With the popularity of remote and distributed teams increasing over the last few years, collaboration tools have become indispensable for organizations of all sizes.
Companies can now foster a more connected and cooperative work environment by leveraging communication, task management, file sharing, and more via the power of the Internet. But which online collaboration tools are most suitable for your business?
As we explore the top 20+ collaboration tools by category, we’ll also integrate insights from our firsthand experiences at Textmagic, where we utilize these tools to optimize our operations. This practical perspective aims to guide you in making an informed decision about which tools are best suited for your business needs. Let’s begin.
Communication tools
Let’s start with a few of the most popular business communication tools. Below, we’ve listed and reviewed three options to consider for your company’s needs.
1. Slack
Slack is a business messaging app designed for team communication and collaboration. It organizes conversations into channels, supporting private conversations, group chats, and voice or video calls.
Key features
- Channels for organized conversations
- Direct messaging and group chats
- File sharing and collaboration
- Voice and video calls
- Integration with third-party apps (i.e. Google Drive, Trello)
- Searchable message history
Pros
- Quick & easy communication
- Builds dynamic company culture
- User-friendly interface
- Customizable notifications and emojis
- Automation of routine tasks
Cons
- Very limited free plan
- Can become expensive for large teams
- Notifications can become overwhelming
Pricing
- Free: Limited messaging capabilities
- Pro: $7.25/user/month (billed annually)
- Business+: $12.50/user/month (billed annually)
- Enterprise Grid: Custom pricing for large businesses
2. Microsoft Teams
Microsoft Teams is a business communication and collaboration platform part of the Microsoft 365 suite offering chat, video meetings, and file storage. It stands out for its deep integration with other Microsoft products and services.
Key features
- Seamless integration with other Microsoft 365 apps
- Third-party app integration
- Chat, video, and audio calling capabilities
- File sharing and collaboration within the app
- Customizable alerts and notifications
Pros
- Reduces the need for multiple tools
- High-quality video and audio conferencing options
- Strong security measures (encryption, MFA)
- Extensive third-party integrations
Cons
- The interface can be counterintuitive for some users
- Significant CPU and memory usage
- Limited customization options
- Occasions service disruptions
Pricing
- Free: Very limited features (suitable for individual users)
- Microsoft Teams Essentials: $4/user/month (billed annually)
- Microsoft 365 Business Basic: $6/user/month (billed annually)
- Microsoft 365 Business Standard: $12.50/user/month (billed annually)
3. Zoom
Zoom is a cloud-based video conferencing platform that enhances remote communication and collaboration. It is an all-in-one solution for video conferencing, messaging, and digital workspaces, accommodating various sectors, from businesses to educational institutions.
Key features
- High-quality video and audio conferencing
- Screen sharing and virtual backgrounds
- Integration with the Google and Microsoft suites
- Cross-platform compatibility on Windows, macOS, Android, and iOS
- Scalable from individual users to large enterprises
Pros
- Intuitive interface facilitating meetings
- HD video and clear audio
- Collaboration options like polling and recording
- Integration with various third-party applications
Cons
- Privacy and security issues over the years
- Can consume significant bandwidth
- Performance is heavily dependent on Internet quality
Pricing
- Basic: Free with meeting duration and participant limits
- Pro: $149.90/year/user
- Business: $219.90/year/user
- Business Plus: Custom pricing for large companies
4. Textmagic
Textmagic is a cloud-based SMS service that simplifies business communication and enhances collaboration, particularly for remote teams and internal communications. It offers a comprehensive platform for text messaging, allowing businesses to maintain constant contact with teams and clients across various industries.
Key features
- Bulk SMS sending and SMS gateway API for automated texting
- Two-way SMS chat that allows recipients to reply
- Contact management system to organize and segment contacts
- Integration with popular CRM software and email services
- Available on web browsers, Windows, macOS, and via mobile apps
Pros
- User-friendly interface that streamlines messaging processes
- Immediate delivery of messages, ensuring timely communication
- Effective for internal team updates and external marketing campaigns
- Supports global text messaging with reach to over 200 countries
Cons
- Cost per SMS may add up quickly in large-scale operations
- Dependent on mobile network reliability
- Limited multimedia capabilities compared to full-service communication platforms
Pricing
- Pay-as-you-go: Starting at $0.049/text
- Monthly subscription plans offer discounts for higher volumes and additional features
Task management tools
In terms of task management tools, there are many alternatives on the market to serve companies of all sizes. Below, you will find four of the most widely used ones.
