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Published June 02nd, 2016 by

The Benefits of a Collaboration Software in Businesses

The Benefits of a Collaboration Software in Businesses 1Collaboration is essential in the business industry in order to make the work faster and easier. However, there are instances that the team member is in a different geographical location, such as during business trips that may cause work disruption. The modern way of collaboration already involves technology to make the work more effective and efficient. It removes the geographic barrier so you can still work even if you are not in your office. It gives you the ability to work while you are at home, on the road, or any location that has an active internet connection.

The Online Collaboration Tool

Working together away from the workplace has been made possible with the online collaboration tool. Today’s work practice involves technology as it empowers the employees to work together on the same document at the same time as long as the internet connection is available. You can work remotely with a partner or a group to achieve a specific goal.

It aligns the effort, standardizes the processes, drives visibility and encourages transparency. It is used in order to keep track on projects and to organize files, emails and documents efficiently. Among its key features are online messaging, secure file sharing and video conferencing, which allow the team to have a real-time communication. It resolves the issue of time, communication and distance. It increases the productivity since you can work anytime and you can access the files 24/7. Individuals with different capacities and skills work together, which improves the effectiveness of the team. Distance will never be an issue when using the software since it allows you to work with any team member around the globe. If you are working with different individuals, they can help you by providing an alternative solution to an issue.

The features, functions and how it can help the business can be determined through the reviews of online collaboration tools from users. Here are some of the benefits of the software for your business.

You Can Share Your Document and Files

Sharing of documents and files are essential in collaboration. With the use of the collaboration software, all documents and files are stored in one location which makes it accessible by all team members wherever they go.  Anybody from the group will be able to access, edit and update the files remotely. Each member can easily access and check if there are any changes made on the file so there is no need to inform your teammates regarding the changes. Restoring to the previous version of the file can also be done if a file is accidentally deleted.

The online document management software speeds up the process of collaboration and sharing of files. Sharing, viewing, and editing of data is quicker compared to the traditional collaboration. And since all the files are stored in one location, searching for an old or a new file will just take a few seconds. As an added security feature, you can adjust the permission level of the software. This prevents the users who have only viewing capability to make any changes to the files. Depending on the specified permission, a user can be authorized to view, edit or update the file.

There are different file types that are significant in the business, good thing that the top online collaboration tools are capable of supporting all types of file. Most businesses use Excel, PDF, Word and PowerPoint for their documents. Collaboration software reviews from users can help you determine if the software can support the file types needed in your company.

Communication System

Communication is also important in the business industry to keep you up-to-date and to stay connected with your team. The software is capable of sending chat messages, including private and group messaging.

Most business collaboration software has a mobile app so you can still communicate with the team even if you don’t have a computer or laptop with you. You can also send a message even if the team member is not online, your message will be forwarded to the person’s inbox in order for them to view it at a later time. Sharing of files is also made easier wherein you can just drag then drop the file on the chat window making the communication quicker and more secure.

Keeping track of your activities can be easily done if you have one of the top online collaboration tools. It also allows you to quickly generate reports so team members can focus more on income generating activities. You will be free from stress in terms of reporting the project and the report time.

It Has a Robust Search Feature

It can instantly find what you are looking for with just a click. It has a robust search feature that allows you to quickly and efficiently find the blog post, old document or conversation. You can also filter your search by category or even make your own filter.

Most software has knowledge base integrated so if you needed some information, you can easily access it.  Considering that you can already access the database by yourself, you no longer need to call or email your colleague which can save you time. You can also make sure that you will not miss any important details.

You Can Create a Content Platform

You can collaborate, publish and share content using the social collaboration software. Employees can share a wide range of content and work together for best results. You can share ideas, plan for a project, and collaborate using the software. Aside from its capability to attach files, you can also embed photos and videos, provide feedback, as well as insights to improve the quality of your job.

An updated version is saved every time a content is updated and it will also allow you to view the history, compare the versions and restore to the previous version. All versions of the documents are stored in the software to easily track the project’s progress and you may use it for reference in the future.

You Connect With Other Employees Anytime, Anywhere

You can work remotely anytime and anywhere as long as you have an internet connection. Even if your team is not in the same room, you can still work effectively. Everyone on the team can work together and help each other to have a successful project. Each team member will have a task and they will be accountable for their assigned task. The software can divide the work among the member so there will be no mix up of the responsibilities and they will all have a part of the project.

The use of a document collaboration software removes the need to carry a pile of files during business trips. The whole database of the company can be accessible online. It is secured so you don’t have to worry when you virtually access the documents. It gives you an access to the company files even if you are not in the workplace. Once you have found the best collaboration software for your business, you will be empowered in completing the tasks in your most comfortable place.

You Can Organize Your Schedule

The scheduling feature helps team members manage their time. It has a built-in group and personal calendar so you can manage your schedule and keep track of your meetings, activities and deadlines. To create a task, you need to analyze first the deliverables of the project, then assign the task to each team member. The tool can help assign the task and it includes the subtask and due date. Each team member will be accountable for their assigned tasks so it is beneficial if they have a calendar to remind them of the deadlines. It monitors the project milestones and sends an alert or message when it is almost or passed the deadline.

You also have the option to share your calendar and invite specific individuals to events. Managing your schedule is made easier so you can plan ahead for important dates. Whether you have a small or a large organization, you can use the collaboration online tool as long as you desire to work together through the internet. Aside from working with your team, you can also utilize it when working with the clients’ documents. This enhances transparency and builds a relationship with the client.

Getting the right software that can meet the demands of the business can be difficult if you don’t know what you need to look for in a software. You can check some tips on how to choose the right software to know the features and functions that are primarily needed in the business. You can also do a research to learn how your co-worker can benefit from the software, how you can integrate the software with the existing system and how it can help improve your projects. You can compare different software or if the software has a free trial take advantage of it. This will help you decide which software fits your business. There are a couple reviews of online collaboration tools available online and the CrowdReviews’ list of collaboration software is absolutely helpful to assist you in getting the right software.

 

Jeev Trika

Jeev is an executive leader with successful experience building research portals which recommend the best products and services in various highly competitive verticals.

Our rankings are completely independent, transparent, and community driven; they are based on user reviews and client sentiment. These online collaboration software companies had to earn their way up and didn't just pay their way up.

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