The best collaboration tools for teams

None of us is as smart as all of us. At least, that’s the guiding principle behind good collaboration. But putting your heads together in a digital space can often make for an uncomfortable fit. Without the right team collaboration tools to seamlessly support a real-time back-and-forth, it can feel as though everyone’s trying to cram their noggins into the same thinking cap—at the same time. That’s a headache just waiting to happen.

The right collaboration app can bring you all together in a way that’s comfortable, efficient, and less likely to have folks butting those heads. Of course, the best fit for your needs is going to depend on the kind of work your team does, as well as the ways in which each of you—and all of you—work most effectively.

Here, I’ll give you a tour of collaboration software options designed to support you and your team so that your future collaborative efforts will come out…ahead (sorry).

The best collaboration software

How to choose online collaboration tools

Collaboration tech stacks are like fingerprints—each company has a unique one. If you want a glimpse into how varied tastes can be, just search “tech stack” on Twitter. So how do you tailor a collection that works for your and your team? There are four key considerations. 

1. Does it fit into your budget? Your team’s budget impacts which—and how many—team collaboration tools you can use. The lower your budget, the more you may want to opt for multi-purpose apps instead of niche options. 

2. Does it help with team-specific tasks? While there are some tasks that every team does, like sending messages to each other and collaborating on projects, you might have department-specific tasks, which will require more focused solutions.

3. Can it handle your team size and work volume? Team size and work volume can affect the pricing of your collaboration tools as well as the features you have access to. 

4. Does it integrate with your other tools? Unless you find a unicorn company that handles all of your collaboration (you won’t), you’ll need to work across apps. As your workload increases, integrations between tools will be essential, whether natively or through Zapier.

Collaboration software stacks vary massively, but just because the exact tools are always different, it doesn’t mean the stacks themselves don’t have a lot in common. Here are the categories to consider when building out your suite of collaboration apps.

Collaboration software for team chat

Slack

You can’t have collaboration without communication, and team chat apps are, at this point, an almost-necessary addition to email. Real-time communication is a quicker, more informal space that’s useful for remote work and in-office collaboration. Your team can bond, share quick project updates, or ask questions in a chat app. You can also communicate externally with a lot of team chat apps.

Slack is a popular choice when it comes to business chat platforms, and for good reason. It ticks all the boxes on your team chat wishlist, starting with a robust, customizable chat feature. In addition to providing a general conversation channel for your whole company to use, Slack allows you to create channels that you can organize by team, project, or any other theme of your choice. Conversations in these channels can be further organized into threads, so that you can tune into those discussions that are most relevant to you, while blocking out the ones that aren’t. And Slack’s robust search feature makes it easy to locate info no matter which channel it lives in. 

Slack also offers click-and-drag file sharing, video and audio calls, as well as “huddles” that allow for real-time, audio-based co-working. All of these features come at a price, however. If you’re on a budget, you might want to consider alternatives. Here are the best team chat apps. 

Collaboration software for video conferencing and screen sharing software

Zoom

Some work just needs to be done face-to-face, or at least screen-to-screen. For both of those options, Zoom makes good sense. Thanks to its meteoric rise during the pandemic, Zoom has become a go-to for video conferencing, turning folks from all over the world into amateur lighting technicians in sensible tops and sweatpants. 

Zoom’s popularity is understandable, given its reliability and feature-rich conferencing environment. Users can schedule conferences in advance, use text chat during the call, and adjust video settings down to the details. Zoom also provides real-time transcriptions and closed captioning. 

Beyond its video features, users also get access to screen sharing features that are available on desktop or mobile. Share and annotate files, or enable co-annotation for an even more collaborative experience. Zoom’s whiteboard feature supports diagramming, image sharing, and sticky notes for versatile input. 

Given all this, it’s clear why Zoom is the choice of so many when it comes to online collaboration. But it’s not the only game in town, and you might find a better fit in our rundown of the best video conferencing software for teams or our list of the best Zoom alternatives. Or, for other screen sharing options, check out these screen sharing apps.

Read more: Automate your video conferencing

Collaboration software for online whiteboarding

Miro

Not even the most effective conferencing platform can prevent conversations from stalling—or from being interrupted when someone can’t turn off their cat avatar. For a more focused collaboration, you might want to cut the chit-chat and limit your work just to a whiteboard. 

Even by themselves, whiteboards are powerful platforms that can support your research and planning workflows. Take Miro, for example, a whiteboard tool that’s available on any device, as well as the web. Miro provides you with a host of different templates to guide your project, or you can start from a blank slate if you prefer. Add shapes, text, and sticky notes through the intuitive drag-and-drop interface. You can enhance your UX further by installing any of the plug-ins available through the Miro marketplace. 

Stay updated as you go with Miro’s management feature, which tracks changes, assigns tasks, and supports your conversations with team members. You can also share screens and present your whiteboards in real-time, boosting your opportunities for real-time collaboration.

Read more about Miro and other choices for whiteboard tools, in Zapier’s list of the best online whiteboards or check out how Miro and Mural stack up. And for more on brainstorming apps in general, check out the best brainstorming tools and the best flowchart and diagramming software. 

Collaboration software for mind mapping

MindMeister

Another way to boost your online collaboration is via a mind map. While conferencing and whiteboards are great for supporting free-form discussions, a good mind map provides you with a ready-made template that will inspire your next brainstorm while allowing you to see how each idea fits together (hence a “map”).