5. Trello
Trello is a Kanban-style project management tool that simplifies task tracking and organization. It’s designed to help both individuals and teams visualize their work and progress through customizable boards, lists, and cards. The platform is equipped to manage various projects, from content calendars to product roadmaps.
Key features
- Butler automations for repetitive tasks
- Integration with third-party apps (Google Drive, Slack, etc.)
- Multiple views (board, timeline, table, calendar, dashboard, and map)
- Advanced checklists for tasks, including due dates, members, and projects
Pros
- Accessible interface suitable for users of all technical backgrounds
- Customizable workflows to fit various project needs
- Available on both desktop and mobile devices
- Deep integration with Atlassian’s suite of tools
- API available for custom integrations
Cons
- Most advanced features are tied to the premium plan
- Better suited for smaller projects
- Some features missing (i.e. reporting)
Pricing
- Free: Basic features for individuals and small teams
- Standard: $5 per user/month (billed annually)
- Premium: $10 per user/month (billed annually)
- Enterprise: $17.50 per user/month (billed annually)
6. Asana
Asana is a cloud-based project management collaboration tool designed for task tracking and project planning. It offers a user-friendly interface alongside features that help teams organize, monitor, and manage their work more efficiently. With robust customization and integration capabilities, Asana is a suitable choice for businesses of all sizes.
Key features
- Task dependencies and milestones
- Advanced search and reporting tools
- Focus mode and My Tasks list
- Integration with a broad range of third-party tools
Pros
- Highly intuitive and user-friendly interface
- Extensive customization options
- Improved workflow automation
- Agile management capabilities
- Effective remote work support
Cons
- Steep learning curve due to a wide array of features
- Lack of detailed analytics, as only basic reporting is available
- Can become expensive for larger teams
- The mobile app is less intuitive than the desktop version
Pricing
- Personal: Free with collaborator limit
- Starter: $10.99/user/month (billed annually)
- Advanced: $24.99/user/month (billed annually)
- Enterprise: Custom pricing for larger companies
- Enterprise+: Custom pricing for added compliance features
7. Monday.com
Monday.com is a cloud-based work operating system (Work OS) designed to facilitate various aspects of work management and team collaboration within a company. The platform allows users to create custom workflows for project management, task tracking, CRM, and operational processes.
Key features
- Visual project management with customizable dashboards
- Multiple views (i.e. Gantt chart, workload) for project oversight
- Extensive automation options and over 50 integration possibilities
- Upload compatibility with all relevant file types
- Efficient work request collection via forms
Pros
- Highly visual and customizable interface
- Robust collaboration tools for project management
- Diverse customer support options
- Strong security and adherence to industry best practices
Cons
- Interface complexity can be overwhelming
- Steep learning curve for new users
- The mobile app offers limited capabilities
Pricing
- Free: Very limited user and board access
- Basic: $9/user/month (billed annually)
- Standard: $12/user/month (billed annually)
- Pro: $19/user/month (billed annually)
- Enterprise: Custom pricing for larger companies
8. ClickUp
ClickUp is a cloud-based project management and productivity tool offering various features designed to cater to work processes across multiple industries. It aims to consolidate separate tools into one unified application, enhancing workflow efficiency and team collaboration.
Key features
- Task management with Gantt charts and Kanban boards
- Custom automation builder to streamline workflows
- Online whiteboard and team messenger
- Real-time data visualization in multiple project views
- Extensive customization options for tasks
Pros
- Highly versatile and customizable
- Multiple ways to view tasks
- Enhanced collaboration through dedicated tools
- Wide range of integrations
Cons
- The all-in-one approach may limit some users
- Advanced features are limited to premium plans
- Can be overwhelming due to its extensive features
Pricing
- Free Forever: Limited features (recommended for personal use)
- Unlimited: $7/user/month
- Business: $12/user/month
- Enterprise: Custom pricing for larger companies
Creative and design tools
Visual collaboration tools are an efficient way for creative teams to work together on projects. Here are some popular solutions you can adopt for your company.
9. Miro
Miro is a digital whiteboarding platform designed for creative teams to collaborate visually. It allows for real-time and asynchronous work, helping teams to brainstorm, plan, and manage projects across various stages of the innovation lifecycle.
