35 Best Online Collaboration Tools for Teams in 2025
15 Best Online Collaboration Tools Shortlist
Here’s my list of the best online collaboration tools.
Get free help from our project management software advisors to find your match.
Collaboration tools help teams communicate, share files, manage tasks, and work together in real time. When teams aren't aligned, communication breaks down, work gets duplicated, and deadlines slip.
I’ve worked on fast-paced projects across marketing, web development, and product teams, and tested dozens of collaboration platforms to see which ones actually support the way modern teams work.
In this article, I’ll walk you through the best collaboration tools I evaluated.
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Collaboration Tools Comparison Chart
Here’s a condensed view of the pricing information for each tool.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for connecting goals and projects | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 2 | Best for custom workflows | Freemium version available | From $10/user/month (min of 2 seats) | Website | |
| 3 | Best for automated collaborative flows | 7-day free trial | Pricing upon request | Website | |
| 4 | Best for in-app video recording | 14-day free trial + free plan available | From $7/user/month | Website | |
| 5 | Best for instant answers within workflows | 30-day free trial | From $18/user/month | Website | |
| 6 | Best for application development | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website | |
| 7 | Best for centralized project collaboration | Free trial available | From $9/user/month (billed annually) | Website | |
| 8 | Best for knowledge management | 14-day free trial | From $10/user/month | Website | |
| 9 | Best for simple, clean user interface | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 10 | Best for online whiteboarding | Free plan available | From $8/user/month | Website | |
| 11 | Best for design collaboration | Free plan available | From $15/seat/month (billed annually) | Website | |
| 12 | Best for team collaboration | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 13 | Best for secure messaging | 7-day free trial | From $2.50/user/month | Website | |
| 14 | Best for mobile collaboration | 14-day free trial + free demo | From $6.18/user/month | Website | |
| 15 | Best for visual project boards | Free trial available | From $8.25/user/month (billed annually) + free plan available | Website |
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monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
CRM Creatio
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Smartsheet
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4
Best Collaboration Tools Reviews
Here are my reviews of the top online collaboration tools that will improve virtual teamwork amongst your project team:
monday.com is a collaboration and task management software that's well-known for its simplistic design and user-friendly features.
Why I picked monday.com: I love how many collaboration tools this platform offers to help you work on your projects and tasks as a team. But the main reason it made my list is because of its goal-setting capabilities. You can develop your strategic goals, and then connect them to projects and tasks. This helps keep everyone aligned and on track in their work, and contributes to better teamwork.
As for project management, the platform is highly customizable, which is always a top priority for me when I look at project management tools. You can select from an array of views to keep track of progress. Shared documents allow users to co-create meeting minutes, brainstorm, and engage with others in the team. Everything related to your project can live in one place.
monday.com Standout Features & Integrations
Features include monday.com's Teamwork Hub, which is a dedicated space where team members can track dependencies, share updates, and resolve blockers in real time. Additionally, the platform supports guest access, which enables external collaborators like clients or contractors to work alongside your team while maintaining control over shared information.
Integrations include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Zoom, and Typeform. Many more are accessible via a paid Zapier account.
Pros and cons
Pros:
- Free-forever plan available
- User-friendly and intuitive interface
- Complete work management platform
Cons:
- Limited reporting in basic and free plans
- Limited storage in basic and free plans
New Product Updates from monday.com
Update Item & Subitem Blocks
monday.com introduces Update Item & Subitem blocks for streamlined workflows, allowing multiple column updates simultaneously to enhance efficiency and maintain consistency. For more details, visit: monday.com/whats-new.
Wrike is a workflow management software that's highly configurable and easy to use, making it suitable for teams of all sizes.
Why I picked Wrike: This platform made my list because of its versatility. It has a large suite of project management features, from resource management to approval flows to request forms and more. As for collaboration, team members can share files and chat in real-time with threaded messages and @-mentions to stay in the loop and work together more effectively. You can easily jump around from your home screen to timesheets, dashboards, calendars, and an activity stream to keep up with project progress, roadblocks, and updates.
Wrike Standout Features & Integrations
Features include dynamic request forms, which automatically route tasks to the right team members, ensuring clarity and accountability from the start. Wrike also features visual proofing and approval tools that enable teams to provide actionable feedback directly on images, videos, and documents.
Integrations include Microsoft Suite, Google Workspace, Asana, Basecamp, Dropbox, Salesforce, HubSpot, Jira, Slack, Shopify, and hundreds more.
Pros and cons
Pros:
- Lots of smart AI and automation features
- Guest access available
- Free plan with unlimited users
Cons:
- Resource management limited to higher-tier plans
- Real-time reports not included in free or basic plan
New Product Updates from Wrike
Launch of the Wrike MCP Server
Wrike's MCP Server enables AI agents to access real-time work data, facilitating automation and insights with robust security measures, transforming AI into integrated workflow partners. For more details, visit Wrike News.
Screendragon is a work management platform designed for marketing, agency, and professional services teams. It combines project management, workflow automation, resource management, and budget management into one solution.
Why I picked Screendragon: Screendragon's smart briefs feature enhances the intake of work by using smart logic and automation to guide users on what information to provide and when. This ensures that your team starts projects with clear and comprehensive briefs, reducing misunderstandings and setting a strong foundation for successful collaboration.
