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25 Best Team Collaboration Software For Productive Teams

Finding the best Collaboration Software for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.

Collaboration Software Guide

Table of Contents

What is Collaboration Software?

Collaboration software is specially designed to enhance the productivity of a group of individuals and within organizations. Coordination is achieved through task processing and management capabilities provided by collaboration tools.

Using collaboration software every user can create a workspace and add data and workflows into it. The created workspace can be accessed by all the users regardless of their physical location. Data and files are synchronized across all users by collaboration software. This ensures that everyone on the team has the most updated version of the ongoing project.

The Types of Collaboration Software

1. Communication

It helps in the exchange of communication between groups. The most common collaboration tools for communication systems and applications for email hosting, file sharing, project management, a website, or an online platform that can be easily accessed. Research has shown that file sharing is the most common and must feature in collaboration meetings.

2. Conferencing

A perfect type of team collaboration software. It allows real-time collaboration among team members through a virtual meeting room with a moderator who is responsible for sharing the information. These online meetings are extremely helpful when there are important matters to be discussed.

3. Coordination

It assists in group activities, schedules, and deliverables. These collaboration tools for business are used when they are complex and interdependent tasks to realize a common goal.

The Functionality of The Collaboration Tool

The Functionality of The Collaboration Tool

The use of collaboration tools in a business is a great way to reach its goals since it allows the team members to strengthen their relations as a team, improve their workflow and subsequently, increase productivity.

Following are some of the functions of the Collaboration tool:

1. It helps to communicate more easily

One of the most important functions of the best collaboration software applications is that it aids easy communication among the team members, even if they are scattered across the globe. Where there is better communication, there is better decision making.

2. It increases productivity

Since all the data and content is centralized, the team members have easy access to it at all times. This saves a lot of time and increases productivity in the business.

3. It aids coordinating with remote workers

If there are workers in an organization who are working remotely, they will not feel left out or will not miss out on the important details. They can easily coordinate with their team members in the office and take important decisions without any delays.

4. It facilitates teamwork

Enterprise collaboration software brings all the team members on a single platform and helps in better teamwork.

5. It saves time

When there is better communication, easy access to data, centralized information, there is no scope for any wastage of time. The use of team collaboration tools saves a lot of time in business processes.

6. It increases transparency

There is no surprise in the fact that if there is transparency in an organization, there is more productivity. And that is what collaboration tool does—it centralizes communication, automates it, and increases transparency.

7. It cuts down travel costs

The use of collaboration software marginally cuts down the travel costs. The employees do not have to travel far distances for their training sessions or for important meetings. All of it can be done virtually with the collaboration tools for business.

How to Find the Right Collaboration Tools to Give Your Business an Edge: A Step by Step Guide

How to Find the Right Collaboration Tools to Give Your Business an Edge

Step1: Identify the problem

The first and foremost thing is to identify the pain points which can be a lot sometimes. So it is important to prioritize them in order to match your needs with the vendor’s strength.

And if these things are running smoothly than find a collaboration tool that matches your current dynamic and workflow. If there is room for improvement than look for collaboration software that will get you closer to the kind of work you would like to see your team doing.

Step 2: Create a Collaboration Vision

Once you have defined the problem it is now time to paint a picture of how the future of collaboration will look like.

What would be different?

What decisions they will be empowered to take?

What difference all this will make to your clients and customers?

Instead of doing it in isolation involve as many people as you can to create a vision. Collaborative vision will bring a sense of excitement and ownership for a better future.

Step3: Involve users in defining the requirement

First of all, determine who is going to use the tool because it is important to get buy-in from people who are going to use the tool. This helps to avoid complaints later on and it also sets the deployment process in place. 

The quickest and easiest way to do this is with a survey. To do this you can grab an online tool and ask each member a few key questions. This way you will be able to know the commonalities between the team member’s answers.

Sometimes organizations hire external companies to conduct interviews and surveys with end-users. Standardized questionnaires can also be used to get feedback from users.

It is a good practice to document all this information as these can be useful for other implementation projects as well.

Step4: Evaluate the teamwork software

At this step, you will be very well aware of what your users need and therefore it is absolutely right time to start looking out for products that will be the best fit for your requirement.

Shortlist only the online collaboration tools that matched your needs and then compare similar products on the set measurable criteria. Else you will end up with team members favoring low end and easy to use task collaboration tools. 

Also, it is extremely important to choose a tool that works for your team now and can adapt to when it scales. This gives time to the team to iterate on processes without any pressure.

Consider factors like:

  • The delivery options: buying v.s leasing and SaaS vs on-premise

  • Industry Expertise

  • The type of support needed.

Step 5: Change management through an effective training program

Change is difficult and if you are looking for a successful implementation you will require a comprehensive change adoption strategy. The first step to this change strategy is a training plan. However don't just teach them the tool, teach them the outcomes you are trying to achieve: better communication, faster product deployment, higher quality, etc.

Users of the product must be well aware of the online collaboration tools fundamentals such as setting expectations and understanding roles and responsibilities, decision-making process, prioritization, and accountability.

What is a Project Collaboration Software & Why it is Important for Your Organization

Important of project collaboration

Project Collaboration software is designed so that team members can communicate all updates that help them to reach their project goals within the designated timeline. In earlier times these collaborative project management software was defined as” Group processes which were accompanied by software to support them”.

The collaboration system is available in two forms:

  1. Real-time Collaborative Editing

  2. Version Control

Real-time Collaborative Editing is known for allowing several users to work on the same platform to engage with each other life and make reversible edits to a single file. 

On the other hand, version control allows different users to conduct parallel edits to the file and then save each edit creating multiple files.

Both types of enterprise collaboration system will endorse a collaborative environment at an organization.

Importance of Project Collaboration Software

As we are now aware of what a collaborative project management software does its time to check out how useful it can turn out for your organization.

1. Boosts Team Productivity

In a study by McKinsey and the company, it was stated that networking tools like collaborative Project Management software can boost productivity by 20-30% for global software development teams.

  • This teamwork software will help an organization

  • Improve communication across teams and other stakeholders

  • Increase employee engagement

  • Reduces multiple team meeting to a very few 

  • It helps external collaboration evolve to another level.

2. Better brainstorming

Finding a solution to a problem is a common scenario for every business and project management is no different. When employees work together on a project using the best collaboration software they have an added benefit of sharing inputs, brainstorm, and bounce ideas off each other. The social aspect of collaborative Project Management software not only improves the quality of ideas but also helps us solve problems that may get in way of reaching the end goal.

3. Better employee Relationships

Improving employee relationships can be challenging where team software can be an excellent help. As employees collaborate with each other they not only get to know each other better but they also get a better understanding of each other style of work, which saves time as well as energy in long run.

Common Reasons for Collaboration Tools Fail

1. Lack of value

One of the major reasons for the lack of enthusiasm for this type of team software is that they do not demonstrate true value and thus employees are reluctant to use them to carry out their processes. Most employees prefer using spreadsheets and word documents to carry out their day to day work. Hence they don't feel it is required to use a collaboration tool for business to get their job done.    

Even though the millennials have grown up with technology and are open to newer tools they still need a compelling reason to take up the new tool. So no matter how amazing features a tool may have, learning and development have to demonstrate the true value of the teamwork software to ensure an enterprise-wide adoption and utilization.

2. A poor user Interface

The user interface of an enterprise collaboration software is one of the most factors that influence user adoption. The importance given on appearance may sound a little frivolous, but if the online collaboration tool doesn't look good it will fail to make an impact on the user and persuade them to change their behavior. 

Collaboration systems have many features still it is difficult to persuade the users to change their behavior and move on to a new tool. This is where visual appearance can help. 

But also it is important that the user interface is simple and logical in structure. Simple collaboration software with an easy to use interface has high chances for adoption.

3. Too Many Features, Too much confusion

Developers are over-enthusiastic while trying to create the best collaboration software, they integrate multiple features into them. The question here is how many of these features employees actually need? If they will not utilize the video chat feature there is absolutely no need to include it. Some of the employees may not have cameras while some of them may not have a robust internet connection. Simple tools with clean and Utilitarian features have a huge advantage over other enterprise collaboration systems and are better adapted by employees irrespective of their educational or professional background.