Key features
- Unlimited canvas and pre-made templates for various uses
- Collaborative tools, including text, voice, and video chats
- Integration with many popular apps (i.e. Slack, Google Drive)
- Enterprise-grade security features (i.e. SSL encryption, compliance)
Pros
- Facilitates collaboration for remote or distributed teams
- Centralizes and standardizes communication
- Facilitates productivity by speeding up the creative process
- Versatile use cases across multiple departments, not just design
Cons
- Advanced features are mostly available on paid plans
- Occasional session disruptions that impact productivity
- Feature complexity can be overwhelming to some users
Pricing
- Free: Limited features in a single workspace
- Starter: $8/user/month (billed annually)
- Business: $16$8/user/month (billed annually)
- Enterprise: Custom pricing for larger companies
10. Notion
Notion is an all-in-one workspace designed for note-taking, project management, and collaboration. Within it, users can create pages with embedded blocks of various types, such as text, images, tables, and more. This allows for a flexible approach to organizing information.
Key features
- Flexible content creation using a variety of blocks
- Customizable databases to organize information
- Ready-made templates for various use cases
- Integration with popular apps (i.e. Google Drive, Slack)
- Collaboration tools such as page sharing and tasks
Pros
- Integrates notes, tasks, and databases in one platform
- Highly adaptable to various project needs
- Simplifies team communication and project tracking
- Accessible across multiple devices on web, mobile, and desktop
Cons
- May lag with extensive data or on mobile
- Limited functionality when not connected to the Internet
- The free plan has caps on usage and users
Pricing
- Free: More suitable for individual users
- Plus: $8/user/month (billed annually)
- Business: $15/user/month (billed annually)
- Enterprise: Custom pricing for larger companies
11. Figma
Figma is a cloud-based design tool that enables collaborative interface design. It’s popular for its real-time collaboration features and its support for various design tasks such as wireframing, prototyping, and generating UI/UX mock-ups.
Key features
- Real-time collaboration for multiple users
- Editing tools for vector graphics
- Interactive prototype creation
- Asset library creation and management
- Cross-compatibility via web
Pros
- Enhanced teamwork from any location
- Vector network for flexible design
- Extensive plugin ecosystem that broadens functionality
- Incorporates multiple design steps in one tool
Cons
- Performance can lag with complex projects
- Steep learning curve for new users
- Reliance on Internet connectivity for full functionality
Pricing
- Free: Basic features with limited collaboration
- Professional: $12/user/month (billed annually)
- Organization: $45/user/month (billed annually)
- Enterprise: $75/user/month (billed annually)
12. Canva
Canva is a graphic design platform used to create social media graphics, presentations, posters, documents, and other visual content. The tool offers many templates and design elements, including fonts, illustrations, and stock photography.
Key features
- Vast template library for various design needs
- Drag-and-drop editor for ease of use
- Photo editing capabilities
- Wide selection of fonts and design elements
- Collaboration features for team projects
Pros
- User-friendly interface suitable for beginners
- Extensive library of templates and design elements
- Convenient collaboration and sharing options
- Cross-platform accessibility
- Offers a free version with ample features
Cons
- Advanced features require a subscription
- Limited customization compared to professional design software
- Can experience lag with complex designs
Pricing
- Canva Free: Suitable for individual use
- Canva Pro: $119.99/user/year
- Canva for Teams: $120/user/year
- Canva Enterprise: Custom pricing for larger companies
File sharing and collaboration
File sharing is the cornerstone of efficient collaboration across departments. Below, you will find three tools that facilitate and support it, even across borders.
13. Google Workspace
Google Workspace is a collection of cloud-based productivity and collaboration tools developed by Google. It encompasses various applications such as Gmail, Docs, Drive, Calendar, and Meet.
