Using email as a resource for research collaboration

Email stands out as a communication method for research collaboration because it facilitates detailed exchanges that can be documented and archived. Something that stands out among its host of benefits is its asynchronous nature enables effective communication across different time zones without requiring simultaneous availability.

The communication needs during a research collaboration

Research communication collaboration is when researchers from different backgrounds and institutions come together to share ideas, data, and resources to achieve common research goals. The collaboration itself can take many forms, according to a research policy study on the fundamentals of collaboration, “Collaboration can take various forms ranging from offering general advice and insights to active participation in a specific piece of research. These collaborative contributions can also vary in level from the very substantial to the almost negligible.” 

This collaboration happens when researchers recognize the need for diverse expertise to tackle complex problems that a single researcher or team might not be able to solve alone. The stages of joining and being in a research collaboration typically include initiation, planning, execution, and completion. Effective communication during each of these stages allows for the continuous efficacy of research data. Researchers in different locations are also provided the opportunity to allow pertinent research and expertise to cross borders.    

The communication needs during collaboration include: 

1. Sharing detailed research proposals and objectives
2. Coordinating schedules for meetings and discussions
3. Providing updates on research progress and milestones
4. Sharing and reviewing data and findings
5. Resolving conflicts and addressing challenges
6. Ensuring data security and privacy compliance
7. Preparing and revising joint publications and presentations
8. Managing and documenting contributions and acknowledgments

See also: HIPAA compliance when conducting research

Email vs. other communication methods

Email stands out as a communication method for research collaboration due to its ability to facilitate detailed exchanges that can be documented and archived. Unlike real-time tools, its asynchronous nature enables effective communication across different time zones without requiring simultaneous availability. 

Features such as file attachments, organized threads, and conversation records enhance research collaboration by ensuring clear, traceable, and organized communication. Researchers can share data sets, review drafts, and provide feedback at their convenience. As in any healthcare setting, HIPAA compliant email is the only choice for research involving sensitive health information. This makes sure communication is secure and meets the privacy standards necessary to protect patient data. 

Simple steps to maintaining email etiquette during collaboration 

1. Write clearly and proofread.
2. Summarize content accurately.
3. Use formal salutations.
4. Include only relevant individuals.
5. Attach necessary files securely.
6. Limit protected health information (PHI) to what's necessary.
7. Encrypt emails containing PHI.
8. Acknowledge and reply in a timely manner.
9. Include in email footers.
10. Avoid PHI in subject lines and be cautious in the body.

See also: Top 12 HIPAA compliant email services

FAQs

What are the other methods of communicating during research collaboration?

Other methods of communicating during research collaboration include instant messaging, video conferencing, and project management software.

What are examples of research collaboration?

Examples of research collaboration include joint studies between universities, partnerships between academic and industry researchers, and international research projects.

What is PHI that could be present in research?

PHI in research can include patient names, medical records, lab results, and any other individually identifiable health information.