Collaboration software helps people complete tasks, whether a team works remotely or all in one physical location. It is a subcategory of productivity software specifically focused on facilitating teamwork. Here are the four essential types of collaboration tools to help you choose the right software for your team. Take a closer look and learn the key features of software and tools under each category.
1. Communication-Centric Platforms Communication is essential to both relationships and to business growth. Based on a Harvard Business Review study , employees in the modern workplace spend 80% of their time on activities that require collaboration with fellow workers. With that said, communication tools are crucial in maximizing these interactions. Microsoft Teams and Slack are two of the widely-used communication software.
Microsoft Teams Microsoft Teams (formerly Skype for Business) is a collaborative app for people within a dedicated online workspace that allows conversations and document sharing. It features messaging, audio, and video calls between people or groups.
Channels or group chat rooms can be created based on specific topics like work projects and can be private or public. Microsoft Teams is a cost-effective communication channel for employees located in a different country.
Slack Slack is group messaging software that allows for real-time messaging, archiving, and searching for teams. It promotes active engagement between teams and enhances communications about projects and topics. Likewise, users can create private channels to interact with fewer team members, especially when discussing more confidential information.
2. Project and Task Management Tools For cross-collaborative teams, task management software doesn’t just help identify, monitor, and manage tasks. It goes beyond supporting a simple to-do list and offers features to collaborate on specific workflows to complete goals efficiently.
The best task management software allows teams to set deadlines, prioritize tasks, track progress, and adjust schedules easily, resulting in smoother decision-making. Here are some examples:
ClickUp ClickUp is a project management tool to manage centralized tasks and track individual assignments. The platform makes task management processes intuitive and data-driven. ClickUp is packed with powerful features such as time tracking, calendar, and well-integrated collaboration and automation tools. In addition , users can categorize tasks by type and set Custom Task Status from "To Do" to "Done" to make tracking effective.
Trello If you like Kanban Boards, you'll definitely love using Trello . One of the main reasons why most teams prefer this project management software is its user-friendly interface. Updating task status works like sticky notes on a drag-and-drop Kanban Board .
Individuals can use it to create personalized task lists, while team members can rely on advanced checklists to add context to tasks by adding due dates and assignees.
3. File Sharing and Document Collaboration Services If you want to eliminate the need to save several versions of the same file, you need a file sharing and document collaboration app. Google Drive and Dropbox are popular examples of this type of collaborative software.
Google Drive Google Drive is a cloud-based storage tool that enables users to store, access, and share files online. It syncs store files across all user's devices, including mobile phones, tablets, and PCs. Google Drive also integrates with other systems and services such as Google Docs, Gmail, Chrome, Android, Youtube, and Google Analytics.
Dropbox Aside from Google Drive, Dropbox is another cloud-based file-hosting app for storing and sharing files and folders with other team members. It has automatic backup and file syncing features that transform how people store and share digital files. Dropbox has more than 700 million users worldwide.
4. All-in-One Solutions An all-in-one workspace is a single platform that combines various productivity tools into one integrated solution. It typically includes features such as:
Document editing Project management Communication File storage Note-taking Notion Notion is an all-in-one workspace for note-taking, managing projects, and sharing files. What makes the platform popular is its customizable interface. Users can create tables, databases, and templates and share them with others for hassle-free collaboration. However, some people find the app overly complicated and does not allow offline access.
Monday.com Monday.com offers a customizable interface to help users easily create boards, set deadlines, and collaborate with team members. It is a user-friendly platform for streamlined workflow, enhanced communication, increased transparency, and seamless project management.
Key Benefits of Collaboration Software Comprehensive collaboration tools have a significant impact on ensuring productivity in the workplace. Let’s look into some of the significant benefits of these collaboration software:
Enhanced Communication Switching back and forth between several business tools has become an everyday hassle in the modern workplace. Two-thirds of workers report wasting one hour a day toggling between multiple apps. Collaboration software reduces toggling time and frustration among employees.
Positive Work Culture Before, workers sometimes complained about heavy or complicated workloads. With the presence of collaboration tools, employees will think twice before posting negative comments in a newsfeed or other communication channels. On the contrary, their focus has shifted towards reaching goals and celebrating achievements.
Increased Transparency Collaboration software helps teams identify errors or bottlenecks in their workflows. They can also handle issues together instead of playing a blame game. Additionally, shared calendars and internal memos/reports between employees promotes transparency within the company.
Dynamic Teamwork Many studies have shown that high-performing employees receive support when they ask for it. Collaboration software's connectedness makes reaching out for support swifter and less intimidating.
Attract Top Talent Skilled professionals are now looking for organizations that utilize collaborative tools. As the number of remote workers and freelancers continue to grow, the demand for collaborative software also increases.
Conclusion Now that you already know how collaboration software works, it’s time to decide which tool can benefit your business more. It would be best to conduct in-depth research about your chosen software or apps to understand their features, pricing structure, and customer support better. Doing this will help you maximize their benefits for your or your team’s productivity, whether you work remotely or in-person.
