Introduction to Online Team Collaboration

Introduction to Online Team Collaboration

Introduction and motivation
Meetings
Group Charter
Co-located and Distributed Teams
Tools and Trackers

 

Motivation

The goal is for all individuals to have an exceptional online collaborative experience.

This is only possible when:

Shared Etiquette
Shared expectations
Common intent/aim
Work in the same manner (shared tools)

 

Objectives

It is important that:

All team members know where the team is in terms of progress
All team members know what the next actions are
Team members need to know what was discussed in meetings.
Team members are very efficient with the use of their own time and that of the team

 

Value of this method

This method allows team members:

To execute what really needs to be done instead of something that people like doing
Work at very high speeds – be more productive and hit deadlines with higher quality materials
Peace of mind – Everything is organised on the cloud and nothing gets lost

 

Team Organisation

Teams will meet via video conferencing for meetings
Notes need to be taken during all meetings

Three stages of a meeting:

Before
Schedule using a meeting schedule tool
Agree on schedule times for meeting
Decide who will Chair for a fixed period
Decide who will take notes for a fixed period
Chair cannot be note taker
Chair will send out a call for agenda items
Team members send agenda items
Create a Google doc that contains the agenda and the previous meeting notes
Place the document in a shared folder where each member has access to it

During
Start at the time the meeting is scheduled
People who are late have to clue in
When the audio fails show a thumbs down

 

How meeting notes look

Date: 02.04.2016
Location: Physical location or Hangout, Skype, Webex

Present:
Not present:
Chair:
Note-Taker:

Notes:

 

The Group Charter

Contact details
Meetings: An agreed approach
Where to put what files
How to name files
Tools used
Decision making process

 

Co-location

In the past teams were co-located
Nowadays this is not common anymore
Distributed teams are common. Novel ways of working are required

 

Distributed Teams

Recommendations in communication:

As much bonding in real life or online as possible at the beginning
Video conferencing with live video, not audio only
Regular video-conference meetings (Stand-ups)
Don’t skip or rush meetings (especially planning-meetings)
Periodically reflect on how the team is doing (Retrospectives)
Agreed follow up between team members after meetings
Tools to support communication:
Online Task Boards with Comments
Avoid using too many tools

 

Tools

Show where your team is
Show who does what
What is next (Don’t make me think)
Focus on execution
Choose boards where you can comment on threads or on tasks
Taskboard (Trello)
To do – In progress – Done
Trackers

Watch the video