Collaboration apps have finally arrived, revolutionizing the way people work. These apps, which assist in accomplishing tasks collectively, notify individuals about team progress regarding their specific assignments. By utilizing these apps, users can conveniently access necessary information and resources, allowing them to seamlessly contribute to a project without relying on email prompts from others.
Collaboration apps are included within the category of productivity apps. Their primary focus is to highlight and facilitate teamwork, including remote teamwork. Given the current scenario where a large number of individuals are working remotely and unable to interact with their colleagues in person, this becomes significantly crucial.
Collaboration software is a complex category that shares similarities with several other software categories. In this list, we feature the best apps from project management software, to-do list apps (only if they have sufficient sharing and collaborating features), and kanban apps. Additionally, we have included Slack, the highly regarded team messaging app, due to its widespread use in communication.
The Best Online Collaboration Software for 2023
Todoist
Todoist Premium is designed for individuals and small teams who require collaborative work management but do not require a comprehensive project management application. Todoist is an excellent tool for recording tasks that need to be accomplished and delegating them to the appropriate individuals.
The annual cost of Todoist Premium is affordable and it offers a great set of features to enhance your productivity while using the app. The interface is excellent and Todoist provides apps for all major platforms as well as a web app that has the same level of functionality.
Asana
Asana is designed for teams that require collaboration to manage tasks and workflows, which may involve project-based work. Due to its high level of customizability, it is well-suited for individuals who seek a task-management application that offers substantial flexibility. In simpler terms, dedicating time to determine the appearance and the type of work tracked within Asana is necessary.
Asana is a work-management tool that is highly customizable and useful. It can be used for creating lists, tracking simple tasks, managing workflows, ideas, projects, and more. While it can also be used as a comprehensive project management app, its true strengths lie in its flexibility and customization options.
Miro
Miro is designed for teams seeking the highest quality online collaborative whiteboard available, or it caters to teams seeking innovative methods to collaborate, brainstorm, and exchange ideas. This application can greatly benefit remote teams striving to enhance team unity and improve their collaboration.
Miro offers the widest range of features among all whiteboard apps, including real-time and asynchronous collaboration tools. Additionally, its subscription prices are fair. During our testing, we appreciated Miro’s user-friendly interface and the availability of fantastic templates, which facilitate exploring various ways to integrate it into your work.
Slack
Slack is recommended for teams and organizations of any size that are looking for the most effective tool to facilitate online communication. If your organization currently relies on email for most of its digital communication and has yet to adopt a team messaging app, we strongly suggest giving Slack a chance.
Despite being more expensive compared to others, Slack remains the most adored team messaging app in the market due to its customizable settings that allow each user to personalize their interface, resulting in a cleaner and more focused appearance.
Teamwork
Teamwork is designed for small- to medium-sized teams that require project management tools suitable for client work. Essentially, it caters to groups engaged in projects for clients, as opposed to those working on internal projects, although the app is also capable of handling the latter.
Teamwork is considered one of the simplest project management apps because it offers billing and invoicing tools for teams working with clients. It also provides a free service tier allowing users to test the app before deciding to upgrade and pay for it.
Zoho Projects
Zoho Projects is an ideal project management application for teams with limited resources. It is particularly suitable for small teams with budget constraints, but it can also cater to teams anticipating growth and considering the option of upgrading to a higher-priced service plan with enhanced features as their expansion progresses.
Zoho Projects is easy to use, has service levels that are suitable for almost any organization, and has a starting price that is affordable.
Airtable
Airtable is a work-management tool that prioritizes collaboration and utilizes relational databases. Despite not having knowledge of what a relational database is, users can still effectively utilize Airtable. It is designed for teams seeking to organize and share work or ideas within a group of individuals and require a highly customizable tool to meet their specific requirements.
Airtable is a platform that allows you and your team to collaborate and handle all sorts of information, ranging from editorial calendars to inventories and collections. Additionally, it can serve as a tool for collaborative work-management and workflow. We appreciate its user-friendly nature, extensive customization options, and exceptional versatility.
LiquidPlanner
LiquidPlanner is a tool designed for teams who require assistance in redistributing workloads and adjusting schedules when plans undergo modifications. It serves as both a project management and resource management solution.
LiquidPlanner differs from other project management apps in that it provides extensive features for automatically adjusting schedules and workloads when changes occur. Although it may take some time to learn how to use it effectively, the benefits of investing in it are significant.
Podio
Podio is an online collaboration app designed to assist organizations in understanding the concept and importance of an online collaboration app. Rather than a typical app, Podio functions as an online hub where users can select and integrate various apps. These apps may encompass tasks such as recruitment management, project management, and event management. In case the pre-existing apps on Podio do not meet your requirements, you have the option to create your own customized apps.
