6 best collaboration tools

6 best collaboration tools

We’ve all been there before. Searching across different platforms or frantically looking through a desktop full of open tabs to provide a progress update, because the whole team uses different documents to get their work done. It can be challenging to keep employees who are spread across different locations in sync – which is where team collaboration tools come in.

Digital collaboration tools are specifically designed to streamline communication, centralise project management and keep everyone on the same page – no matter where they’re working from home, the office, or somewhere in between. These platforms help to eliminate the chaos of scattered information and ensure team members can communicate and collaborate in real-time.

Comparing online collaboration tools

The key is to find the right collaborative tools that align with your business priorities. There are lots of different tools to choose from, offering everything from video conferencing to instant messaging and file sharing. So, with that in mind, here are the best collaboration tools for SMEs, whatever your needs.

Microsoft 365

Best for: One tool that does it all: document creation, file sharing, email management and team collaboration.

Features:

• Familiar Microsoft tools

• Real-time collaboration

• Integrated email/calendar/video

• Works across all devices

Drawbacks:

• May be expensive for small teams

• Smaller businesses may not need all features

• Learning curve for advanced features

Slack

Best for: Instant communication and collaboration.

Features:

• Real-time communication

• Searchable message history (with paid plans)

• Simple, intuitive interface

• Organised channels to reduce email clutter

• Excellent mobile app

Drawbacks:

• Limited project management features

• Free version has limits on viewing message history

• Notifications can become overwhelming

Asana

Best for: Larger teams, project tracking, task assignment, deadline management and team workload monitoring, all on one centralised platform.

Features:

• Multiple project views

• 200+ integrations including with everyday tools

• Good free tier, ideal for smaller teams

Drawbacks:

• Limited communication features

• Advanced features need paid plans

• May be too complex for simple needs or smaller teams

Miro

Best for: Virtual whiteboarding, ideal for brainstorming, visual collaboration and design thinking.

Features:

• Visual format

• Real-time collaboration and remote brainstorming between team members

• 5000+ ready-made Miro and community-built templates

• 150+ integrations

Drawbacks:

• May be overwhelming for non-visual thinkers

• Limited offline functionality

• Learning curve for new users

• Free plan has a limited number of boards, meaning you need to pay for more collaborations

Trello

Best for: Visual project organisation to manage tasks and workflows.

Features:

• Intuitive Kanban boards

• Great free plan, ideal for smaller teams

• Quick and easy to set up

Drawbacks:

• Basic reporting features

• Limited features for managing larger projects

• Large projects may become cluttered with Kanban boards

• Offline features are limited

Google Workspace

Best for: Teams that already use Google tools looking for comprehensive communication and collaboration

Features:

• All-in-one platform with a familiar Google interface for existing users

• Real-time document collaboration

• Can be used anywhere with an internet connection

• Built-in security features

Drawbacks:

• Not all features are available in offline mode

• Lower-tier plans have storage limitations

• Lacks advanced project management features

How to choose the right tool for your team

When choosing the best collaboration tools, there are a few different areas to think about. Here are our top considerations to help you choose a tool (or tools) to best serve the needs of your business and employees.

• Individual solution or a suite?

Think about what you really need from the software. Do you need multiple capabilities (like project management, file sharing, and video conferencing) or are you just looking for a tool that will help you with one specific task? While suites can be cost effective, you don’t want to be paying for add-ons that your staff won’t use.

• What’s your budget?

An obvious, but essential, element to consider is the cost of the tool and how much you’re willing to spend. A lot of the tools we’ve chosen are available for free, but some features are limited – but they may still offer everything you need. So it’s important to think about what you actually need from a digital tool and do your research to match the right package to your business.

• Is it secure?

Consider what level of security your business requires, especially if you handle sensitive client information or proprietary data. Look for tools that offer features like two-factor authentication, data encryption, user permission controls, and compliance with industry standards if relevant to your business. Also consider whether you need to implement any additional security controls if employees will be using the tool away from the audience, which adds an additional layer of vulnerability and increases the risk of attack.

• How does your team communicate?

Consider how your team naturally communicates and collaborates. Some teams thrive with constant real-time messaging and quick updates, making tools like Slack ideal. Other teams prefer asynchronous communication. Additionally, some teams thrive on visual collaboration (like Miro whiteboards), while others prefer text-based updates.

• Does it work with your existing tools?

Think about the other software your business already uses. Does the collaboration tool integrate with your existing CRM, accounting software, or other essential business applications? Seamless integration can help to make your team even more efficient, while if your new tool doesn’t work well with your existing ones, it may end up costing your team more time and effort.

Once you’ve done your research and narrowed it down, take advantage of the free trials or basic free plans offered by most collaboration tools. This can help you to test how well a tool fits your business, using real-life projects and scenarios, before committing. And don’t forget to get feedback from your team. They can offer insights on features, usability and how well it supports their specific work styles – after all, they’re the ones who’ll be using the tools daily.

Work smarter with digital tools

Business tools are your go-to for more effective collaboration, wherever your team are based. Whether it’s streamlining project management or getting creative with virtual brainstorming, digital tools can help your team to work smarter.

Looking for more support on adopting the best digital tools for your business? Speak to one of our V-Hub advisors today.