You can also create custom proofing, review, and revision workflows that simplify feedback cycles and manage version control in one place. Instead of chasing scattered emails, all feedback is consolidated within the platform, ensuring decisions are tracked through automated audit trails.
Screendragon Standout Features & Integrations
Features include advanced task management capabilities offering Gantt charts and Kanban boards to create task lists, assign tasks, and adjust timelines. Screendragon also has integrated resource management tools providing a comprehensive view of your team's capacity, allowing you to identify bottlenecks and manage workloads.
Integrations include MS Power BI, Slack, MS Teams, Zapier, Google Drive, Trello, Microsoft 365, Box, Jira, Microsoft OneDrive, and PeopleSoft.
Pros and cons
Pros:
- Can tailor the platform to your specific needs
- Good resource planning features
- Integrates various tools like project management and budget tracking
Cons:
- Time-consuming setup
- The platform's depth can lead to complexity
ClickUp is a project management app where you can plan, track, and manage any type of work regardless of geographical location and using any device.
Why I picked ClickUp: This is a platform that puts a lot of thinking into what they develop. One of the most recent updates includes an in-app video recording tool that can help any team member record their screen, share a link to the video, and requires no downloads. The opportunity to collaborate in ClickUp includes comments, mentions, notifications, collaborative documents, whiteboards, and task management.
Task management features include task checklists, subtasks, reminders, priorities, and task templates, as well as the ability to filter, sort, search for, easily reorder, and view tasks in the manner most convenient for the team. Users can also create Gantt charts, calendars, and timelines to visualize tasks. ClickUp includes time tracking as well, both through integrations and natively.
ClickUp features color-coding for further organization and clarity, as well as multiple task views such as lists, calendars, Gantt charts, Kanban boards, and more.
Reporting features include the ability to create custom dashboards, as well as six built-in report types for team reporting.
ClickUp Standout Features & Integrations
Features include ClickUp's Pulse, which provides real-time activity monitoring that allows team members to see who is online, what tasks they are working on, and their current status. The platform’s Goals feature also lets teams collaboratively set, track, and update progress on shared objectives, linking them to actionable tasks for a seamless workflow.
Integrations include native connections with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.
Guru is an AI-powered enterprise search, intranet, and wiki tool that provides a comprehensive solution for businesses. It features AI-driven company knowledge search, a customizable employee engagement hub, and an automated centralized knowledge base, along with integrations with existing workflows and tools.
Why I picked Guru: I selected Guru for this list because it aids team collaboration by centralizing and organizing company knowledge, making it easily accessible to employees. The platform aims to increase productivity and drive businesses forward by unblocking knowledge and eliminating time-wasting silos.
Guru's features include AI-driven knowledge search, customizable employee engagement hubs, and automated knowledge bases, which help reduce time spent searching for information. The platform also integrates with existing workflows and tools, allowing users to search for information without leaving their current workspace. Guru additionally supports various industries and teams, offering resources like field guides and templates to enhance knowledge sharing and management.
Guru Standout Features & Integrations
Standout features include real-time knowledge sharing, which allows team members to update and share knowledge cards instantly across the organization. Its contextual knowledge delivery also ensures that employees receive relevant information exactly when they need it.
Integrations include Google Chrome, Slack, Microsoft Teams, Adobe Workfront, Airtable, BambooHR, GitHub, Intercom, Jira, Monday.com, and Trello.
Pros and cons
Pros:
- Includes secure data encryption
- Customizable knowledge boards
- Offers automated content verification
- Includes secure data encryption
- Customizable knowledge boards
- Offers automated content verification
Cons:
- Requires regular maintenance for updates
- Initial setup can be time-consuming
- Requires regular maintenance for updates
- Initial setup can be time-consuming
QuickBase is a platform that enables the development of custom applications without requiring deep coding skills. It stands out for its no-code approach, allowing users to build industry-specific solutions with features like integrations, automations, and mobile capabilities.
Why I picked QuickBase: I selected QuickBase as a collaboration tool after judging its capabilities to enable teams to create and customize applications without the need for extensive coding skills. What differentiates QuickBase is its user-friendly interface and the empowerment it offers to citizen developers, allowing them to automate workflows and connect data effortlessly. I believe QuickBase is best for no-code app development because of its flexibility and the comprehensive solutions it provides, which cater to a wide range of business needs without requiring deep technical expertise.
QuickBase stands out as an excellent tool for collaboration due to its user-friendly interface and customizable features that cater to a wide range of business needs. It enables teams to create and share interactive, data-driven applications without requiring extensive technical knowledge. This flexibility allows for seamless integration of data from various sources, fostering efficient teamwork and decision-making.
QuickBase Standout Features & Integrations
Features include a no-code platform that enables users to build custom applications tailored to their business needs. Moreover, QuickBase’s built-in audit logs provide a collaborative safety net by tracking changes and updates, allowing teams to review and revert actions when necessary.
Integrations include Salesforce, Microsoft Teams, Google Calendar, Tableau, QuickBase Pipelines, Slack and Zapier.
Pros and cons
Pros:
- Robust notifications and reminders
- Workflows are easy to set up and customize
- Simple no-code platform is easy for non-tech people to learn
Cons:
- May be cost prohibitive for small businesses
- Team plan requires a minimum of 20 users
Bonsai is a business management platform that integrates features like project management, client management, and financial management all in one place. It's ideal for agencies, professional service providers, and consultancies looking for a unified space to keep teams in the loop about all operations.
