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Tools for Teamwork What Are the Most Useful Apps for Collaborative Working?

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Tools for Teamwork What Are the Most Useful Apps for Collaborative Working? White Paper Tools for teamwork What are the most useful apps for collaborative working? They say that teamwork begins by building trust. But using the right app helps too. ALPHA LTD St Andrew’s House St Andrew’s Road In 2020, the office isn’t what it used to be. The global lockdown has brought Cambridge CB4 1DL United Kingdom into sharp focus the fact that, for those who work digitally at least, new ways of working have evolved. In fact, we often collaborate with colleagues thousands @thisisalphalive of miles away in exactly the same way we do with those on the other side of the room. At the same time, too. thisisalpha.com This virtual office has been made possible by a host of powerful tools for teamwork. Here we take a look at six of the most popular: Skype, TeamViewer, the Google Docs, Google Sheets and Google Slides suite, Slack and Asana. We outline their pros and cons, and give you the Alpha verdict on their collaborative potential. Skype What is Skype? Skype is the largest Voice over Internet Protocol (VoIP) provider on the planet. Used by hundreds of millions to make voice or video calls over the internet, Skype has become so much a part of the fabric of daily digital life that it has even become a commonly used verb (“I’ll skype you when I’ve finished localizing this”, as we sometimes say at Alpha). Originally launched in Sweden in 2003, its name derives from the fact it (in part) used peer-to-peer technology that didn’t require wires – so they called it “Sky peer- to-peer”. This was shortened to “Skyper” but the domain name for this moniker was taken. “Skype”, however was still available, and so the brand was born. Who uses Skype? Quite simply, everyone and anyone with internet access. Acquired by Microsoft in 2011, Skype has proved an invaluable means of communication to individuals and businesses for nearly two decades. Following the COVID-19 lockdown, 40 million people worldwide were using Skype on a daily basis in March 2020 – a 40% increase on the previous month. Pros of Skype • Free video and voice messaging to anyone with an internet connection Instant text messaging with attachments • Works across platforms including Windows, MacOS, Linux, iOS and Android • Authentification protocol means only devices that are approved can be connected • Skype meetings can reduce business travel and telecommunication costs Cons of Skype • Conversation will only be as good as your internet connection • Hacking is a potential security threat • Skype calls won’t come through if your computer is on sleep mode • Don’t try to call the emergency services on Skype – it won’t work • If you’re setting up Skype for a team, you may need to invest in computers with in-built microphones and cameras, and/or IP telephone handsets The Alpha verdict It’s simple really: we love Skype. With offices and clients all over the world, it helps us to work better in dedicated project teams and stay connected on a minute-by- minute basis. To us, there’s no hype to Skype. It’s an everyday teamwork tool that we and our clients rely on to get things done. 2 Tools for Teamwork thisisalpha.com TeamViewer What is TeamViewer? If you’ve ever needed to access your colleague’s computer screen and/or files remotely, TeamViewer is quite simply one of the best tools on the market. It’s simpler than swapping chairs, and you don’t have to worry about spilling coffee on their desk either. Its basic function is as an app that allows you to connect to multiple computers (and the servers they are connected to) in different locations, so you can access files, run programs or work on documents as if you were working on your own computer. It also offers a ton of useful add-on teamworking features, such as voice or video conferencing, drag-and-drop file sharing across computers, and a “whiteboard” tool where you can mark up items on a remote screen. Who uses TeamViewer? TeamViewer is loved by tech departments around the world because it means your IT support function in Shanghai can troubleshoot and fix your user’s networking problem in Seattle without ever having to leave their respective desks. With its headquarters in Germany, TeamViewer is reportedly used by a raft of global companies including Philips, Microsoft, Verizon and Ford. Pros of TeamViewer • Remotely access and control your computer from any 3G or higher internet connection (including your smartphone) • Works with almost every desktop and mobile platform including Windows, MacOS, Android and iOS • Free for non-commercial use • Try first-time use without installing • Secure encryption and password protection • Added teamwork features such as voice and video conferencing, whiteboard