We appreciate Podio’s high level of customization and the fact that it serves as a centralized platform for almost any collaborative application your team may require.
Basecamp
Basecamp is designed for teams who desire the ability to personalize their online collaboration space without the sense of having to create it entirely from the beginning.
Basecamp provides a lot of structure and is extremely user-friendly. It offers modules that provide guidance for various types of collaboration, eliminating the need for you to determine your own workflows or methods of collaborating with your team. These modules include tools for tracking tasks, deadlines, files, discussions, and announcements related to work. Basecamp’s monthly price remains the same regardless of the number of users, making it a cost-effective choice for large organizations.
Mural
Mural caters to teams seeking to collaborate, brainstorm, and communicate in a unique manner by integrating online whiteboards into their work processes.
Mural is an online collaborative whiteboard, resembling Miro, although it possesses slightly distinct characteristics. It provides templates that propose various utilization methods for not just accomplishing tasks but also conducting team-building exercises. While we consider Mural to be inferior to Miro, these two applications are remarkably alike, differing only in minor aspects, as Mural lacks integrated video calling and integrated chart and data support.
Smartsheet
Smartsheet is designed for teams seeking a project management application that facilitates automations. Automations involve “if this, then that” instructions, such as “when X happens, do Y.” Hence, Smartsheet enables users to execute commands like “when fresh information is received via a client intake form, notify the team manager.”
By following each step carefully, rephrase the text without altering the meaning. Avoid adding new details or omitting any information. While it may be challenging for teams to learn and utilize, embracing automations can result in significant time and effort savings. This is especially valuable for individuals currently handling a substantial amount of repetitive tasks.
Trello
Trello is designed for teams that require a straightforward tool for collaboration. It excels in organizing, managing, and tracking uncomplicated work and tasks, especially with fairly large and widely dispersed teams. Additionally, its user-friendly nature makes it suitable for teams that engage with numerous contractors, freelancers, and external staff.
The key advantage of Trello lies in its simplicity. By incorporating additional features, it is possible to increase its complexity; however, fundamentally, it remains a Kanban board that can be easily understood by almost anyone.
Microsoft 365
When it comes to collaboration, Microsoft Office may not be the first platform that comes to mind. However, it is now at the center of the Microsoft 365 cloud-based office suite.
Microsoft Office continues to be the most widely utilized and significant office suite worldwide. Although competitors like OpenOffice and Google Workspace (previously G Suite) exist, they have not yet reached the same level of functionality and user-friendliness.
Given the widespread use of Microsoft Office in various businesses, transitioning to Microsoft 365 comes with several benefits, one of which is the capability for teams to collaborate on shared documents. This may encompass tasks like arranging work schedules using an Excel spreadsheet, creating presentations with PowerPoint, or crafting client reports in Word.
In addition to this, Microsoft Teams is now included with several Microsoft 365 packages, enabling the incorporation of Unified Communications with the standard office software.
The reason why Microsoft 365 is more appealing is its ability to be utilized on not only Windows, but also Mac, Android, and iOS, since it is a platform hosted in the cloud.
Microsoft 365 is designed not only as an excellent office suite, but also for collaboration and sharing with teams.
Google Workspace
Google Workspace, previously known as G Suite, offers a plethora of features and serves as Google’s response to Microsoft 365. It is a top-notch platform that organizations can opt for.
Consider this software as the advanced edition of the well-known Google tools you frequently utilize. To exemplify, you have the ability to generate customized business emails for your employees, which share the identical interface as the widely-used Gmail application. With Google Docs, individuals can collaboratively create and edit documents, allowing you to observe any modifications instantly. Additionally, everyone is welcome to provide feedback and propose suggestions for alterations.
As a subscriber to Google Workspace, you will have access to various tools. Meet is a video-conferencing solution designed for enterprises, which allows colleagues to stay connected, particularly beneficial for remote companies. Additionally, there is Google Chat, a messaging tool, Google Drive for file sharing, Google Sheets for spreadsheets, and a shared calendar tool for colleagues to track one another’s schedules.
Ryver
Ryver, similar to Slack, aims to provide organizations with an efficient communication method and a simple way to discuss tasks, ensuring timely completion of deadlines.
One reason why Ryver is an attractive choice is because it allows you to create numerous teams within the app and conveniently organize them. Similar to Slack, you can utilize the platform to initiate chats with both groups and individuals.
In addition to that, there are also intriguing filters available. You have the ability to manage the audience for your statements and posts within the application. Moreover, you can easily join the teams that are most suitable for your interests. All company posts are organized in a newsfeed similar to Facebook’s, and you have the option to bookmark posts for future reference.