Why I picked Bonsai: When it comes to collaboration, Bonsai helps align teams by keeping all important aspects of the business in one platform. It offers project management capabilities, task assignments, time tracking, and file sharing, which are essential for real-time collaboration. The platform also includes CRM capabilities and financial management tools.
Since Bonsai centralizes information, this real-time visibility allows team members from various departments to understand project progress, profitability, and other important status updates without needing to dig into multiple separate platforms. Furthermore, Bonsai integrates with popular collaboration tools like Slack and Trello, enhancing team communication.
Bonsai Standout Features & Integrations
Standout features include a comprehensive set of tools for managing client relationships, including proposal and contract management, scheduling, and a client portal for centralized communication. It also has powerful reporting features that allow you to view resource utilization and overall project profitability, which helps teams get a fuller picture for planning and budgeting purposes.
Integrations include Zapier, Slack, QuickBooks Online, Gmail, Google Calendar, Calendly, ClickUp, Trello, Google Sheets, Xero, HubSpot, Google Drive, and more.
Pros and cons
Pros:
- All-in-one solution for managing various aspects of a service-based business
- Professional templates for contracts, proposals, and invoices
- Ease of use and user-friendly interface
Cons:
- Limited advanced features and functionalities
- Concerns about scalability for growing businesses
Axero is a knowledge sharing platform that can be used to build out content hubs for internal and external collaboration. It's a flexible solution that's adaptable to the needs of various types and sizes of businesses.
Why I picked Axero: I decided to give this platform a spot on my list for its capacity to build a knowledge base for either internal or external collaborators (or both). It's flexible enough to suit various contexts, yet provides the necessary structure to keep information organized, accessible, and accounted for.
You can create both public and private spaces in your company wiki, and build out content in various formats. Blog posts, forums, surveys, and broadcasts are among the supported content types. Meanwhile, commenting and like buttons allow for engagement and interaction, and live chat lets you keep all communications centralized in one space.
Axero Standout Features and Integrations
Features include a collaborative document editing feature that enables multiple team members to work on shared content in real time. Moreover, Axero’s activity feed aggregates updates from across the platform, ensuring that team members can stay informed about new content, comments, and project developments without switching between tools.
Integrations include Outlook 365, Sharepoint, OneDrive, Microsoft Teams, Google Workspace, Slack, Zoom, Dropbox, Box, Unsplash, and Twilio, among others.
Pros and cons
Pros:
- Suitable to the needs of larger organizations
- Can be used for internal and external knowledge sharing
- Highly flexible and customizable to various contexts
Cons:
- Takes time to get familiar with all features
- Integrations not included in starter plan
Notion is an all-in-one workspace designed to help teams and individuals manage projects, organize tasks, and store knowledge in one place. It offers a flexible platform for creating and managing content, whether it’s for personal use, team collaboration, or company-wide documentation.
Why I picked Notion: I chose Notion because of its clean and minimalistic interface that makes organizing information intuitive and distraction-free. Your team can easily create custom databases, pages, and templates tailored to your workflows. Notion’s drag-and-drop functionality simplifies reorganizing content, while its ability to embed third-party media enhances the user experience. The platform also supports inline comments, making it easy for your team to collaborate directly on tasks and documents.
Standout features & integrations:
Features include custom databases to manage workflows, a web clipper to save content for later, and version history that lets you track changes over time. Your team can also use Notion to create linked databases, allowing information from multiple sources to stay connected and up to date. Its unique toggle lists help you condense and expand information to reduce visual clutter.
Integrations include Slack, Google Drive, GitHub, Figma, Loom, Typeform, Zapier, Integromat, and Trello.
Miro is a collaborative online whiteboard built to facilitate brainstorming, ideation, team meetings, project planning, and other team activities.
Why I picked Miro: I decided to include this platform because of how versatile and flexible it is. Your team can start with a blank canvas or choose from the 1,000+ pre-built templates included. Miro supports a diverse expression of ideas, including numerical data and brand elements, alongside traditional visuals like sticky notes and videos.
Unique features such as Stickies Capture and TalkTrack can also help users convert physical notes to digital and recording explanatory videos for asynchronous collaboration, respectively. With integrations like Jira and Asana, plus Confluence and Notion, Miro bridges idea generation with project execution, facilitating a cohesive team collaboration environment.
Miro Standout Features & Integrations
Features include real-time voting and timer features that allow teams to prioritize ideas and stay on track during brainstorming sessions. Its 'Digital Sticky Notes' tool supports infinite flexibility for organizing thoughts, while the 'Mind Mapping' function encourages free-form ideation with structured visuals.
Integrations include Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Google Drive, monday.com, Confluence Box, Airtable, Notion, Azure, and Webex. Some integrations are limited to paid plans only.
Pros and cons
Pros:
- Highly versatile and flexible solution
- Thousands of customizable templates
- Intuitive and easy setup
Cons:
- Zooming can be jumpy on larger projects
- No high-quality PDF export with free plan
FigJam is an online whiteboard that supports team collaboration, and connects easily with Figma's design platform. Its functionalities cater to various group activities, like stand-up meetings and brainstorming sessions.
