Best Collaboration Software in 2023

Collaboration tools enable companies to unite their employees and to make the most of their talent and potential. Most of the time, it consists of sharing and contribution platforms and excessive online databases where all corporate information is made available to all employees. Still, one has to be careful when choosing the best collaboration tools, and to know a few basic things in advance:

In most cases you will want to try out some free trial plans or demo from the most popular collaboration software providers in order to understand better what is collaboration software and to check out key features of their software tools first. That way you can get some insight on how the software works and also do a comparison before you commit any money. The best thing to do is to try services that currently have the highest rankings in the SmartScore and Customer Satisfaction Rating in our collaboration software reviews and choose the best collaboration software for your company: Wrike reviews, Nutcache, eXo Platform, JIRA, Workfront, Zoho Projects, ProWorkFlow, Zoho Docs, Procore, Mavenlink, Azeus Convene, TeamDesk and LiquidPlanner.

Generally, collaboration software suits every team that works on large and complex projects, and needs to communicate for the purpose. Your team would qualify for the purchase as well, if it is for instance:

• A team that needs a digital brainstorming workplace. Sometimes, all it takes to develop phenomenal solutions is to bring employees on the same table, just that this time it is a digital one. Thanks to collaboration software, you can get the most of your talent and human capacity regardless of where your team members may be located.
• A team that tracks multiple tasks at a time. Projects usually consist of multiple parts, each of them assigned to a particular group of people. Still, most project parts are ‘movable’ and depend on each other, and teams have to stay connected in order to meet deadlines appropriately.
• A team that shares plenty of files. There is no better way to share files than using a certified and safe collaboration repository, where everybody will have access to every file, and will be able to attach their feedback.
• A team that feels disconnected. Nowadays, where companies are decentralized and employees work from all possible locations, it is difficult to keep them together and to make them share their priorities and accomplishments. Being able to communicate via professional networks makes them feel more united, namely as a team.

Collaboration apps are used to collect and archive all relevant corporate information on one location, from where it will be available to all team members, and where they can cooperate to complete their assignments in the best possible way. The more employees are involved and the more tasks are assigned, the more difficult it becomes to unify their work, which is why large businesses are in need of a robust collaboration system. These systems enable a smooth flow of data and give a chance to the company’s most valuable ideas, in particular opportunities that can be neglected during busy day-to-day management. A distinctive advantage is also that businesses get to extend their reach to global talent, and to do it on a fraction of the usual cost, being able at the same time to keep most decentralized teams virtually connected. Eventually, the business improves also its customer satisfaction rates, being one of the key reasons why such systems are introduced. For more information and to do informed comparisons, read our detailed reviews of the top 10 collaboration software.

• Wrike: A fast and easy collaboration platform that unites co-located teams that allows companies to track progress in real time.
• Asana: A task management app for small business and large organizations that drills down to the smallest tasks and files. It is empowered with a notification mechanism for every task/project related activity.
• Trello: A well-known project management app that uses the concept of boards (boards are the projects, and cards are the tasks).
• Jira: One of the most popular project management programs, known by its capacity to help you prioritize, and by its powerful integration with leading retail platforms.
• Clarizen: A very powerful combination of social collaboration and project management which helps companies to prioritize their budgets and to manage projects much faster.

You can get more details on other leading apps by reading our in-depth reviews of the top 15 collaboration solutions.

Collaboration software can be divided into three distinct categories, each with its own range of functionalities. It’s possible your company will need all of these functionalities, but quite often you’ll only need a few of these. It should be expected that more sophisticated features will cost more, so you should only buy the elements you really need.

Informal discussions and presentations

• phone conference that connects multiple lines
• video conference that displays the speaker or simultaneously all members
• online conference that features phone and video conferencing with presentation tools like screen sharing, document sharing, or slideshows

If you need collaboration software that’s more focused on communication, you can check out software like Slack, Blink, and Speakap. These tools’ main features center on facilitating faster, more convenient communication among team members and across departments.

