WEBVTT 1 00:00:04.900 --> 00:00:13.099 In modern working life, we have some new tools. Recent additions are Enterprise Social Media or 2 00:00:13.099 --> 00:00:21.500 collaboration tools such as Microsoft Teams, Slack, or Google Suite. There are other 3 00:00:21.500 --> 00:00:29.399 dedicated project management tools as well that help keep communication and tasks organized, 4 00:00:29.399 --> 00:00:37.100 as we've talked about – the Who, What, Where and When. These kinds of collaboration tool are increasingly common, 5 00:00:37.100 --> 00:00:44.600 with hundreds of million users, so you'll probably be using them sometime in your working life. 6 00:00:45.700 --> 00:00:55.500 WHO? Fundamental for collaboration tools is establishing who you are and which 7 00:00:55.500 --> 00:01:01.500 role you have in your organization. So you need to log in properly at your workplace with 8 00:01:01.500 --> 00:01:12.400 Single Sign-On, or SSO. You have a unique identity and personality related to others at work. 9 00:01:12.400 --> 00:01:17.000 And only when you are signed in correctly are you allowed to collaborate with others in your organization. 10 00:01:17.000 --> 00:01:24.200 You may also collaborate guests of your organization, or with others outside of your 11 00:01:24.200 --> 00:01:31.299 your own organization. In different groups, teams, and channels, you may have different roles 12 00:01:31.299 --> 00:01:38.700 as a participant in an organization or outside. It is therefore important that you learn 13 00:01:38.700 --> 00:01:46.466 the different metaphors and how the tools you use are organized. What is a team? 14 00:01:46.466 --> 00:01:56.000 What is a channel? What is the difference between a group chat and chat in a channel? It is also important to 15 00:01:56.000 --> 00:02:06.000 think about the different ways of organising and sharing information. What consequences does 16 00:02:06.000 --> 00:02:12.400 the tools have for the way you share information? For example, in Microsoft Teams: If you share a document in a group chat 17 00:02:12.400 --> 00:02:20.199 the document is located on your local machine or OneDrive. If if you share it in a channel instead, it will be 18 00:02:20.199 --> 00:02:28.900 part of the files in the channel so others may use them later. So, learn how to give access to documents 19 00:02:28.900 --> 00:02:39.599 and how to use the channels correctly in collaboration. You should also learn how "@-mentions" work, 20 00:02:39.599 --> 00:02:45.699 to people in instant messages or to call the attention of individual members 21 00:02:46.066 --> 00:02:54.400 in a channel. Or an @mention in a channel or even an @mention to a hashtag, label 22 00:02:54.400 --> 00:03:01.300 or role. This is because communication and information is increasing, and you should not need to 23 00:03:01.300 --> 00:03:11.500 give the same amount of attention to ALL channels or threads. Therefore, it is important not to @-mention 24 00:03:11.500 --> 00:03:16.800 an entire team. This means that everyone in a team receives a notification that this is very important. This is similar to 25 00:03:16.800 --> 00:03:24.400 sending a "Reply All" in e-mail. All members of the team will receive the message. 26 00:03:24.400 --> 00:03:28.900 Try to think about who benefits from and who needs to read this particular information. 27 00:03:28.900 --> 00:03:34.800 It is also important that you learn how to you use and turn OFF notifications. 28 00:03:34.800 --> 00:03:41.599 Different tools have different ways of doing so, but for example in 29 00:03:41.599 --> 00:03:46.300 Microsoft Teams, you can set individual notifications in each channel. 30 00:03:46.300 --> 00:03:54.500 If you are part of a team with a lot of information that you want to know about, 31 00:03:54.500 --> 00:04:00.500 or search later, but you do not need to follow closely right now: Turn off messages from this channel, 32 00:04:00.500 --> 00:04:05.599 while you get notifications from another channel where you need see everything that's going on. 33 00:04:05.599 --> 00:04:13.699 Trust that the people you work with will @-mention you if it is important that you receive 34 00:04:13.699 --> 00:04:22.600 info in channels you are not very active in. It is also important to limit and control notifications for the sake of 35 00:04:22.600 --> 00:04:28.600 "Work Life Balance", and turn off notifications at night, or when you need to work concentrated on your desktop. 36 00:04:28.600 --> 00:04:37.100 Then mobile notifications can automatically be turned off 37 00:04:37.100 --> 00:04:43.199 so you can work undisturbed. As for WHAT: Keep in mind that also on these platforms it is 38 00:04:43.199 --> 00:04:46.000 important to write a topic or title, to more easily find messages and threads later. 39 00:04:46.000 --> 00:04:53.000 Use tags and tags to make it easier to search information later. 40 00:04:53.000 --> 00:05:00.600 WHERE? It is important to find out which channel or group the documents you work on belong in. 41 00:05:00.600 --> 00:05:08.100 Think about where to store it, and remember that what is shared in a chat is not stored in the 42 00:05:08.100 --> 00:05:14.399 a Team’s files. So, if you leave your work, you will take these messages "with you". 43 00:05:14.399 --> 00:05:19.899 Use chat as little as possible for info that have to do with process and things that 44 00:05:19.899 --> 00:05:30.100 belongs to and remain in your organisation. Think of chat as “chit-chat” that does need to be stored. WHEN? 45 00:05:30.100 --> 00:05:36.000 Not all small and medium-sized businesses have governance routines or policies about document retention. But more organisations do, 46 00:05:36.000 --> 00:05:43.399 as the information keeps growing. Consider then when and how long it is necessary for documents to be 47 00:05:43.399 --> 00:05:45.899 retained or information should be available. 48 00:05:45.899 --> 00:05:53.600 If there are contracts or documents to be archived, they need to stored in a location 49 00:05:53.600 --> 00:06:00.199 they can be archived. If you are working on temporary documents, they may need to be 50 00:06:00.199 --> 00:06:07.199 not be stored and archived the same place. Many decisions around governance is probably taken above you 51 00:06:07.199 --> 00:06:15.199 in the organisation, such as by IT administrators and managers. But it's a good idea for you to have a conscious relationship 52 00:06:15.199 --> 00:06:20.199 to this as well, and that you consider communicative empathy, 53 00:06:20.233 --> 00:06:25.866 WHO, WHAT, WHERE, and WHEN, also when you use collaboration platforms.