How they did it: Sharing the power of collaboration

In an environment where managing costs is essential, getting the most out of your technology investment is critical. As we discussed in last month's issue, collaboration is a powerful ally in meeting your goals. We invited readers to share their experiences with collaboration.

In many cases, collaboration is taking place naturally in workplaces and that comes as no surprise. Rare, if non-existent, is the workplace where some form of collaborative effort does not take place. However, it becomes clear that it is in going beyond the obvious applications of collaboration and discovering and implementing dynamic ways of working together that the greatest benefits lie. Here is a sampling of ways collaboration can pay dividends.

Controlling travel costs

One Canadian company is doing specialized communications for a not-for-profit organization in the U.S. There are geographical considerations, as the Canadian business is in Ontario while the U.S. head office is on the West Coast. As a result, since the U.S. operation is a charitable organization, controlling costs such as travel is a key consideration. A range of collaborative tools are used to minimize these expenses. One important tool is shared virtual workspace, where information and materials such as research documents and photographs are posted. This material is then accessible to writers, editors, graphic artists and production personnel at the communications company. The sharing of information in this way represents huge cost savings and even allows individuals to work from home if they choose.

Consulting by video

A common theme for businesses adopting collaboration is that of videoconferencing, and it is clear that this application produces positive benefits to businesses. There are cost advantages cited, largely from being able to minimize travel costs. Related to that is the environmental benefit of reducing travel. And another sometimes overlooked advantage is expediency: with videoconferencing, the difficulties in having to pull people together physically are removed, meetings can be organized sooner, and your business activity is not slowed.

We learned of a Canadian hockey goaltending consultant who now does all his work for elite, professional teams in Europe, usually Switzerland and Germany. While face-to-face mentoring is important, return airfare to Europe, accommodation and ground transportation costs are substantial. This year the coach worked with a team in Germany and rather than have half a dozen two- to three-week visits to the team, he cut travel in half. Total travel comprised August training camp and two other visits to the team, while collaborative use of technology was used to fill in the gaps, even in the playoffs. During the playoffs, for example, staff would record the games with special emphasis on the goalies. The consultant back in Canada would then study game videos, and return analysis to the coach in Germany, to be shared with his netminders.

Streamlining manufacturing

One manufacturer based in Canada has more than 3,000 employees around the world and to be successful, employees need to have strong communications tools to track inventory, eliminate delivery congestion, avoid work duplication and a number of other considerations. By adding instant messaging, IP Telephony, and video and web conferencing, the company was able to greatly enhance their employees' collaborative efforts.