Sharing information

• e-mail groups that let members send emails to the group or specific members
• social networking sites that let members create profiles to connect with other members or groups
• document sharing that lets members share and edit documents collaboratively in real time
• message boards that allow members to post discussions and follow threads

If you’re looking for collaboration software that eases information sharing across users and teams, consider software such as Zimbra, Magentrix, and Workplace by Facebook. These platforms allow users to set up discussion threads and forums for specific projects.

Project collaboration

More robust collaboration solutions include project management tools for a complete package. However, some vendors sell project management as a separate solution. If your business is project-intensive like in the construction industry, it’s recommended to get a full project management software than a collaboration solution with project management tools. On the other hand, if your projects are small or intermittent and you just need occasional project management tools, collaboration software with these tools are perfect. Here are some basic project management features to check:

• task assignments to help you organize who’s doing what and when
• time management with shared calendars to keep tab of daily accomplishments
• milestone charting (e.g., Gantt) to keep tab of the project’s overall progress
• knowledge base to collate best practices or solutions that others can use
• reporting tools to document the project from start to end
• online community that acts as a portal for members to share documents, calendars, blogs, message boards, etc.
• wikis and blogs that let members collaborate and build an online presence filled with informative content relevant to the project

Most collaboration software also double as project management software, but some tools are more suited to certain workflows and methodologies. If you’re looking for a collaboration software for Kanban workflows, for instance, you can look up Wrike, Trello, and Volerro.

• Organized Dashboards – The dashboard is the main entrance to all your projects and tasks, where you can see what has been assigned to very employee, and follow progress, statistics, upcoming events, or to join a discussion.
• File Sharing – Don’t settle for less than an advanced file sharing platform. We could all agree that a collaboration tool would be useless without a central repository that saves all files, or without the possibility for employees to attach a report while discussing it.
• Mobile Optimization – It is no longer enough for employees to access information on their mobile devices. The revolutionary approach is to let them work on the go, namely attach and download files, or join a discussion of interest. Ideally, your collaboration product should offer apps for all operating systems.
• Easy Setup – Get the software that doesn’t require too much time or effort to set up so you can start your collaboration effort fast.
• Easy Data Retrieval – Whether it’s an opinion, comment, recommendation, report, or message, information should be easy to locate with a powerful search engine.
• Gamification – Gamification is critical for executives to follow the work of their teams, but also for individuals to be motivated with awards and recognitions. At the same time, gamification plays a significant role for guided missions, because employees are able to define how far they’ve gotten, and to estimate which are their bad and good sides.
• Vendor support – It should be easy to ask help from the vendor in case of a glitch. Response time should not exceed 24 hours lest your project risks a delay.

Purchasing collaboration software is often a decision on the line, knowing both how suspicious entrepreneurs are when letting data go viral and how many communication alternatives can be used instead. Still, there is a list of benefits to be obtained from using private collaboration networks, and easy access is only one of them:

• Lower Costs. Large and crowded offices are far behind us, because collaboration software makes it possible for employees to stay connected and join online conferences wherever they may be. This way, the company doesn’t have to pay for travel expenses and telecommunications, and it can keep employees behind their desks instead of moving them around for brainstorming meetings.
• Employee Satisfaction. Not even the most introvert or less included employees will stay in the shadows, because everybody will have the chance to join conversations and to make a contribution. This will provide employees with access to valuable information, and most of all – a feeling that they are valuable for your company and your mission.
• Less Information Disorder. If any. We all know how messy emails can be, and that they can lock valuable information in few inboxes around the company where it is of no use to the teams. Once shared on a collaboration platform, information and conversation history are saved in a comprehensive database and secured with administered access.
• Access to Knowledge. There is no easier way to on-board a new employee than including him in a collaboration platform where he can access documents and follow discussions. Experienced workers will also benefit from it, as they will be able to learn from each other.
• Managing Projects. That’s true, projects already have software of their own, but that doesn’t mean that tasks can be tracked individually or that teams will be able to share critical information instantly. Besides, assigning tasks to particular employees is a very important, if not the most important detail of every project.