Why I chose FigJam by Figma: This platform is highly flexible and well-suited to the needs of various types of teams. But I chose it because its integration with Figma's design platform makes it a good choice for teams looking for a collaboration tool that complements their existing design processes. In a world where disjointed tech stacks continually make teamwork more challenging, I love that FigJam allows design teams to work together within the same environment they use to do their work.
The whiteboard tool is highly flexible and can be used for all kinds of purposes. You can use its stickers, comments, shapes, lines, arrows, images, and more to map out concepts, ideas, and plans. There are also tons of pre-built templates to help you get started, from brainstorming outlines to retrospective structures to project management and roadmapping tools.
FigJam by Figma Standout Features & Integrations
Features include asset sharing between FigJam and Figma, which can help turn your rough concepts into more structured prototypes. FigJam also offers various automations, such as auto-sorting your sticky notes or consolidating notes into clear action items.
Integrations include Figma, Microsoft Teams, Asana, Jira, Mixpanel, and Github.
Pros and cons
Pros:
- Freemium plan for up to 3 files
- User-friendly and intuitive
- Super helpful integration with Figma
Cons:
- Non-Figma users may not get all the benefits
- Onboarding and account support locked to enterprise plan
Nifty is a collaboration hub that unites goals, actions, and communications across your projects.
Why I picked Nifty: I selected Nifty for this list for its ability to integrate collaboration tools with individual projects. With this tool, every project comes with its own discussion board and a Zoom integration that you can use to call your team any time. Further, you can collaborate on documents from the documents tab. I also like how this lightweight document solution integrates with Google Docs so that you can work on documents in real-time without leaving Nifty.
The tool also includes direct messaging, which I think is great for facilitating team-wide communication from planning to delivery. Its ability to automatically update project milestones as tasks are completed also stood out to me.
Nifty Standout Features & Integrations
Features include project-specific collaborative workflows that allow team members to share files, assign tasks, and provide updates in a single cohesive view. Its dynamic workspace also includes a team calendar that consolidates project timelines, personal task deadlines, and meetings for enhanced visibility and synchronization.
Integrations. Nifty allows you to import data from Asana, Basecamp, ClickUp, and Trello so you can quickly establish your workflow. Nifty has built-in native integrations such as Slack, Zoom, GitHub, Dropbox, Google Drive, GSuite, and Google Calendar, as well as over 1000 additional integrations through Zapier.
Troop Messenger is a team communication platform that helps remote and hybrid teams keep in touch and stay aligned on their work.
Why I picked Troop Messenger: This platform's major features caught my attention, include instant messaging, voice and video calling, video conferencing, file sharing, and screen sharing and remote screen control. The main reason Troop Messenger made it onto my list, however, is because of its extensive capabilities for connecting team members working together but apart. It keeps all of your communications in a single platform, making it easier to find information and keep conversations centralized. I also want to note that, although it’s a SaaS tool, self-hosting, API, and custom application options are available, too.
Troop Messenger Standout Features & Integrations
Features include a 'respond later' option and a 'burnout' option that lets you set a message to send at a later time. The self-messaging feature is also unique—a simple but useful feature that lets you send reminders and notes to yourself. Finally, the 'forkout' feature lets you send bulk text messages and files to multiple users at once.
Integrations include Google Drive, Dropbox, and LDAP. You can also connect it to a paid Zapier account for additional integrations. The app is available across Windows, Linux, Mac, Android, and iOS.
Pros and cons
Pros:
- High level of security (end-to-end encryption, MFA)
- Extensive filters for search function
- Ability to invite guest collaborators
Cons:
- Group calling not included in basic plan
- No free-forever plan available
Blink is an online communication tool designed to fit the needs of a deskless workforce.
Why I picked Blink: If you ask me, workplace communication is at the heart of this software. I love that Blink offers direct messaging, group chats, and top-down communications via a company news feed. Moreover, I decided to include it in my list because of how friendly it is to non-office workers. The mobile app is available for both iOS and Android devices, so your team members can have access from their personal or company-provided mobile devices.
In addition to the communication features, the platform also offers an employee recognition tool and engagement tracking tools. You can facilitate peer-to-peer recognition messages and automated messages for things like anniversaries and birthdays. Employee surveys are also included to help you keep a pulse on morale and engagement levels.
Blink Standout Features & Integrations
Features include the platform's analytics capabilities for admins features that allow you to track post-by-post and hub analytics to measure interactions and adoption. You can also track metrics at the company and team level to dig deeper. Another feature is the mandatory reads option, which can be added to communications to ensure employees read through important announcements.
Integrations include Jira, Trello, ADP, Workday, Typeform, Dropbox, GitHub, Box, Office 365, and Google Workplace, among others. You can also build new integrations with the software's public APIs.
Pros and cons
Pros:
- 24/7 support with all plans
- User-friendly and intuitive to navigate
- Custom branding can be implemented
Cons:
- API access restricted to Enterprise plan
- No free forever plan available
MeisterTask is an online task management tool with intuitive dashboards and individual agendas for each team member.
Why I picked MeisterTask: This software made it onto my list because of its task-specific communication tools. I was particularly impressed by its Kanban-style project boards, which you can customize to fit your team's workflow and track the progress of tasks. Within each task card, you can also store relevant files and links, and carry out discussions, which I think is a fantastic way to keep everyone on the same page.
