Team members work together to achieve project goals within budget and on schedule. To achieve this objective successfully, effective collaboration and communication are essential. Research by PMI shows that communication and collaborative leadership are seen as the most important soft skills for achieving organisational goals. 

At Proteus, without exception, every customer we have worked with has come to us with a similar objective. They want to work better, use resources wisely, and above all enhance collaboration and communication within teams, business units, and with clients, suppliers, and subcontractors.

This blog explores the importance of team collaboration and how project management software can support it. 

Why Team Collaboration Matters 

Team collaboration involves individuals working together to achieve a common goal. This involves setting objectives, assigning roles and responsibilities, communicating consistently and sharing responsibility for the outcome. For example, in the oil and gas industry individuals from various disciplines such as process, electrical and piping engineers are each responsible for their own components of the project but must collaborate and communicate effectively throughout to ensure a successful project outcome. 

Collaboration within your organisation is important for team morale, productivity, and achieving goals. Without it, there is a risk of low performance and project failure. The importance of team collaboration can be exemplified by the Crossrail Project. In 2018, it was determined that this project could not be delivered to the original timescale and budget, therefore the project was reset. APM highlights that one of the main failures of the project until 2018 was the deterioration of trust and communication between all parties involved. The report credits the significant improvement in collaboration, openness and transparency between all respective teams after the project reset in 2019 as a crucial factor in the successful opening of the Elizabeth Line in 2022.

Regardless of the size or complexity of a project, collaboration amongst project teams largely impacts the outcome of a project. This is shown in the 2023 PMO outlook report which stated that lack of communication and no clear objectives or milestones to measure progress were among the most common reasons for project failure. Moreover, businesses that embrace collaborative strategy are twice as likely to outgrow their competitors and more likely to improve their profit. 

Key components of team collaboration include;

Communication: Open and effective communication is at the heart of good team collaboration. Regular updates and feedback within the team prevent misunderstandings, keep everything running smoothly and positively impact project performance. 

Transparency: Ensuring that information and updates regarding project progress are accessible to everyone is key to making sure everyone feels equally respected and informed. 

Clear Objectives: Every member of the team should be clear from the beginning on their role and responsibilities so that they can contribute appropriately. 

Team Management: If you are a project manager or a leader in your organisation, you are responsible for fostering a collaborative environment to ensure maximum productivity and efficiency. With everyone on the same page and working together, project processes can be executed more smoothly and quickly. 

When done successfully, team collaboration has multiple benefits. For example; 

Increased productivity and employee engagement: Deloitte reported that employees work up to 15% faster when collaborating and 56% of employees are more satisfied. 

Improved resource utilisation: When your team works productively together, they can leverage each other’s strengths to ensure the most appropriate individuals complete tasks. Using project management software helps allocate these resources optimally.

Better decision-making: Collaboration helps stakeholders make better, more rounded decisions together, leading to more positive outcomes.

When Are Collaboration and Communication Most Important?

The short answer is across the whole project, from project initiation to its close. Consistency is key to successful team collaboration. However, there are phases where the importance of collaboration is particularly evident. 

For example, in the project planning phase communication and collaboration is fundamental to create a solid foundation for the rest of the project. Ensuring that all individuals are aligned to the same goal, and know exactly what they are responsible for with a clear understanding of their allocated resources, timeline and budget is an imperative starting point. 

Moreover, there are always challenges and risks throughout project execution. This can be stressful and the key components of team collaboration such as transparency, communication and team management are integral to minimising the threat to the project. 

For instance, scope changes are extremely common and if not managed correctly can undermine project performance. By following a strict change management process, sharing information with all stakeholders and carefully assessing the impact of the variation on all aspects of the project and its team, there is less chance of the project being derailed.

How Project Management Software Can Support Team Collaboration

Previously, collaboration in the workplace relied upon physical interaction, however, this is no longer the case.

This is due to the rise of technological solutions and increased remote and hybrid working environments which is expected to increase further as 72% of project professionals believe flexible working is having a positive impact on projects. The Association for Project Management (APM) reported that 44% of project professionals voted communication as the most important skill to possess in the future, reflecting the changing working culture and the increased importance of communicating quickly and clearly.

Managing project teams in silos is expensive and complicated. Project management software streamlines project processes and enhances team collaboration by unlocking new levels of transparency and efficiency. Some main benefits of using project management software to enhance team collaboration include;

Centralisation of Information

Each department may use different software, but having one integrated platform ensures everyone can access accurate information. Cloud-based solutions are popular for being easy to use, allowing teams to manage project data anytime, anywhere. 

Task Management and Accountability

Project management tools organise tasks, deadlines and responsibilities in a clear and structured way. With these tools, each individual knows their role and can track their progress, promoting productivity and good project performance. 

Visibility and Reporting

Easy-to-read dashboards and reports help stakeholders stay informed and individuals track their progress easily. Real-time data updates and visual representations of key metrics also enable improved decision-making and encourage proactivity amongst project teams.

Integration Capabilities

Many project management tools integrate with other productivity applications such as calendars, communication platforms and file-sharing services, streamlining workflows and making life easier for project teams. 

Formalised Processes

Project management software provides a clear auditable trail of project activities. For example, with scope changes, there is a clear process to request and track changes with this information being stored to refer back to enabling a high level of transparency and accountability. 

Conclusion

Overall, the quality of team collaboration and communication can make or break a project’s success. Transparency and clarity are extremely important throughout the whole project lifecycle. By leveraging collaboration tools and project management software, project teams can work more efficiently and effectively which is particularly important due to increased remote teams and digitalisation. 

About Proteus

Proteus is an end-to-end project management solution developed for the energy and engineering consulting industries. 

Proteus is industry-proven and enables consultancies to meet project demands across the full lifecycle, from proposal development to project delivery. Proteus helps its customers win more business, increase efficiencies, manage expenditures, and improve project controls.

Critical workflows, automation, and controls are integrated into Proteus. These include opportunity evaluation, proposal building, resource planning, budget tracking and forecasting, real-time multi-level restricted dashboards, and project performance analytics.

Third-party integrations and customised solutions allow Proteus’ users, which include C-suite, project leads, and engineers, to get the exact software solution needed for their business.

We offer a free onboarding consultation service to ensure your company account is set up to your company’s needs.

How to get Proteus

We recommend getting setup on a free trial. Proteus operates under a software-as-a-service (SaaS) model. We offer Enterprise packages and flexible pricing solutions: contact our team to learn more.We designed Proteus to be simple, and that means you can get up and running on Proteus without an IT team or support from a programmer. You will want to spend a bit of time configuring the admin console so that you have everything set up to suit your company structure, but it’s very intuitive and you don’t need a PhD in IT. However, we want you to get the best out of what is a brilliantly powerful tool, so don’t hesitate to ask for our support. We have a team of product experts who are ready to help you with the configuration process, so get in touch today by filling out the form below: