The most effective online collaboration software simplifies and facilitates team collaboration on projects by utilizing the same core files.
Collaboration has become the new norm in the workplace due to the pandemic and the implementation of remote working. Because employees are no longer able to work in the same place, it is crucial for teams to be able to share, utilize, and modify files from a distance in order to maintain productivity.
Collaboration tools encompass more than just office software like Microsoft docs and spreadsheets. They can range from utilizing cloud document storage for daily task management to conducting online meetings through video conferencing. A noteworthy aspect is that the most effective collaboration tools are equally compatible with mobile devices, desktops, and laptops.
The main focus is to ensure clarity, simplicity, and ease of use, in order to minimize any confusion. It is important for every employee to have the authority to communicate with the appropriate person, regardless of their position in the company, in order to tackle the same issue together. The aim is to resolve the problem efficiently by following a suitable workflow.
In the era of collaborative working, we provide a list of what we consider to be the top collaboration tools currently accessible.
5 Best online collaboration tool of 2023
1. Microsoft 365
Although Microsoft Office may not be the initial platform one considers for collaboration, it now plays a central role in the Microsoft 365 cloud-based office suite.
The reason why this is important is because Microsoft Office continues to be the most utilized and significant office suite available. Despite the presence of competitors like OpenOffice and Google Workspace (previously G Suite), they have not yet achieved the same level of features and user-friendliness.
Given that Microsoft Office is likely to be a vital component for many businesses, transitioning to Microsoft 365 presents several benefits, one of which is the capability for teams to collaborate on the same set of documents. This could encompass various tasks, such as organizing work shifts in an Excel spreadsheet, creating a presentation in PowerPoint, or composing client reports in Word.
Additionally, it should be noted that Microsoft Teams is now included in several Microsoft 365 packages, enabling the integration of Unified Communications with the standard office software.
The reason why Microsoft 365 is more appealing is because it can be utilized on various operating systems such as Windows, Mac, Android, and iOS, as it is a cloud-based platform.
Microsoft 365 not only provides a great office suite, but is also specifically designed for collaboration and sharing with teams.
2. Google Workspace
Google Workspace, previously known as G Suite, offers a wide range of features and stands as Google’s alternative to Microsoft 365. Considering its many capabilities, this platform is highly recommended for organizational purposes.
Imagine this software as the corporate rendition of the widely used Google tools you are familiar with. To illustrate, you have the ability to generate personalized business emails for your employees, employing the identical interface found in the well-liked Gmail application. Users can collectively create and modify documents on Google Docs; alterations will be visible instantaneously, and individuals are encouraged to provide input and recommendations regarding any modifications.
As a Google Workspace subscriber, you will gain access to various tools, including Meet for video-conferencing, which is valuable for colleagues to connect, especially for remote companies. In addition, there is Google Chat for messaging, Google Drive for file sharing, Google Sheets for spreadsheets, and a shared calendar tool to track colleagues’ schedules. No new information has been added or removed, and the meaning remains the same.
The Starter plan provides 30GB of storage for each user and allows a maximum of 100 participants in video meetings. The Standard plan offers 2TB of storage and allows up to 150 participants in video meetings. The Plus plan provides 5TB of storage per user and allows up to 500 participants in video meetings. Additionally, there is an Enterprise plan available with flexible storage and video meeting participant options. For pricing details, please contact the sales team for a quote.
3. Slack
Slack, a powerful collaboration tool with a vast user base worldwide, is available on both mobile and desktop devices. It is an intelligent platform that facilitates direct messaging and file sharing to an individual or a group. Additionally, it offers the convenience of organizing discussions into various channels, which can be useful for specific projects, technical support, general chat, and more.
In addition, the app enables video calls, allowing you to have in-depth discussions with your colleagues about projects and work, without the need to type everything in a direct message. Although it does not serve as a substitute for cloud storage services, you can conveniently drag, drop, and share files with your colleagues directly within Slack. Moreover, it seamlessly integrates with platforms like Google Drive, Dropbox, and Box.
To complete the picture, Slack also offers a free version, but it comes with certain restrictions such as limited message storage and overall storage space.
4. Miro
Miro is an online tool that seeks to connect traditional office work with the contemporary hybrid routine that many people are accustomed to. It can be defined as a versatile online collaboration tool with a wide range of features that go beyond what is typically found in similar software.
When using Miro, most of your tasks will involve boards, which initially have no content. It can be overwhelming and time-consuming to create a board from scratch, which is why the company provides pre-designed templates for you to choose from.
