Leading and collaborating using online tools

Other communication tools

This should give you a feel for some of the common features. It’s worth knowing that there are many other virtual meeting and instant messaging apps.

You might also want to look at:

• BlueJeans – A simple video calling app for meetings and events.
• Webex – This virtual meetings tool has a reputation for good security.
• Twist – An app that’s useful for less urgent messages or teams working in different time zones.

Collaboration tools

These are the tools that are going to help you work together with others. So just as you did with the communication tools, take a moment to think about how you do this. Love to brainstorm? Do you plan with a spreadsheet or post-its? Think also about who you collaborate with. Some tools work better when everyone’s in the same organisation. Others don’t have these limits.

Let’s look at a few examples now. You may recognise some from the Communication section. It’s worthwhile seeing if these meet your needs for both functions. If so, this could make things cheaper and easier for you.

Microsoft 365

Do you use Word, Excel, or PowerPoint? Then you may already have this. If you use these apps but don’t have 365, it may be worth looking at. This cloud-based platform makes it easier to store and save your documents and files. It also has useful collaboration tools built in. We’ve talked about one already – Teams.

Working on a design, proposal, or budget with others? You can do all this together, at the same time. It’s also somewhere to store and share your work. Other collaboration tools include Whiteboard. You and your team can use this in a Teams call just as you might use a physical whiteboard together in a room.

Google Workspace

Just like MS 365, this is a set of tools that work together.

With it, you can:

• Stay organised with team calendars.
• Hold video meetings and remote events.
• Edit shared documents in real time.
• Store, share, and access team resources from anywhere - even offline.
• Coordinate project plans and schedules.

Other tools to help you work together

You may not feel that one of the large platforms is right for you. Perhaps you have other tools that meet your needs, and you’re just looking for an easy way to share ideas or plan with others. This is easier when you’re all in the same room. When you’re in different places, you need a tool to help.

Here are a few tools that might help:

• Ayoa – A mind-mapping tool built to share and co-create.
• Miro – Another creative collaboration tool, useful for designing with others.
• Lucidspark – Draw freehand or add sticky notes on this virtual whiteboard.
• Mural – This tool has both whiteboard and mind map features.
• File sharing apps – Tools like Dropbox and WeTransfer let you share your files with others for free.

Starting to use these tools

Once you’ve picked your tools, you’ll want to get the most out of them. This means letting other people know what they are and how you plan to use them.

Think about what you and others need to use the tools. This may be training, or a good enough internet connection. Some tools may work with both mobile and desktop versions but are harder to see or use on phones. So think about where and when you’ll need to use the tools, to find out which device you’ll need for that task.

Our top tips for a smooth introduction:

• Agree with your team the tools you’ll use and what you’ll use them for.
• Give yourself and others time to learn how to use these tools.
• Set goals and agendas for virtual meetings.
• Think about why you’re having this meeting and why virtual is best for it.
• Set the time and manage it well.
• Keep meetings short (and don’t have too many of them).
• Set rules around use of webcams and microphones.
• Be mindful of bandwidth or Wi-Fi constraints.
• Make the most of non-verbal options like chat, polls, emojis/reactions etc.

Related learning links