Collaboration tools aren’t just leftovers from remote work—they’ve become essential for a more effective office. In my experience as CIO and Chief AI Officer at EXIM, we see these benefits daily, from collaborative document editing to real-time transcription, to friction free meetings. The interesting thing is the continued reliance on these tools has happened organically and not as a result of a mandate or top-down initiative.
I have often stated that if people are gravitating towards using a tool – there must be something about it that people find useful. Unless, of course, it's simply an addiction. But I don’t think staff’s use of collaboration tools is an addiction....and there is utility there that is worth examining.
Here's why I think embracing these tools, even within the office, is now a fixture of a modern office environment:
Enhanced Communication and Transparency
Clear communication is key to any organization’s success. Documented conversations don’t just keep everyone informed, they also create an accurate record that reduces misunderstandings. At EXIM, our collaboration platforms make teamwork transparent and trackable. Everyone can see changes, share feedback, and follow up in real time, which is far more efficient than passing documents back and forth by email. These tools give us a single source of truth, making it much easier to align, iterate, and move projects forward together.
Support for Asynchronous Work
Collaboration tools let team members contribute on their own schedules, cutting down on unnecessary interruptions and boosting focus. Asynchronous communication means work gets done when people are at their best. In our environment, I see daily how flexible collaboration drives productivity, allowing everyone to move projects forward where everybody is able to find their best time for deep thinking or the other right environment that is best for the task.
Knowledge Management and Sharing
Collaboration platforms have become essential for effective knowledge management. By centralizing discussions and documents, they create a searchable, living record that helps everyone find what they need. At EXIM, more and more, we use real-time transcription so people can focus on the conversation, capturing notes automatically for follow-up, summaries, and clarity. This also ensures anyone who misses a meeting can quickly get up to speed. Increasingly, even our clients ask to use these tools to boost productivity when meetings with us.
Reducing the Work of Working Together
Collaboration tools cut through much of the physical meeting friction—no need for complicated logistics, AV setups, or printing. Even with everyone back in the office, we keep using these platforms because it’s simply more efficient to focus on the work, not the setup. At EXIM, dual (or even triple) monitors are now the norm, letting teams see each other and all materials at once.
The Gateway to AI
Finally, collaboration tools are not just about improving current collaborations; they also serve as a gateway to AI capabilities. By leveraging the data stream created in the act of disintermediating physical presence, staff can harness the power of AI to drive toil out of the day, make smarter decision-making, automate routine tasks, and uncover new opportunities for innovation. This forward-thinking approach positions the organization at the forefront of technological advancement.
Addressing Common Concerns
While collaboration tools are invaluable, we also need to recognize their limits. The biggest issue, in my view, is “working while distracted”—using the tool as a shield from real focus or engagement. That’s why, for smaller meetings, I recommend cameras on; it restores presence and brings back non-verbal cues that matter.
There’s also concern about tools being used for surveillance. Keystrokes and login times are interesting but are not outcomes we manage to. Sometimes managers reach for data when a direct conversation about outcomes would serve everybody better.
Relationships matter though they are hard to measure. Building real connections often takes longer without in-person moments. That’s why at EXIM, we make a point of scheduling face-to-face time—coffee hours and casual meetups—to strengthen our team beyond digital tasks.
Where Do We Come Out?
The benefits of using collaboration tools extend far beyond remote work scenarios. By embracing our remote work and collaboration tools, even when in the office, we unlock the full potential of our teams. The modern office is not just a physical space, but a digital one as well, and the continued use of collaboration tools are the key to navigating it effectively.