MeisterTask Standout Features & Integrations
Standout features include the software's individual agendas, which allow each team member to set up and customize their own personal board view, showing the tasks they need to accomplish across multiple projects. Additionally, MeisterTask's focus timer feature helps team members manage their productivity by tracking focused work sessions directly within the platform.
Integrations include Google Workspace, Slack, and GitHub. You can also set up more integrations with a paid Zapier account.
Pros and cons
Pros:
- Easy to create and assign tasks
- User-friendly and easy to navigate
- Free plan for up to 3 projects
Cons:
- Personal agendas not included in free plan
- Roles and permissions not included in lower-tier plans
Other Collaboration Tools
Here are some other collaboration tools that I haven’t had the chance to dive into fully yet, but which are worth a look.
- Kintone
For dedicated workspace threads
- Approval Studio
For creative review
- Evernote
For organizing ideas
- Filestage
For feedback management
- Backlog
For development teams
- Samepage
Collaboration mobile app
- Ziflow
For creative asset collaboration
- Teamwork.com
For company-wide chats
- Redbooth
For creating team dashboards
- Gmelius
Collaboration tool for Gmail
- ProjectManager
With built-in employee onboarding
- GatherContent
For collaborative content management
- Hibox
For meeting management
- Podio
For low-code automated workflows
- Ideagen Huddle
Document collaboration tool
- Nutcache
For schedule collaboration
- Next Matter
For complex workflows
- Workmates
For employee communications and intranet
- Punchlist
For feedback and approvals
- Visor
For spreadsheet management
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Selection Criteria for Collaboration Tools
Through my experience and research, I have identified key criteria that define a top-tier collaboration tool. These include core functionality, additional standout features, ease of use, onboarding process, customer support, value for money, and user reviews.
Core Collaboration Tools Functionality (25% of final scoring)
To be considered for inclusion on my list of the best collaboration tools, the solution had to offer these core features and capabilities.
- Team collaboration and communication
- Task scheduling and management
- File management and sharing
- Real-time editing and feedback
- Data security and integrity
Additional Standout Features (25% of final scoring)
To help further narrow down the competition, I also looked for unique features, such as:
- Robust security and compliance options
- Advanced project visualization tools
- Built-in workflow automation
- Customizable dashboards
- Multilingual collaboration
Usability (10% of final scoring)
To get a sense of the usability of each system, I considered the following:
- Efficient navigation and search functionality
- Intuitive and clean interface
- Smooth and responsive user experience
- Minimal learning curve for new users
- Support for mobile and desktop usage
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Detailed training videos and tutorials
- Pre-built templates for quick setup
- Interactive product tours
- Availability of live chat or chatbot support
- Webinars or Q&A sessions for new users
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- Availability of 24/7 support
- Multiple support channels like email, phone, and live chat
- Detailed knowledge base or FAQ section
- Dedicated account manager for enterprise users
- Quick and effective responses to customer issues
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing compared to similar tools
- Flexible pricing plans for different team sizes
- Clear and transparent pricing structure
- Delivers significant ROI based on features and usage
- Free trials or freemium options
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall user satisfaction ratings
- Feedback regarding tool reliability
- Trends in customer complaints
- Comments about feature usability
- Feedback on support responsiveness
How To Choose Online Collaboration Tools
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Make sure the tool can grow with your team and support more users, projects, and data without extra hassle. |
| Integrations | Check if the tool connects with software your team already uses, like Slack, Google Drive, or CRM systems. |
| Customizability | Look for options to tailor your workflows, permissions, or dashboards to match your team’s unique processes. |
| Ease of Use | Make sure it’s easy for everyone to adopt, has a clean interface, and minimal training is required. |
| Budget | Compare the pricing to your team’s needs and consider hidden costs like add-ons, user limits, or upgrades. |
| Security Safeguards | Verify that the tool offers features like data encryption, user permissions, and compliance with standards like GDPR or HIPAA. |
| Collaboration Features | Assess tools for real-time editing, communication channels, and task tracking to keep your team in sync. |
| Support Options | Check that the tool has accessible support channels like live chat, tutorials, or dedicated account managers. |
Trends In Collaboration Tools 2025
Through deep analysis of product updates, press releases, and release logs from numerous influential tools, several distinct trends in collaboration tools have come to light.
- Augmented reality (AR) and virtual reality (VR) integration: Collaboration platforms and video collaboration tools are experimenting with AR and VR in order to deliver a more immersive communication experience. These technologies help replicate in-person interaction, which is perfect for remote teams.
- Advanced project visualization: A major trend in 2024 is the rise in advanced project visualization tools. Features like Gantt charts, Kanban boards, and mind maps are evolving dramatically to help users better visualize their work.
- Real-time collaboration: Real-time collaboration tools are putting greater emphasis on collaboration features, such as co-editing, live commenting, and instant updates, especially collaboration tools for remote teams. These allow team members to contribute simultaneously, saving time and boosting productivity. Google Docs is a testament to this feature's popularity.
- Better security measures: Data security is irreplaceable, particularly with the rise in remote work and data protection regulations like GDPR. Collaboration tools are therefore venturing into advanced security measures like end-to-end encryption and two-factor authentication.
- Cross-platform integration: Integrations with other project management, communication, and productivity tools are becoming increasingly crucial. As a result, several collaboration tools are expanding their integrations to offer better data synchronization and workflow management. A popular integration in this regard is PM software that integrates with MS Teams, as many companies already work with Microsoft 365.
