Collaboration Software

Everything you need to know


Collaboration software boosts productivity by offering users features that facilitate ideation, sharing and editing documents, and virtual chat.

This guide will provide you in-depth information about collaboration software and its key features and benefits.

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Everything you need to know

Collaboration software boosts productivity by offering users features that facilitate ideation, sharing and editing documents, and virtual chat.

This guide will provide you in-depth information about collaboration software and its key features and benefits.

What is collaboration software?

Collaboration software enhances team productivity by helping team members virtually communicate and collaborate in real time. Users can communicate with each other across time zones with instant messaging features, voice and video calls, and channels or discussion threads. The solution also lets users share and edit files (e.g. PDF, Word, Excel, etc.) in real time to collaborate more effectively for shared projects.

The number of users that can be added in a text chat, channel or voice/video call differs from vendor to vendor and across the pricing plans offered by them.

Key features of collaboration software

FeaturesDescription
File sharing and managementLets users share files (PDF, images, videos, Word docs) using an easy-to-use drag and drop interface. Multiple users can write, edit, add comments and highlight the text in these documents irrespective of their location. Revision history is also available for edited documents.
Document storage and access controlAllows users to store, index and archive all the versions of documents (PDF, image, or Word) in a centralized repository. All documents are easily retrievable from this repository, and users can control access for entire or certain parts of sensitive documents to maintain security and privacy.
Communication toolsOffers users text chat, audio/videoconferencing and private communication channels. Users can chat with or call individuals or a group from within the app itself.
Project managementLets users create projects with tasks and subtasks under them, set deadlines, and assign each step to respective stakeholders. Managers can track project dependencies, down to each sub-task, and foresee delays in projects to address them beforehand.
Contextual SearchLets users search through the entire database of archived and indexed documents using certain keywords. If the keyword is generic, filtering tools help dig through the archives to provide results according to range, relevancy, and date.
Calendar managementProvides individuals visibility into their colleagues' calendars to help them synchronize appointments and meetings.
Indexing and archiving of documentsAutomatically indexes and archives all messages, notifications, and files. This helps users search through documents (e.g. Word and PDF) using certain keywords and reduces the chances of data and documents being lost or unavailable to be leveraged.
Third-Party IntegrationsIntegrates with other popular software for accounting, marketing, finance, HR and more. Organizations can integrate their existing software with new collaboration software for easy data transition and for enhancement of the core competencies of their collaboration software.

Benefits of collaboration software

Effective knowledge management. Team members across the globe can consolidate all information into a centralized database and retrieve the documents whenever.

Enhanced productivity. Unproductive meetings and irrelevant emails hurt employee productivity. Collaboration software helps reduce unnecessary meetings and emails by offering instant chat and voice/video calling for communication, so team members don't need to meet face to face for every little thing.

Cost saving: Businesses can hire full-time remote workers and collaborate with them via the cloud. They can save on infrastructure cost and utility costs if they let employees work from home.

What type of buyer are you, and what should you look for?

Small and midsize businesses. Small businesses (fewer than 100 employees) and midsize businesses (100 to 999 employees) need to pay close attention to the number of users each app supports. If you think your company is going to rapidly scale up and you'll need to add more users, pay attention to the changes in price per user. It's also important to make sure that the collaboration software you choose already integrates with the software your company is using.

Freelancers. If you're working independently or as a freelancer, you can choose a freemium version that offers core features such as text chat, voice and video calling, and file sharing. This will give you access to many of the solution's features without the cost. Advanced features such as reporting and analytics might be unnecessary for freelancers anyway.