Collaboration tools are often a part of a comprehensive software suite, and they may feature multiple integration capabilities. Collaboration tools will vary depending on the needs of the organization and the types of users who will be using them. Some features to consider include:
Communication tools – These are tools that allow users to work together and share ideas with real-time chat, instant messaging, screen sharing, and video conferencing.
Project management – These are tools that help you organize your tasks and keep track of goals and deadlines.
File sharing – This is a tool that allows users to access files from anywhere on any device.
Content management – This is a tool that helps to create, manage, store, and find content.
Importance Of Collaboration Tools
5 benefits of online collaboration tools
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What are the benefits of online collaboration tools?
Conversations around the topic of collaboration have sky-rocketed since the onset of the pandemic. Organisations across the globe were faced with a new challenge: how can remote working be facilitated and, above all, how can it remain as collaborative as the office environment?
For many, online collaboration tools played a significant part in this.
Whether you are continuing to work remotely or are resuming in-person collaboration, it’s important to ensure that you collaborate effectively with colleagues as much as possible. After all, the best organisations benefit from a collaborative process that brings people together to:
- Solve complex problems
- Learn new things
- Improve communication
- Generate inventive ideas
- Boost efficiency and productivity
So, can online collaboration platforms enable this? In this blog, we take a look at 5 key benefits of online collaboration tools. We also include some real-life examples of good collaboration that demonstrate the advantages of using online tools.
The advantages of online collaboration tools
1. Save time and resources
Emails probably take up more time in your work life than you think. In a single week, the average worker spends 28% of their time reading and answering emails and 19% of their time searching for and gathering information. That’s almost half your week spent completing admin-type tasks.
An online collaboration tool could speed things up.
That was the case for Lexicon Pharmaceuticals and WIN / RATIO. By adopting document collaboration software, colleagues were able to work on a single document in real-time. The result? Both organisations were relieved of the tedious, manual process of collating feedback and comments from emails. And they saved hundreds of hours.
2. Increase productivity
This leads us to the second benefit of online collaboration tools: increased productivity. By automating certain tasks and making work processes more straight forward, your time is freed up to spend on more important activities. So you can get more done in your day.
It also means that you can focus on the tasks that digital tools can’t yet do. Rather than collating feedback from colleagues about, for example, a proposal you’re working on as team, you can concentrate on perfecting your contributions and brainstorming the next great idea.
3. Improve communication
With an online collaboration tool, your workplace can become more connected than ever. This is especially useful for colleagues who aren’t always based in the same office or even the same country – something which is becoming increasingly common in our hybrid working world.
Even when not working in disparate locations, online collaboration tools can help improve your team’s communication skills. A good online collaboration tool minimises the chance of colleagues missing important emails or updates, and ensures that everyone working together on a project is on the same page.
4. Remote collaboration is made easier
During the pandemic and subsequent lockdowns, many businesses embraced online collaboration software, perhaps for the first time. Not only does it improve how colleagues communicate when working in different locations, but it can also help when working with external third parties.
Take Covid Moonshot, for an example of good collaboration. This was a global project that sprung into existence last year when participants working across the life science industry joined together with a common goal. They wanted to develop a pill that could help fight coronavirus. To collaborate on experiments and analyse data together, the participants used online collaboration tools. As a result, the group achieved impressive breakthroughs in drug development and are testing a pill next year.
Another benefit of online collaboration tools during the pandemic? They removed the need for travel between locations. Not only ideal during Covid-19, this also had environmental and cost-saving benefits as virtual collaboration proved an effective alternative to traditional in-person conferences and meetings.
One example of this would be the World Health Organisation’s World Health Assembly that took place during the midst of Covid-19. Ordinarily, the Assembly would be attended by hundreds. However, due to global lockdowns, the WHO used PleaseReview, an online document collaboration tool, to ‘conduct its first-ever digital World Health Assembly.’ Without an online collaboration tool, it’s likely that the Assembly could not have gone ahead.
5. Boost team morale
Online collaboration tools provide employees with more freedom to work where they want, while doing so more efficiently. If everyone’s work is also being received and acknowledged – rather than becoming lost in email chains – they’re likely to feel more appreciated.
What’s more, we know that good collaboration can generate inventive ideas and help colleagues learn from one another. With a virtual tool that enables better communication and sharing of knowledge, it becomes easier to inspire each other. For example, a comment on a shared document that is visible to everyone may spark an idea in somebody else.
And when your business starts to see improved results, there’s a good chance your team will be more engaged, happy and productive
collaboration tools examples
On average, how many emails do you exchange with co-workers everyday? And how much time does it normally take to brief your team on goals or progress? If your answers make you cringe, you should consider updating your collaboration tools.
