Group collaboration software that includes synchronous with asynchronous team workspace tools can produce greater workplace proficiency

November 28, 2023
By:  Alice Osborn

Today's business world demands efficient and productive software application tools for the workplace that will bring remote teams together to get the work done. Group collaboration software has been proven to successfully manage conceptual and planning meetings through the use of web conferencing.

However, the most effective groupware applications include those that combine both synchronous and asynchronous application tools. When workspaces can integrate asynchronous online discussion forums, polling applications, document-sharing applications, shared calendars, bulletin boards with synchronous real-time chat and instant messaging, more time will be spent on working on the project, and less time in receiving information to start on the work. There will also be less redundancies and misunderstandings.

The features of synchronous and asynchronous workspace environments

Software collaboration that is facilitated with the right collaborative tools and workspaces will promote common knowledge among work teams and will lead them to accomplish common goals. These collaborative software tools can be hosted or non-hosted, and they can focus on real-time or asynchronous time. Online collaboration tools fall into two groupings: synchronous (web conferencing and instant messaging) and asynchronous (calendars, schedules, and forums). Synchronous tools facilitate the type of real-time discussion that takes place during face-to-face meetings, while asynchronous tools assist with the project and administrative work that needs to take place after the collaborative live meeting has concluded.

"With synchronous tools, sometimes you create a democracy of the loudest and quickest," says Bruck, of Collaboration Architects, a Falls Church, Virginia firm that creates collaborative environments for its clients. "With asynchronous tools, people can think. They can consider something for days before responding. You get a flood of ideas that you might not have had live, on the spot." But by integrating the features of both of these tools, then workspace environments will share the benefits of online presence with the accurate flow of documentation.

Using Groove to achieve collaboration results

Through virtual collaboration using groupware, far-flung work teams can share files, chat about a current problem, and use polling features that will simulate a "real" office environment without the hassle of trying to reach someone via e-mail or e-mail attachments. Collaborative software applications, such as Groove, enable work teams to collectively author and archive their work, to be notified for events on a group calendar, and to collaborate with vendors and partners on a secure web server. Focusing on web collaboration solutions, Groove offers live communication, file sharing, online presence notification, meeting and file management, and co-editing features.

Groove collaboration software allows work teams to conference over the web using a shared and secure workspace on individual PCs. The user can also invite other Groove users both inside and outside the company to share this workspace to share documents, manage meetings and projects, and conduct live chats. Groove workspaces are fully encrypted, which allows the users to cross the company firewalls and Groove only allows invited users to participate in the workspaces. Since Groove workspaces and data are stored on individual PCs, users can keep working even if they are temporarily disconnected.

Finding a software collaboration tool to meet your businesses' needs

When team members collaborate on a major project over an online workspace, they need a reliable collaboration tool that will help them meet their deadlines, allow all of their voices to be heard, and permit quick and secure access to documents and databases. When selecting a collaboration tool, decision-makers need to locate a software application that would best fit that company's industry, size, and communication standards, so that up-front integration costs will result in long-term savings and ROI. The managers also need to examine if all of the meetings need a live discussion tool that requires document sharing. If this is the case, then they must find a collaborative software tool that incorporates both synchronous and asynchronous team workspace functions to match the company's performance goals.

About the Author
Alice Osborn is a successful freelance writer and contributor to Web-Conferencing-Zone.com.  Your definitive guide to web conferencing services, online collaboration software and web meetings for business.