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Published July 09th, 2016 by

Things to Consider When Choosing Collaboration Software

Things to Consider When Choosing a Collaboration SoftwareEvery team member needs to work together to accomplish something. This process of working as a team is called collaboration. Collaboration refers to an act of working with someone to create something.

However, it’s quite hard to collaborate with a team, especially if you are a group leader. Apart from your job, you also have to monitor the development of the project. You have to follow up your teammates to get an update on their assigned tasks. Lastly, you have to make sure everyone stays updated with the latest instruction regarding the project.

However, doing these things is pretty hard. Sometimes, you tend to lose track of the progress of the project because of other responsibilities. Fortunately, there’s a new application that lets you do these things using a sing platform. This app is a collaboration software.

In this article, you’ll learn everything you need to know about this tool. You’ll learn what it is, what to look for when getting this solution, and who should use it. So without further ado, let’s begin the discussion.

What is a collaboration software?

A collaboration software is a solution that allows users to work with a group to achieve a particular goal. There are many collaborative software products on the market. Unfortunately, some of them lack the functionality and features that a good collaboration tool must provide.

A reliable online collaboration software must accomplish the following things:

Instant Communication

All tools must have instant communication features. These features are forums, web conferencing, discussion threads, Email, IM, Intranets, and Extranets. With these tools, you can communicate with your teammates with ease.

Eliminate Email Clutter and Workspace

Managing documents is a must. Not only it saves workspace, but it eliminates email clutter. Hence, you need to make sure that the online tool you’re about to choose should accomplish this task.

A reliable collaboration document management software must have online spreadsheets, task lists, and documents. Moreover, it should have administrative templates, shared calendars, and a centralized file storage system. All these features must be accessible to all devices. That way, you can view the project wherever you are, as long as you have an Internet access.

Enable You to Revise Files

Your groupmates can save a lot of time and increase productivity with this tool. Online collaboration services allow every member to upload documents so that reviewers can check, update, and re-upload them. Furthermore, it enables you to revert the file back to its original version if you don’t like the changes made.

Cut Costs

Most of the top collaboration software products are expensive. Some of them are available at reasonable prices. Though they’re cheap, they can still provide the features and services you need for your business. Moreover, they give bigger revenues compared to other collaboration services online. For instance, SaaS collaboration platform helps you save money when it comes to maintenance, license, and staffing fees.

Enable Better Management

The primary purpose of collaboration software solutions is to allow better management. This tool enables leaders to see the latest happenings in the company. Moreover, it helps them assign tasks to the members of the group. Lastly, it can hold a meeting via web conferencing wherever you may be.

What to Look For in a Collaboration Software

The collaboration project software industry has rapidly grown since the day the developer launched the product. Thus, many companies are now providing this solution on the market. But with the number of options to choose from, which one is the right solution for your business?

There are many things to consider when getting the top collaboration software. First, you need to acknowledge the type of project you’re working. There are different kinds of collaboration solutions. These are Gant, Kanban, and To-do List charts.

If your project is timetable dependent, you need to get the Gant chart. For projects that require completing a particular stage before moving onto the next; Kanban chart is the right choice. If you’re working on a project with a precise instruction, then you should choose To-do list.

Apart from that, you need to consider the features of the software. A good collaboration workspace software needs to have communication, file revision control, and RSS feed tools. It also needs security features. These features will not only increase productivity, but they will also improve overall workflow.

When searching for communication features, look for forums, emails, and chat support. These tools will allow faster communication.

If you want to have an organized email system, you should look for a document management tool. It not only prevents email clutter, but it also eliminates workspace.

The file revision control lets you upload and edit a document. Moreover, it enables you to change the data back to its previous form. Hence, if you’re in the writing industry, make sure that the software you choose has this feature.

Security is also a must. Since it’s a web-based collaboration solution, you need to make sure that your files are safe. Otherwise, someone might get into your software without your permission.

When looking for an Internet-based software, make sure that it has encryption and authentication features. These tools will strengthen the security of your files once uploaded to the platform.

You also need to look for RSS feed tools. This feature enables users to see what’s going on in the business. Moreover, you can check the development of the project and follow up the members for their pending tasks.

When getting this collaboration service, make sure that it has features, which enables you to delegate and manage the project. That way, it will keep the business running efficiently.

Lastly, you need to look for reviews of collaboration software. It provides customers’ experiences and collaboration software pros and cons. Hence, it will help you choose the right collaboration tool for your business.

Who Should Use Collaboration Software?

Many people think that this software is just for home-based businesses. The truth is, any industry can take advantage of this solution. It doesn’t matter whether you work in a law firm or construction industry. With this software, you can meet the deadline of your project.

Collaboration tools have changed the way how attorneys work. Before, lawyers needed to set up a meeting with their clients to talk about and review the case. Nowadays, they don’t need to do so, as long as the customer has access to the software. They just need to call them via web conferencing to talk about the case.

As for architects, this tool will help in improving the workflow of the project. So how will it improve the project’s workflow? Here’s an example wherein a collaboration tool is beneficial.

A client calls an architect and asks him to design a building. Then, the builder asks the client about the deadline of the project. After the conversation, the designer needs to inform his team about the new project. Either he sends them an email, posts a message on the platform, or via web conferencing. Then, the builder starts creating a plan and then posts it on the thread so that everyone can see it.

When the construction is starting, the architect can check the development of the project, even without visiting the site. With the use of the chart, the leader can see if they’re getting behind the schedule or not. Hence, it gives the architect an opportunity to think of a solution that will increase the speed of construction.

Thus, you can say that this solution not only improves communication, but performance too.

Collaboration solutions have changed the way how businesses work. With the help of this tool, companies can start working on a particular project, despite geographical locations. Moreover, it allows you to watch the progress of your team’s work without going to their place. Lastly, it increases productivity and improves the performance of the company.

There are many online collaboration products on the market. For this reason, it’s hard to choose which the best tool is. To help you with your problem, you need to consider the needs of your business. Know your company’s weakest points and choose a platform that will solve these issues.

Another thing you need to consider is the features offered by the product. You need to make sure that the software has communication, security, file revision control, and RSS features. These features will not only improve the workflow, but security too.

Lastly, you need to look for reviews of collaboration software. These will give critical information that can influence your decision.

There are lots of reviews that you can find on the Internet. Unfortunately, not all of them are from a reliable source. Thus, before trusting the content of the article, make sure that the site has a good reputation. Otherwise, you might end up with a wrong collaboration solution.

But if you don’t want to search further, then you should go to the CrowdReviews’ website. It’s a buying guide that lists the best products and services and provides collaboration software reviews. The aim of this site is to help buyers choose the right product or service for their businesses.

Trevor Price

Trevor Price helps small businesses leverage mobile technology to reach their audience and extend their capabilities in delivery, information, and tracking.

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