Voice/ video conferencing

Voice or video conferencing apps or platforms allow teams to communicate in groups using voice or video

Main insights about voice or video conferencing apps or platforms

Team members can meet, see, and chat “in-person” without being physically together
Team can members to see body language and nuances that may otherwise be lost without video

Main challenges with voice or video conferencing

Team members may have to download the platform app in order to log-in
When all teams members are not able to share their video, important communication aspects such as body language and facial expressions are lost
Chat messages that are long or off topic can detract from team engagement
Cost can determine which version a platform teams choose to use, which can be limited by time or how many members can join
Crosstalk and background noise, particularly when folks forget to mute when not talking, can be disruptive
Too many people in the meeting can be difficult to navigate
Security can be an issue

Potential solutions to these challenges

Establish norms about virtual meeting etiquette to minimize crosstalk, chat box distractions, and encourage use of video
Designate a strong facilitator who can mediate the meeting (particularly useful for larger meetings)

Main insights about voice or video conferencing apps or platforms

Team members can meet, see, and chat “in-person” without being physically together
Team can members to see body language and nuances that may otherwise be lost without video

Main challenges with voice or video conferencing

Team members may have to download the platform app in order to log-in
When all teams members are not able to share their video, important communication aspects such as body language and facial expressions are lost
Chat messages that are long or off topic can detract from team engagement
Cost can determine which version a platform teams choose to use, which can be limited by time or how many members can join
Crosstalk and background noise, particularly when folks forget to mute when not talking, can be disruptive
Too many people in the meeting can be difficult to navigate
Security can be an issue

Potential solutions to these challenges

Establish norms about virtual meeting etiquette to minimize crosstalk, chat box distractions, and encourage use of video
Designate a strong facilitator who can mediate the meeting (particularly useful for larger meetings)

Attributes	Zoom	Bluejeans	WebEx	Google Meet	Facetime	WhatsApp	Skype	Go-to Meeting
Cost to host	Different levels: free (limited), personal, institutional; Free to join a meeting	Institution typically pays	Different levels: starter, plus, business	Free with Gmail account (during pandemic); prior enterprise fee paid by institution	Free but limited to people with apple devices	Free	Different levels: free (limited), business (fee per user)	Different levels: free trial, professional, business, enterprise
Bandwidth	Works with low bandwidth	Requires stable internet	Works with low bandwidth	Requires stable internet	Works with low bandwidth	Works with low-data/ bandwidth; also works over cell signal	Requires stable internet; also works over cell signal	Requires stable internet
Security ¹	Only healthcare edition HIPAA compliant	HIPAA compliant	HIPAA compliant	HIPAA compliant; Google Hangouts not HIPAA compliant	End-to end encryption, but not HIPAA compliant	End-to end encryption, but not HIPAA compliant	Free version not HIPAA compliant; Business E3 and E5 are	HIPAA compliant
Privacy	Optional meeting password; Waiting room; Disable screen share	Optional meeting password	—	Only invitees allowed into meeting without approval; others allowed in with approval	Must have number in phone contacts	Requires participant phone number	—	—
Disability accommodations	Integrates with captioning software	Automatic captioning capabilities	Closed captioning	Live translation and captioning in English	Live translation into English	Options for mobile device	Live translation	Automatic captioning capabilities
Integration	Integrates with Outlook, Google drive, Dropbox; Share files in chat	Integrates with Outlook, Google calendar, Microsoft 365; Share files in chat	Integrates with Microsoft	Integrates with all google products	Integrates with apple products	Integrates with Facebook Messenger, Instagram	Integrates with Outlook, Slack, Microsoft Systems	Integrates with Outlook and Google Calendar
Other Benefits	—	—	Multiple users can control screen share	No plug-ins or desktop app required; Able to share tab not just window in screen share	—	—	—	Multiple users can control screen share
Other Challenges	Some features not available on web version	Requests meeting rating each time; Some features not available on web version	Works best with Internet Explorer, note taking application	Difficult to use for non-Gmail users; Lacks whiteboard and poll/survey options in meeting	Only available for Apple products; Apple collects metadata	Limited to 4 people per video-chat	Limited options/ features	Requires newer software

¹ https://www.hhs.gov/hipaa/for-professionals/special-topics/emergency-preparedness/notificationenforcement-discretion-telehealth/index.html

Document sharing

Document sharing or storage apps or platforms allow teams to share and collaborate on documents, spreadsheets, presentations, etc.

