Working from Home: Better Digital Document Collaboration

Digital collaboration is commonplace for organizations that have traditionally supported a remote work environment. However, for those that jumped into our new normal of social distancing and working remotely, digital collaboration is often new and uncharted. It can present a unique set of challenges. How can you mimic the team collaboration during in-person meetings? How do you work through concurrently editing a document?

The good news is that there are tools to help with these challenges. Let’s look at what you need to consider when choosing a collaboration tool and one option that is available.

Selecting a Document Collaboration Tool

Think of collaboration tools as part of a virtual conference room. Ideally, you want the collaboration tool to mimic that conference room and the in-person experience. There are advantages to meeting in person and you want your tool to provide the same experience.

There are features you’ll likely want depending on your organization’s needs:

• Concurrent, real-time editing
• Revision history
• Update alerts
• External and internal access
• Mobile device access
• Offline and online access
• Compliance
• Audit trail
• Large file capability
• Large enterprise team support

How it Works

Most tools generally work the same. A user adds a document to the workspace inside the tool and invites other team members to the workspace. Based on their profile, team members can simultaneously edit or view the document in real-time inside the workspace. Team members can see who made what changes, when changes are made, and even leave notes or questions about the document.

Outside of the practical advantage of digital document collaboration, other advantages include:

• Increasing productivity
• Nurturing camaraderie
• Encouraging brainstorming

Microsoft SharePoint as the Solution

There are many different tools available, but Microsoft SharePoint is prevalent and excellent for collaboration. It hits all the high points with a range of features and functionality. It’s cloud-based, making it accessible from anywhere with almost any device. Files are saved and synced across other Microsoft Office 365 programs, further simplifying access when team members are working remotely.

Team-Based Access

Any member of your organization can create a document in Microsoft SharePoint. The creator can add other team members and determine the level of access for the users. The members can only access the documents within that instance. This means you have the flexibility to have instances set up by departments, locations, or a specific group of co-workers.

Simultaneous Editing

One of the most important and useful aspects of SharePoint is the ability for multiple team members to access, edit, and notate a document at the same time. As if you were all in a conference room together.

Create a Virtual Conference Room

Microsoft SharePoint can be paired with other Office 365 applications to create a virtual conference room. Use Teams to chat, view calendars, and host video conferences. Use Planner to assign tasks and keep visibility on what your team is doing. Share meeting notes and other ideas with OneNote.

Want to Know More?

Team collaboration is no longer confined to the four walls of a conference room. With tools like Microsoft SharePoint, collaboration can happen anytime, anywhere. Interested in getting your organization started with Microsoft SharePoint? Fill out the form below to begin the conversation.