- Death of stand-alone applications: Stand-alone collaboration tools are witnessing a decline in popularity. In 2025, the quest for end-to-end solutions is reducing the demand for single-functionality tools. Platforms with combined features for discussions, video conferencing, project management, and file sharing are gaining traction.
What Are Collaboration Tools?
A collaboration tool is software that enables teams to work together in real-time or asynchronously by sharing tasks, files, messages, and updates in one central location.
These tools are designed to help teams stay aligned, improve communication, and reduce the friction of working across departments, time zones, or organizations. Project managers, team leads, and remote teams rely on them to keep workflows moving, eliminate information silos, and ensure that nothing falls through the cracks.
Features of Collaboration Tools
When selecting a collaboration tool, look for these features.
- Real-time messaging: This feature allows for instant communication among team members. This could be live chat, message boards, voice and video calls, forums, or other ways of staying in touch.
- Document collaboration: This provides the ability to co-edit and share documents to maintain continuity and efficiency in project work and prevent overlapping efforts.
- Task/project management: This allows for a well-organized workflow that can help with successful project completion. It includes project planning, task management, to-do lists, notifications, timelines, due dates, etc.
- Scheduling tool: With a clear schedule, team members can better use and manage their time, have a clear view of deadlines and milestones, and deliver work by the due date.
- Notification and alerts: Timely alerts about project updates or changes help team members maintain an uninterrupted workflow and decrease the chances of missing any crucial information.
- File sharing and storage: Easy access to all project-related files and documents is indispensable for team collaboration. It helps maintain project consistency and accelerates decision-making processes.
- User access management: Role-based access controls safeguard sensitive project information. They make sure only authorized personnel can make changes, which means more secure team collaboration.
Benefits of Collaboration Tools
Here are five benefits of collaboration tools you should consider:
- Improved communication: Collaboration tools allow for efficient communication among team members. By providing a shared platform for discussion, they minimize miscommunication and foster greater transparency.
- Enhanced productivity: Tools with project management capabilities can significantly boost productivity. They help keep track of tasks, deadlines, and milestones, and lead to improved team efficiency and on-time project delivery.
- Centralized information: Collaboration tools act as a central repository for all project-related files and documents. This reduces the amount of time that's wasted sorting through scattered files and allows for quick and easy access to data when needed.
- Better stakeholder management: They let you easily share progress updates and reports with stakeholders. This fosters a sense of trust and alignment among all parties involved in the project.
- Streamlined workflows: Collaboration tools offer workflow management features that outline the project pathway. It helps in the efficient allotment of tasks and in identifying and rectifying bottlenecks promptly.
Keep in mind that the true value of a project management tool lies in its ability to simplify workflows and improve reliability, without unnecessary complexity. As Robyn Birkedal puts it:
A collaboration tool is software that enables teams to work together in real-time or asynchronously by sharing tasks, files, messages, and updates in one central location.
These tools are designed to help teams stay aligned, improve communication, and reduce the friction of working across departments, time zones, or organizations. Project managers, team leads, and remote teams rely on them to keep workflows moving, eliminate information silos, and ensure that nothing falls through the cracks.
What I appreciate most about a good project management tool is when it gets the job done without overcomplicating things. It’s not about having the flashiest features; it’s about being functional and reliable.
Costs & Pricing For Collaboration Tools
Below is a breakdown of common plan types, their average prices, and the features typically included:
| Plan Name | Price (per user/month) | Features |
|---|---|---|
| Free | $0 | Basic communication, limited users and storage, basic file sharing |
| Basic | $5 - $10 | Chat, file sharing, basic task management, limited users and storage |
| Standard | $10 - $20 | Chat, video conferencing, task management, document collaboration, integrations, multiple users, increased storage |
| Premium | $20 - $50 | Advanced collaboration features, project tracking, advanced integrations, unlimited users and storage |
Common stages where your company may want to upgrade their pricing plan include:
- Team expansion: Significant growth in the number of employees or team members often requires more user licenses, advanced collaboration features, and increased storage capacity.
- Project volume increase: As the number of projects grows, users may need more advanced project management capabilities, higher storage limits, and better task tracking features.
- Advanced feature requirements: As your company matures, you might need sophisticated features such as advanced analytics, custom reporting, automation capabilities, and integrations with other enterprise software.
- Client and stakeholder collaboration: Working with more external clients or stakeholders may necessitate better security features, guest access, and collaboration tools that support external communication and file sharing.
- Compliance and security needs: As your company grows, compliance with industry regulations (e.g., GDPR, HIPAA) and heightened security measures may become more critical. This could require an upgrade to a tier that offers better security and compliance features.
Other Types of Collaboration Tools
Here’s a look at some essential categories of collaboration tools that might interest you, either as an alternative or a supplement for your primary collaboration tool:
- Video collaboration software: Video collaboration tools allow for face-to-face interaction and instant communication regardless of location. Features include video calls, screen sharing, and virtual meetings, which make them ideal for collaborative projects. Popular options include Zoom, Microsoft Teams, and Google Meet.
- Secure file sharing and storage tools: For teams working with sensitive data, secure file sharing and storage tools are a major requirement. These cloud collaboration tools make sure files are stored safely and can be accessed only by authorized users. Solutions like Dropbox Business and Google Drive offer features like encryption and two-factor authentication.
