How a Content Management System Can Facilitate Teamwork: Six Principles of Collaboration

A content management system (CMS) may improve collaboration by allowing writers, subject matter experts, and editors to work more efficiently. Using the concepts outlined in Virtual Collaborative Writing in the Workplace: Computer-Mediated Communication Technologies and Processes by Beth Hewett and Charlotte Robidoux (editors), here are some methods a CMS can help foster cooperation:

Create a collaborative culture.

Consolidate content and structure it into XML to make future collaboration easier. The CMS' central repository secures the safe consolidation, searching, and sharing of information while also allowing it to be tracked and versioned. It is the authoritative source for current, accurate information when writers must share and reuse material.

Look for leadership qualities in people.

Using the CMS, you may establish and enforce a variety of roles and ownership levels, as well as easily adjust them based on changes in responsibilities. Apply content management system roles, workgroups, content ownership and security permissions to ensure that effective leadership is possible. It's simple to increase new leaders' access and responsibilities in the system when they emerge.

Establish a relationship of trust.

Using the automation functions of the collaborative content management system to guarantee that certain tasks are completed, establish standards, and eliminate busy work can help you save time and improve dependability.

To enhance trust in the content, processes, and personnel, use task automation to improve it. When tasks are done automatically, individuals cannot deviate from the established procedure and do things differently than the rest of the crew.

Use tools and collaborative modes effectively.

To promote coordination of activities, utilize a content management system's collaborative review tool to maximize communication. A collaborative review feature is a useful tool for encouraging coordination among a large number of people since it allows for real-time virtual discussions and shared feedback, resulting in quicker review cycles, especially when remote assessors are involved. It also keeps a record of all comments for future reference.

Create structure.

Automate your procedures using a content management system's workflow to maintain consistent work habits and structure among the staff. Automated workflow guarantees that all activities are completed in the right order and by the right people, ensuring that no steps are skipped and no person is left out of the process.

Create a performance dashboard.

To measure performance more simply, use the content management system's project management features to keep track of results. Information is automatically recorded as projects are completed—such as who worked on what material and how long activities took—that may be used to evaluate results. Managers and users may utilize project management software in a collaboration content management system to accurately track workload and completion throughout the project.