73% of employees can work better when they collaborate.
With the rise of remote, hybrid, and digital workforce, collaboration is no longer just a buzzword. It’s the need of the hour. Without collaboration, team members will work on tasks and objectives that don’t align with each other and lead the company in opposing directions.
But what does project collaboration mean and how can one incorporate it into their organization? In this blog, we’ll define project collaboration and even demonstrate several ways a company can use a collaboration framework to improve project efficiency and quality.
Project collaboration happens when people come together to work on a project with shared goals. But it’s not just teamwork. It’s also a method or framework that companies and teams use to plan, coordinate, and execute projects. Some like to refer to project collaboration as the “energy” that binds people together and helps them navigate the ups and downs of completing a project.
Through proper project collaboration, a team member who is across the world can contribute meaningfully to the end goal. Through project collaboration, members are more in tune with each other’s needs, timelines, and preferences and they can work cohesively and effectively.
Many times, firms will use digital tools like resource management software or communication apps to keep everyone on the same page. These technology tools can also aid in easy access to project-related information and documentation (project charter or budget sheets).
Successful project collaboration hinges on three factors: consistent communication, simple processes, and the appropriate resource management tools.
Hear Simon Sinek talk about successful project collaboration in this quick talk.
The short answer is no, they aren’t. Yes, many do use project collaboration and project management interchangeably. However, the truth is that they aren’t the same. They might have some overlap, but there are significant differences between the two.
Project management is about taking a project idea from inception till finish. It’s about building and monitoring processes, workflows, and metrics that will take one from point A to B.
Project collaboration is more about how to bring people together so the work gets completed quickly, efficiently, and happily. Collaboration is about team members saying to each other “I see you and value what you bring to the table.”
A project can’t be a success if there is no collaboration. So project collaboration and project management are like peanut butter and jelly, they both are important ingredients that result in a delicious peanut butter and jelly (PBJ) sandwich.
To get a better grasp on why project collaboration is crucial to project management, let’s take a step back. In traditional project management practices, a project manager or leader will develop the project charter and then identify, assign, and monitor the project progress against agreed-upon deliverables.
A manager has to generate an environment that allows for innovation and a free flow of ideas. Only this will lead to the best problem-solving and solution for the client. This merging of ideas and various thought processes to achieve the best solution can only occur when there is collaboration.
Good project collaboration leads to fluidity in project management. It brings forth:
Improved Communication and Efficiency: There’s a saying that many hands make work light. Tasks are completed quickly and people are willing and able to step in and help each other out. When there’s collaboration, there’s also quick identification of areas of improvement.
Sound Decision-Making: When people work together and collaborate freely, they can leverage their collective knowledge and experience. Collaboration is about exchanging ideas and perspectives. The decision-making process is thorough.
Enhanced Creativity: When individuals work together and each brings forth their unique expertise and experiences, one can expect more innovative solutions and processes. This will lead to better results and performance.
Better Quality: More collaboration lends itself to more effective quality control. The measures are more stringent and appropriate. The feedback from all team members leads to the development of a higher standard solution.
Increased Employee Engagement: When people come together with respect and learn from each other, it increases employee engagement and motivation. Everyone feels worthy, respected, and working towards a shared goal where their contribution is valued.
Here’s what good project collaboration can bring to the table for your organization:
The Deloitte report highlighted at the beginning of the blog states that 50% of employees are more satisfied when they work in a collaborative setting. Think about it. Employees seek a good working environment, one where they don’t have to fit in for credit or feel like someone is going to do something that will harm their growth. Employees spend the majority of their time at work. In a collaborative setting, they get an environment that is caring and safe and helps them achieve their professional goals. Good project collaboration brings employees together and keeps them satisfied, engaged, and motivated.
When there is collaboration, employees have the authority and confidence to make decisions in the best interest of the company. Decisions that are made on time, without much bureaucracy, increase productivity. Also, the free flow of ideas and processes increases productivity as many minds are working together.
According to a Forrester Report, companies that have collaborated will see 30% higher revenue and profitability in 2024. Sharing of ideas and resources amongst team members brings a holistic approach to projects and this yields greater innovation. Innovation that trickles down to a profitable bottom line.
All projects and companies can benefit from project collaboration. Certain types of projects can reap more benefits if the collaboration process is like a well-oiled machine:
Technical and scientific projects that require various, specific skills. For example, the development of a new chemical application of graphite.
Large, complex projects that require multiple teams and experts. An example could be a construction project that requires architects, civil engineers, a finance team, contractors, and much more.
Global collaboration projects where teams are spread across the world. Different cultures and time zones come into play. We can take the example of a global marketing team that is launching a worldwide campaign that needs to be slightly tailored to each specific region. The writers and photoshoots are done at a local level.
We have established the importance of project collaboration.But how does one know that the collaborative practices in their current work environment need improvement? Your projects are getting done on time, but is there scope for more unity? Below are a few red flags of work settings that aren’t collaborative.
Conflicting Goals:
If there are no clear or unified goals, there is a high chance of a project getting off-track, and that too rapidly. If the goals and tasks assigned to individuals don’t sync with each other or the larger organizational goal, important work can be left unaccomplished.
Me vs. Us Attitude:
Another tell-tale sign of poor collaboration in a workspace is when the majority of the team members view themselves as soloists. They feel their contribution is the only one that’s important and undermines the work of others. There is a lack of sharing of knowledge, learnings, and resources when this attitude is prevalent. This negative attitude led to 56% of employees leaving their jobs in 2023.
Too Many Decision-Makers: Imagine you are trying to plan a house renovation project, but everyone makes themselves a “decision-maker.” You can say that it will take a long time before a design is finalized and renovation work begins. When there is no clarity on who is the decision-maker, chaos can ensue and work gets inevitably delayed.
