Communication and Collaboration What collaboration really means The definition of collaboration is “two or more people working together towards shared goals.” Dive deeper into learning what collaboration really means, the benefits of collaboration, successful examples of collaboration, collaboration tools, and more. 9 minute read Table of contents You might also like… Whitepaper Intranet use cases Whitepaper Award-winning intranets Collaboration. We hear the word all the time, especially in school, at work, and even in fun projects with friends. But what does it actually mean? In this article, we’re going to dive into the true meaning of collaboration, explore why it’s so important, and see how working together can lead to amazing results. We will also cover: 3 parts to collaboration Benefits of collaboration Collaboration challenges Real world examples of collaboration How to build a collaborative environment Best collaboration tools What does collaboration mean? A useful definition for collaboration The word collaboration is so commonly overused and overhyped that it’s starting to lose some of its meaning. We crafted a definition of collaboration to inspire a more holistic, useful, and simpler perspective: Two or more people working together towards shared goals. The succinct and clear definition is necessary when the term has become a buzzword in modern language, especially when digital workplace vendors try to sell new ways of collaborating to confused companies. The important conclusion we arrived at when we’re trying to understand the true nature of collaboration is this: Collaboration is a deeply human activity, and no tool on its own can solve the problem of poor collaboration and non-collaborative behavior. What does collaboration look like on an award winning intranet? Learn how some of the most innovative organizations are leveraging their intranet. Download now What does it mean to be collaborative? The 3 parts to collaboration Collaboration includes three parts: team, processes, and purpose. 1. Collaboration involves a team Collaborating occurs in teams. A big group of people using social software together doesn’t mean collaboration. It may be conversation; it may be cooperation; it may be knowledge sharing; it may improve employee engagement or the digital employee experience; but it is not collaboration. Collaboration involves a deeper level of connection between two or more people. 2. Collaboration involves processes Collaborating is about people coming together, using their individual strengths and skills, to complete shared processes. While technology plays a role in facilitating communication and coordination among team members, not all collaborative processes rely on technology. Yes, connecting online has let us work together in many new ways. However, meetings and brainstorming sessions are still very important for teamwork, creativity, and collaboration. 3. Collaboration involves purpose If people are working together, but have no shared goals, they are not collaborating. Collaboration is a deeper level of working together that involves a shared vision, clear objectives, and a mutual understanding of each person’s role in achieving those goals. Benefits of collaboration Collaboration helps businesses, organizations, governments, and communities in many ways including: Increased Innovation: Working together brings new ideas and creative solutions because people share different perspectives. Better Problem-Solving: Teams can solve difficult problems more effectively by using everyone’s knowledge and ideas to find the best solutions. Improved Efficiency: Collaboration makes work faster and smoother by helping teams work together, use each other’s strengths, and avoid doing the same work twice. Happier Employees: When people work together, they feel like they belong and are important. This makes them more engaged, motivated, and committed to their goals. Collaboration challenges Collaboration is great but can be tricky. Here are some common problems and how to fix them: Communication barriers: Misunderstandings, language differences, and bad information flow can hurt teamwork. To fix this, set clear communication rules, listen actively, and use technology to share information better. Conflicting priorities: Team members might have different goals and timelines, causing conflicts. Set clear goals that fit the overall plan, prioritize tasks together, and regularly check priorities. Talk openly and compromise to resolve conflicts. Lack of trust: Trust is hard to build, especially in diverse or virtual teams. Leaders can build trust by being open, encouraging honest feedback, and creating a supportive team culture where everyone feels valued. Coordination and alignment: Working together across teams and departments can be tough. Improve alignment by setting clear roles, defining workflows, using project management tools, and having regular check-ins to keep everyone on track. Managing diversity: Different backgrounds and working styles can make collaboration richer but also challenging. Promote diversity training, cultural sensitivity, and inclusive leadership to create a team where everyone feels valued and can contribute. There are many examples of the how productive collaboration can result in strong outcomes across various industries: Open source software development: Open-source software projects are developed collaboratively by global developers, who contribute code, identify bugs, and provide feedback for improvement. Some examples of open source software include Linux, LibreOffice, and GIMP. Climate change initiatives: Collaborative efforts to address climate change involve governments, businesses, non-profit organizations, and communities working together to reduce greenhouse gas emissions and promote renewable energy. Initiatives, such as the Paris Agreement and the UN Climate Change Conferences, facilitate collaboration. Cross-industry partnerships: Companies collaborate across industries to innovate and address complex challenges. Automotive manufacturers, such as Ford and Volkswagen, have partnered with tech giants, Google and Apple, to develop autonomous vehicle technology and