4. Online group work

Strategies to prevent issues

When collaborating with others online, you may run into issues (e.g. team members not replying in a timely manner). However, there are ways these issues can be prevented. Ensure that you and your team:

1. Communicate regularly. Everyone should make a commitment to regularly check their messages. If possible, select a messaging platform (i.e. Facebook Messenger) with notification functionality (check some recommended collaboration tools in section 2). When the team has an assessment due, you may need to check your messages more frequently.
2. Plan regular online meetings. Use a poll tool (e.g. Doodle poll, When2Meet) to decide on dates and times that suit everyone.
3. End all communication with clearly defined next steps so all group members understand group expectations.
4. Use an online brainstorming and voting tool (e.g. Tricider) for decision making. Some options allow for anonymity.

Get the most out of meetings

Think about the last time you had an online meeting or video call. Were there issues? What could you have done differently to improve the meeting? Online meetings don’t have to be awkward! These are ways to ensure that your team makes the most of the meetings:

1. Prepare your equipment — you will need a computer with a reliable internet/wifi connection; headphones and a microphone (depending on your location or environment); and a quiet space.
2. Send a meeting invitation in advance with a link to join the meeting.
3. Set up 10 minutes or so before the start time — open any web pages or documents you will need during the session. If you share your screen, close anything you don’t want anyone else to see (e.g. switch off notifications that you don’t want others to see).
4. Ensure you or the group prepare a simple agenda, so you know exactly what you need to discuss. This also helps to ensure that the meeting is purposeful.
5. Keep it positive and follow the online etiquette recommendations.
6. Share a summary of the meeting and the agreed actions with the group so everyone will know what is expected from them next.

Collaborate on a document

When collaborating on a document, use an online tool that:

• stores your document in a shared drive that all group members can access
• allows group members to write and edit at the same time
• shows the version history and allows you to revert to a previous version if needed, and
• can be downloaded as a Word document, PDF or other file type.

Check the Collaboration tools section for examples of useful tools for creating collaborative documents.

Maintain your privacy

Maintaining privacy may be a concern when using social media or online tools for collaboration. Some may prefer to keep their personal identity distinct from their university or professional life. Considering alternative communication tools beyond social media can offer a solution. Find out more in the Collaboration Tools section.

Our module on Digital security looks further into online privacy issues.