mark-up, drag-and-drop across computers Cons of TeamViewer • Subscription fee for commercial use • Requires 3G connectivity or above, so won’t work “off grid” • Harder to share large files • Time lags can be experienced, especially if there are connectivity issues The Alpha verdict TeamViewer is like having all your most helpful colleagues and files in one virtual place. Need someone from tech support to help update your machine? No problem. Want to talk your line manager through the presentation while pointing to the relevant info on screen? Sure thing. Require access to files from your office desktop while you’re on the road? All sorted. That’s why we think TeamViewer is an essential part of your virtual dream team. 3 Tools for Teamwork thisisalpha.com Google Docs, Google Sheets and Google Slides What are Google Docs, Google Sheets and Google Slides? Whether it’s on the far side of the office or across the ocean, this suite of teamworking applications from Google allows you to collaborate with your remote colleagues on documents, spreadsheets and presentations with projects stored in the Google Drive. It’s a real-time collaborative tool, so users can work together on the same document at the same time and see others’ changes as they make them. You can either create new projects from scratch or import files such as Microsoft Word or Excel projects. These are then converted to html code and displayed (and edited) in an internet browser. Who uses Google Docs, Google Sheets and Google Slides? Just about everyone who wants to share documents, spreadsheets or presentations. From freelancers to multinationals, anyone with a Gmail account can collaborate easily and freely with these tools. Pros of Google Docs, Google Sheets, Google Slides • It’s free • Files are password protected and access is limited to invited users only • Secure cloud storage in Google Drive • Automatically saves work (from multiple users) in real-time, so latest version is always obvious to see • Restore function allows a return to a previous point • File formats compatible with the most commonly used applications such as Microsoft Office or Open Office • Owners of files can edit or delete them Cons of Google Docs, Google Sheets and Google Slides • You need a Google account to access Google Docs, Google Sheets and Google Slides • Access to the applications relies on internet connectivity • Google is limited in some locations The Alpha verdict We’re big fans of the Google Docs, Slides and Sheets suite of apps. Whether you’re working with colleagues sitting next to you or on a different continent, it’s great to know everything you work on together is stored in the same place and in the most up-to-date version. Put simply, we’d rather go without our lunch than not have this collection of apps. (But please don’t ask us to give up our morning coffee too). 4 Tools for Teamwork thisisalpha.com Zoom What is Zoom? They’re calling it the “Zoom Boom”. During the 2020 Covid-19 lockdown, many people who had never made a video call in their lives found themselves part of Zoom conference calls with loved ones spread near and far. Its ease of use has made it popular both for social and business interactions, with the screen sub-divided into the different users present. In a group of more than three users, the larger window switches to whoever is actively speaking. It even has a nice feature where you can tap the “raise hand” button to draw attention to your desire to interact without interrupting the current speaker. Who uses Zoom? From centenarians to newborns, it seems the whole world is on Zoom at the moment. But in the business world, it’s used as an “anytime, anywhere” collaboration tool which connects teams who need to communicate across distances large and small. From small meetings to webinars with large international audiences, Zoom has become a popular choice for team conferencing. Pros of Zoom • Free use for basic package • Personal meeting ID and URL means it’s easy to share a link to join the video or conference • Intuitive user interface means a short learning curve • Stability of the platform leads to reliably high quality video and audio, regardless of the number of participants • Strong security features include single sign-on, HTTPS access, SSL and AES 256-bits encryption Cons of Zoom • 40-minute meeting limit with Basic version • Subscription fee for Pro, Business and Enterprise versions • Power-intensive app, especially when a high number of participants attend a meeting • Screen layout for video conferencing can be confusing when there are a high number of participants The Alpha verdict If you haven’t tried Zoom yet (which seems unlikely), you definitely should. As long as you’ve got a good internet connection, it has a fantastic quality of audio and video that makes blurry or inaudible conference calls seem like a distance memory.
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