It’s that time of the year again! The days are shorter. The weather is cooling down. And your manager is asking to see your team’s 2018 plan ASAP.
When there’s a lot on your plate between work and home, staying productive and efficient is non-negotiable. Add in the logistics of coordinating a remote team and the stress can add up quickly. But those end-of-year deadlines don’t have to bring your team down. Follow this simple guide for streamlining your workflow to get that annual plan wrapped up. Hint: the key is collaboration.
Step 1: Create a work space
First things first, you need to assemble your key players together in one place. And I don’t mean a conference room.
To work together fluidly, you need a virtual workspace. Create a Cisco Spark room and include everyone who will contribute to the planning process. You can use it to chat about updates in real time, share documents, review feedback, and even add bots to help you with scheduling and project management. Label the room and ask your team to use it for annual planning only, so conversations stay focused and on-task.
Step 2: The kickoff
Next, schedule a WebEx session to kick things off. Share an agenda in advance to keep the meeting structured. Ask your team to turn on their video – having some face-time can go a long way in rallying everyone around a common goal and help ensure you’re all on the same page.
Consider preparing a few slides with an outline of the plan and share your screen during the meeting. Have everyone weigh in with initial ideas about what’s been working, what’s not, and what the priorities should be for the next year.
Before you close the meeting, be clear about the expectations and next steps. What should be included in the plan? What are the deadlines? Recap team assignments so everyone can divide and conquer.
Step 3: Sharing is caring
Now it’s time to get to work. After your meeting, share a recap in the Cisco Spark room to reinforce the next steps and deadlines.
As each member of your team fulfills their assignments, have them share updates and documents in Cisco Spark. It’s a lot simpler than searching through lengthy email chains to find attachments or links.
Collaborate in real-time via chat or call team members directly, all within Cisco Spark. Bouncing ideas around in as they come up will help move things forward quickly, and you can keep your team in-the-know if things change.
Step 4: Review and revise
Once your plan is drafted, it’s time to start editing. Set up another meeting with your team to review the plan together as a group. Ask yourself a few essential questions along the way. Does the presentation tell a clear story? Did we accomplish what we set out to do? Is our data presented in an impactful way?
Make edits in real-time during the meeting, and continue any follow up via Cisco Spark if you need to add finishing touches.
Step 5: The final presentation
This is where all of the team collaboration will pay off. It’s Showtime!
Schedule a meeting with your manager/stakeholders over WebEx. Have everyone fire up their video and share your deck (just be sure to share your application instead of your entire screen to avoid any distracting notifications). And don’t forget to record the meeting – you can send out a link so anyone who missed out on the presentation can catch up.
Step 6: Celebrate! And keep the conversation going
After you’ve nailed your presentation, congratulate your team and pat yourself on the back. Now that your annual plan is in place, you can keep the work moving in Cisco Spark. Create new rooms for individual projects and initiatives once your plan is approved, and check back in throughout the year.
Having the best collaboration tools makes a big difference when it comes to planning, and every team has a different style that works for them. How does your team approach planning and workflows? Tell us in the comments below!