A collaboration tool is essentially a software program that allows many people to get work done together, be it a single task or a complex project. And there’s no doubt that they revolutionized the way teams function!
Simply put, you have access to all team members, their work schedules, and activity, including all the important information, thanks to team collaboration tools. This way, all your team members can function together like a well-oiled engine.
Collaborative tools can be thought of as a subcategory of productivity apps. However, their area of specialization is enabling team and remote work, to be precise. You can hold meetings, work on tasks at the same time, and communicate effortlessly. And that’s not all with the benefits of team collaboration softwares!
Here’s how these tools can actively have a positive impact on your business:
Benefits of Using Team Collaboration Tools
Improved Communication
Most of the collaboration tools and softwares have features like messaging, video calls, and even screen sharing so teams can communicate within the system. Additionally, you can comment on files, edit and share context which helps all members stay in the loophole and work within the system.
Efficient Workflows
Entrepreneurs are always looking for ways to boost productivity, and deploying such a tool can help them become one step closer to their goals.
Collaboration tools are great if you want to cut down on unnecessarily long meetings, email chains, and phone calls.
With tools like these, the entire team can track progress using features like the Kanban Board and collaborative boards. This also helps everyone be informed of what they should be doing while keeping their superiors briefed on where they are spending most of their time and if they are meeting deadlines, just with a few clicks.
Such gluten in fast response and real-time updates ensure that projects can run smoothly whilst eliminating the time spent in either waiting for or writing out responses, etc.
Flexible Task Management
Task management has always been a strenuous task for project managers. However, with the use of team collaboration software, it becomes incredibly easy to allocate tasks and time to the employees. This sensible division of tasks makes processes faster and easier for supervisors to track.
Increased Profitability
More efficient processes and increased productivity automatically translate to more work getting done. This way, you can take on more projects and finish them in record time like never before. Plus, with an organised system set in place, it becomes way easier for you to handle projects, which means – less headache for supervisors.
Save Money with Remote Workers
When you introduce remote working to your business, the number of job seekers available to you goes off the roof. Online collaboration tools essentially help you create an excellent team from scratch whilst saving you big on costs.
This is just the tip of the iceberg. If we delve deep into the benefits of collaboration tools, we can unravel a world of possibilities and advancements that can literally make your business performance go through the roof.
It’s time to move on to this blog’s prime focus – finding your team the best collaboration software.
Best Collaboration Tools & Software
Choosing software that gives you the best value for money is the easiest for you to function and suits your business, all at the same time, can be challenging. But you don’t have to worry!
Here’s my list of the best collaborative tools and software suitable for both individuals and businesses.
1. Slack
| A robust team collaboration software best known for its features and smooth integration system.
Starting from: $7.25/month Pricing model: Subscription Free Trial: Available |
Even though a bit pricier, Slack is easily one of the most beloved collaboration apps on my list. One of my favourite features of Slack is the real-time messaging that allows communication with team members, partners, and even external members. However, if you’re opting for a free trial, only a 90-day history of the communication will be displayed.
Through group channels, you can share updates and feedback on projects of all sizes. Although with multiple threads, these channels can become a little cluttered.
Key Features
- Allows creating channels and groups, public or private
- Slack connect lets you work with multiple organizations in one channel
- Searchable History, even when projects or channels have ended
- Over 2000 integrations with other apps, including Hive x Slack
- File and document sharing in channels
- Accessible via web, desktop, and mobile apps
- System roles to classify a team member as an administrator to manage Slack accounts or non-administrator
- Huddles and clips with audio and video options
Pros
- Slack calls, messages, and channels.
- Flexible customization
- Huge built-in integration modules
- Notifications
- Present screen
- Many rich features
Cons
- Outdated user interface
- Slightly on the more expensive side
- 90-day history limitation (on free trial)
2. Trello
| A cloud-based project management software, Trello, is a Kanban-style tool that works around the idea of managing tasks in columns.
Starting from: $5/month Pricing model: Subscription Free Trial: Available Devices: Android, iOS, Linux, Web |
Trello is a simple tool that can be used to organize work, set deadlines, create to-do lists, assign tasks, and handle projects for businesses of all sizes. In a way, it also serves as time tracking software as you get to know how much time was allocated by your resources on different projects.
Even if your team is functioning remotely, the app can be accessed with just an internet connection. What I personally love are the affordable pricing plans and the way it is designed for freelancers at an individual, as well as at an enterprise level.
It is, however, important to note that while Trello can be great at simple tasks. But when it comes to complex projects, it simply isn’t the best. Check out our detailed Trello review here.
Key Features
- Team boards
- Tasks management
- Workflow automation
- Powerful project management tool capabilities
- Multiple views
- Extended functionality options
- Powerful mobile app
Pros
- Provides responsive web design
- Regular notifications so you never miss a task
- Real-time updating
- Features the Kanban system
- Simple pricing plans
- Very beginner friendly
Cons
- Relies on data to function
- No option to edit comments
- Has limited storage on the free version
- Not exactly ideal for extensive projects
3. Asana
| Starting from: $10.99 per user/month (Free version also available).
Pricing model: Subscription Free Trial: Available |
Launched in 2012, Asana is yet another great team collaboration tool that is highly customizable and caters to teams of all sizes and kinds. You can find its detailed review here.
It is flexible and ideal for people looking at a big expansion of a team or domains in the future. Plus, it can be used to make to-do lists, create timelines, manage workflows through automation, and more.
You can also use Asana as project management software, but its real strength lies in its customizable options, which makes it a versatile tool.