The Role of Collaboration Software in Digital Transformation

Team collaboration software offers integrated voice, video, and chats services to a number of mobile and remote workers, office workers, as well as customers. It can be undoubtedly said that unified communication is an entry point to digital transformation. In fact, the collaboration system is the backbone of modern infrastructure. 

Enterprise collaboration software is the real game-changer. As soon as the technology is installed, the employee who was once designing processes alone now has access to others through email, instant chat, and videos. Employees can now get instant feedback from anyone. This teamwork software is at the heart of digital transformation because it affects the way people work and relate to each other. Here it is easier to collaborate and get things done.

How Can Your Marketing Team Benefits From Collaboration Software?

The marketing industry is always changing and growing. Channels, technologies, prospects, stakeholders, and goals - everything keeps on changing all the time. So, it is very important for you to manage the operations, workflow, knowledgebase, campaigns, sales, promotions, and communication methods properly. Collaboration software can help you do all this. Here's how:

How Teams can Benefit From Collaboration Tools for Business

1. Connect teams

 If you are a marketer you are never collaborating in isolation. You are working with teams across continents, getting sales on the same page, and even coordinating with IT teams to purchase new technology. This is where an online collaboration tool can help you do all this quickly and face-to-face so that every interaction is personal, no matter where you are.

2. You can do more from distance

Enterprise collaboration software provides online screen sharing, file sharing, note-taking, and a lot more so that you can host more interactive meetings and presentations, which will result in more productive and creative conversations.

3. Do more with less budget

Using the best collaboration software you can record webinars and webcasts which can cast a bigger net for lead generation and can provide more customized experiences.

4. Mobile friendly

When you have a huge working from multiple places then a collaboration tool for business can empower you to maintain speed. Get each and every update on your mobile device and call for an impromptu meeting while you are still on road.

5. Get better with creativity

Having collaboration software for your marketing team lets you melt away the office walls. It gives you the freedom to have the best creative agency from one part of the world, a marketing genius from somewhere else, and yet the vendors from a completely different place. And you can still have the most engaging and lasting relationships, thanks to collaboration software. Use virtual meetings to stay in touch and get the best out of the situation.

6. Enhances speed

When you have a marketing team from the best of different corners of the world, empowered by a collaboration software and ready in every sense of the word, there is no stopping you —literally! Not only do you get the best from all the team members who are well-versed with all the parameters of a trending project but you also get things executed much faster.

But when you are making such a massive investment and putting so much at stake, make sure that the online collaboration software you use is not just smart but innovative, intuitive, and robust in every sense.

Market Trends to Understand Collaboration Solution

The future of business collaboration lies in the solutions that will make the process seamless for the user and will also help them to save money extensively on travel as well as hardware costs.

For collaboration solutions to be innovative and improve the productivity of a business, it is important to understand the current market trends.

Here are a few to look out for:

1. Use of virtual and augmented reality

The use of virtual and augmented reality in the collaboration tools is improving collaboration and communication between the business and its clients.

2. Use of artificial intelligence bots

The use of artificial intelligence bots is another trend to look out for. More and more businesses are investing in this technology so their customers do not have to wait to get answers to their queries.  

Missed a meeting?

Ask your bot to summarize it for you rather than disturbing a co-worker for the details.

3. Invest in modern visual collaboration tools

Businesses today are investing in the modern-day visual enterprise collaboration system that simplifies the process and makes the communication seamless. Use them to make meetings more meaningful, the content more accessible, and make collaborations much simpler.

4. Data Collaboration

The recording and analysis of massive data in any business is a challenge. Data collaboration comes as a rescue to modern-day businesses since it allows them to bring together data from different sources and then make meaningful decisions out of them.

The future of collaboration tools is clearly bright. It is projected that in the coming times, more and more employees will choose to work virtually and save on not just the office space but also other related expenses.

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Nikunj DudhatBy Nikunj Dudhat | Last Updated: October 28, 2020

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