Teams hardly ever work from one office location any more. They chat in messaging apps, store their files in cloud storage, exchange project updates in various tools and leave important information in lengthy email exchanges. Collaboration becomes increasingly difficult as teams become less centralized and cannot rely only on effective communication.
Different elements of collaboration process get consolidated in collaboration software according to specific features of every platform. It can serve as a platform for communication, document management, task coordination, project management, file sharing and other types of cooperation.
However, it must be noted that there is no one universal collaboration tool, as there are different types of collaboration software. They differ by the primary function they provide some serve primarily as a communication tool, others are oriented at document management, task coordination, visualization and so on.
Collaboration Software: How It Works and What Teams Need
It is rare to see modern teams working out of one place anymore. Teams use instant messaging applications to communicate, cloud storage services to keep their documents and share updates in different tools and leave critical data in emails. Collaborating becomes harder and harder since teams become more and more decentralized and thus cannot rely only on good communication.
Different aspects of the collaboration process get unified into the collaboration software depending on its particular features. The collaboration software may be used as a communication tool, as document management tool, as a task coordination tool and so forth.
It should be noted, however, that there is no such thing as universal collaboration software, because there are many types of collaboration software. They vary according to the main purpose the software serves either it is a communication tool, or a document management tool, or task coordination one and so forth.
The main reasons why organizations may choose collaboration tools are the following:
- Helping to organize communication in a team
- Providing easy access to information about projects
- Allowing employees to see what is going on
- Assigning tasks and deadlines
- Decreasing redundant questions and tasks
- Supporting remote and hybrid teams
- Linking various stages of the team’s work process
The aim here is not to get yet another application. The correct tool should minimize the friction and help people to understand what should be done and who will do it.
Types of Collaboration Software
There are various types of collaboration software and many modern collaboration tools have elements that belong to different groups. The best type of collaboration software depends on the specific type of tasks which need to be coordinated.
Communication and Messaging Tools
The communication-centered tools are intended mainly for the purpose of communication. Such tools provide an option for the employees to send messages to each other, engage in group communication, set up channels, etc. They are good in case if the team needs to ask questions, talk about some matters or discuss some changes in a short time period. Such tools are especially valuable for remote teams that cannot have face-to-face communication.
Nevertheless, communication and management processes are different. It means that the decision taken during the chat does not necessarily imply changes in the task, deadline, etc. As the number of communications increases, valuable information may get lost. This is why such tools are typically used in combination with others.
Document and Knowledge-Sharing Tools
Document-based software platforms assist people with creation, editing, and organization of shared information. Such software is helpful for taking notes from meetings, making internal guidelines, documentation of projects, specifications, wikis, and knowledge bases. The problem with storing vital information on personal devices is solved with creating a shared source of knowledge to which other members have access.
Document-based software is particularly helpful in onboarding, company processes management, and decision tracking. The downside is that the document can explain the process of doing something but does not show if it has been done already. For instance, the document describing how to launch a campaign could include all steps of this process, however, there will be no way to understand who performs each step.
Task and Project Collaboration Tools
The main idea behind task and project collaboration software lies in making the process of working turn into a manageable assignment. Typically, this type of software covers such elements as tasks, deadlines, priorities, updates, project management and assignments. Rather than talking about work in general terms, team members may actually collaborate within the context of specific task or project.
This may be helpful when it comes to determining the owner of the task or project. Team members can know what has already been assigned to them and what requires attention. This approach may work perfectly well for teams where the issue is not the lack of communication but the lack of execution.
Visual and File Collaboration Tools
Certain groups also depend on visual collaboration for idea generation, planning, and group activities. Digital whiteboards and their alternatives enable several individuals to collaborate on visual ideas regardless of their location. The file collaboration tools have another critical role as they provide a common ground where members can share various types of files such as documents, presentations, images, etc. These types of tools are also used in conjunction with communication and task management tools.
Key Features to Look for in Collaboration Software
It all depends on the working process of the team. Some teams will require only the basic set of features, but a bigger company might require more sophisticated permissions and integrations.
Here are the features worth evaluating.
