Projects are collaborative in nature, requiring employees from different teams to work together toward specific goals. However, due to the involvement of multiple stakeholders, collaboration over traditional channels such as emails and phone calls can become complicated and confusing. Emails often tend to pile up, and points of discussion get lost in conversations over calls.
With project collaboration software, businesses can streamline project-related communication to collaborate effectively on project tasks. However, choosing software that’s right for your business can be challenging. From full-suite solutions to stand-alone applications, the market is densely populated. To help you make an informed purchase decision, we’ve covered all the essential information related to project collaboration software in this buyers guide.
Here’s what we’ll cover:
What is project collaboration software?
Project collaboration software is a software tool that enables project teams to collaborate effectively on project-related tasks. It lets project managers create tasks, assign them to team members, and track the project schedule and timeline.
The software allows team members to discuss tasks and provide feedback via in-task messaging, project tags, voice and video calls, and more. It also sends project updates so that all members are aware of the latest project developments.
What are the deployment options for project collaboration software?
Project collaboration solutions can be deployed on the cloud or on-premise. Let’s discuss both options.
Cloud-based deployment: In this deployment type, vendors host the software on their cloud-based servers and are responsible for data storage and software maintenance and upgrade. Users can access the software from web browsers and mobile applications. Cloud-based project collaboration software works best for small and midsize businesses, as it doesn't require one-time investments (such as license fee and hardware costs) and a dedicated technology team.
On-premise deployment: In this deployment type, buyers have to deploy the project collaboration software on their internal on-premise servers. They are also responsible for data storage and software maintenance and upgrade. On-premise solutions involve a one-time license fee as well as IT infrastructure-related investments in servers and network equipment. Despite the added costs and technical requirements, these solutions offer higher data security, as data is stored in internal servers and thus better protected from threats.
Key questions to ask a vendor before you buy: What is the total cost of ownership for your software? Are there any additional costs associated with your product, such as premium support and migration assistance?
What are some common features of project collaboration software?
Different vendors offer different features in their project collaboration software. Selecting software with the right features is easier when you know what the most common features are and what they do. Here's a look at some of the common features of these tools.
File sharing: Allows you to share project-related files and documents with your team members. You can also set access permissions so that only authorized personnel can view or edit the files.
File sharing in Basecamp
Messaging: Allows your project team to collaborate—ask questions, reply to queries, and provide more information—by adding comments to the tasks. Anyone with access to a task can see its comments, and followers of the task receive a notification in their inbox and via email.
Project messaging in Asana
Tagging: Allows you to tag your teammates on project tasks by simply typing @ followed by the name of the team member. The tagged teammate receives a notification of the comment you’ve added.
Tagging in Slack
Web conferencing: Allows you to connect with your team members via video conferences. Some software tools also let users share their screen during video calls.
Video calling functionality in Microsoft Teams
Key questions to ask a vendor before you buy: What are the features offered by your software? Which features do you think will be useful for my business?
Back to project collaboration software directory
Note: The applications selected in this article are examples to show a feature in context and are not intended as endorsements or recommendations. They’ve been obtained from sources believed to be reliable at the time of publication.