collaborative group session

  • Goodbye Meetings. Hello Collaborative Group Sessions.

    COVID-19 has taught us that the only thing worse than a meeting is a virtual meeting. And the buzz lately is about the relative merits of video calls vs. in-person work gatherings. I had dinner recently with a former colleague, now a communications professor, who has concluded that videoconferencing is best for meetings people want to avoid while in-person gatherings work better for meetings people want to attend. No question it’s easier to multitask and disengage during virtual meetings.

    Because of my work in this arena—including a book on videoconferencing in the 90s and two subsequent books on collaboration—outlets have been asking me for my take post-COVID on how to improve meetings in the “hybrid” work environment. Since my focus is on completing a new book for release next year, I have been quiet here and elsewhere. Yet I feel compelled to inform those who have yet to read my books about my view of meetings.

    Meetings are a waste of time. That’s true whether we’re talking about same-room or virtual meetings. When I wrote the book Personal Videoconferencing in the mid-90s, I concluded that the benefit of then emerging PC-based videoconferencing was that we could work together screen-to-screen while seeing one another. We could jointly create a work product. In many scenarios, this involved minimizing the video while we shared applications and together produced something.

    Virtual meetings were by no means the killer app for personal videoconferencing. The killer app was co-creation. That’s still true. Yet during COVID, many of us grew to hate videoconferencing because we misused the tool for something we dislike: meetings.

    So how do we fix meetings? We don’t. Instead, we replace them with collaborative group sessions. I write about this in my book The Bounty Effect: 7 Steps to The Culture of Collaboration®. In a nutshell, meetings—whether physical or virtual—are a remnant of command-and-control culture. Often, the highest-ranking or highest-status person sets the agenda and conducts the proceedings. Meetings involve presentation and discussion. Then participants leave to do follow up work, often in isolation. Then this work is reviewed or discussed at yet another meeting. Meetings produce no work product and therefore create no value.

    In contrast, a collaborative group (CGS) session produces a work product. Participants co-create documents, drawings, slideshows, animation, 3D models, spreadsheets—you name it. A CGS creates value and is infinitely more collaborative than a meeting. Goodbye meetings. Hello collaborative group sessions.

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  • Does Remote Work Reduce Collaboration?

    Some companies are eliminating remote work or “telecommuting” because they believe their people must share the same physical space to collaborate.

    I define collaboration as “working together to create value while sharing virtual or physical space.” But apparently some organizations want to get more physical rather than virtual.

    According to a recent Wall Street Journal story, companies including IBM, Aetna, Bank of America, Best Buy and Reddit have ended or reduced remote-work arrangements as managers “demand more collaboration, closer contact with customers—and more control over the workday.”

    Companies facing challenges are often the first to scrap or reduce remote work programs. In 2013, as Yahoo was struggling, then CEO Marissa Mayer defended her decision to eliminate work from home. Speaking at the Great Place to Work conference in Los Angeles, Mayer reportedly said “People are more productive when they’re alone, but they’re more collaborative and innovative when they’re together.”

    No question people are more collaborative and innovative when they’re together, but the point is people can be together virtually as well as physically. Many tools and technologies support high-impact virtual collaboration. Forcing people to endure a daily commute and interfering with their life/work balance reinforces command and control and disrupts collaboration and innovation. Also, remote work lets companies tap expertise regardless of geography. And teams are often comprised of people in multiple regions, so forcing people to work from a company location is unlikely to enhance collaboration within a team. It does make sense to encourage remote workers to spend some time at company locations to spark chance encounters in cafeterias, corridors and break rooms with people outside their teams.

    Command and control culture is the opposite of collaborative culture so an organization trying to control team members by keeping them at the workplace short circuits collaboration. Ironically, my research interest in collaboration began in the mid-1990s when I was writing a book on personal videoconferencing. Early telecommuting programs experimented with PC-based videoconferencing so that remote workers could look each other in the eye and talk with colleagues while they were collaboratively working on spreadsheets, documents, design plans and other work. The issue then was whether we could collaborate as effectively at a distance as we could in the same room.

    By the time I wrote The Culture of Collaboration book, the tools and technologies supporting remote work had become pervasive and the culture supporting virtual collaboration had become widespread. People at many organizations were becoming accustomed to collaborating spontaneously from almost anywhere. So the challenge was changing. I wrote:

    “Today we struggle to collaborate as effectively at a distance as we do in the same room. Tomorrow the challenge becomes the reverse.”

    This is because same-room collaboration tools were lagging behind those used at a distance and people were becoming more accustomed to collaborating from applications on their notebook and laptop computers. Also, “presence” technology provided the capability to find colleagues, check their availability and begin collaborating with them on the fly from anywhere.

    Spontaneity and organizational culture supporting ad hoc encounters is critical to creating value collaboratively. In some cultures, this means it’s okay to grab people out of meetings or interrupt their work for on-the-fly collaboration. But in mature companies walking back remote work, often this level of spontaneity is a cultural faux pas. So the most effective way to spontaneously connect in these cultures is often through online chat which can escalate into a collaborative group session (CGS). Organizations create far greater value by moving away from command and control and instead enabling team members to connect and collaborate spontaneously regardless of physical location.

    As I demonstrate in my book The Bounty Effect, exigent circumstances including disruptive market forces, new competitors, or a regional slowdown are opportunities to accelerate collaboration and emerge stronger from the challenge. Eliminating remote work because of a difficult environment rarely enhances collaboration and instead increases command and control. The more effective approach is to seize the opportunity exigent circumstances provide and adopt a more collaborative organizational structure and culture which transcend physical location.

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