Introduction
In any organization, virtual collaboration is a key factor in ensuring the success of the institution. Virtual collaboration refers to a method of collaboration that is used by the virtual team members that are done through technological arbitrated communication. Virtual communication has some of similar features just as collaboration. The only major difference is that in collaboration there is the involvement of face to face physical interaction, on the other hand, virtual collaboration communicate through technological channels. In this paper, we shall create a list of activities that might be gauged by an organization to assess the success of an existing or upgraded virtual collaboration system. Second, we shall identify the processes that should be documented, to deploy an efficient collaboration network. Third, we shall analyze the etiquette issues for video conferencing; then we shall identify, explain and give a solution to deal with the problem tactfully. Fourth we shall list tips for instant messaging at work and discuss the tip you find most helpful, giving reasons. Lastly, we shall discuss the tips for effective virtual collaboration, and we shall explain which one is believed to be more important for overseas collaboration.
Effectiveness of Virtual Collaboration System
The effectiveness of any virtual collaboration system can be determined through the evaluation of various activities as listed below. The company might evaluate :
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The profit margins of the organization.
The operation efficiency of the organization.
The productivity level of the organization.
The collaboration between employees, across boundaries.
The team control structure.
The communication tools.
The location of the team members.
The trust level that exists, between the team members, the organization and outside employees.
The size of the team.
The leadership of the organization and how well the virtual collaboration systems are managed.
Documentation
Documentation is a key procedure in ensuring the effectiveness of any collaboration network as asserted by ( Sutanto et al. 2011) . There are 15 processes, which needs to be documented to deploy the effective collaboration network, as identified below :
The communication process.
The agendas of the organization.
The ways to ensure proper relation among the workers.
State and identify, who is responsible for each decision and how it is made.
Identification of the right form of collaboration
The steps to create an online workspace.
The process of crafting simple, outcome-oriented objectives.
The review process of the team’s goals and objectives.
Resetting of competitive and pre-competitive trials.
The constant clarification of roles.
The use of the great but flexible process.
Honesty about mistakes that occur.
Explicit stating of responsibilities.
Securing the permission to play.
The collaboration software used by the managers.
Etiquette in Communication
Etiquette in communication is crucial. The way talk through the phone, messages or even video calls is critical. Since it gives the person you are communicating with, an idea of what kind of a person you are just by how you text, talk or your appearance on a video call. The issue of etiquette in video conferencing is usually emphasized; this is because it is just the same as face to face conversations (Brown et al., 2004).
There are a number of etiquette issues that are discussed about video conferencing, but we shall only list the main 11 issues. They include:
Do not eat while on a video call.
Do not type while on a video call.
Ensure you maintain eye contact.
Discourage any interruptions.
Do not leave the room while on a video call, if need be for leaving, give notice.
Pay attention.
Remember the outlier.
Act at home, as you would have at the office.
Control the background.
Head off technical issues or errors.
Ensure proper dressing mode.
Effective Virtual Collaboration
About ethics in video conferencing, the common issue that most people violate is lack of paying attention. This occurs when someone is in an open place during a video call; there tends to be a lot of distractions. With that, the attention of an individual is easily carried away with what is happening in his or her surroundings. The solution to this problem is to ensure one is in a quiet place where no disruptions can occur during the process of a video call.
Instant messaging at work is paramount. This is because it saves time and ensures fast delivery of information. Here is a list of 10 tips for instant messaging at work.
Be brief and quick.
The introduction is a major factor.
Be on the same page as the officemates.
Do not barge in.
Respect the individuals time.
Always stick to one subject that is short.
Always write complete grammatically correct sentences.
Employ the use of line breaks.
One should beware of distribution.
One should state how fast they need a response.
One important tip in an instant messaging at workplace is an introduction. The introduction helps you to identify yourself, with the person you are addressing. The introduction shows a symbol of etiquette and respect. All employees must be taught on the importance of communication etiquette, and how to apply it.
Finally, we shall briefly discuss the five tips for effective collaboration. First, increase cross-cultural awareness. This enables every member that is involved, to know trials that the global associates face. Second is formation of team guidelines and customs. This helps in the virtual teams and cross-culture, to come into mutual agreement. This is by expectations and standards from decision making, the protocol to conflict resolution. It also clarifies the team's priorities and goals. Third, build implicit trust. Trust is an imperative factor in any organization. This is because it bonds the workers together and increases the commitment of the workers to the objectives of the organization. Fourth, the strategies that are used to promote team bonds should be used in the practical setting examples are pictures of the workers with general information about them (Sutanto et al . 2011).
Conclusion
In conclusion, virtual communication is very important for the success of any institution. Virtual collaboration has a major advantage that is; it enables people who are talented to come and work together. Geographical barrier becomes no longer an issue since interactions are done through technology, leading to success in the business strategies. Ethics should also be another element that should be taken into consideration, and we must all learn and understand the importance of ethics in communication.
References
Brown, H. G., Poole, M. S., & Rodgers, T. L. (2004). Interpersonal traits, complementarity, and trust in virtual collaboration. Journal of Management Information Systems , 20 (4), 115-138.
Sutanto, J., Tan, C. H., Battistini, B., & Phang, C. W. (2011). Emergent leadership in virtual collaboration settings: A social network analysis approach. Long Range Planning , 44 (5), 421-439.
