Ditch the Disconnect: Your 5-Minute Fix for a Harmonious Hybrid Team

Ever feel like you're drowning in a sea of endless chats and emails, while your team members seem to be speaking different languages when it comes to communication and collaboration? You're not the only one feeling overwhelmed! This communication chaos is a common challenge in hybrid teams, where it seems everyone has their own preferred tools and methods.

But here's the good news: You absolutely can turn this around – even if you're short on time.

Imagine a workplace where information flows seamlessly, everyone is on the same page, and productivity soars. It's closer than you think. With just a few strategic adjustments and the right collaboration software, you can transform your team into a cohesive unit.

While issues with collaboration aren't always caused by the specific features of office software, the resulting behaviours often manifest there. In this blog post, we'll use examples from Microsoft Teams, but the principles apply to any collaboration platform you might be using.

Ready to ditch the disconnect and create a harmonious hybrid team? I'll share my 5-minute approach to improving hybrid team collaboration that you can put into action today!

Note: You might think it would take longer than 5 minutes to do the steps listed below, however it can be done – try not to overthink it – just do it.

Here are my 5 steps to improving team collaboration with a focus on office productivity software 💡

Step 1- Identify the Problem(s)

Before tackling any collaboration issues, take a moment to understand what you think the problem is. Then, ask your team for their perspective. To get your team's input:

• Bring it up in a team meeting: Dedicate time to discuss collaboration challenges and gather feedback.

• Start a dedicated chat conversation: Use a specific channel or chat group to brainstorm ideas for improvement.

• Send out a fun form/quiz: Make it engaging and encourage honest feedback.

Some common problems for MS Teams users (and other platforms) include:

• Inconsistent use of channels

• Proliferation of chat groups

• Using email for questions that belong in chats

• Team members missing messages

• Uneven participation

• Difficulty building rapport

• Emotional and cultural barriers

If you identify multiple issues, prioritize them (high, medium, low). This allows you to focus on resolving the problems that will have the biggest positive impact.

Step 2 - Understand the impact

How significant is this problem? Does your team agree? What may be a major issue for you might not be as pressing for them. Consider:

• How is the problem affecting your team's ability to get work done?

• What is the time/cost impact of the issue?

You don't need to be super scientific here – informal observations are often enough to gauge the severity of these issues.

Step 3 - Envision success

Imagine everything was working perfectly – what would collaboration look like? What behaviours and actions would you observe within your team?

Now, picture what it would look like if the main issues were addressed. If you have multiple problems, focus on the ones that would bring the most significant improvements.

Step 4 - Define the changes

Based on your ideal vision and the prioritized problems, identify the specific changes needed. These could be:

• New communication guidelines: Clarify which channels to use for different types of communication.

• Training sessions: Help your team master the features of your collaboration software.

• Team-building activities: Foster stronger relationships and trust among team members.

• Adjusted meeting structures: Ensure everyone has a chance to participate and contribute.

Step 5 - Develop your action plan

Now, translate those changes into a clear and actionable plan. Here are some examples:

• Communication Guidelines:

  • Create a "Teams Etiquette" document outlining best practices for channels, chats, and meetings.

  • Schedule a 15-minute team meeting to review the guidelines and answer questions.

• Training Sessions:

  • Identify specific features your team needs help with (e.g., @mentions, file sharing, creating polls).

  • Schedule short, focused training sessions (15-30 minutes) to demonstrate these features.

  • Record the sessions for later reference.

• Team-Building Activities:

  • Start virtual coffee breaks or casual chat channels to encourage informal interaction.

  • Plan a fun virtual team-building event (e.g., online games, trivia, escape room).

• Meeting Structures:

  • Set clear agendas and goals for each meeting.

  • Assign roles (facilitator, timekeeper, notetaker) to ensure smooth flow.

  • Encourage participation by asking open-ended questions and using interactive tools (e.g., polls, whiteboards).

Use tools like Microsoft Planner to track your action plan's progress and hold yourself and your team accountable.

Make sure the plan is achievable - nothing worse than having a plan that is not workable for your team.

Step 6 - Take action now

The most crucial step is to implement the changes you've identified. Don't wait for the "perfect" time. Start with small, actionable steps and build momentum. Even a 5-minute conversation with your team to set expectations can make a difference!

Final thoughts:

Remember, effective collaboration is an ongoing process. It requires continuous effort, open communication, and a willingness to adapt. By taking these initial steps, you're setting your team on the path to greater productivity and success.