Most of the trends we were predicting at the beginning of this year are already a fact, which makes us believe that the current ones are already on their way:

• Enterprise Work Management. Business is becoming more and more digital, and more processes are shifting towards social intranet support. Collaboration software, as being the one able to generate most interactions, will very likely appear under a more agile teamwork model, probably less formal than the one available now.
• Specialization. One thing that standard collaboration software can fail to respond to are specific collaboration needs of different industries. There are branches where teams need to collaborate in a more specific manner, which is why experts expect collaboration software to become more industry-specific in the upcoming years.
• VR and AR capabilities. Breakthroughs in virtual reality and augmented reality technology may soon allow remote teams to have meetings that are more immersive. The technology will also help users create virtual spaces for more efficient collaboration and brainstorming, even outside the office. These advanced features can help teams feel more connected, increasing overall productivity.
• Artificial intelligence and machine learning. According to studies, 41% of companies plan to leverage AI to streamline communication and collaboration in the future. Intelligent, specialized voice assistants and collaborative robots (CoBots) can go a long way in automating time-consuming tasks so you and your team can focus on brainstorming efforts.

The way we put it so far, collaboration software is amazing and there is no reason for a company not to purchase it. Still, there are few drawbacks each executive should consider before making a decision.

• Cost. To be completely frank, collaboration software is not among the cheapest out there, and the more powerful it is, the more expensive it will become. The licensing costs are sometimes outraging, not even to mention setup and maintenance. Still, this doesn’t have to mean that there is no affordable tool – you just have to consider your needs, and to look for one.
• Security. Once data goes viral, there is no way to protect it 100%. What you can do in any case is to look for a reputable vendor who can offer administered access.

Picking the right collaboration software for your team can be a tricky prospect. Here are some tips that can help you make the right choice.

• Consider the software’s security features. It’s always a good idea to explore a tool’s security features to ensure that it doesn’t compromise your business’ data. Some security features to consider include end-to-end encryption for messages, user-level access control, and multifactor authentication. These features ensure that you and your team can work without worrying about data leaks or security threats. 
• Check the software’s compatibility with your ecosystem of apps and devices. If your team already uses certain software for their tasks, make sure that your collaboration tool of choice plays well with these apps. The good news is that most collaboration software today come with built-in integrations for a wide range of productivity and business software. You also have to make sure that the collaboration software you choose is compatible with devices used by your team, including mobile devices. 
• Ask for feedback from users themselves. Your team’s feedback is important, as they’ll be the main users of the collaboration software you choose. You can sign up for free trials of collaboration tools and ask your team members to test-drive these tools for a set amount of time. This way, they get a firsthand experience of each tool’s features. The feedback you gather should prove to be useful in choosing the right collaboration software for your team.
• Examine the software’s total cost of ownership. It’s important to consider how much collaboration software will cost to implement in your organization, especially since many of these tools charge on a per-user basis. However, it’s equally important to examine how the software will impact your business’ other resources. For instance, can your network support the bandwidth required by the software? How many hours will onboarding and troubleshooting consume?

Focus on the reasons you need the software, not on what’s trendy. With the growing popularity and number of collaboration software, it’s easy to get distracted by trendy tools with advanced features. It’s best to keep in mind why you need collaboration software in the first place. This will help you focus on looking for tools that offer capabilities that will meet your needs while avoiding the common pitfall of choosing flashy software that’s not the right fit for your organization.

Another way to ensure that you’re choosing the right collaboration software is to ask vendors directly about the software they offer. Here are some important questions that can help you determine if a collaboration tool can meet your needs.

How do organizations bigger than us benefit from your platform?

Scalability is a key feature of collaboration software, as you don’t want to keep getting new software as your business grows. You can ask how the software will adjust its features if you added 500 new employees, for instance. This should tell you what you need to know about the software’s capability to grow and adapt alongside your business. 

What kind of support do you offer?

A software vendor’s support capabilities are crucial especially since collaboration software typically has many users within an organization. Some collaboration tools offer more support channels than others, providing knowledge bases, training videos, and 24/7 live chat support. Comprehensive support capabilities can come in handy for onboarding purposes. 

Are you working on any new features?

It’s always better to go with vendors who are continuously working to improve their products and services. You want to choose a collaboration software that will be regularly updated with new or improved features to better meet your organization’s needs.