- Content creation and management software: Content collaboration tools improve the process of creating, editing, and managing documents and media. Platforms like Notion and Confluence serve as document collaboration tools. Multiple users can work on documents simultaneously, leave comments, and track changes. This is particularly beneficial for content-heavy projects.
- Design and prototyping tools: Design collaboration software is vital for creative teams working on visual projects. Tools like Figma and Adobe XD allow designers to create, share, and receive feedback on prototypes in real-time. These tools allow for instant communication between designers and stakeholders, so all parties are aligned on project goals.
- Digital asset management software: Digital asset management (DAM) software helps teams organize, store, and share digital assets such as images, videos, and documents. Tools like Bynder and Widen provide a centralized repository that improves accessibility and collaboration and makes it easier for teams to find and use assets across various projects.
New & Noteworthy Product Updates
Below you’ll find our release notes and take on the latest and greatest collaboration tool product updates. Discover what’s now possible through feature releases, improvements, and updates on web, desktop and mobile apps. Learn what’s new, if it’s hot—or not—and why it matters for effective collaboration.
Q1 2025 Collaboration Tool Updates
StreamWork Update Notes
StreamWork has introduced a new text highlighting feature to improve your document reviews. This tool lets you emphasize specific sections of text in documents, PDFs, and presentations when giving feedback. You'll be able to give more targeted suggestions, reduce miscommunication, and speed up the revision process.
The feature supports the use of different highlight colors, and you can leave actionable suggestions directly on the highlighted text, making it easier for collaborators to understand the required changes. This update is particularly beneficial for marketing teams and creative agencies.
Verdict: Hot! It's a small change, but it stands to have a positive impact on feedback and approval processes.
ClickUp Update Notes
ClickUp has introduced a slew of updates to its forms feature. With connected data, centralized feedback, and AI-powered analysis, you can create forms that improve collaboration and drive action.
New informational blocks and question descriptions make it easy to guide respondents with clear instructions or visual context directly alongside form questions. The new forms hub lets you access, manage, and organize all your forms in one central location. These improvements will be especially useful for project managers, team leads, and mobile-first users.
Verdict: Hot! AI features that can improve productivity and speed up your processes are always a win.
Guru Update Notes
Guru’s February updates introduce several improvements focused on content management, collaboration, and readability. A major addition is page analytics, which lets you access data about how users interact with pages and track engagement across teams, timeframes, and content types.
Additional enhancements include the ability to remove collaborators from drafts, which allows for more flexible management of in-progress content. Lastly, improved formatting for answers with code blocks, tables, and bullets makes complex information easier to read. These features are aimed at helping teams work more efficiently.
Verdict: Not. Collaborator management is important, but it's not exactly anything to write home about.
Check out Guru's most recent pricing information.
Quickbase Update Notes
The latest Quickbase release brings several new features aimed at boosting productivity, visibility, and ease of use. A major highlight is the launch of AI-powered help, which provides context-aware support directly within the platform. You get immediate, relevant answers without leaving your workflow.
Another key addition is expanded audit log access. Admins can now view and filter app-specific audit logs, with added filters for precise tracking of changes. The pipelines feature also saw significant updates: AI can now auto-fill pipeline steps, new pipeline-related audit events have been added, and additional schema support is available in updated QBL versions.
These updates are valuable for project managers, platform admins, and teams focused on streamlining user experience and data integrity.
Verdict: Hot! The AI help feature will reduce time spent hunting down solutions on forums or waiting for a responses from the support team.
Check out Quickbase's most recent pricing information.
Notion Update Notes
Notion’s latest update introduces new ways to streamline setup and workflows. With the new “Build with AI” option, you can describe what you want, and Notion’s AI will instantly build custom databases or solutions. One-click setup templates like task trackers and meeting notes make it easier for teams to get started quickly with ready-made, customizable workflows.
Also new is recurring task automation, which lets you auto-update pages on a schedule. Visibility improvements include a clearer sharing menu that shows exactly who has access to a document and the ability to limit what form respondents can view.
Notion's calendar has new scheduling features, such as expiration dates for booking links and limits on how far in advance meetings can be scheduled. These updates will be especially valuable to project managers, operations teams, and anyone who uses Notion for scheduling, automation, and team collaboration.
Verdict: Hot! These features will save you tons of time that you can spend instead on strategic project work.
Check out Notion's most recent pricing information.
Miro Update Notes
Miro’s latest updates focus on improving creativity, workflows, and performance. Two major integrations headline this release: Amazon Bedrock, which lets you generate AI-powered images directly from text prompts within Miro boards, and Adobe Express (in beta), which brings professional design tools into the platform for seamless asset creation and collaboration.
The template library has been refreshed with a new design language and the addition of intelligent templates that incorporate interactive tools like Miro AI, video calling, and Sidekicks. New widgets, including Dot Voting and the People Widget, help teams collaborate more effectively.
Additional improvements include better team organization in Spaces, the ability to @mention teammates in Docs, and better sticky note sizing for clariy. These updates support users managing complex, multi-board projects and those seeking a more responsive, polished collaboration experience.
Verdict: Hot! The integration with Adobe Express will reduce context switching, improve collaboration, and make your team more productive.
Kintone Update Notes
Kintone’s latest update introduces better governance tools, making it easier to manage app permissions across the domain. Admins can now restrict app management to only authorized users for more centralized control and a lower risk of unintended changes by individual app admins.
