Strategic Collaboration: Engaging Cross-Functional Teams in Your Technical Communication Program

Let’s be honest, our technical communication program thrives on collaboration. It’s not a mere option; it’s a necessity for success. We must actively involve our collaborators in every stage of creating a sustainable program. Furthermore, engaging our leadership teams is equally crucial. If you’re anything like me, a solo operator, this becomes even more critical. Collaboration is a journey, and the more strategically you engage your cross-functional teams in this journey, the greater your chances of success.

The Importance of a Mission

Now that we’ve emphasized the critical role of collaboration in your technical communication program, let’s dive into the practical steps to make it happen. And it all begins with a mission. Before you roll your eyes and dismiss the idea, understand that this step is paramount. Individuals who are driven by a clear mission tend to excel at teamwork, whereas those without a sense of direction often struggle to effectively engage others.

The clearer you can be about what you aim to accomplish with your program and the more compellingly you communicate it to others, the greater your chances of success. Let me share an example from my own experience. In my workplace, our department is spread across four different states. Engaging people dispersed in these locations in collaborative efforts required more than just my voice. So, I proposed the idea of creating a departmental newsletter to my boss. While it might seem unrelated to technical communication at first glance, this newsletter has played a significant role in pulling our geographically dispersed team together. It has become a networking opportunity for me and a bridge that connects us all.

You might wonder, what does a newsletter have to do with technical communication? Well, let’s explore that connection together.

The Critical Nature of Engagement

Getting people to engage with you is by far your first hurtle. In my case, people were very interested in sharing their stories, life events and advancements with the rest of the department. They love the idea of getting to put a faces to names when new employees and reading about what projects people are working on. The trick for me was to put together a class A newsletter. 

I wanted it to look more like a professional magazine. This made people want to get involved in producing it. As people got used to reading and contributing to the newsletter, learning my name and seeing what a quality product I could produce, they were more eager to answer my requests and accept my meeting notices. Once it was published, it began to be circulated to upper echelon of management and I was able to engage with people I would never have been able to engage with before.

Building Trust

As I continually delivered the newsletter on time with a consistent look, people began to notice how reliable I was. I meticulously adhered to my publication schedule, and this dedication didn’t go unnoticed. Over time, I gained the trust of more than 200 employees and the entire leadership team, extending far beyond my immediate managers.

While the newsletter wasn’t the only tool I used to maintain communication, it served as a powerful gesture of caring about people and their activities. This simple act created a world of opportunities for me that I had never imagined.

A Shared Journey

In the world of technical communication, the journey is often as important as the destination. It’s about forging connections, inspiring collaboration, and building a network of individuals who not only respect your expertise but also trust you as a reliable partner.

As you embark on your own collaborative journey, remember the significance of having a clear mission, just as I did with the departmental newsletter. Understand that by putting effort into creating a compelling vision and engaging your team members in meaningful ways, you’re laying the foundation for a successful technical communication program.

In the next part of this series, we’ll delve deeper into the practical strategies for effective engagement and explore additional tools and techniques to enhance your collaborative efforts. Stay tuned for more insights into turning collaboration into your greatest asset in the world of technical communication.