5 steps on how to improve team efficiency via the real-time collaboration tool

5 steps on how to improve team efficiency via the real-time collaboration tool

Paulina Kondratowicz

11 min
5 steps on how to improve team efficiency via the real-time collaboration tool

The current outbreak of coronavirus has caused many significant business transformations. Manufacturers, managers, and directors faced the challenge of turning the process design into the remote. Many entrepreneurs are looking for solutions among the tools that will ensure the trouble-free continuation of current processes, so that the work can be done partly remotely, without incurring financial and time consequences. If you design activities, pilot projects, model processes, or simply manage the development of various types of solutions for your company in cooperation with numerous departments, you may face several issues. These include, among other things, communication errors that can affect a mutual understanding of priorities and outlined roles when delegating tasks to the project. All this can ultimately limit the quick understanding of the task’s specifications. It seems to be more sophisticated to manage the project when moving all activities to remote work. We will try to help you understand and harness the nature of simultaneous collaboration during remote work. So how do you understand and harness the nature of simultaneous collaboration during remote work?

Step 1: Many departments – one project

A common issue that managers responsible for modeling and designing processes usually face, is coordinating the work of many departments involved in a given project. Some misunderstandings usually take place on the ‘lines of contact’, that is, during the introduction of the new participants to the project, or the implementation of the new solutions. These factors may, as a result, cause errors that condemn the project to failure or erroneous reading of its assumptions and data contained in it.

The solution to this problem may be the use of technology that allows transferring the design process and process management to the virtual world (digital). An example is a GoJS library, which, in combination with SignalR technology, has allowed Synergy Codes to create an advanced simultaneous collaboration module (multiplayer module). It makes various departments to co-create a project. Cross-tasking gathers many people or teams into the project at once and additionally, it enables dividing the work into the design, implementation, and production stages. Therefore, each project participant can deeply contribute to the shape and direction of project development by including activities on behalf of their part, thus personalizing its specific section. Imagine the work of a team of several people or departments on one project or product development. The division into stages of work using the multiplayer functionality would follow a specific order. First, engineers design a process path using an interactive workspace. However, thanks to the real-time specifics, it is possible to make and track changes in real-time. Besides, it is possible to personalize activities, as well as define roles and assign responsibility for a given task to specific persons or teams, or individual persons.

Step 2: Simplify the communication

Work on a complicated process usually requires constant consultation. Regular communication between project participants supported by an appropriate tool avoids misunderstandings or errors in understanding the purpose of the project. However, most often process design tools have some limitations, such as the lack of modules for remote work on tasks. This results in buying additional apps for project work or reorganizing the workflow and drawing a ladder of dependencies between project participants.

The multiplayer solution made by Synergy Codes allows finding a solution in terms of communication between project participants, through such functionalities as commenting, enabling roles within the project, and saving change history. Planning and execution of work are saved automatically, with the possibility of undoing changes within own workspace. Thanks to the mentioned possibility of adding comments in real-time, the division of the project into smaller workspaces and excellent user experience are conducive to quick and trouble-free communication of all project members. The very introduction of new people to manage a given workspace is done intuitively. By implementing multiplayer technology, it is, therefore, possible to support various processes such as designing production lines, modeling corporate processes, modeling and monitoring networks, and servers, building organizational structures. Also, it will work in modeling the production process and offering advanced products.

Step 3: Make the methods handy

Let’s assume that your job is to create highly specialized products. We agree that this is quite specific and troublesome. Contractors are required to have an individual approach to model processes, so they are readable and easy to decipher. However, it is the managers who face the most difficulties in performing the above-mentioned activities. It turns out that modeling a complicated process that meets their needs can be an impossible task at this level.

However, custom solutions tailored to the client’s needs can be handy. They meet not only advanced needs, taking into account all factors and guidelines that guide the project, but also the opportunity of refining them for possible changes in processes. In the era of economic slowdown and forced change in the functioning of companies, the multiplayer solution allows you to continue functioning and continue design work.

Step 4: Scale your tool

Design dynamics are easiest to notice in large organizations with a complex structure. Then it is possible to observe process variability, their elimination, or just the opposite – its evolution. Therefore, process modeling or data visualization tools should keep pace with these changes. Most often, however, the organization must adapt to the existing tool or simply do not have the appropriate application that would meet the requirements of all processes in the design structure.

Fortunately, the custom tools mentioned above are fully scalable, and this means that they can be freely developed as needs arise. What’s more, such an application can be developed endlessly following changes within the organizational structures in the enterprise. The boxed tools often do not allow flexible operations as part of their functionality, and this usually leads to the need to purchase more tools tailored to the new customers’ needs. At Synergy Codes, we make every effort to ensure that applications provided to clients can still be developed according to their own needs, or create new ones by applying appropriate knowledge and the possibility of working on a given application.

Step 5: Make your UX intuitive

Very often, during the design work, the team involved in the work changes. Therefore, in the context of project work, there may be a problem related to conducting specialized training related to the use of tools for teams working on the project. At the same time, participants often encounter the problem of introducing new co-creators who need a thorough and reliable introduction to the project. Then, since dealing with complicated processes, a specialized project, or extensive functions, it is necessary to spend many hours explaining the methodology and characteristics of the project.

With the above in mind, it’s worth paying attention to custom solutions. Having a tool created for a specific project’s needs, there is an intuitive introduction to all issues. This is possible thanks to the latest UX techniques. All data visualizations, convenient interfaces, multi-level mapping, clear and intuitive operation of the application transfer each project member to the work characteristics. For better work results, based on convenient real-time collaboration, it is possible to edit the tool interface to fit the project participants’ needs. Additionally, custom solutions from Synergy Codes can be designed under the company’s brand, which in turn results in positive user experience.

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Assuming the prolonged time of remote work, and thus the further transformation of project activities, we want to meet the expectations of customers who are looking for solutions aimed at improving their business. Multiplayer is a functionality that can help to build, conducting, and monitoring the process 100% online, with the full commitment of each project participant. By taking care of the development and avoiding the crisis related to the economic slowdown, this solution can effectively prevent the recession-related to the suspension of work in many companies.

If you want to check how Multiplayer works for your business, schedule your demo meeting and explore the functionality.