- Updates and synchronization in real time: It is necessary that changes should reflect on all the respective devices and workspaces to ensure that employees do not work with outdated data.
- Tasks allocation and deadlines: Employees need to be able to assign tasks and set up deadlines for respective members to complete certain work.
- Chatting, commenting and mentioning: Chatting and mentioning employees in conversations must be easily manageable for employees, especially when it comes to asking any queries or leaving some feedback.
- Files and documents sharing: Access to shared files reduces the necessity for searching for the latest version of the file through emails or personal drives.
- Search and organization: With the increase in the amount of information, the employees need an efficient tool for searching and organizing various information.
- Notifications: Valuable notifications can ensure that employees stay informed about changes, tasks, and mentions without having to frequently look into each project separately.
- Permissions and access: Depending on the team and the project, there might be a need for different permissions to access the information. This is why permission controls allow an organization to decide who has access and who doesn’t.
- Integration: Collaboration software should be able to integrate with other tools used by the employees. Integration is essential to minimize platform switching.
- Accessibility from mobile devices: Employees who do not work at a desktop computer should be able to get necessary updates and perform any actions through mobile devices.
Instead of choosing the platform with the largest number of functions, teams should choose the ones they really need.
Benefits of Collaboration Software
There is more to collaboration software than just having another channel of communication. If utilized effectively, collaboration software can actually help improve the way that teams collaborate and work.
1. Better Communication
By having a collaborative environment, teams can reduce disorganized communication by allocating channels for communication about projects and work.
2. Greater Work Visibility
With everything from projects to updates and tasks being managed from one single platform, it becomes much easier for employees to get an idea about the situation without constantly needing updates.
3. Fewer Missed Tasks and Deadlines
Ownership and deadlines become evident, making it easier for employees to know what they need to accomplish and when.
4. Faster Access to Information
Searchable conversations, documents and project information can reduce the time employees spend looking for answers or asking colleagues to resend information.
5. Easier Remote and Hybrid Collaboration
Conversations, documents and project information that are searchable can save a lot of time in searching for answers and re-sending the information.
6. Better Accountability
There is no need for employees to be within the same office in order to access project information, communicate and check on progress.
7. More Organized Workflows
Bringing communication, information, and coordination of work together can minimize the number of disjointed systems that the employee has to use.
Gains can be maximized if the software is tailored to how the group already works instead of putting an overly complicated system on the employee.
Collaboration Software vs. Communication and Project Management Tools
There are a number of overlaps in terminology used to describe workplace software, making the selection of an appropriate category rather difficult.
- Communication software tends to deal mainly with the processes of communication. It includes messaging, discussions, announcements, etc.
- Collaboration software is much wider in scope. Collaboration software may contain communication tools, documents, files, tasks, projects, and other collaboration features.
- Project management software also has a narrower scope of functionality and usually deals with tasks, deadlines, dependencies, milestones, resources, and progress of projects.
There are no clear lines that separate these categories. Modern software products often combine functionality of these categories. Instead of asking which classification would sound more fitting, the right thing to do is ask which capabilities you require most. The issues of the team unable to locate the required documents differ from the ones faced by the team having troubles with tracking deadlines.
How to Choose the Right Collaboration Software
When selecting collaboration software, one must take into consideration the challenges of the team before considering the capabilities of the software.
First, one must find out what challenges the collaboration process has been facing. Are people losing their messages? Are files hard to access? Are people forgetting their assignments? Or are the people working remotely finding it hard to keep up?
Once the key challenge is known, consider whether the selected software meets the following criteria.
- Team size and method of working: A smaller company may find that simplicity is an important factor to consider, while a bigger one might require additional permissions and administrative features.
- Ease of adoption: The tool will not be helpful if its users do not adopt it easily. If the software has a complex learning process, it may become an unnecessary burden to its users.
- Work process: Think about how the team currently works, and how they communicate and store information. The software must optimize this process, and not complicate it.
- Integration capabilities: Make sure that the tool integrates well with other tools your team uses to communicate, store information or do other work.
- Security and permissions: Know the way how security and access control are organized in the platform.