If that sounds useful to you, MindMeister is a solid choice for collaborating on a mind map. More connected than a sketch pad, more collab-friendly than PowerPoint, MindMeister allows you to build and connect ideas, leave comments for your team, and work together to brainstorm and present your big ideas. It also connects directly to MeisterTask, so you can turn your brainstorm session into an actionable project and integrate it with Zapier.

Still, it’s not the only game to keep in mind when it comes to mind maps. If you’re looking to see what other options might be out there, here’s the best mind mapping software.

Collaboration software for screen recording

Loom

If real-time collaboration isn’t what you’re going for, a screen recording app might be the way to go. These tools allow users to demonstrate complex topics while helpfully narrating (or annoyingly humming) to provide an added layer of engagement. 

If this sounds like a more appropriate choice for your needs, consider Loom. This powerful platform allows you to record either your screen, your screen with a webcam video, or just the webcam video alone. Edit your recorded video in your browser, then share the link with your viewers.

Loom’s free option allows you to store and share up to 25 videos (no longer than five minutes each). You’ll need to upgrade to a paid model (or outsource your file sharing) if you’re planning on hosting more content. To see what other screen recording options are out there—including Zapier’s Mac-friendly choice, Zappy—here’s the best screen recording software.  

Collaboration software for project management

Asana

Chat, conferencing, screen recording—all of these tools are great ways to research and plan a project. But when it comes time to dive in and get the work done, you’ll likely be in the market for a project management app. Like a reliable bungee cord in a three-legged race, the right project management software can keep you and your team together to get your project over the finish line successfully. 

For collaborative project management, it’s hard to go wrong with Asana. Its platform allows you to organize your projects into sections, as well as to-do lists that can be shared or private. Users get access to an in-app team chat feature to support collaboration, and paid subscribers can even use a workload manager to monitor team members’ commitments. Keep track of everything with intuitive dashboards for a bird’s-eye view of your progress. 

Asana’s free plan allows you to track unlimited projects for up to 15 users, which stacks up favorably when compared to other free project management software. If you’re looking to scale up, though, you should review the best project management software for small businesses or the best enterprise project management software.

If all those features feel a bit overwhelming, you have other options besides a conventional project management app. For example, Airtable can provide you with a customizable database/project management combination that still allows for a collaborative back-and-forth. And for fans of the Kanban method, check out the best Trello alternatives. 

Read more: Automate your project management

Collaboration software for a shared workspace

Notion

If alternative approaches to collaborative project management work better for you, we also recommend checking out Notion. A database platform that’s so much more than a database, you might think of Notion as project management plus—the “plus” in this equation meaning a whole slew of customizable functionality.

Notion’s intuitive, clean interface allows you to build boards, generate lists, manage calendars, stock galleries, and lay out timelines, delivering everything you need for seamless workflow management. Along the way, the document sharing, comment, and note-taking features provide you with all the collaboration you’ll ever need for a successful, team-friendly project. At the same time, you’re able to build searchable databases, both inline and full page, to track and manage all your key data. 

As you can see, Notion’s strength lies in its flexibility, but you might find an even better fit for your team in our discussion of these Notion alternatives. And if it’s just the note-taking aspect that you’re after, be sure to read about the best note-taking apps.

Read more: Automate your note-taking

Collaboration software for cloud storage

Google Drive

For a more file-centric approach to collaboration, you can’t go wrong with the titan of cloud storage: Google Drive. Google Drive allows you to share and manage your all important project files. And for those times when the barista accidentally knocks a cappuccino all over the Wi-Fi router, it even gives you the power to work offline by mirroring your files to your local machine and updating your changes when you jump back online. 

What’s more, Google Drive works with a ton of third-party apps to support seamless, customized workflows. And the intuitive commenting features provide you with a record of your collaboration over time. For Google Drive alternatives, check out the best cloud storage apps.

Read more: Automate your cloud storage

Collaboration software for password management

1Password

Of course, none of these options will help your team’s collaboration if someone gets locked out of an app due to a lost or forgotten password. To make sure things run smoothly, and to keep your stakeholders connected without having to resort to a list on a wrinkled Post-it, we recommend investing in a secure and stable password manager.

1Password, for example, is a good choice for an easy-to-use tool that keeps track not only of your passwords, but also your credit card details, addresses, and up to 1GB of other vital information that you can’t risk losing. Manage both your personal and professional data with separate vaults, and take advantage of 1Password’s notifications to stay on top of hacks, weak or duplicate passwords, as well as ones that could be strengthened via two-factor authentication. 

All this functionality will cost you, though—$36 per year per account, to be exact. If you’d like to do some comparative shopping, however, you can check out the best password managers.

Other collaboration tools

Any or all of these tools can help your team get—and stay—on the same page when it comes to collaboration. For even more support keeping things together, you can take advantage of these other categories of collaboration software.

Connect your collaboration platforms

Collaborative tools for business can make singular tasks, like scheduling meetings or sharing documents, easier. But the more tools you use, the more you may find yourself switching between tabs to complete your work. Connecting your collaborative apps and setting up automations for repetitive tasks ensures no data falls through the cracks—and lets you use your time on more human activities.

Here are a few ideas for how to connect your tech stack and automate your collaboration.

This article was originally published in October 2018 by Jill Duffy and has also had contributions from Steph Knapp. The most recent update was in May 2023.