IT Tech Corner - The value of collaboration online

As a team leader, I want to make it easy for my team members to participate in the work of my committee, whether it’s MICAH, streamdesk, Rotary, whatever. In real estate, we have a saying, “The best system is the one you use!” The systems and tools that help me collaborate with my team often include documents, calendars, email lists, presentations, graphic design work, videos - just all kinds of things that are easy to use and easy to lose. Here are my basic rules to enhance the former and minimize the latter. 

Tag everything. If you create something digitally, chances are there are ways to assign keywords, categories, tags of some kind. You can tag people, ministries, events, etc. The more tags you give something, the more breadcrumbs you are dropping to find your way back to it. There’s nothing more frustrating than looking all over digital tarnation trying to find a document or information instead of working on the task itself. 

Cross pollinate. Provide direct links to content in documents, calendar invites, emails. 

No attachments. Stop attaching documents to email messages. When you attach it, you are giving a copy of the original. Instead, provide a link to the original. This is very helpful especially when you are requesting feedback or collaboration because people can comment on or edit the original, saving time for everyone. It also reduces the email storage taken up by attachments, which adds up and pushes people past the 15GB limit common in free providers like Gmail, prompting people to pay Google for extra storage or make decisions on which family photos to delete instead of deleting all the email attachments. 

However you collaborate with others, it is important to consider how to collectively save time and energy to put forward your best effort for your cause. The more you can do in cloud-based environments, the easier it will be to pass the baton to the next team leader and incorporate new members into your group.