Why Do Regulatory Bodies Need to Use Online Collaboration Tools?

What are collaboration tools?

You likely have some understanding of how collaboration tools operate if you've ever worked on a project that required you to collaborate with several other individuals in a modern, professional setting. Working with another person or group to achieve a goal is the definition of collaboration. Nowadays, advances in technology have given us new, improved ways to work together. Those collaboration tools are a technological solution that allows individuals to achieve desired results more efficiently.

A collaboration tool might be as basic as a whiteboard in a conference room where individuals can brainstorm and solve problems, however technology offers us so much more. For example, since the global pandemic transformed the workplace into remote work, conference (video) calls have quickly risen to be among the most widespread collaboration methods, allowing many individuals to come together to discuss and solve common problems. In this article, we'll cover online technologies that allow regulatory bodies to collaborate in order to better serve the community, with tools such as messaging applications, file editing & sharing, cloud storage, calendars and project management solutions. Let’s take a look at the main ones below...

Messaging applications

Messaging applications - chat apps, have quickly become the standard in organizations, and it shouldn’t be any different for regulatory bodies. Team chat software is intended to make it easier for team members to communicate with one another. Being physically there all of the time is not always possible, or even needed. As such, these technologies allow you to hold a conversation and share ideas, documents, and videos even from far away. Although the primary goal of office chat software is to bring employees together and streamline a company's process, it also boosts employee engagement. In turn, the engagement results in overall employee productivity, which is crucial for regulatory bodies seeking to provide optimal service.

File editing & sharing

The trend toward remote working has stimulated the growth of collaborative document editing software that allows distant teams to collaborate as if they were in the same office. Working on the same project at the same time while utilizing a real-time file editing platform allows your team to make and track changes, all in one place. Not only does it make collaboration easier, but it also facilitates feedback, reduces the back-and-forth of emails and attachments, and consequently expedites productivity.

Cloud storage

Cloud storage is a type of computer data storage in which a hosting firm or application provider stores digital data in off-site computers, and it is becoming increasingly popular among businesses. Cloud storage allows users to view their uploaded data from any location. If a regulatory body has picked the proper cloud storage solution for its purposes, it should enjoy the ability and comfort to upload documents from a variety of devices and places.

By opting for a cloud storage solution over a physical server, regulatory bodies may also save a significant amount of money on operational costs. Cloud storage is a cost-effective option as it removes the need to buy a server and all of the accompanying hardware, which is especially beneficial for organizations that have a certain budget to respect.

Calendar

Certain projects and procedures benefit greatly from collaborative calendars. Individuals on decentralized or remote teams may work from home, the office, or in a different timezone entirely. In this regard, it is crucial to use a collaborative calendar to plan key meetings with partners or team members so that everyone is aware of when they will begin and can adapt their schedules accordingly. It may also come in handy for setting timelines for specific deliverables, and making sure that all parties involved are held accountable. Collaborative calendars may also be used to predict a project's schedule as well as an individual's workload, making it easier to manage and distribute tasks.

Project management

It's becoming more and more imperative for project managers to utilize project management software to plan and manage projects efficiently. These tools are often purchased as part of a monthly or annual subscription. Most project management software includes features such as team chat, creating charts and reports, resource allocation, and document sharing.

Despite the fact that project managers frequently utilize these tools, project management software is not limited to them. These products often serve individuals and teams of all sizes to assign work, monitor milestones, communicate, and measure progress.

Why do regulatory bodies need to use online collaboration tools?

Regulatory bodies have a variety of needs that can be optimally satisfied with online collaboration tools. On one hand, they require a strong and agile digital solution that allows them to easily manage activities pertaining to user experience. On the other hand, with so many employees now working remotely, digital transformation becomes even more critical when dealing with regulatory compliance concerns and conducting investigations that depend on the use of data to assure maximum accuracy. Here is how regulatory bodies can benefit from collaboration tools.

Build relationships and teamwork with video conferencing

For starters, video conferencing - a staple of online collaboration tools, offers the opportunity to build better relationships within the team. We no longer need to walk into an office to obtain the data and information we need to accomplish our jobs, thanks to technological advancements. So when you need to communicate with others remotely, there is no doubt that by implementing video into your meetings, all parties stand to gain.

Almost everyone has inadvertently read emotions into emails that weren't there, or misheard a tone in a typed “voice” that wasn't meant. In this regard, face-to-face meetings can assist in increasing clarity and allow everyone to speak more effectively because the majority of communication is based on nonverbal clues. Consequently, these kinds of encounters can help individuals form better relationships and trust, and as a result, those who trust their colleagues perform better.

Increase productivity with real-time document revisions

Employees are no longer expected to operate in isolation, and collaboration is the new reality in the workplace. This emphasis on cooperation should result in better productivity and performance, but only if you have the right tools at your disposal. People working together in real time, even if they are in separate locations, is what real-time collaboration is all about, and technically, all you need is the ability to edit a single document between various collaborators.

In a nutshell, a file is made available to a team with the right access rights, after it was uploaded to the cloud and then shared via a link or access to it. Of course, all collaborators should have constant internet connection, use the same collaboration software, or use integrated apps that work together smoothly.

Centralized collaboration

Team members can share emails, calendars, contacts, and modify documents thanks to centralized collaboration. Sharing calendars, for example, lets you know who in your company is available and when, thus allowing you to arrange meetings that are convenient for everyone. Multiple individuals can access the same inbox using shared mailboxes, so messages can be filtered to appear in the shared mailbox and not be missed. Any staff member may view and work on documents kept in the center, and they can be shared through email as a link. Users may also modify documents in real time, allowing for simple co-authoring. At any time, you can see who is working on the document and where they are working, which guarantees accuracy and accountability within regulatory bodies.

Plan and track tasks

Regardless of their job or level of experience, a task manager allows everyone on your team to organize and monitor their work with more efficiency. It offers teams a task management experience that is intuitive, collaborative, and visual.

Enhanced security

The security of cloud-based collaboration tools is now better than ever, relieving your company of stress while simultaneously ensuring the safety of its users. This is especially essential for regulatory bodies that process a lot of private, sensitive data. It's critical to protect the safety of those who place their faith in your services, and cloud services guarantee that user information is as safe as can be.

Cost saving with cloud computing

When organizations opt for a cloud provider, much of their previous expenditures will be transferred to the provider. Regulatory bodies can thus focus on guaranteeing the best service while also saving on hosting-related costs thanks to the cloud, as one no longer needs to purchase and own physical servers to host their operations. Rather than acquiring all of the equipment and resources yourself, the cloud provider handles these expenses and provides infrastructure as a service. The cloud solution supplies the computing resources you need to run your organization, decreasing the expenses of setup, upkeep, hardware, updates, and support.

Work from anywhere with Internet access

It's very simple for us to get much of our daily work done with the aid of an internet connection, whether it's posting an update on the website, sending a follow-up email, having a video conference with a team member, or creating a workflow.

How Gestisoft can help regulatory bodies

Legio 365 is a flexible software solution that provides companies of all sizes and types with vital online collaboration tools, and regulatory bodies interested in updating their arsenal to better serve their clients would greatly benefit from its capabilities as well.

For the last 12 years, Legio has been a flagship product to Gestisoft, and we continuously invest in its development and the introduction of new features that help everyone, whether they are small companies, government organizations or regulatory bodies, because we hold client satisfaction dear.