User experience improvements also include better error notifications on the permissions for records page and improved handling of attachments through the CLI tool (cli-kintone v1). This includes automatic retries for import/export operations, which minimizes disruption and reduces the need to restart failed processes.
Kintone also expanded its update options so you can choose when specific features roll out. This will be especially useful for developers, global teams, and organizations prioritizing structured control over feature releases.
This update is particularly important for IT teams and system administrators managing large or sensitive deployments.
Verdict: Not. Again, permissions are handy and important, but not the most innovative update on this list.
Check out Kintone's most recent pricing information.
Collaboration Tools FAQs
Find answers to common questions about remote team collaboration.
Can collaboration tools improve remote work?
Yes! Nowadays, remote teams work from different geographies and timezones. This means they never get to share a space like HQ offices and miss out on the interactions and information exchange that organically happens in that environment. Collaboration tools can help connect remote employees, incentivize conversations, and increase the number of touch points between them.
Here are some of the ways in which a collaboration tool help a remote worker:
- Reducing isolation: These tools provide multiple channels for communication, such as instant messaging, video conferencing, and project-specific discussions.
- Enabling real-time collaboration: Remote workers can work together on the same document or project plan, leading to faster decision-making and more efficient teamwork.
- Improving sense of belonging: A collaboration toon will help the remote worker see their tasks, the tasks of others and how they connect to each other. This can help them feel they are a part of a team and see how their work impacts others around them.
What are the bandwidth requirements for these tools to function optimally?
The bandwidth requirements for online collaboration tools vary depending on the specific tool and the tasks you’re performing. Generally, for smooth operation, most tools recommend a minimum internet speed of 1-3 Mbps for basic tasks like messaging and file sharing. For video conferencing or real-time document collaboration, speeds of 5-10 Mbps per user are advisable. High-quality video calls or large file transfers might require higher speeds.
It’s a good idea to assess your team’s specific needs and test your network’s capacity to ensure optimal performance. Keep in mind, the more users you have online simultaneously, the higher your bandwidth needs will be.
How customizable are these tools for specific industry needs?
Customizability varies widely among collaboration tools. Some offer extensive options to tailor features, interfaces, and workflows to fit specific industries, such as tech, marketing, or healthcare. You’ll find platforms that allow custom templates, integrations with industry-specific software, and adjustable permissions to suit team structures. However, the degree of customization can depend on the pricing plan, with more advanced features often locked behind higher tiers.
It’s key to explore each tool’s offerings and discuss with their sales or support teams to make sure it can adapt to your specific needs. Always consider your team’s unique processes and how a tool can improve, rather than hinder, your workflow.
Are there any free, open-source collaboration tools available?
Absolutely. There are several free, open-source collaboration tools that cater to various needs, from project management to communication. Tools like Mattermost for team chat, Taiga for agile project management, and Nextcloud for file sharing and collaboration are great examples. These platforms offer the flexibility to modify and tailor the software to your specific requirements, which can be especially beneficial for teams with unique workflows or those operating within tight budgets.
Opting for open-source also means you have a community of developers continuously improving the tool. However, it’s worth considering the tech support and customization effort required when going this route.
Can these tools integrate with HRIS software?
Yes, many collaboration tools can integrate with HRIS (human resource information system) software. These integrations build on functionality by allowing data sharing between platforms and improving efficiency for the collaboration team. Here’s a brief overview of how various types of collaboration tools can interact with HRIS software:
- Collaborative project management software: Tools like Asana and Trello can connect with HRIS systems to align project timelines with employee availability, so that project management is informed by workforce data.
- Document collaboration software: Platforms like Google Workspace and Microsoft 365 often integrate with HRIS tools, so teams can manage documents related to employee records, policies, and training materials.
- Video collaboration platforms: Video collaboration apps like Zoom and Microsoft Teams can sync with HRIS to facilitate onboarding sessions and training, helping HR teams manage employee engagement through online video collaboration.
- Cloud collaboration tools: Cloud collaboration software, such as Slack, can integrate with HRIS systems to streamline communication regarding employee benefits, payroll updates, and other HR-related announcements.
- Content collaboration tools: Content collaboration tools like Notion and Confluence can be linked with HRIS platforms to maintain up-to-date employee handbooks and policy documents that are easily accessible to all team members.
How can collaboration tools improve employee engagement?
Collaboration tools play a vital role in improving employee engagement by fostering communication, collaboration, and a sense of community within teams. Here’s how they achieve this:
- Improved communication: Cloud-based collaboration tools like Slack and Microsoft Teams enable real-time communication, so employees can share ideas and feedback instantly. This promotes a more engaged workforce.
- Better collaboration: Using business collaboration solutions helps teams work together more effectively on projects, whether through code collaboration tools for developers or marketing collaboration software for creative teams. These tools make sure everyone feels involved and valued.
- Flexibility and accessibility: Both paid and free collaboration tools for remote teams allow employees to connect from anywhere, which creates a more inclusive environment that respects work-life balance and diverse working styles.
- Recognition and feedback: Platforms that incorporate features for peer recognition and feedback, such as business collaboration apps, foster a culture of appreciation and make employees feel more connected and engaged.
- Continuous learning: Using paid or free collaboration software for training and development initiatives encourages employees to grow their skills, which contributes to job satisfaction and overall engagement.
What's Next?
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