Among the frequently used templates are mind maps, Kanban boards, flowcharts, product roadmaps, and timelines. These templates can effectively function as project management tools, and individuals acquainted with other project management software such as Airtable or Trello will already have a grasp of their functioning.
In terms of our overall opinion, we consider Miro difficult to surpass. With its extensive range of features, it adequately caters to every aspect of a standard business process, spanning from research and design to presentation. Moreover, its collaborative capabilities are unmatched. Additionally, its emphasis on security and fair pricing further solidify our strong recommendation. The only area where improvement is desired is in terms of support channels.
5. Asana
Asana, which has been in existence since 2008, is considered a veteran in the collaboration field. Companies like Intel, Uber, Pinterest, and TED rely on Asana as their primary means of communication.
The platform has been created to provide companies with a simple method for monitoring employee work and achieving optimal outcomes. By utilizing the platform, users have the ability to generate task lists for ongoing projects, schedule notifications for approaching deadlines, and submit inquiries to coworkers. Additionally, team members can attach remarks to posts within the application.
Asana allows you to organize your projects in a list or board format and includes a search function for quick access to past work. Essentially, Asana is an efficient solution for maintaining a high level of organization and facilitating discussions regarding work progress updates.
10 Tips on Choosing the Right Team Collaboration Software
1. Team Communication As A Must
In my personal opinion, the ability for team members to communicate with each other is crucial, especially if you have a remote team. Your collaboration tool should provide this feature, whether it be through private chat or an all-team message group. Effective communication and collaboration require all team members to have the opportunity to easily contact one another whenever necessary. Therefore, in my opinion, the first priority when searching for collaboration software is the ease of reaching team members.
2. Better Control Over Your Projects
To effectively manage projects, assign tasks, resolve conflicts, and receive real-time project updates, it is crucial to select a collaboration tool that includes project management capabilities. Therefore, ensure to carefully choose the most suitable option that offers this feature for your team.
3. Check Out The Security Features
When searching for the best software on the market, it is important to consider specific security features in addition to standard ones. It is crucial to select a software that meets all the security requirements of your company. Particularly in today’s environment, encryption plays a vital role in ensuring customers feel comfortable sharing confidential data with you. Thus, it is essential to thoroughly examine the security features of any software you are considering.
4. Go With The User Choice
To increase productivity in team collaboration, it is advisable to utilize tools that team members already enjoy using. By ensuring that individuals feel comfortable and familiar with the technology they use, their full potential can be maximized. When team members are enthusiastic about a tool, their productivity is likely to increase, as well as their enthusiasm for other tools they utilize. Moreover, team members who are passionate about a particular tool are likely to positively influence the mindset of other team members.
5. Find The Suitable Price
Collaboration software can indeed be a worthwhile investment for your company’s success. However, pricing is a crucial aspect to consider. Some team software developers may include features and benefits that may not align with your business model. While extensive integrations can be beneficial if you have the necessary resources, they might be unnecessary if they don’t apply to your needs. The cost of team software remains an important concern, particularly for small businesses. Although it’s now more affordable than ever, it’s still an area that team leaders must carefully evaluate. At times, paying a slightly higher price for extra functionality can be advantageous, especially if it enhances long-term efficiency.
6. Choose Multiple Features
When contemplating team collaboration software, take into account the range of features it offers. Collaboration software provides a variety of features including task boards, timeline planning, list viewing, file sharing, and notifications. Hence, it can be advantageous to invest more and obtain multiple features in a single software.
7. Are There Any Custom Roles?
Roles and responsibilities are considered important in most organizations because of the need to strengthen the level of control over certain levels of workflow. It becomes increasingly important when there are different levels of expertise that you need to keep in mind while getting a project done.
8. Look For Ease Of Use
Considering how easy it will be for everyone to get used to it is one of the most important criteria to consider when choosing the right tool for the team. To ensure this, you can request a demo to confirm that the software is not overly complicated and can be used by all team members, regardless of their technical skills. It is advisable to look for an interface that is intuitive and user-friendly, enabling all team members to quickly adapt to it.
9. How Many People Can Use It?
In the future, there will be a need for additional support, making it crucial to have incorporated collaboration software. It is important to consider the available choices for working with a larger group of individuals simultaneously. If this need does not currently exist, it is necessary to contemplate expansion plans in the upcoming years.
10. Online Document Storage
In conclusion, it is crucial for your team to have the ability to easily review and collaborate on these documents. It is important to ensure that the files your teammates are sharing can be accessed as intended. The chosen collaboration software should effortlessly store these files without occupying excessive space.