Repeated Efforts:
The most common way of identifying if collaboration is poor is when efforts are doubled. Two people complete the same task without being aware of each other. This is a waste of time, effort, money, and resources.
Loudest or Most Dominant Person Wins:
When collaboration isn’t present, you’ll often find that the loudest, most confident or, sometimes, more dominant person takes charge. Other team members just follow suit and their opinions aren’t heard or shared.
Use one of our verified ways to improve project collaboration and create true and trustful partnerships across your organization.
Say the Goals, Again and Again
Collaboration can’t happen if there is no clarity on what people are working towards. Say and share the organizational goals over and over again, so there’s no doubt. Every team member should know how their work aligns with the overarching picture. Reemphasize the individual department and overarching company goals during weekly meetings, paste them on office walls, or have them in an easily accessible folder for all to refer to.
We’d also recommend setting goals together. The co-creation of goals with members can make them more invested in achieving the goals. Consider making hybrid goals, where upper management sets the organizational goals and then individual departments and teams will set their own metrics or KPIs (key performance indicators).
Invest in the Right Technology Tools
There are many tech tools, from project management softwares to resource allocation apps, that help your team connect and collaborate. The right tool, with file-sharing capabilities, can also help you easily share knowledge and project resources.
A simple Google search will yield multiple results, don’t be afraid of taking up the free trials of these platforms. Finding the right match for your business needs is crucial.
Establish Communication Channels
Project collaboration doesn’t just happen. It takes time for people to come together and communicate. Proper processes and workflows make collaboration possible and sustainable. Create a communication plan that will make it easier for collaboration to take place:
Sometimes, it’s also beneficial to know when people can’t disturb their team members. This “do not disturb” protocol can help employees dive into their work.
Build Relationships at a Personal Level
Remote work can be lonely and isolating. The lack of face-to-face interaction can make it harder for employees to feel like people know them beyond their work. Therefore, it’s necessary to build interpersonal relationships. Have informal meetings or virtual coffee meets and ice-breakers where team members can share snippets about themselves.
Promote Truthful and Open Conversations
Strong project collaboration rests on open and truthful conversations. Team members shouldn’t be afraid of voicing their opinions or fearing any backlash. The more people feel they can contribute, the more ideas will follow, and more progress will take place.
To create a psychologically safe environment that lends itself to such conversations, have clear guidelines on how team members should treat each other. Provide guides on how feedback should be given. The project manager can also have an open-door policy and encourage employees to just walk in or call if there’s an issue. Create physical and virtual spaces or rooms where people can freely share their thoughts, ideas, and feelings.
Reward Successful Project Collaboration
How you reward instances of successful project collaboration demonstrates how much you value this trait. It sends signals, internal and external, about the type of organization you are. Therefore, when you are designing reward systems and appraisal metrics, highlight that collaboration will be looked into and emphasized. Further, emphasize that positive collaboration examples will be rewarded.
Offer Training and Mentorship on Project Collaboration
At the end of the day, collaboration is a soft skill and not all people will be equipped to do it. However, through training and mentorship, employees can work towards improving their skills
It could be helpful to bring in experts who can provide training on soft skills that will encourage collaboration. One can even set up a mentorship program where people with more experience or certain technical skills can help others grow and develop.
By using performance metrics to understand project collaboration, you can understand if there is even more scope for improvement. Tracking the following metrics will provide insight into communication effectiveness, collaboration dynamics, and project progress.
Communication is the foundation of collaboration. Communication metrics that are beneficial to project collaboration are:
Having data on how tasks are allocated and how much time they take to get completed is another metric that highlights how collaborative your team is.
A recent survey of 1000+ employees highlighted a surprising figure — 86% of U.S. workers would like to quit their jobs due to poor communication which makes it difficult for them to perform their jobs. If people want to quit their jobs, it’s safe to assume they aren’t engaged or satisfied with their jobs. Therefore it’s necessary to monitor these two figures.
Use these tips to improve your employee’s satisfaction and motivation.
As collaboration continues to evolve, the measuring techniques will also change. Remember to adapt to the changing ways to get an accurate assessment of what project collaboration looks like in your organization.
One of the ways to boost project collaboration is by investing in the right technology tool. A 2023 survey by Alfresco states that 83% of today’s employees rely on technology for collaboration. The technology you use could be as simple as a shared Google Drive for easy access to project documents and shared resources. However, as your business grows, one needs to move away from Excel spreadsheets, shared calendars and Google Drive.
We’ll take you through various softwares and apps that can help you collaborate with ease:
This guide can aid you in evaluating various performance management tools available in the market.
When the right tools are used, project collaboration will become a seamless and true part of your company culture.
Numbers and data don’t lie. We can safely say that the better the collaboration, the better the project results. Nobody wants to work alone and in isolation 24/7, do they? Isn’t it always more fun to bounce ideas off each other?
Project collaboration is about people. Technology advances have made it easier for teams to collaborate. Remote teams can use video conferencing, communication apps, and project management software to manage priorities, complete tasks, and make decisions.
eRS can be used by all kinds of teams to enhance their collaboration and improve their project success rate. eRS is a cloud-based system to plan, execute, and monitor projects. It provides real-time data and builds a collaborative online environment. Take advantage of eRS’ features and bring your A-game to project management.
Also read:
What is a pipeline for project management and how can you effectively manage it with a project resource scheduling tool?
Pert and CPM: what are the differences and how to use them together
Resource analysis - what is it? How to do it right?
Top 10 project management memes
7 best employee management apps to use in 2024