infotainment systems. Supply chain collaboration: Companies collaborate with suppliers, distributors, and logistics providers to streamline processes and improve inventory management, as seen with Walmart and Procter & Gamble. Arts and culture collaborations: Collaboration is common in the arts and culture sector, with artists, performers, and organizations working together to create and showcase artistic works, such as Ed Sheeran’s collaboration album, No.6 Collaborations Project, or The Met’s collaboration with artists for existing and featured exhibitions. Want to learn how you can improve collaboration through collaboration software? Learn how some of the most innovative organizations are leveraging their intranet to enhance communication, collaboration, and culture. Download now How to build a culture of deep collaboration Build it into your culture Start by making sure everyone can communicate openly and honestly. Good communication helps share ideas, get feedback, and bring people together towards common goals. Recognize efforts Celebrate and reward teamwork, whether through formal programs, peer recognition, or incentives for group achievements. Create small project teams Collaboration works best in small groups. Trying to collaborate with everyone at once can cause confusion and frustration. Building a collaborative culture is about creating an environment where teamwork can thrive. What is the best collaboration software? While a well designed and full featured modern intranet offers many collaboration tools, there is no one perfect tool or method for all roles and activities. Collaboration tools can be grouped into three broad categories: simple collaboration, document collaboration, and structured collaboration. Simple collaboration (instant messaging and microblogging – communication platforms) Tools that allow for instant response times are great for tasks geared around coordination—like preparing a project for launch. However, they can be distracting, and can remove people from deep concentration. Commenting may work for increasing dialogue, gathering feedback, or editing a document or project. Unfortunately, it typically fails when building something new. When members of a specific team use microblogging or post internal communications updates to share information about their joint work, it becomes collaboration. Imagine a marketing team working towards a deadline on a marketing plan and posting status updates about tasks completed or questions that arise. This is a specific group of people (the marketing team) working together (communicating about the project) towards shared goals (deadline for a project). Microsoft Teams is an example of collaboration software that offers calling, chatting, and video conferencing. Document collaboration (Google Docs and Git – collaborative document editing tools) Google Docs is an online word processor that allows you to edit word documents with others in real time. Where simple collaboration is focused more on the conversations between people and teams, document collaboration is focused on a deliverable. Think of a sales team working together on a proposal, or a software team coming together to contribute to a source code repository. Document collaboration tools have value for the individual, yet are even more powerful when connected with a team. Structured collaboration (forms, idea management, and Q&A forums – knowledge management and collaboration platforms) Access news, announcements, documents, policies and procedures, benefits info, and media resources, all in one location. ThoughtFarmer is an intranet platform and collaboration software that offers features, such as a forum for people to ask and answer questions on specific topics. Some types of collaboration don’t need a specific format, but structured collaboration does. This can be done through forms (like a vacation request form) or through specific topics (like an idea forum or Q&A section). Many intranets let users fill out forms to request things like vacation time or a new computer. These forms usually go through a process for review and approval. However, many of these systems can be hard to use. When done right, collaboration software should make it easy to work together using forms, allowing flexibility in the process and discussions on the best ways to complete a task. Another type of structured collaboration is around a specific topic, like idea management or Q&A forums. By focusing on a single topic, these areas become more directed and effective. Idea forums can lead to further collaboration, like when an employee suggests a cost-saving idea that turns into a project for the team. Why collaboration is important Many people correlate collaboration with social software. They imagine purchasing a piece of digital workplace software and launching it to every employee in their organization and calling that collaboration. Collaboration is a targeted, team-based activity. Intranets, extranets, and other collaboration software can help drastically improve it, but you can’t lump all the possible features and activities into one term. Collaborating is about people’s interaction with each other as much as it is about the tools we use. Key takeaways: Collaboration means: two or more people working together towards shared goals, and includes three parts: team, processes, and purpose. The benefits of collaboration includes increased innovation, problem-solving capabilities, efficiency, and employee satisfaction. Be aware of common challenges associated with collaboration, such as communication barriers, conflicting priorities, and lack of trust, and how to overcome them. Collaboration takes shape in many different forms across industries. To build a collaborative environment, it is important to nurture a culture that naturally encourages and supports collaboration. There’s no one-size-fits-all approach to collaboration, as it is dependent on your needs, industry, and type of work. Technological advancements, evolving work dynamics, and shifting societal trends can change the way we view collaboration. But one thing will always remain true: effective collaboration is a fundamentally human endeavor.