We also continue to experience a high proportion of virtual collaboration when working with customers. In the context of teamwork between two companies, the list of general challenges, such as shorter attention spans or loss of facial expressions and gestures, can even be extended. Often, the two companies have different technical circumstances and tools. The culture of virtual collaboration, whether the camera is on in meetings, for example, or whether there is room for small talk, also usually differs. In addition, there are data protection and information security issues in the case of cross-company collaboration.
So how can cross-company collaboration be designed online?
The Conceptboard tool is particularly suitable for collaboration between companies.
In the following, features and application areas of Conceptboard are presented and useful tips for its use are given.
Conceptboard is a collaboration tool that allows several users to work together simultaneously on a kind of whiteboard surface. This way, all participants can actively take part in what is happening and give their input. There is no time lag, actions happen live and visible for all.
Conceptboard offers numerous templates, including from agile project management, strategy methods or design thinking, which not only saves time in preparation, but also covers many use cases. This makes it very suitable for workshops in project work, consulting or strategy contexts.
Another relevant aspect is the location of the company and the stored data. Conceptboard is a German company that operates the entire development and data hosting in Germany and is, according to its own information, DSGVO-compliant. Therefore, unlike other popular collaboration tools with foreign company or server headquarters, it is also suitable for companies in most cases. If necessary, consult your data protection officer in individual cases. Since Conceptboard runs via the web browser, no additional software needs to be installed and access is possible for participants via guest access, for which no registration is required. This is also convenient for many companies in terms of data protection and IT policies.
abat uses various workshop formats with its customers, of which we would like to present a selection:
1. Fit-Gap-Workshops
When it comes to aligning the existing processes with the SAP standard, collaborative workshops are suitable for recording the participants' insights and evaluating differences in the next step. In the example, the ACTUAL process landscape was first jointly recorded and then the WMS standard functionalities were shown. Participants then asked for points to indicate which functionalities they felt were needed. Next, the team presented the best practices. An area for notes provides space for details, open points or to-dos.
In this format, the varied presentation of content was combined with interactive elements, creating a breath of fresh air and interaction, especially at the beginning of the project.
2. Teambuilding
A big project starts and many people who will work together in the next months or years meet for the first time in a kickoff. Regardless of whether this takes place in person or virtually, wouldn't it be nice to learn a little more about the people involved? We use profiles that are individually adapted to the project. This makes it easier for employees to introduce themselves and provides a cheat sheet for colleagues. A mixture of project-relevant and personal information creates cohesion even virtually and with limited technical possibilities.
3. Retrospectives
Conceptboard offers numerous templates for team retrospectives. This can significantly reduce the preparation time for retros. In addition, by using a different tool, the team is mentally taken out of their day-to-day project routine and into a different mindspace. Virtual retrospectives also allow distributed teams to regularly and collaboratively reflect on their team processes.
For more inspiration, also read our post on internal use cases. With a little creativity, the examples presented can also be applied to external workshops. Conversely, you can also adapt the examples mentioned in this post to internal workshops.
When using the concept board for external online workshops, there are a few points to consider:
- Help participants get started
Most boards have a section that makes the most important controls and tips visible to all participants at all times. Go through the most important functions and controls with the participants at the beginning and give them a little time to find their way around the board and try out the functions. Small warm-up tasks are also suitable for this purpose. Pre-access to a playground, a test board or setting a small preliminary task also help participants to familiarize themselves with the tool.
- Pay attention to technical requirements!
Access via the web browser already removes many technical hurdles. However, make sure in advance that the URL is not blocked by internal company guidelines. Clarify in advance which medium is to be used for voice communication and make sure that all participants have access to the necessary hardware such as headsets and cameras. Test the possible connection options from office locations or via your company's VPN in advance.
- Set the rules of the game
One disadvantage of virtual collaboration can be constant distraction. While you can work around distractions in presence by having mail and messenger programs and notifications open by default, these must be actively countered in virtual collaboration. If no camera is used, attention wanders even more easily. At the beginning of the workshop, agree on rules for collaboration. Clarify whether you will use the camera and how you will handle disruptions from messages and calls. You may agree to close all other programs, mute the phone, and engage each other. Agree on this together with the participants instead of giving guidelines in order to gain acceptance.
