Collaboration Sweet Spots

By Bob Preston

It is fair to say that voice, video conference, content sharing, and telepresence collaboration solutions can be utilized throughout any organization for a variety of purposes, even as recently show on the Simpsons! (note Polycom SoundStation conference phone on the table). Furthermore, the way in which such tools are used (the application in a business process) can be quite different depending on the functional department or line of business (LOB) in which collaboration solutions are being implemented. In my job as Chief Collaboration Officer at Polycom there are several "sweet spots", or most common applications, I have observed for collaboration solutions at many organizations.

Corporate Communications
Whether it is a CEO giving a State of the Company address, a sales manager announcing quarterly incentive results or an HR director sharing the latest benefit enrollment package, collaboration solutions help break down the distance barrier by allowing the free flow of information. Important company announcements and information can be distributed more frequently and on demand to anywhere in the world. HD voice solutions make audio communications crisp and clear. Video communications and telepresence can enhance voice-only calls by providing a visual connection with the audience. Planning time and costs are reduced, comprehension is increased and information dissemination is easily coordinated. Live streaming and recording options can ensure an even more widespread communications reach.

Distance Learning and Training
The innovative use of collaboration solutions as training vehicles allow information dissemination to dispersed audiences regardless of location, thereby enabling employees, channel partners, franchises and suppliers to benefit from a quality learning environment without geographical boundaries. A virtual training classroom allows organizations large and small to quickly and easily share the latest corporate strategies, product information or market intelligence. Sessions can be archived and replayed by video streaming for on demand learning so students or new hires can attend courses at their convenience. Costs are decreased, relationships are strengthened, and geographical boundaries become insignificant.

Project Management

Any type of project – marketing launches, IT implementation, product roll outs or sales seminars – require steps that involve a high degree of collaboration between teammates. From material preparation to schedule coordination to implementation, collaboration solutions provide a more streamlined process for project management. In a new product launch, for example, steps might include product definition, design and testing, product release and life cycle management. Through the use of voice, video, content sharing and telepresence collaboration solutions, marketing teams and engineers worldwide can collaborate on product ideas... engineers can hold calls daily to expedite product design as effectively as in-person meetings... launch plan coordination is simplified and product information updates can be disseminated to the field instantly with increased comprehension on the receiving end.

Interviewing and Recruiting
My favorite application for collaboration tools and solutions is in the process of hiring and building a team. I have personally recruited, interviewed, and hired a number of my staff members by video conference without ever leaving the convenience of my office or putting the new recruits on a plane to HQ. Hiring the right candidate for the job is key in any organization but geographical boundaries, time-constraints and travel-cost limitations can impact the ability to find the most qualified candidates and get them hired quickly. The hiring process in most organizations takes on average three months as finding the right candidate for the job is a complex matter. Just think about the steps: job requisition development, posting, resume search and referrals, initial qualification interviews, face-to-face interviews, follow-up interviews with individuals in different locations, reference checks and then the delicate negotiation and acceptance phase. Collaboration tools shorten the interview process, reduce travel costs, eliminate geographic barriers and simplify scheduling, while maintaining critical face time.

By integrating voice, video, content, and telepresence collaboration solutions into business processes and work flows, all types of organizations can reduce costs, enhance organizational efficiency, improve employee quality of life and satisfaction, and improve company productivity. Efficient work flows + improved communications = competitive advantage.