How do you set up a collaborative platform?

How do you set up a collaborative platform?

Posted by Benjamin Hermitte, on Wednesday 7 February 2024

Are you experiencing difficulties in managing employee tasks or teamwork in general? Are you looking for a software solution that can help you to improve communication and efficiency? The ideal solution is the implementation of a collaborative platform within your workflow.

By centralising data and exchanges, you will energise your team and achieve your goals more quickly. However, it is necessary to find the most suitable solution for your specific needs. For this reason, in this article, we suggest you discover the essential steps leading to the deployment of such a platform.

What is a collaborative platform?

A collaborative work platform is a tool, generally in SaaS mode, that allows employees to work together on the same project. Such a tool is ideal for providing teams with all the elements necessary for successful collaboration.

Moreover, collaboration technologies are used in companies, but also in many organisations or associations. Collaborative tools are used in product development, scientific research, education, and artistic creation.

All these sectors benefit from an asynchronous software solution, which allows everyone, regardless of their location or working hours, to actively participate in a common project.

What are the benefits of a collaborative platform?

Developing a collaborative work environment has many benefits for your company. Far from being just a trend, teamwork is a major issue for all companies and is essential for a successful digital transformation.

Centralise data and processes.

The first benefit of a collaborative platform is the ability to centralize information. Collaborative software saves time by utilizing cloud storage and online tools. All project managers, employees, and partners have 24/7 access to the data and documents they require. Furthermore, actions can be more easily coordinated. As a result, project management is improved.

Adapting to new ways of working.

In 2023, employees will telework on average 3.6 days per week, compared to 1.6 days at the end of 2019.[1] Teleworking is therefore developing in a very significant way. For this reason, companies must necessarily adapt to meet the new needs of employees. Especially since 72% of employees say they are satisfied with teleworking and 54% believe that it promotes innovation and creativity.[2]

Improving team productivity

A collaborative workspace boosts productivity by optimizing project planning, task allocation, and employee communication. Because, on the one hand, processes are streamlined, and on the other hand, employees enjoy using such tools. Companies, for example, can expect a 30% increase in productivity by implementing a collaborative platform. [3]

Fostering employee creativity

Instant messaging is one of the most important features of collaborative tools. A teamwork platform promotes employee exchange, emulation, and involvement by connecting employees and teams. Employees share their ideas and knowledge, and new ideas emerge on a regular basis. To put it another way, it is a tool that actively promotes collective intelligence.

How to deploy a collaborative platform?

To deploy a collaborative tool within your company, it is necessary to follow certain steps. Step by step, you will create the right environment for collaborative work.

Define your objectives and needs.

To start with, you need to list your objectives and needs. This brainstorming will allow you to select the ideal tool. This tool should meet all your requirements and be appropriate for your company. Depending on the type of project, the number of employees or the functionalities you are looking for, the platform can differ greatly.

Set up a communication plan.

You must then prepare your employees for the integration of the platform. To do this, implement an internal communication plan. This is important to unite the teams around this new tool. In addition, you can also collect the wishes of your employees so that the chosen collaborative platform meets everyone’s needs. All this will then encourage real teamwork.

Select and configure the platform.

Considering your needs and the feedback from your employees, you can select a professional collaboration platform. Your technical experts will then have the task of configuring the tool. Different steps can constitute the configuration such as creating profiles or pages, setting up authorisations, managing authentication or setting up notifications.

Training users on the collaborative tool

Before and during the deployment of the collaborative platform, it is necessary to train all users. Through online tutorials, group training sessions or the provision of user guides, ensure that everyone masters the tool perfectly. In order to collaborate better, each team member should learn to understand how to use the software and its features.

Evaluate the platform and adapt it to your needs.

Finally, don’t hesitate to get feedback from each user. Evaluating the solution to see if it is effective in meeting the organisation’s needs will help ensure smooth collaboration and efficient working. If necessary, adapt the platform by adjusting the settings or changing the configuration of certain features.

How do I choose the ideal collaboration platform?

An ideal collaborative tool is one that enables teams to work better together. Before purchasing an online collaboration platform, check that it has the following features in particular:

  • Collaborative messaging: an instant messenger allows information to be shared and promotes knowledge sharing.
  • Document sharing: Sharing large files is essential for collaborative projects.
  • Video calls: For remote teamwork, on-the-fly video conferencing is a must.
  • Project manager: Task management features, Kanban boards or a collaborative group calendar will improve productivity.
  • Ergonomic dashboard: Ease of use is a prerequisite for your teams to get to grips with the tool quickly.

To avoid making mistakes, it is best to test different solutions by taking advantage of free plans or trial offers. This does not commit you to anything and will allow your teams to define the collaborative work tool best suited to their professional needs.

1 Oberlo, Travail à distance : 10 chiffres clés à connaître pour 2023, 2023

1 ibid

[3] Talkspirit, 9 chiffres clés à connaître sur les outils collaboratifs, 2023

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