Team collaboration tools fulfill a crucial need for businesses. They enable smooth information flow between employees, keeping everyone on the same page to execute projects. These tools let employees chat, videoconference, and share files conveniently.
Many team collaboration tools exist, and choice overload kicks in when selecting one for your business. Amid abundant options, finding the right tool can seem overwhelming, but it shouldn’t. I’ve created this guide to explore the key features to consider when choosing a team collaboration tool. These features make or break collaboration tools, so most, if not all, should be present. Let’s explore them in detail.
1. Real-time communication
Effective collaboration centers on real-time communication. Colleagues should be able to message and call each other whenever needed, which is especially important for teams working remotely.
Your collaboration platform should offer real-time communication features to keep information flowing seamlessly. For instance, users can chat one-on-one or participate in group chats, as they would on Messenger or any other instant messaging app. Colleagues can ping each other, and every party will be alerted via a push or email notification.
Videoconferencing and audioconferencing are also essential features. Colleagues should be able to host one-on-one or group calls. These live calls allow people to brainstorm and exchange ideas regardless of their physical distance. Some collaboration platforms also provide virtual whiteboards, where colleagues can sketch and brainstorm raw ideas like they would on a physical whiteboard.
A collaboration tool may not offer native videoconferencing and instead has direct integration with a third-party videoconferencing tool like Zoom. Take advantage of free trial offers to verify a collaboration platform’s real-time communication features beforehand.
2. Project management
Task management is a key tenet of team collaboration. An ideal collaboration platform should let users create tasks, assign them, and set deadlines. For instance, team supervisors can create various tasks, assign each task to the right person, and set deadlines. Every assignee will be notified about their task and the deadline. They’ll indicate their progress as they complete the task, and everyone can verify who’s contributing their required efforts.
Colleagues can also fill out their timesheet via the collaboration tool, and supervisors can easily monitor this information. However, in many cases, collaboration tools don’t offer timesheets themselves. Instead, they’re integrated with time tracking apps like Clockify, letting users fill out timesheets without leaving the collaboration platform.
Similarly, some collaboration platforms don’t offer built-in project management features. Rather, they’re integrated with project management apps like Trello. Many platforms offer free trial periods, so you can always verify beforehand.
3. Centralized file sharing
File sharing is essential to workplace collaboration. Employees need a centralized hub to access files and to share files directly with each other. Suppose a company is building a new app; programming teams need to share files with design teams, and vice versa. Cross-team collaboration is enabled by seamless file sharing, particularly for large files.
It doesn’t just stop at sharing. Colleagues also collaboratively edit files, e.g., multiple people editing the “Terms & Service” document of their soon-to-be-released app. Colleagues can collaboratively edit spreadsheets, presentations, graphic designs, and more.
For example, Google Workspace is a well-known enterprise collaboration platform. Its features include Google Drive, which allows teams to upload and share files conveniently. The file owner chooses who can access a file and what colleagues can do with it (view-only, comment, or edit).
Google Workspace’s offerings also include Google Docs, where colleagues can edit text documents simultaneously, and Google Sheets, where spreadsheets can be collaboratively edited. Google Workspace is a typical example of a collaboration tool that enables real-time communication and seamless file sharing.
4. Third-party integrations
I’ve repeatedly highlighted the importance of third-party integrations. Your collaboration tool may not offer all the desired features, but third-party integrations help fill in the gap. If a functionality isn’t built in, it can be integrated.
For example, Slack is a collaboration tool known for its numerous third-party integrations. Users can integrate Slack with their email provider, then send emails directly to a group chat, reducing the need for constant tool-switching.
Slack can be integrated with Google Drive, and users can import large files at the click of a button. A GitHub integration enables users to get real-time Slack notifications for pull requests, commits, and code reviews. There are numerous use cases for Slack’s third-party integrations. Unsurprisingly, Slack is a widely adopted collaboration tool.
You can verify a platform’s integration library during a free trial. You can also check the website for this information; there’s often an “Integrations” or “App Store” section that lists all available third-party integrations.
5. User-friendliness and multi-platform compatibility
A user-friendly interface is helpful when navigating a collaboration tool with many features. The interface should be well designed, with features neatly arranged into menus and submenus. It should have minimal colors and clutter. The fewer distractions on the screen, the better. A user-friendly interface reduces the likelihood of errors, like sharing sensitive files with unintended team members.
Multi-platform compatibility is also invaluable. Your collaboration tool should be accessible from a web browser and also have native desktop (Windows, macOS, and Linux) and smartphone apps (for iOS and Android). Colleagues can download their preferred version from the platform’s website or their respective app store.
Accessing a collaboration tool via a native desktop or mobile app consumes fewer computing resources than a web browser. Laptops overheat less, and more space is freed up for other processes. Users enjoy smoother performance through native apps.
Choosing a collaboration tool
Different collaboration tools have their unique strengths. For example, Slack and Microsoft Teams are sophisticated communication platforms, Asana excels at project management, and Google Workspace excels at collaborative document editing.
Your business can use multiple tools and integrate them for seamless performance. I’ve outlined the key considerations when selecting collaboration tools, so making the best choice should be easy.
