveraging our content, teams can reduce conflict and build trust, make higher-quality decisions, and increase productive capacity, even when they\u2019re working remotely.<\/p>\n

4. Take advantage of project management software and tools.<\/h4>\n

For years, tools like Google Docs have facilitated real-time virtual collaboration among multiple teammates across geographies and time zones. But be sure your organization is using a tool that allows teams to manage various projects at once and clarify roles and responsibilities. There are dozens of software programs that allow you to group tasks by project and deadline and keep your virtual collaboration on track.<\/p>\n

5. Consider outside commitments.<\/h4>\n

Make sure every team member is fully engaged by checking that they\u2019re not stretched too thin. One of the best practices for managing virtual teams and meetings<\/a> is to ensure that teams are an optimal size, and that high performers aren’t on too many project teams \u2014 especially teams that are working simultaneously. Not surprisingly, the more teams someone is on, the fewer high-value contributions they’re able to make, and the less effective they are overall.<\/p>\n

6. Create a team agreement.<\/h4>\n

Virtual collaboration will take place most efficiently when everyone on your team is aligned on what channels to use for specific projects or tasks. You won\u2019t know what works until you try it, so test things out, get feedback from your team, formalize your collaboration processes, and agree upon team norms<\/a> so everyone is on the same page.<\/p>\n

Recreating In-Person Synergy With Virtual Collaboration<\/h3>\n

Think about what aspects of in-person collaboration you want to recreate in a virtual environment. Imagine the energy in a conference room where a group of people are in a rapid brainstorming session \u2014 whiteboards and post-it notes scribbled with thoughts, one idea leading to another. Ideas begin to flow more freely because of the collaboration that\u2019s occurring in the room.<\/p>\n

In order to recreate that synergy in a virtual collaboration scenario, you must be intentional about harnessing people\u2019s enthusiasm. For example, it can be helpful to take a group of 9 people and split the group into 3-person breakout rooms. With smaller groups, you can start to replicate the same sort of energy that lends itself to brainstorming.<\/p>\n

Utilizing the chat feature in virtual meeting tools is another helpful strategy for getting all members of your team to engage. Introverted team members or those of historically underrepresented demographic groups may actually feel more <\/em>comfortable contributing ideas via chat than they would in a face-to-face meeting, presenting an underlying advantage of virtual collaboration.<\/p>\n

Build Relationships & Strengthen Conversational Skills to Foster Better Virtual Collaboration<\/h2>\n

When we consider the natural cycle of teamwork \u2014 forming team norms, wrestling through roles and responsibilities, and creating small- or large-scale innovation \u2014 it\u2019s clear that we need technological solutions to help us collaborate in a virtual environment.<\/p>\n

But in order to give feedback, engage in coaching, and resolve conflicts, virtual collaboration also has to enable team members to create connections, build trust and psychological safety<\/a>, and maintain healthy relationships.<\/p>\n

As organizations prioritize productivity, the interpersonal side of virtual collaboration is often overlooked. Maybe that\u2019s because it\u2019s easier to leverage technology than it is to change the way we communicate. Unfortunately, it\u2019s hard to get work done when professional relationships aren\u2019t working.<\/p>\n

The good news for leaders is that your team\u2019s most essential virtual collaboration tool is something anybody can develop: strong conversational skills.<\/strong><\/p>\n

Whether you\u2019re working in-person, collaborating virtually, or combining both methods in a hybrid workforce situation<\/a>, strong conversational skills form the basis of your culture, and act as your organization\u2019s operating system.<\/p>\n

By equipping your employees with research-based behaviors that improve the way they communicate on a day-to-day basis, you can remove unnecessary friction, improve in-the-moment coaching and feedback, and encourage candor, growth and innovation.<\/p>\n

Based on our research, the 4 core behaviors for better conversations and coaching form the acronym LACE<\/strong>:<\/p>\n