Main insights about document sharing apps or platforms

All team members can access centrally-located materials from a location of their choosing.
Improved version control and minimizing emails between team members
Team members can work synchronously or asynchronously
Team members can share large document or media files instantly with one another

Main challenges with document sharing conferencing

Use is variable across team members
Digital literacy can be a barrier
Finding documents can be a challenge for some when organizational styles differ
Lack of local storage (e.g., Dropbox can take up a lot of space on your hard drive)
Accidental removal of folders
Cost
Folder permissions and access

Potential solutions to these challenges

Establish a plan or scheme for how to organize documents and avoid clutter
Create norms about editing documents (e.g., editing vs. suggesting mode in Google Drive)
Select a platform that allows all team members to have appropriate access
Ensure all team members can access the necessary folders

Main insights about document sharing apps or platforms

All team members can access centrally-located materials from a location of their choosing.
Improved version control and minimizing emails between team members
Team members can work synchronously or asynchronously
Team members can share large document or media files instantly with one another

Main challenges with document sharing conferencing

Use is variable across team members
Digital literacy can be a barrier
Finding documents can be a challenge for some when organizational styles differ
Lack of local storage (e.g., Dropbox can take up a lot of space on your hard drive)
Accidental removal of folders
Cost
Folder permissions and access

Potential solutions to these challenges

Establish a plan or scheme for how to organize documents and avoid clutter
Create norms about editing documents (e.g., editing vs. suggesting mode in Google Drive)
Select a platform that allows all team members to have appropriate access
Ensure all team members can access the necessary folders

Platform	Dropbox	Google Drive	Box	Microsoft OneDrive	Email	Egnyte
Collaboration Type	File share	Collaborative editing	File share	Collaborative editing	File share	File Share
Integration	Any desktop word processor	G-Suite, Slack	Any desktop word processor, G-suite, slack	Open API¹, can be added to any app	Any desktop word processor	Microsoft word
Editing type	Asynchronous	Both synchronous and asynchronous	Both synchronous and asynchronous	Both synchronous and asynchronous	Asynchronous	Asynchronous
Cost	Free up to 2GB data	Free	Free and paid options	Free up to 5GB	Subscription based only	Subscription based only
Other Benefits	Easily accessible anywhere on any device; Syncs between devices; System integration	Easy to edit files; Easy to locate documents	View project timelines; Collaborate in real time	Collaboration via Microsoft 365; Easy to use	Shared mailbox; Great for small teams	Share files outside of organization; Easy to use and load files
Other Challenges	Cannot edit in real time; Limited search function	Limited to Gmail; Some document access requires permission	Lacks integration with other solutions; Difficult to create a document	Slow; Difficult to sync and manage documents	Expensive to license; Difficult to follow email chains	Difficult to sync and move documents; No real time sharing

¹Open API is a “application program interface” made publicly available to web developers. Definition source: https://searchapparchitecture.techtarget.com/definition/open-API-public-API

Scheduling tools

Scheduling apps or platforms allow groups to coordinate meeting times.

Main insights about scheduling apps or platforms

Team members can more easily find the best dates/times that work for everyone to meet, rather than going back and forth via email.
Scheduling between team members who work for different organizations or are based in the community is facilitated with these platforms

Main challenges with scheduling conferencing

Some platforms rely on one person to select the time (e.g., Doodle Poll)
Can be tedious to complete, particularly when there are too many options
Difficult to get everyone to respond to the poll
Availability can change quickly, so the poll can become inaccurate
Some potential for time zone confusion

Potential solutions to these challenges

Narrow down the scheduling options before asking for everyone’s availability

Main insights about scheduling apps or platforms

Team members can more easily find the best dates/times that work for everyone to meet, rather than going back and forth via email.
Scheduling between team members who work for different organizations or are based in the community is facilitated with these platforms

Main challenges with scheduling conferencing

Some platforms rely on one person to select the time (e.g., Doodle Poll)
Can be tedious to complete, particularly when there are too many options
Difficult to get everyone to respond to the poll
Availability can change quickly, so the poll can become inaccurate
Some potential for time zone confusion

Potential solutions to these challenges

Narrow down the scheduling options before asking for everyone’s availability

Platform	Doodle	Calendly	Google Calendar	When2Meet
Use-case	List of specific times to meet	Schedule a meeting with a specific individual by looking at their calendar availability	Individual event scheduling or scheduling with an individual’s calendar	Overlapping time blocks to see all participants’ availability
User-friendliness	Easy to use for specific dates and times; Easy to create a poll	Easy to mark time availability	Easy to use to schedule an event and send invites	Easy to use for time availability; Can be confusing to set up
Integration	Google, Office 365/Outlook.com, Zoom, Slack	Outlook, Google Calendar and Microsoft Office 365	Use applications or add-ons for integration with other platforms	None
Other Benefits	Easy to set up and send either email or link	Offers location and personalized invitations; Sends reminder emails	Meeting alerts; Syncs with Gmail	Provides availability surveys
Other Challenges	Works best with few options of times to meet; Harder to use on mobile devices; Free plan has limited options	Lacks integration options	Lacks integration options

Chat

Chat apps or platforms allow teams to text or exchange messages in real time

Main insights about Chat apps or platforms

Helps teams communicate back and forth quickly and securely (with certain platforms)
Best used for urgent communication or for issues that require immediate attention
Can reduce reliance on email and phone calls
Creates a shared record of conversations