Key Features
- Workflow builder
- Timelines
- Goals
- App integrations
- Calendar management
- Forms management
- Email Management
Pros
- Offers a free plan
- A number of integrations
- Time tracking
- Securely store information
- Allows you to monitor every action for each team member and project.
- Asana offers you the option to invite people to a workspace.
Cons
- User interface is hard to understand
- Limited formats
- Not ideal for small projects
4. Confluence
| Starting from: $580 per year (Free version, supporting up to 10 users, also available)
Pricing model: Subscription Free Trial: Available |
Trusted for collaboration, documentation, decisions, and Jira integrations, Confluence is a famous tool used by companies to simplify and organize. Their main objective is to make Teams more productive with their workflow systems, communication methods, and multiple views on projects so you can have all hands on deck.
Note that Confluence is a remote-friendly tool that also comes with an app so that you can work anywhere, anytime.
Key Features
- Content management
- Space management
- Customizable panel
- Page creation shortcuts
- Practice templates
- Unlimited space and pages
- Jira integration
- Up to 2GB file storage
Pros
- Integrates with major software (Google Docs, Jira, Microsoft Teams)
- Intuitive user interface
- Supports simultaneous edits of documents
- Free version allows the creation of unlimited spaces and pages
- 75+ page templates all organized according to team roles
- Supports data encryption both in transit and at rest
Cons
- No updates in real-time when documents are being edited
- One standard view of projects
- Users cannot chat in real-time unless they integrate an app like Slack
5. Dropbox
| Starting from $9.99 per user/month (Free version also available)
Pricing model: Subscription Free Trial: Available |
Dropbox is a famous, cloud-based storage tool that can cater to any business type and size. It helps organizations stay on track with their projects while smoothly organizing and communicating throughout the process.
This tool specializes in maintaining an enterprise security level for all the user’s data, so the integrity of sensitive data isn’t compromised.
Key Features
- File storage
- Anytime/anywhere access to files
- Secure sharing
- Advanced data protection
- Version history and file recovery
- Advanced sharing permissions
- Granular permissions
- Advanced productivity tools:
- Team Folders:
- Unlimited storage
Pros
- Apps available for practically every operating system
- Flexible array of collaborative tools
- Solid offerings for premium subscribers
- Digital signatures enabled
- Superb app integration
- Automatic file backup and synchronization
- Offline functionality
Cons
- Poor storage limits for free users
- Comparatively expensive paid subscriptions
- Security weaknesses
- Limited search function
6. Notion
| Starting from: $8 per user/month (Free version also available)
Pricing model: Subscription Free Trial: Available |
Notion is not your ordinary project management tool that simply organizes data and helps communicate. It is productivity software that is a proper one-stop solution for all teams.
With Notion, you can rrite, plan, organize, and assess – all in one place. Plus, you never run out of storage limits!
Key Features
- Unlimited pages and blocks
- Real-time collaboration
- Link sharing with comments and editing
- 50-plus starter templates
- Databases with rich property types
- Capability to build wikis
- Table, list, calendar, Kanban board, gallery, and timelines use
- Synced databases with Jira and GitHub
- Access to Notion API
Pros
- Great note-taking capabilities
- Very easy to use and customize
- Affordable pricing
- Forever free plan has enough features for solopreneurs
Cons
- Lacks advanced project management features
- Keeping multiple projects can get tedious
- Poor security features
7. Microsoft Teams
| Starting from: $4/user/month (Free version also available)
Pricing model: Subscription Free Trial: Available |
One of the most popular team collaboration tools in recent times, Microsoft Teams allows teams to communicate, collaborate and share content – all in the same place and time.
Suitable for many departments, it allows teams to create channels for different tasks, projects, and sub-teams. These channels support real-time messaging, video, sharing, and the option to join and schedule online meetings. In a way, it can serve you as meeting management software.
With a cross-functional, neat interface, Teams has revolutionized how remote businesses work.
Key Features
- Calling, voicemail, and call transfers for group collaboration
- Whiteboard app for ideation and brainstorming
- Automatic sync and version history tracking
- Chats, tasks, and shared to-do lists
Pros
- Microsoft Teams Video Calling
- Microsoft Planner App in Teams
- Fewer Email Threads
- Integration with the Microsoft Suite
- Make CallsFrom Any Device
- Scheduling Meetings in Teams
- Spiff up Your WFH Office
- Robust Security Systems
Cons
- Limited integrations with other non-Microsoft products
- Too many functionalities might get in the way of streamlining work
8. Smartsheet
| Starting from: $7/month (Free version also available)
Pricing model: Subscription Free Trial: Available |
When it comes to automated workflows and AI integration, none beats Smartsheet. This one is my favorite automating project management software that will help project managers save time, effort, and money in supervising, setting deadlines, sending out alerts, emails, and loads of other rote work.
Though it’s not the simplest one to use, Smartsheet sure is the one that is going to make your life a hell of a lot simpler.
Key Features
- Bridge for building intelligent workflows
- Brandfolder for digital asset management
- Content collaboration for organizing, managing, and reviewing content production
- WorkApps for streamlining work and simplifying collaboration
- Dynamic View for secure request management
- Calendar App to build shareable calendars with custom details
- Pivot App to summarise and analyze large datasets
- DataMesh to prevent duplicated data entry and map data between large sheets and report
- Resource management for project tracking and allocation
Pros
- Very powerful and highly customizable
- Powerful analytics and reporting tools
- Robust data protection and compliance
- Supports automation
- Supports input from web forms, proofing, and approvals
Cons
- Requires companion software with added fees for time-tracking, budgeting, resource management
- Pages don’t update in real-time or autosave with every keystroke
So, which one do you take on to make your life easier? Did we miss any of your favorites? Let us know in the comments below!