The Cost of the Collaboration

21 Oct 2020, MOQdigital

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Collaboration, whether formal or informal, is now considered a necessity in organisations worldwide. The advantages of a company prioritising Modern Collaboration in the workplace range beyond the sharing of documents and resources. Knowledge sharing, teamwork, staff engagement and creative solutions to business challenges are just some of the advantages when leveraging collaboration platforms like Microsoft Teams. However, collaboration if left unmanaged can lead to unforeseen hidden costs that can negatively impact your organisation. MOQdigital and IT integrity have partnered up to offer insights and advice on how you can navigate these hidden costs and maximise your investment in modern collaboration solutions.   Hidden Cost #1: Spreading Your Resources Thinly 

Most Modern Collaboration platforms allow you to create dedicated teams and channels as separate ‘sites’ to compartmentalise and organise your organisation’s data. Microsoft Teams for example, operates on a SharePoint site collection, with users able to create their own subsites and channels as they deem necessary. While this allows for a degree of autonomy in information management, an unmanaged collaboration platform can lead to, in the case of Microsoft Teams, a ‘SharePoint Sprawl’; an excessive number of abandoned or rarely used sites within the organisation. These unused sites can complicate your information management needs, or in a worst-case scenario, lead to regulatory and security risks.  

Hidden Cost #2: Securing a Collaborative Environment 

The challenge facing many organisations is balancing the need for a collaborative digital workspace and the free movement of information within the organisation, while also ensuring adequate security policies in place to protect your information. Sticking to a rigid governance plan of “all information staying within its own hub” is far from ideal and goes against the ethos that most modern collaboration proponents make, stating that this leads to a stagnant organisation and a lack of innovations. However, completely abandoning governance and freely sharing information leads to security risks; how can you ensure confidential information is not distributed externally? This form of Scattergun Collaboration is largely purposeless and can lead to a loss of productivity.  

Hidden Cost #3: Lost productivity 

When Collaboration isn’t pointed towards a structured outcome, this form of Scattergun Collaboration often causes more harm than benefit to your organisation. It’s largely assumed that everyone tries to accomplish tasks to benefit the organisation. However, without a structure or proper strategy to drive your organisation, your collaboration efforts may encounter problems like missing key stakeholders in a discussion, or an unnecessary doubling of efforts as different teams not communicating attempt to accomplish the same task. In addition to a robust security and information management policy, even the most flexible collaborative organisations need an overarching strategy to ensure that their teams are working to complement, not in conflict with each other. 

The MOQdigital-IT Integrity Offer 

Whatever your Collaboration needs, both MOQdigital and IT Integrity is here to help you navigate your Modern Collaboration journey, offering a workshop on planning a deploying a Modern Collaboration Framework that will help you make sense of your Collaboration environments. This framework can help you set up the boundaries for your security and information management, draw upon sound archival and administrative practice ground rules, and ensure that your available data is the appropriate data that you need to accomplish your organisation’s goals. If you would like to learn more, please contact us below.

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