Comparison of ‘current practice’ (separate email, phone, text, WhatsApp) to the advantages of communication via an anchor platform with Slack as an example of a system with ‘customisable bolt-ons’ and Microsoft Teams as an example of an ‘all in one’ system, where all functions are embedded within a single application
| Function | Current practice (smartphone or tablet) | Slack | Microsoft teams |
| Cost | Essentially free, with most individuals already possessing a device enabling texting, calls and WhatsApp messaging. | Free plan with options for upgrades depending on needs. | Free limited plan for healthcare staff granted during COVID-19 pandemic with options for upgrades depending on needs. The most recent version may be available through institutional or university access. Longer-term access rights healthcare staff will have after COVID-19 pandemic is complete has not been confirmed. |
| Central messaging/assigning tasks | Limited to group text, email or WhatsApp messages. | Can assign tasks from within documents or chat ‘threads’. Private messaging available. Can provide deadlines and reminders to individuals or teams from a single message. Advanced notification system which can be altered. | Central messaging from within Teams. Threads, private messaging and group channels available. Heavily customisable messages such as the use of bullet points and altered fonts. Requires a third-party app download to set reminders/tasks. |
| Subgroup threads/channels | Not available. Can lead to difficulty in ensuring focus of different members of the team on different projects. | Can create work threads to allow only those with a particular interest or task on a project to receive notifications, thereby avoiding spam. | Can create work threads to allow only those with a particular interest or task on a project to receive notifications, thereby avoiding spam. |
| Document addition | Necessary to be accessed through email. No group ability to edit documents in real time or collectively. Can be challenging to find documents in an email account among the many emails being received. Individuals within a team make comments and edits to a document offline, unable to see in real time the suggestions made by colleagues. | Collaborative document editing in real time using Google Docs allows co-editing in real time. Can link documents to particular channels so that it’s easier to find them. | Uses Microsoft Office 365, for example, Word/Excel and allows co-editing in real time. Can link documents to particular channels so that it’s easier to find them. |
| Calendar/deadlines | Limited to individual or personal calendars only. Requires each individual to manually add these to their calendar. | Can be combined with Google Calendars or Gmail to send reminders and shared calendar invites directly to individuals in the team. | Integrated with Microsoft Outlook and Outlook Calendar. Can be used to send reminders and shared calendar invites directly to individuals in the team. |
| Project management | None. Challenging to coordinate a team and maintain oversight of overall productivity towards a team’s main goals. | Free third-party application additions such as Trello allow oversight of teams productivity. | Can use Microsoft Planner or a more limited number of external third-party apps allow oversight of teams’ productivity. |