- Pricing and Scalability: Take into account current and future needs. Something that works well for ten people might have other needs if there are several hundred people involved.
- Option for trials/testing: Wherever possible, give a handful of people the chance to use the software on a project to see how it performs.
We are not looking for a software package with lots of features but rather one that will solve our problems of working together efficiently.
Collaboration Software for Different Teams
- Teams will also value different strengths.
- Startups and small businesses usually gain from the application of tools that can be easily implemented and are not expensive and complicated to use by the employees.
- Remote teams require good online collaboration features, sharing of information, asynchronous notifications, synchronization, and multi-device access.
- Hybrid teams get benefits from centralized project information due to the fact that the employees might not always work from one location.
- Big enterprises usually require more advanced permission management, integration options, security features, scalability, and administration.
- There is no universal list of features suitable for any enterprise.
Common Mistakes When Choosing Collaboration Software
- Even a well-equipped platform might fail to enhance teamwork if it was poorly selected or executed.
- The first thing one can do wrong is to select a program just because it possesses a lot of functions. Just more does not equal better collaboration.
- The second error one can make is the addition of too many uncoordinated tools. If the workers use various programs for instant messages, documents, tasks, and updates of projects with very poor coordination, the initial issue can only become aggravated.
- Teams might miss the employee adoption aspect. If the software is too complicated or forces workers to constantly adapt their workflow, it will be hardly used.
- Also, teams might forget about problem identification before selecting a software. The tool for improved visibility of tasks will hardly be helpful for a team that lacks good communication.
Finally, integration, permissions, scalability, and pricing issues should not be ignored. It might not matter during the first week of usage but will become very important later on.
Collaboration Software Examples
Many collaboration software options exist and they all have their own roles to play.
- Communication: Some platforms that focus on communications are Slack and Microsoft Teams.
- Documentation and knowledge: Notion, Confluence, and Google Docs are some of the platforms that can help with documentation.
- Task and project collaboration: These include platforms such as Taskity, Asana, and Monday.com.
- Visual collaboration: Miro is an example of the tools used for brainstorming and workshops.
None of these categories are mutually exclusive in the sense that a tool may have the capacity for communication but also be used for documentation or task management. When analyzing collaboration software examples, one must go past the category name and see how well each tool manages a part of collaboration.
Where Taskity Fits Into Collaboration Software
Taskity belongs to the collaboration software subcategory dealing with tasks and projects. The emphasis lies in organizing the process of work, setting up the work distribution among team members, deadlines, and tracking progress. Task, Pods, Kanban-like structure, priority, and collaboration related to the work help teams to structure the work which has to be done.
Therefore, Taskity is especially relevant to those teams which face problems with transforming discussion and planning into structured work during their collaboration processes. Task-oriented platform does not have to replace other tools that team uses but also can work in combination with communication tools.
Conclusion
Collaboration software is a large term that encompasses many things besides workplace instant messaging. It may be used for different purposes depending on the platform such as communication, document sharing, task management, project management, file sharing, and visual collaboration. It is crucial to select software depending on what your team does and at which point their current collaborative process fails.
Prior to selecting a certain software platform, one should think about the team size, workflow, necessary functions, existing software tools, security needs, easy implementation, and budget. If the team requires improvement in organizing tasks and completing projects, then task management collaboration software may help them to do that in a better way. The only thing you have to do is select software that helps you solve a collaboration problem.
FAQs
1. What is Collaboration Software?
Collaboration software enables teams to interact, exchange information and collaborate all in one place.
2. What are the different forms of collaboration software?
Examples include communication software, document sharing software, task management software, visual collaboration software, and file sharing software.
3. What are the advantages of collaboration software?
The software may increase communication, productivity, accountability and coordination.
4. What are some characteristics that collaboration software should have?
Main characteristics include task management, messaging, file sharing, searching, notifications, integrations, permissions and cross-device access.
5. How does collaboration software differ from project management software?
Collaboration software handles wider team collaboration requirements, whereas project management software addresses only project planning, organization and management.
6. Is collaboration software helpful for remote teams?
Yes, because it provides remote teams with ways to communicate, exchange information and organize their work without being in one place.