Team collaboration software is on the rise. From communication to project management, technology offers an abundance of options. More online collaboration tools spring up every year, while existing ones are constantly improving their features and functionality. Some companies grow and thrive through holacracy, a collaborative management structure.
Here’s a list of 15 of the best collaboration tools that can support your team’s needs:
Communicate with your team
People can’t collaborate if they don’t communicate. From instant messaging to video conferencing tools (the best alternative to face-to-face meetings), there are many options for team collaboration tools:
1. Flowdock
Flowdock is a group and private chat platform. Its most interesting feature is its team inbox which aggregates notifications from other channels, like Twitter, Asana and customer support tools.
2. GoToMeeting
GoToMeeting is an online video conferencing software that allows users to schedule meetings and share screens. It’s one of the most popular video tools with millions of users.
3. Slack
Slack is a popular and well-crafted platform offering instant messaging, file transfers and powerful message search. It has many features and dozens of integrations with other tools like Trello and Intercom.
4. WebEx
Cisco’s WebEx provides personalized video meeting rooms where users can to host and join meetings. People can use WebEx for team collaboration, webinars, training and customer support.
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Manage projects and tasks
Project management tools are critical. Who can coordinate effectively when they can’t monitor task progress or keep track of objectives?
5. Asana
One of the most well-known project management tools, Asana allows users to assign tasks to other members, add followers to projects and monitor deadlines. It’s very useful as a to-do list or calendar for strategic planning.
6. Dapulse
Dapulse is a collaboration tool that helps you communicate, set objectives and assign tasks. Its big advantage: it has a great visual design so it’s easy to understand and work with.
7. ProofHub
ProofHub is a work management tool that offers a comprehensive suite of collaboration and project management functions. On this platform, you can organize files, plan and monitor projects and discuss with colleagues and stakeholders. ProofHub also lets you review and approve files through an online proofing tool.
8. Redbooth
Redbooth is an easy-to-use project management tool. Its platform allows users to plan and collaborate through many functions from video conferencing to creating Gantt charts.
9. Trello
Trello has an intriguing interface that resembles solitaire (you can even drag task cards across columns, just like you would playing cards). It’s easy to learn and works well for monitoring projects and assigning tasks. Trello also makes using Agile, Scrum and other project management frameworks easy.
10. Wimi
Wimi offers users their own ‘unified workspaces’ where teams can manage projects and share files and calendars. You can control access in each workspace with a rights-based system. Wimi Drive, their file syncing software, helps you make the most out of cloud technology.
11. Milanote
Milanote is one of the qualified tools that can be used for serving numerous purposes including blogging. Using this tool, you can organize creative projects and place them into excellent visual boards. It will provide you a feel like you’re working on the wall in a creative studio. Milanote would be a great fit too for designers who work remotely.
Related: Recruiting tools and techniques for modern HR teams
Create together
A task isn’t always one person’s responsibility. Sometimes team members need to create together. These are the best collaboration tools:
12. Codingteam
Coders can easily collaborate when writing their code through platforms like Codingteam. It offers a free ‘software forge’ that encourages visibility and collective code building.
13. Igloo
Igloo is a company intranet that allows people to communicate and get work done. Its wiki allows colleagues to share information and ideas.
14. Google Docs
Google needs no introduction. Google’s collaboration tools include its Docs and Sheets services, which are designed to allow teams to edit files at the same time and save all their changes automatically.
15. Quip
Quip started off as a mobile app and released a desktop version later. Teams can import and work live on different file types. Edits are saved automatically and its chat, comment and checklist features make collaboration easy.
How do I choose?
Companies should choose software that meets their individual needs. Here are some criteria that you can use to identify the best service for your team:
Prefer multiple features
Some tools offer excellent service but are only focused on one aspect of team collaboration. Give some thought to how efficient this really is. Teams may end up spending time changing between complementary software. It’s better to look for a tool that’s feature-rich and allows people to use it in many different ways.
Look for ease of use
This is obviously one of the most important criteria. If a service works but takes a lot of time to get used to, it won’t help teams (especially fast-growing teams.) Request a demo and keep an eye out for an intuitive interface and simple navigation.
Pay attention to privacy options
Collaborating with teams doesn’t mean all conversations and files should be public. Sometimes, you’ll want team members to have private conversations or work on sensitive projects. Make sure you look at privacy options before you choose a service.
Opt for cloud
Cloud-based technology has many advantages. It can solve your version control headaches by allowing you to see recent edits and activity. All information is stored online so everyone can be on the same page, no matter where they are.
Conclusion
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