Main Challenges with Chat

Can lose some nuances (e.g., tone, inflection) from face-to-face communication, which can lead to miscommunication
Wide variation of app or platform use across team members
Some may find it tedious to have to check another platform

Potential solutions to these challenges

Create norms about how to use Chat apps or platforms and how frequently to check messaging platforms
Enable email notifications for folks who don’t continuously check or use the platform
Create project specific groups or channels with limited user access (if applicable)

Main insights about Chat apps or platforms

Helps teams communicate back and forth quickly and securely (with certain platforms)
Best used for urgent communication or for issues that require immediate attention
Can reduce reliance on email and phone calls
Creates a shared record of conversations

Main Challenges with Chat

Can lose some nuances (e.g., tone, inflection) from face-to-face communication, which can lead to miscommunication
Wide variation of app or platform use across team members
Some may find it tedious to have to check another platform

Potential solutions to these challenges

Create norms about how to use Chat apps or platforms and how frequently to check messaging platforms
Enable email notifications for folks who don’t continuously check or use the platform
Create project specific groups or channels with limited user access (if applicable)

Platform	Email	Slack	WhatsApp	SMS	Skype
Cost	Free	Free up to 10,000 messages, then messages disappear	Free	Unless using work phones, cost may fall to individual team members	Cost dependent on number of users
Integration	Calendars; video conferencing platforms (depends on email platform)	Various platforms (e.g. Google Drive)	Can share links, documents, and photos	Can share links, documents, and photos	Outlook (Microsoft email platform)
Searchable Chat History	Yes	Yes (Can search within specific channels, from specific person)	Yes	Yes	If integrated with Outlook Email
Security	Depends on the email platform	Password protected; Can limit access to specific channels	End-to-end encryption	Not encrypted	Encryption
Accommodation/ disability support	Voice message available depending on platform (Outlook- yes; Gmail – indirectly)		Voice message	Voice message	Voice message
Other Benefits	Can be used anytime without consideration for time zones.	Works on computers and all smart phones	Similar to texting; phone number required; group messaging
Other Challenges	Long email chains are difficult to follow	Numerous notifications	Multiple person format means long message chains

Project management

Project management apps or platforms allow groups or collaborations to track shared to-do lists, manage tasks and project goals.

Main insights about project management apps or platforms

Allow PCOR teams to break projects into smaller tasks and create to-do lists with reminders of due dates and deadlines

Main Challenges with project management conferencing

Can be difficult to use
Can produce many email notifications and reminders
Can be disorganized when you cannot assign tasks to more than one person

Potential solutions to these challenges

Create norms about how to use and how frequently to check project management platforms
Designate a team lead for project organization and task management/ delegation

Main insights about project management apps or platforms

Allow PCOR teams to break projects into smaller tasks and create to-do lists with reminders of due dates and deadlines

Main Challenges with project management conferencing

Can be difficult to use
Can produce many email notifications and reminders
Can be disorganized when you cannot assign tasks to more than one person

Potential solutions to these challenges

Create norms about how to use and how frequently to check project management platforms
Designate a team lead for project organization and task management/ delegation

Voice/ video conferencing

Main insights about voice or video conferencing apps or platforms​

Main challenges with voice or video conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Main insights about voice or video conferencing apps or platforms​

Main challenges with voice or video conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Document sharing

Main insights about document sharing apps or platforms​

Main challenges with document sharing conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Main insights about document sharing apps or platforms​

Main challenges with document sharing conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Scheduling tools

Main insights about scheduling apps or platforms​

Main challenges with scheduling conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Main insights about scheduling apps or platforms​

Main challenges with scheduling conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Chat

Main insights about Chat apps or platforms​

Main Challenges with Chat​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Main insights about Chat apps or platforms​

Main Challenges with Chat​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Project management

Main insights about project management apps or platforms​

Main Challenges with project management conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Main insights about project management apps or platforms​

Main Challenges with project management conferencing ​

Potential solutions to these challenges​

Top 3 Platforms

Top 3 Features

Main insights about voice or video conferencing apps or platforms

Main challenges with voice or video conferencing

Potential solutions to these challenges

Main insights about voice or video conferencing apps or platforms

Main challenges with voice or video conferencing

Potential solutions to these challenges

Main insights about document sharing apps or platforms

Main challenges with document sharing conferencing

Potential solutions to these challenges

Main insights about document sharing apps or platforms

Main challenges with document sharing conferencing

Potential solutions to these challenges

Main insights about scheduling apps or platforms

Main challenges with scheduling conferencing

Potential solutions to these challenges

Main insights about scheduling apps or platforms

Main challenges with scheduling conferencing

Potential solutions to these challenges

Main insights about Chat apps or platforms

Main Challenges with Chat

Potential solutions to these challenges

Main insights about Chat apps or platforms

Main Challenges with Chat

Potential solutions to these challenges

Main insights about project management apps or platforms

Main Challenges with project management conferencing

Potential solutions to these challenges

Main insights about project management apps or platforms

Main Challenges with project management conferencing

Potential solutions to these challenges