Additionally, there are a variety of native clients available for mobile and desktop usage, such as Mac and Linux. Moreover, an enterprise premium version is provided, which includes features like workflow automation, Single Sign-On (SSO), and advanced team management.
Flock
Flock is an application similar to Slack, but it can be seen as less intimidating to use and provides more extensive communication tools.
In addition to facilitating one-on-one or group conversations, Flock also provides support for channels dedicated to various teams. Users have the ability to search for messages, files, and links, which Flock will locate regardless of the sender or location.
Users can make audio and video calls, share screens, and utilize productivity tools like polls, sharing notes and reminders. Additionally, users are able to assign tasks to specific group members.
In addition, there are integrations available for third party applications such as Google Drive and Twitter. Notably, notifications will be displayed directly in channels.
While the free tier of Flock provides limited searches, storage, and integrations, the Pro plan allows for expanded access to these features along with the inclusion of admin controls. Additionally, the Enterprise plan offers increased user storage, more admin controls, and dedicated support.
InVision
InVision is specifically designed for designers as a collaborative tool. Its main purpose is to provide a virtual whiteboard where multiple collaborators can work together, sharing their design ideas and thoughts to find solutions. This whiteboard enables real-time interaction, allowing different teams within an organization to brainstorm about work-related activities.
The name of the whiteboard, Freehand, comes from the fact that people typically write on whiteboards using their hands. However, in this situation, the whiteboard is digital, allowing you to freely write text and have discussions with your team regarding a work project. Additionally, you have the option to incorporate images, photos, videos, and other elements to enhance the context of your ideas.
The Freehand tool not only has direct integrations with various third-party software, but it also allows you to perform tasks such as opening a video chat through Zoom or Webex. Additionally, you can transform your whiteboard ideas into tasks on Jira and Asana. If desired, it is possible to import your existing whiteboards from other collaborative apps like Miro.
This platform was primarily constructed for designers but is not limited to them. It can also be used by product teams, human resource (HR) teams, marketing teams, etc.
Other collaborative software to consider
There are numerous collaboration tools that are worth your attention due to their unique application of features, and some even have added useful features. We will now explore some additional online collaboration tools that you may find worthwhile to delve into.
Visme is designed specifically for online collaboration in creating reports, presentations, and infographics. In addition to assisting with branding and cost-efficiency, analytics are available to track engagement and make necessary adjustments. Visme is recommended for various purposes such as sales and marketing, HR and recruiting, internal communications, education, and in-house training. The software is priced accordingly for individual, business, or educational use.
With its extensive range of integrations, including Google, Dropbox, Salesforce, Microsoft, Adobe, and Github, Wrike can serve as a central platform tied to various software apps. This allows users to cover a wider range of options and features compared to other standalone software options. While Wrike may appear limited as a project management and scheduling tool on its own, its strength lies in its ability to easily track the progress of a project and integrate with multiple software applications.
Monday.com is a platform that offers a visually simple way for planning, tracking, and collaborating on projects. Its drag-and-drop feature and user-friendly interface make it an excellent choice for project management and general workflow management for teams. Additionally, it can be seamlessly integrated with various tools such as Slack, Trello, Google Drive, Dropbox, and more, making it a central hub for team collaboration. These integrations expand its capabilities beyond what the platform itself offers.
Tips For Choosing A Suitable Online Collaboration Tool
1. Take into account your budget and search for a solution that is within your enterprise’s financial means. If your organization is large and has a substantial IT budget, you have the option to invest in a pricier platform that offers advanced features that may not be essential. Conversely, if you operate a small business, it is prudent to select a plan that provides fundamental collaboration features at an affordable cost.
When selecting a platform, ensure that it provides customer support through email, live chat, or telephone as issues can arise unexpectedly. Before making a final decision, it is advisable to read user reviews regarding the support services offered by the platform in consideration.
Step 3: Seek out a platform that possesses an interface that is easy for users to navigate. Doing so will prevent employees within your organization from experiencing reduced efficiency due to spending excessive time deciphering how to operate the software.
In order to prevent sensitive data from being leaked or stolen, it is important to select a platform that has a well-established security reputation.
Choose a platform that offers integrations with third-party tools to provide extra functionalities that you may require.
Which online collaboration tools is best for you?
Before choosing an online collaboration tool, it is important to consider your specific needs. If you only need to collaborate with a few individuals on an infrequent basis, a cheaper option that offers all the necessary tools may be the most cost-effective choice. However, if you intend to use online collaboration tools for professional or business purposes, particularly with a large number of people on a regular basis, it would be wise to explore higher-end options that offer more advanced features.
