Are you and your team overwhelmed by a scattered landscape of collaboration platforms?
Statistics show that an average worker checks their email 77 times a day, receives 121 new emails, and switches between multiple applications to send messages, comment on collaborative documents, and manage notifications from internal systems. The Harvard Business Review has explored this issue in depth. As businesses and individuals increasingly prioritize collaboration, the proliferation of tools has led to complexity and fatigue. The core concept of simplifying collaboration has been lost in the shuffle.
Asana‘s The Work Innovation Lab conducted a study detailing the current state of collaboration technology. The average worker spends 84 minutes daily searching for information, 57 minutes switching between collaboration tools, and 30 minutes deciding which digital tool to use for a new project. These figures highlight the severity of “Tech Overload”. The “Jam Experiment” further demonstrates that excessive choices can be burdensome. So, how can businesses address this issue?
Collaboration Cleanse Coined by Asana’s The Work Innovation Lab, this concept involves a deliberate simplification of collaboration tools. The experiment involved participants reducing the number of collaboration tools they used for two weeks.
- Increased awareness and behavioral change: 41% of participants gained a clearer understanding of how excessive digital tools affected their focus and productivity, leading 53% to commit to reducing their use of at least one collaboration tool.
- Feeling overwhelmed: Despite recognizing the negative impacts, many participants felt pressured to use specific tools due to cross-departmental or external requirements.
How can businesses adapt and change?
- Find balance and lead from the top: Teams can identify an optimal number of collaboration tools. For instance, businesses might limit themselves to 3 business tools, 2 communication tools (excluding email), and 1 project management tool. Leaders should understand the underlying causes of tool proliferation and provide clear guidelines. For example, mandating Google Chat for urgent matters and email for less time-sensitive issues.
- Review tool usage regularly: Encouraging regular review of tool usage can foster awareness of “Tech Overload”. Given the subscription-based nature of many tools, leaders should periodically assess the value of each service.
- Integrate essential tools: When collaborating with external teams, it’s often impractical to dictate tool usage. To streamline internal processes, consider integrating “essential” tools. For instance, Discovery Digital Studios integrated Asana and Outlook, allowing team members to convert emails into Asana tasks and add comments directly within the task, providing a clear timeline. They also integrated Asana and Slack, enabling seamless access to project updates, comments, and task creation without switching platforms.
| Integration Platforms | Integration Steps |
| Asana x Gmail | Install the Asana for Gmail add-on from the Google Workspace Marketplace. Log in and connect your Gmail account to your Asana account. Open an email in Gmail and click the Asana icon displayed in the top right panel. (Note: You may need to refresh your browser the first time you try to access the Asana for Gmail add-on.) After linking Gmail with Asana, you can create, search, comment on, and complete tasks within Gmail. >>> Integration Features: Gmail + Asana |
| Asana x Outlook | Go to the Microsoft marketplace and click “Get it now.” Follow the instructions to add the Asana add-in to your Outlook inbox. System administrators will see an option to install the add-in for everyone in the organization. You’ll then see a “Create Task” button and an “Open Asana add-in” button with the Asana logo in the top row of your Outlook inbox. Click “Create Task” to turn an email into a new task in Asana, or click “Open Asana add-in” to add the email as a comment to an existing task for context. A side panel will open, allowing you to create a new task or attach the message to an existing one. >>> Integration Features：Integration Features: Outlook + Asana |
| Asana x Google Chat | Type “@Asana” to add the app to your team space. To link to your Asana account, type “/asana_settings” and follow the instructions. Try using “/asana_createTask” to create a task. >>> Integration Features：Google Chat + Asana |
| Asana x Microsoft Teams | Ensure your Microsoft Teams administrator has enabled app integrations. Open Microsoft Teams (we recommend using the desktop app). In the left navigation bar of Teams, click on the “Apps” tab and search for Asana. Click “Add”. The Asana bot will then appear in your chat. If you’d like, you can pin the Asana app to the left navigation bar. The bot will prompt you to log in and verify your Asana workspace. Once logged in, you can start using the integration. >>> Integration Features：Microsoft Teams + Asana |
| Asana x Slack | To get started, please sign up for a Slack account and an Asana account. Visit Slack for instructions on verifying your account. To begin using the integration, type “/asana” in Slack to list, create, complete, or comment on tasks. You can also link Slack channels to Asana projects to receive updates when tasks are created or completed. >>> Integration Features：Slack + Asana |
Source: Master Concept
With numerous communication tools available, it’s essential to find a balance between your team’s preferences and the needs of others, including external partners. The goal of collaboration is to “simplify” processes, allowing team members to focus on their specific tasks while effectively communicating and centralizing information. By integrating communication tools and project management platforms, teams can streamline workflows, improve efficiency, and gain a clearer overview of projects and tasks. If you’d like to learn more, feel free to contact a Master Concept consultant!
