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Top 10 Reasons Organizations Need A Team Collaboration Application
Team Collaboration Software is a Practical Tool for Organizations of All Sizes
December 2005
by Art Young
You've heard about team collaboration software. You've spent time researching the technology and how it might meet your organization's needs. But how do you know if your organization really needs a team collaboration solution?
Consider this, team collaboration technology is on the rise as organizations become more and more "virtual" and geographically dispersed. Even your typical brick and mortar businesses have more remote workers than ever…employees in satellite offices, home offices or those who travel and work from the road. It's a fact of business today, and bringing people who work on the same team together in an office or conference room is close to impossible. Technology is certainly changing that. With cell phones, PDAs, wireless technology and other high tech tools, everyone can stay connected. But when it comes to working together on projects, sharing important files and information, scheduling meetings and managing contact lists, team collaboration technology is taking communication to a new level and bringing everyone together on the same page…literally. By creating a centralized location to store information, share calendars, hold discussions, and send and receive e-mail, team collaboration applications provide a practical solution to meet the changing needs of today's businesses.
Having worked with thousands of users of team collaboration technology and seeing how different companies use intranet/extranet technology to support their business needs, we've put together our Top 10 list of "Reasons Why Organizations Need a Team Collaboration Application." We hope you find it helpful as you seek support and information in making this decision for your company.
Top 10 Reasons Organizations Need a Team Collaboration Application
- Teams are becoming geographically dispersed, making it difficult to hold conference calls and face-to-face meetings to discuss projects and issues. Team collaboration solutions, such as DayPoint, offer many tools and functionality to bring teams together, including discussion forums, calendaring, file sharing and project management.
- Email is no longer getting the job done for sending/receiving documents and maintaining the quality and accuracy of those documents while getting feedback and updates from numerous people who must have input. DayPoint creates a secure intranet/extranet where documents can be saved and stored for easy access by team members at anytime and from anywhere.
- Standard templates, forms, processes and procedures documents are difficult to find and access, but a centralized, online repository for these documents would simplify the process. DayPoint creates such a repository and enables you to update and distribute these documents electronically, making it easy for team members to access them, as needed.
- Sharing important documents and contacts among team members is critical and becoming more cumbersome with current procedures your organization is using. DayPoint's File Sharing and Contact List Management makes it easy to share documents and maintain comprehensive and accurate contact lists that can be customized and segmented in a shared or private manner.
- Coordinating schedules is becoming difficult through current emailing/calling processes and the need for a central calendar management/scheduling tool is increasing. Setting appointments among team members in DayPoint is easy. DayPoint can automatically email invitations and reminders and track participation. In addition, DayPoint allows for synchronization of personal and shared calendars with team members' Outlook or Palm PDAs.
- Assigned tasks and projects are difficult to track and monitor. DayPoint's Project Management and Task Management features allow you to assign, track and monitor progress, set deadlines and collaborate on projects.
- Gathering input and feedback from team members via e-mail takes time, and the information is often incomplete. Online, asynchronous communications via a secure intranet will solve this problem, and DayPoint offers discussion forums and polls that make it simple to communicate.
- Team members are constantly double-booking a conference room or projector. Eliminate this problem with a team collaboration solution's calendaring and scheduling functionality.
- Certain documents and information cannot be shared with the entire team. With DayPoint, you grant access to certain files, documents, discussion forums and information to only those who need it.
- You know you need a solution, but your team doesn't have the time or capacity to learn a new technology. DayPoint is EASY. Easy to install, to set up and to learn.
Team collaboration is becoming more advanced and more affordable than ever, and many organizations - both large and small - are turning to this growing technology to improve quality of and access to critical information, increase operational efficiencies and enhance communication capabilities. Team collaboration solutions create a secure and reliable intranet/extranet for your team to share ideas and information, get organized, collaborate and make decisions.
Art Young is TeamPoint's founder and President
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