BLOGs
Collaboration Software
Published December 07th, 2016 by

How to Select and Compare Collaboration Software

How to Select and Compare Collaboration Software

Teamwork – the most basic values that the members of a company or business should possess. As they say, two heads are better than one. Or in this case, more heads are better than one. It is important to have that sense of trust and solidarity among the members of a team. Each of them has their own strengths and weaknesses but, if they work together as a single organism, then there are limitless possibilities ahead of them. The term they use when the team is working together in a company is called collaboration. In simple explanation, it means talking to each other, brainstorming, putting their ideas into one, having the same goals, and achieving those goals together.

There are a lot of ways to have a collaborative environment. Some companies are organizing regular team-building activities to strengthen the team spirit within the members. Leaders or heads of the company are also trying different approaches in making their members more obliged to communicate with each other. Often times, the HR department would make activities like parties or gift exchanges just to make the members socialize with each other. There is also the creation of emails and group chats on Facebook that allows the members to talk to each other using the internet. It is easier to collaborate in this generation. We have a lot of ways to communicate and brainstorm even the members are kilometers away.

However, what if all of these could be merged into one software? This is what collaboration software does. It brings teamwork into the next level. It involves the technology we are using today to make communication, sharing of ideas, solving problems, and achieving a common task easier and faster. In many companies nowadays, these types of software are much preferred than having several ways of communication or collaboration. What might be the reason behind this? What really are the benefits of using collaboration software?

Benefits of Using Collaboration Software

  1. Keeping Track of Projects

These types of software have features that make tracking projects easier. It can record the improvements done in the project since day one. It keeps a record of all the changes made in the project, whoever made those changes, and how was the project before it was changed. For example, a document or presentation is being developed by a group of workers. It would be easier if a certain project could be posted in one database so that the members could see if ever there is a change in the presentation, and they can adjust their ideas to it. This will remove the hassles of using emails to consult a teammate about the changes made in the project. Plus, it eliminates the unfortunate incidences where the file will accidentally be deleted in an inbox or in an application.

  1. Reaching the Others

A cloud-based system means that the team members can access the project data and improvements whenever and wherever they want. As long as there is an internet connection, the team members can easily access the project and communicate to other co-workers. So, even if they are in another state or country, they can still be updated and make changes in the project. There is no need for them to be on their desk to work. They simply need to log into the server, talk to their teammates, give their ideas if there are any, or make improvements themselves. Plus, if they are on a vacation, they can still tune in with what’s happening in the project.

  1. Easier Reporting

In almost any office-related activity such as making a big project, the workers should make a report of their activities, schedule, and other pertinent information. However, when working with a big team, it is almost impossible to do this, and it often becomes a disaster in the end when one lose track of all that had been done. With the use of a collaboration software, making a report has never been easier. A team wouldn’t worry about any missed details in the report anymore because the software can cover all of them. So, it gives the team more time to focus on other important stuff.

  1. More Efficient Storage of Document

All the members can have access to the document storage. There is no need for them to request someone to send an email just to get a certain document. They also don’t have to store the documents in a flash drive. It cuts the hassle of sending the new versions of a document back and forth in an email. If the members want to work with a certain document, they can simply access the database and edit it there. Any updates will then immediately appear in the software so that others will know what to do next.

How to Select the Best Collaboration Software?

It is not only for big companies. Collaborative software is also now being used even in small businesses. This is because this software can streamline the workflow of any organization with a number of participants. It simply makes any business more efficient, productive, and convenient. There is no doubt that if a certain organization will use this tool, there will be bigger chance that their team will succeed in reaching for the same goal.

However, because the demand for this kind of software is getting higher, the number of providers is also getting bigger. There are lots of collaboration software providers. Finding the right one for your company or business could be a daunting task. You cannot simply pick a software on the internet and expect the best result. If you are planning to use a collaboration software, you need to make your research first. You can read some reviews about collaboration software to gain insight about the leading collaborative software in the market. You can also read some of the tips in choosing the right software for your company or business. Now, to help you with your research, here is how you can select and compare a collaboration software.

  1. Communication Methods

Communication is the most vital part of teamwork. Therefore, you should find collaboration software that provides a good communication solution. Each participant in one big project might need different communication medium. Some of them may want to communicate through the use of text messaging. Some may just want emails or online chats. For many, they would prefer communication via long hours of phone calls. Now, here are some features that your collaboration software should have.

Integrated Communication

A team is usually using a collaborative software to work on a certain project or document. This is where a good software should focus. It should allow the participants to edit the document while other users can see the changes in real-time. It must also have the features that allow the members to leave notes and messages in the document. If the user wants to share the document with the group or if he/she wants it privately shared in selected members, it should also allow them to do so. Plus, the software must also be able to integrate other forms of communications such emails, Skype, Google drive, etc.

Private Conversations

When some members of the team are still planning for a certain change in the document or project, if would be great if the software allows a private conversation between the ones who are involved in that planning. After the planning of concept is done, they can present it to other members so that they can review it. They can then make some revisions and comments in the project. The private communication must support either text, video, audio, or other forms of communication.

Video Chats

It would be easier if the team can have a video chat communication in the software that supports multiple users. When working on a big project that involves checking its appearance or if the team needs a very interactive communication to discuss certain things, this feature would be very helpful.

  1. Scheduling Features

Keeping track of the schedule is hard especially when the members are all scattered in different places. If your team has to meet a certain deadline, proper scheduling is the key to your success. The system must have a feature that will post a status report about a certain project if someone is working on it. It must have a task lists coupled with the deadline of each task so that it can notify the members if ever they are already behind schedule.

  1. File sharing Solutions

Working on a big project does not only mean making one or documents. Normally, a company or even small businesses work with a lot of different document. Those documents must also be sent to other members for further comments or revisions. Therefore, you should look for a software that will allow the participants in a project to share different forms of file such as Excel, PowerPoint, PDF, images, etc.

  1. Easy to Use User Interface

In using any software, it is important to ensure that the users can easily operate its functionalities. No matter how capable software is, it would still be useless if the users cannot quickly learn how to operate it. Many persons are going to use the collaboration software and it would be hard to explain how to use it to each of them especially when they are in different faraway places.

Although these tips might help you in your search for the best collaboration software, it is still best to do your own research. You can read some reviews to help you compare collaboration software and narrow your options. Then, you can use that knowledge to select the best software for your organizations.

You might also want to check CrowdReviews.com for the latest and top reviews and rankings about collaboration software.

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

View Rankings of Best Collaboration Software Companies