From screens to shared spaces

Ulysseus European University, one of 64 European University alliances selected by the European Commission, represents the initiative’s mission to enhance the international competitiveness of European higher education while promoting European values and identity (European Commission 2022). Operating through multiple international working groups, Ulysseus implements a blended working model that combines regular virtual collaboration with occasional face-to-face meetings. This hybrid approach optimizes efficiency and facilitates cross-border cooperation, with in-person gatherings serving as catalysts for progress and deeper collaboration.

In this article we examine the work of Ulysseus +2Language Programme, a team of experts with one representative from each Ulysseus partner university. The team is responsible for the design, co-creation, delivery and implementation of 39 online language courses in eleven languages. In addition, the +2LP team also delivers a language policy for the Ulysseus community.

Until very recently, the team has worked exclusively online, first due to COVID-19 and then for evident budget reasons. It is safe to say that the journey to achieve the ambitious goals would have been smoother and quicker if on-site meetings had been possible before the fourth year of the collaboration. However, several good practices for online cooperation have been found and developed together, and the team has been able to create a safe and pleasant working environment. Thus, the old proverb, when there is a will, there’s a way, proved to be true.

Ensuring effective communication in international collaboration

To operate effectively, we have realized that international teams must establish various channels for communication and collaboration to develop trust and reach consensus on tasks. At its fundamental level, communication facilitates the sharing of essential information required to define, implement and coordinate tasks. Beyond this, it cultivates working relationships among team members by fostering a shared understanding of the overall objectives.

However, teams distributed across different geographical locations often face challenges in building effective working relationships. Therefore, supplementing virtual meetings with regular face-to-face interactions is necessary to improve the workflow of geographically dispersed teams (Siemens 2011). Also, when working in international teams, cultural differences need to be considered. Research indicates that effective cross-cultural communication and diversity awareness training are essential components in developing cultural intelligence within international teams (Taras et al. 2021).

In response to this need concerning the whole Ulysseus community, the Ulysseus +2 Language Programme developed a Blended Intensive Programme focused on intercultural communication and multilingualism for non-academic staff members of the alliance who regularly engage with cultural diversity. The programme was co-created with Ulysseus partners, Haaga-Helia coordinating the development phase. The successful inaugural program received exceptionally positive participant feedback, and its continued development includes implementations across various Ulysseus locations, with the next iteration scheduled in Austria in Spring 2025.

Finding balance between in-person and virtual gatherings

Psychological security consists of a feeling and experience of being seen and heard in a team. In addition, team members share the feeling that they can rely on each other’s support. Psychological security is a prerequisite for the team to achieve common goals, when each team member is able to concentrate on working towards the team’s goals instead of thinking about his/her own psychological security. (Rinne 2021)

The members of our team were extremely happy when after the endless series of online meetings, we finally had a chance to arrange an on-site meeting in September 2024, after 3,5 years of working together. The meeting took place in Brussels, where the Helsinki EU Office kindly hosted our two-day workshop with excellent practical arrangements. It gave us pleasure to see how well the team has succeeded in building mutual understanding and trust during the time of working remotely. Thus, it was both smooth and natural to start the on-site work and to get the most out of the meeting.

Despite the good teamwork done prior to the face-to-face meeting, it was clear from the very beginning that the added value of the on-site meeting was remarkable. The participants were able to interpret non-verbal communication, such as body language, facial expressions and hand gestures.

The on-site clearly helped a lot and reduced misunderstanding or miscommunication. It facilitated the discussion through verbal and nonverbal language.

Better overall communication was of course visible allowing participants to express their thoughts and ideas easily and asking questions while decreasing the risk of misunderstandings. In person meetings definitely improve ideation as virtual tools can be implemented for enhancing the experience and for keeping a record of the in-person meeting’s outcomes. In our meeting we made good use of Howspace platform, where we gathered the participants’ ideas, and the platform was used also afterwards for a written summary of the two-day meeting.

Moreover, when meeting in-person there are no technical issues and even other distractions are limited. According to the feedback received, all participants felt that the in-person meeting gave added value to the group’s work, and they were finally able to concentrate fully only on this task for two full days.

Just to be able to meet and fully dedicate our time and concentrate on the project is fantastic. For such ambitious project two extra days would really be profitable.

Relationships between the team members improved hour-by-hour and the team felt more connected to each other and their shared objective than ever before. We gathered feedback after the workshop and the overall opinion was very positive with an average of 4.9/5.

It was a very welcoming and relaxed, yet very productive environment. It was very helpful and motivational. It definitely encouraged me to get involved more in the project. Meeting and working with people in person is very valuable and can only be replaced by online meetings to a certain degree.

Eyes on the future

By embracing this blended working approach, we have enhanced our ability to collaborate more efficiently and innovatively. The synergy of online accessibility and the richness of in-person engagement has not only moved our tasks forward but also fostered a more connected and motivated team.

In our experience this balanced combination is essential for the success of international collaborations and will continue to be a cornerstone in achieving the objectives set for the future work of the +2 Language Programme.

Picture: Haaga-Helia