Key features
- Gmail for personalized email
- Google Drive for cloud storage
- Google Docs, Sheets, and Slides for document creation and collaboration
- Google Meet for video conferencing
- Google Calendar for scheduling and time management
- Google Chat for team messaging and communication
- Google Forms for surveys and forms
Pros
- Seamless integration across tools enhances productivity
- Real-time collaboration on documents
- Cloud-based access from any device, anywhere
- Comprehensive security and admin controls
- Scalable solutions for businesses of all sizes
Cons
- Can be costly for small businesses or startups
- Reliance on Internet connectivity for syncing
- Data privacy concerns in cloud storage
Pricing
- Business Starter: $6/user/month (billed annually)
- Business Standard: $12/user/month (billed annually)
- Business Plus: $18/user/month (billed annually)
- Enterprise: Custom pricing for larger companies
14. Microsoft OneDrive
Microsoft OneDrive is a cloud storage service from Microsoft that allows users to store files and data securely online. It integrates with Microsoft Office apps for easy access and collaboration on documents, spreadsheets, and presentations.
Key features
- Secure file storage and sharing
- Real-time document editing and collaboration
- Seamless compatibility with Microsoft Office tools
- Advanced search capabilities for instant access
- Offline access options to minimize Internet reliance
Pros
- Generous free storage plan
- Easy file sharing and collaboration
- Strong security features with Personal Vault
- Access files from anywhere, on any device
Cons
- Limited advanced features compared to competitors
- Storage plans can be costly for higher tiers
- Can experience synchronization issues across devices
Pricing
- OneDrive for Business: $5/user/month (billed annually)
- Microsoft 365 Business Basic: $6/user/month (billed annually)
- Microsoft 365 Business Standard: $12.50/user/month (billed annually)
15. Dropbox
Dropbox is a cloud-based file hosting service that offers cloud storage, file synchronization, personal cloud, and client software. It enables users to store and share files and folders with others across the Internet using file synchronization.
Key features
- Cloud storage for files and folders
- File synchronization across devices
- Sharing tools for collaboration
- Dropbox Paper for document editing
- Integration with third-party apps
Pros
- Easy file sharing and collaboration
- Access files from any device
- Secure storage with encryption
- Version history prevents data loss
Cons
- Free storage limit is quickly reached
- Higher pricing for large storage plans
- Can be slow with large files or folders
Pricing
- Free: Limited features and storage
- Plus: $11.99/user/month (billed annually)
- Essentials: $19.99/user/month (billed annually)
- Business: $18/user/month (billed annually)
- Business Plus: $30/user/month (billed annually)
Specialized tools
Specialized teams such as devs and product managers work together best when they have a space to share ideas and fix bugs on the fly. Here are our top picks for them.
16. Jira
Jira is a project management tool developed by Atlassian, primarily used for bug and issue tracking. It’s widely adopted in software development environments to help teams plan, track, and manage agile projects.
Key features
- Customizable workflows to fit specific teams
- Visual sprint and task management
- Roadmap planning features (phases, milestones, etc.)
- Detailed reporting and analytics
- Integration with development tools
Pros
- Highly customizable for various project management needs
- Supports Agile methodologies effectively
- Comprehensive issue and bug tracking
- Performance and productivity insights
Cons
- Can be complex and overwhelming for new users
- Customization may require time and technical knowledge
- Performance can slow down with extensive customization
- Mobile app features are limited compared to the web version
Pricing
- Free: Limited features (suitable for small teams)
- Standard: $8.15/user/month
- Premium: $16/user/month
- Enterprise: Custom pricing for larger companies (801+ users)
17. GitHub
GitHub is a web-based platform for version control and collaboration, allowing developers to host and review code, manage projects, and build software alongside millions of other developers. It’s built around Git, a distributed version control system that enables users to work together on projects from anywhere.
Key features
- Repositories to store, manage, and track changes
- Parallel development with project branch management
- Task and bug tracking within each project
- Hosting and publishing static pages
- Actions to automate, customize, and execute workflows
Pros
- Simplified collaboration on dev projects
- Powerful version control system
- Vast open-source community
- Workflow automation with third-party integrations
Cons
- Repositories are public by default on free accounts
- Creates dependency on an external service
- Limitations on file and repository size
- Price increases after the first year
Pricing
- Free: Basic features with limitations
- Team: $3.67/user/month (first year)
- Enterprise: $19.257/user/month (first year)
18. Confluence
Confluence is a collaborative workspace or content management system developed by Atlassian. It’s designed to help teams collaborate on projects, share knowledge, and manage documents and information all in one place.
