Get the facts before launching virtual collaboration

Understand why employees travel, then assess tools and company culture.

Virtual collaboration holds more promise than ever. Better technology; lower costs for equipment and connectivity; and a wider acceptance of meeting virtually, in both professional and personal settings, are driving interest and adoption.

The benefits of virtual collaboration—especially as a component of a total collaboration management strategy that integrates with corporate travel—are real and compelling. But putting a plan in place to reap those benefits takes time and well-considered strategy. And the truth is, virtual collaboration won’t be right for every company.

So, how can you determine if it’s a good fit for your business? Start by doing your homework to understand how employees already are collaborating virtually; how much your company is spending on face-to-face meetings; and whether shifting toward more virtual meetings would align with your corporate goals.

Audit virtual collaboration capabilities

 What virtual collaboration tools does your company use today? Remember to count all collaboration tools—even those that seem commonplace like telephone and email. (See chart below.)

  • Can the tools be used to connect with people both internally and externally?
  • What percentage of employees have access to these tools? Is access differentiated by seniority, department, etc.?
  • Do all employees who have access know these tools are available to them?
  • How are you using these tools for meetings? What’s appropriate use based on your company culture? What kinds of meetings would not be appropriate for virtual collaboration?
  • If you have video-conferencing or telepresence rooms, how much are they used (measured by the percentage of working hours the rooms are in use)? Also, where are these rooms located?
  • Take a survey: What do users of your existing collaboration tools say about what works and what doesn’t?

Audit travel spend

 How much does your business spend today on travel?

  • How is that spend allocated? What are your travelers’ most-visited destinations? Which departments travel the most?
  • Take a survey: Why do your employees travel? What’s their business rationale for going on the road? (Don’t stop with a one-time survey: Enhance your booking process so you can capture the reason employees are traveling every time they book a trip. That data can drive decisions around virtual collaboration and more.)

Align with corporate goals

Review your company’s core goals—both annually and longer term—and consider how a virtual collaboration strategy relates to those goals. Here are some common corporate objectives that may be affected:

  • Cost containment—reducing travel expenses
  • Staff retention and recruitment—improving employees’ work/life balance
  • Take a survey: Do employees think their productivity would go up or down if they traveled less for routine meetings?

Move_TotalCollaboration_GetTheFacts_graphic_inset_May2016

When you have all these facts, use them to help define your collaborative ambitions. Do you simply want to increase adoption of virtual meeting tools? Or do you want a more ambitious total collaboration management strategy that integrates with travel? Once you decide on your objectives, you can begin to craft a business case for turning virtual collaboration into reality.

 Want to know more? Download Virtual Collaboration: Enhancing Your Travel Program, a white paper and infographic from business travel consultancy Advito.

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