7 Pitfalls of Tooling and How to Avoid Them

Do you want to communicate with colleagues faster, more efficiently, and remotely? If so, you’ll often choose Microsoft Teams or Slack. But with more than five colleagues, it quickly becomes a jumble of messages. Employees don’t notice that tasks have been assigned to them, or they only check the tool twice a day and therefore miss up-to-date, relevant information. Or many messages simply slip under the radar. In short, it’s a recipe for chaos.

Fortunately, Microsoft Teams’ handy features help keep things organized. The various “threads”—a sequence of messages on the same topic—are particularly useful. This way, questions, answers, and discussions are organized and easy to find. You can also create multiple “teams” with a few colleagues, for example, for all ongoing projects. This ensures that the rest of the team isn’t inundated with information that isn’t relevant to them.

So there are plenty of features that can make your workday a lot easier. The key, though, is for everyone to communicate in the same way. You can achieve this by setting some rules. Make it mandatory to respond via threads, and ask everyone to share information in the group only when it’s relevant to everyone. And encourage the use of GIFs. That way, communicating becomes a lot more fun.

While a tool might work wonders for the marketing firm down the street, that same tool may prove useless for your company. That’s not surprising: Every organization has its own workflows, procedures, corporate culture, type of people, and the tools that fit those needs. So start your own search for the best tools and let your organization’s needs guide you. Wondering which tools are right for your organization? Our personal organizer helps you set up your online environment efficiently.

A tool serves to support the solution, not as the solution itself. When work processes run into trouble, a digital Scrum board isn’t the answer. However, it can help streamline the work process once it has been revised. For example, it helps create a visual overview and allows you to take the reins in time if you veer off course. So don’t set unrealistic expectations for yourself or your colleagues—that will save you from disappointment later on.

Don’t go overboard with tools, or you’ll end up not being able to see the forest for the trees. Before you know it, your morning will start with launching 15 applications, and you’ll quickly lose track of them all. You’ll also receive dozens of notifications, which will easily distract you. So limit the number of applications and keep everything organized in a single online environment.

For example, gather all your tools in Microsoft Office’s Workspace 365. You log in just once every morning, and from that moment on, you have access to all your tools. All the essential applications you use every day are displayed on a single screen. With just one click, you’re taken directly to the tool. Tip: Say goodbye to separate apps like Slack and email right away. Workspace 365 offers smart alternatives to them. That way, you’ll have to switch between tools even less often and maintain an even better overview.

Before you rush to implement a tool, first make sure you’re making the right choice. Does it actually add value? Why does the tool seem like an efficient solution? Ask yourself these critical questions to determine which application meets your needs and requirements.

To do this, take a close look at your company’s core tasks and examine the workflow in detail. Visualize it and map it out on paper. This will give you a clear picture of what happens from the moment a request comes in until the invoice is paid. What phases can you divide the workflow into? Where are the bottlenecks? And where can tools support you? With those answers, you’ll be able to make a well-considered and informed decision.

Involve your colleagues in decision-making and encourage them to actively think of solutions themselves. After all, they know better than anyone where the opportunities and pitfalls lie within the company. So talk to them and identify the pain points. And keep the dialogue going even after implementation. Does the tool meet all your needs? Are there any problems or areas for improvement? This way, you’ll work together toward successful tooling.

Don’t give up right away if the tool isn’t working properly. Often, minor adjustments to the features or your workflow are all it takes. Give it some time and discover new ways to use the tool more effectively every day. If needed, ask for help and contact the help desk. Or attend a webinar to learn about more useful features that will make your work even easier.