Key features
- Page and space creation to organize projects or topics
- Real-time collaborative editing capabilities
- A variety of templates for different types of content
- Robust access control at several levels
- Integration with other Atlassian tools and third-party solutions
Pros
- Centralized knowledge sharing and management
- Customizable with templates, macros, and plugins
- Powerful search tools for quick information access
- Simultaneous editing and commenting on a document
Cons
- Can become slow or less responsive with extensive use
- Limited offline functionality and reliance on the Internet
- Permission management complexity with larger teams
Pricing
- Free: Limited features (suitable for small teams)
- Standard: $6.05/user/month
- Premium: $11.55/user/month
- Enterprise: Custom pricing for larger companies (801+ users)
19. Basecamp
Basecamp is a web-based project management and team collaboration tool that provides a centralized platform for teams to manage projects, communicate internally, and maintain documentation. It integrates several functionalities into a single interface, making it easier for teams to track project progress and deadlines.
Key features
- Task to-do lists complete with deadlines and tracking
- Message boards for team discussions
- Calendar to help teams plan events and milestones
- Document, file, and image storage
- Easy automation of periodic queries
Pros
- Clear and intuitive user interface
- Reduces solution overload with an all-in-one approach
- Client access features that enhance visibility and security
- Flat-rate pricing model with unlimited users and projects
Cons
- Limited task management and reporting features
- Lack of advanced product planning tools
- No Gantt chart view, which limits some teams
Pricing
- Basecamp: $15/user/month
- Basecamp Pro Unlimited: $299/month (billed annually)
20. Smartsheet
Smartsheet is a cloud-based platform that combines elements of spreadsheet interfaces with robust project management tools and collaboration features. It’s designed to help organizations plan, capture, manage, automate, and report on work across business processes.
Key features
- Grid interface resembling traditional spreadsheets
- Workflow and alert automation
- Collaboration tools such as sharing and comments
- Integrations with popular solutions (i.e. Google Workspace, Salesforce)
- Real-time visibility into resources and reporting
Pros
- Easy to navigate thanks to the familiar interface
- Enhanced team collaboration
- Powerful reporting and visualization
- Automation of everyday tasks and notifications
Cons
- Can be expensive for larger teams
- Slows down with large data sheets
- Limited customization options for reports
Pricing
- Free: Limited number of users and editors
- Pro: $7/user/month (billed annually)
- Business: $25/user/month (billed annually)
- Enterprise: Custom pricing for larger companies
21. Airtable
Airtable is a cloud-based software platform that blends the functionalities of a traditional database with the user-friendly interface of a spreadsheet. This hybrid structure makes it accessible to both technical and non-technical users, allowing them to create, edit, and share relational databases in a visually intuitive layout.
Key features
- Customizable views (grid, calendar, form, Kanban, and gallery)
- Tools to build a network of interrelated databases
- Automation for repetitive tasks and workflows
- Integration with many popular apps (i.e. Slack, Dropbox)
- Real-time collaboration tools
Pros
- Intuitive interface with spreadsheet-like format
- Highly customizable fields and forms
- Efficient team collaboration and data sharing
- Flexible views for customizable data visualization
Cons
- May slow down with large datasets
- Basic reporting capabilities
- Mobile versions are less robust than the desktop app
Pricing
- Free: Limited features suitable for very small teams
- Team: $20/user/month (billed annually)
- Business: $45/user/month (billed annually)
- Enterprise Scale: Custom pricing for larger companies
How to choose the best collaboration tools
Choosing the best collaboration tools for your business involves carefully considering several factors. We’ve listed the most relevant ones below:
- Team size: Ensure the tool can accommodate the size of your team.
- Project complexity: Choose tools that can handle the type of projects you undertake.
- Specific needs: Identify unique requirements, such as industry-specific functionalities.
- Ease of use: Select user-friendly tools that facilitate quick adoption.
- Integration capabilities: Ensure the tool integrates seamlessly with existing systems.
- Cost: Consider both initial and ongoing costs in relation to your budget.
- Scalability: The tool should be able to grow with your business.
- Security features: Prioritize tools with robust security and compliance features.
- Feedback: Gather input from the team members who will use the tool.
- Free trials: Use demos to test the tools in real scenarios.
Conclusion
The right collaboration tools can transform how teams work, breaking down geographical and interdepartmental barriers. By integrating them into everyday tasks, businesses can significantly enhance productivity, facilitate clear communication, and ultimately drive success.
As organizations of all sizes navigate the complexities of project management and teamwork, investing in the right tools is not just a necessity—it’s a game-changer.
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