22 Best Team Collaboration Tools Reviewed For 2025
10 Best Team Collaboration Tools Shortlist
Here's my pick of the 10 best software from the 22 tools reviewed.
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Choosing the right team collaboration tool is tough with so many options out there. You want to improve communication and productivity within your team, but need to figure out which tool fits best. I've got you!
Drawing from my years of experience managing digital projects and using various collaboration tools, I'll help you find the best options. These tools facilitate real-time communication and project tracking. They help reduce miscommunication, streamline workflows, and keep everyone on the same page.
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Best Team Collaboration Tools: Comparison Chart
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  Flock Flock is a team collaboration software focused on enhancing communication through messaging, file sharing, and productivity tools within a unified platform. | Best for cross-functional team collaboration | 30-day free trial | From $4.50/user/month (billed annually) | Website |
| 2 |  Microsoft Teams Microsoft Teams is a comprehensive team collaboration software that integrates video meetings, chat, and file storage within the Microsoft 365 ecosystem. | Best for integrated Office 365 collaboration | 30-day free trial | From $4/user/month + free version available | Website |
| 3 |  Podio Podio is a customizable team collaboration software that enables task management, project tracking, and communication within a flexible workspace. | Best for customizable workflows | Free plan available | From $11.20/month (billed annually) | Website |
| 4 |  Google Workspace Google Workspace is a cloud-based team collaboration software suite that offers communication, document creation, and storage tools, including Gmail, Docs, and Drive. | Best for comprehensive productivity tools | 14-day free trial | From $6/user/month | Website |
| 5 | Good for secure document collaboration | Not available | Website | ||
| 6 |  Notion Notion is a versatile team collaboration software that combines note-taking, task management, and database functionalities into one integrated workspace. | Best for all-in-one workspace | 14-day free trial + free plan available | From $10/user/month (billed annually) | Website |
| 7 |  Jira Jira is a project management software that provides robust tools for tracking and managing agile projects, particularly for software development teams. | Best for software development tracking | 14-day free trial | From $7.16/user/month + free plan available | Website |
| 8 |  Quip Quip is a collaborative team software that combines documents, spreadsheets, and chat to facilitate real-time collaboration within teams. | Best for Salesforce-integrated collaboration | Free trial | From $30/5 users/month | Website |
| 9 |  Trello Trello is a visual team collaboration software that uses boards and cards to help teams manage tasks and projects effectively. | Best for visual project tracking | 14-day free trial | From $5/user/month (billed annually) | Website |
| 10 |  Miro Miro is a team collaboration software that offers a digital whiteboard platform for brainstorming, planning, and collaborating visually on projects. | Best for visual collaboration and brainstorming | 30-day free trial + free plan available | From $8/user/month (billed annually) | Website |
How To Choose Team Collaboration Tools
As you work through your own unique software selection process, keep the following points in mind:
- Ease of Integration: Consider how well the team collaboration tool integrates with other software you already use. For instance, if your team relies heavily on project management tools like Trello or Asana, ensure that the collaboration tool you choose can sync smoothly with these platforms to avoid disruptions. Lack of integration can lead to workflow inefficiencies and frustration among team members.
- Communication Features: Evaluate the communication features available in the tool, such as chat, video conferencing, and file sharing. These features are crucial for remote teams that need to stay connected and aligned on tasks. For example, if your team works across different time zones, real-time messaging and asynchronous communication options will be essential.
- Scalability: Assess whether the tool can scale with your business as it grows. A small startup might find basic collaboration features sufficient, but as the team expands, more advanced capabilities like customizable workflows, advanced permissions, and user roles may become necessary. Choosing a tool that can grow with you helps avoid the hassle of switching platforms later.
- User Experience: Consider how easy and intuitive the tool is for all team members, regardless of their technical skill levels. A tool that’s too complicated can lead to poor adoption rates, while a tool that's too simplistic might lack essential features. For example, a tool with a user-friendly interface and comprehensive support resources can ensure that everyone on your team is able to use it effectively.
- Security and Compliance: Ensure that the team collaboration tool meets your industry’s security standards and compliance requirements. For businesses handling sensitive information, such as those in healthcare or finance, data encryption, and compliance with regulations like GDPR or HIPAA are non-negotiable. Neglecting security considerations can lead to data breaches and legal issues.
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Smartsheet
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Team Collaboration Tools Reviews
This section provides an in-depth analysis and overview of various team collaboration tools. I will walk through the pros and cons of each tool, their features, and their best use cases.
Flock is a team collaboration tool that offers messaging, video calls, and productivity tools to enhance cross-functional teamwork.
Why I Picked Flock: I chose Flock for its focus on facilitating communication and collaboration across different functional teams. Compared to other tools, Flock’s built-in productivity tools, like to-do lists and shared notes, make it particularly effective for teams needing a comprehensive collaboration platform that supports a variety of work styles.
Standout Features & Integrations:
Features include group messaging, video conferencing, file sharing, and integrated task management.
Integrations include Google Drive, Trello, GitHub, Asana, Jira, Dropbox, Zapier, MailChimp, Zendesk, and Twitter.
Pros and cons
Pros:
- Affordable pricing structure
- Built-in productivity tools
- Supports cross-functional team collaboration
Cons:
- Lacks advanced project management features
- Interface can be cluttered
- Limited third-party app integrations
Microsoft Teams is a collaboration tool that integrates deeply with Office 365, offering chat, video conferencing, and document sharing.
Why I Picked Microsoft Teams: I chose Microsoft Teams for its tight integration with the Office 365 suite, making it a natural choice for organizations already invested in Microsoft products. Unlike other tools, Teams offers a unified environment where users can collaborate on documents, hold meetings, and communicate all within a familiar ecosystem.
Standout Features & Integrations:
Features include built-in access to Office apps, channels for focused discussions, and enterprise-grade security.
Integrations include Outlook, SharePoint, OneDrive, Power BI, Trello, GitHub, Zendesk, Salesforce, Zoom, and Adobe Creative Cloud.
Pros and cons
Pros:
- Strong security and compliance features
- Supports large teams and organizations
- Deep integration with Office 365
Cons:
- Performance can slow with heavy usage
- Limited customization outside Office ecosystem
- Can be complex for new users
Podio is a project management tool that offers customizable workflows, enabling teams to tailor the platform to their specific needs.
Why I Picked Podio: I chose Podio for its strong emphasis on customizable workflows, which makes it stand out from other tools. Podio’s flexibility allows users to create unique workspaces and automate processes, making it ideal for teams with specific or complex workflow requirements.
Standout Features & Integrations:
Features include customizable apps, automated workflows, and task management with social collaboration.
Integrations include Google Drive, Dropbox, Zapier, Slack, Evernote, ShareFile, Zendesk, GoToMeeting, Microsoft Excel, and Trello.
Pros and cons
Pros:
- Supports automation of repetitive tasks
- Strong task and project management features
- Highly customizable workflows
Cons:
- Interface may feel cluttered to some users
- Can become costly for small teams
- Steeper learning curve
Google Workspace is a suite of cloud-based productivity and collaboration tools designed to enhance teamwork and streamline workflows.
Why I Picked Google Workspace: I chose Google Workspace for its comprehensive set of productivity tools that are smoothly integrated and widely used across industries. Unlike other solutions, Google Workspace offers a familiar and cohesive experience that combines email, document creation, storage, and collaboration in one platform, making it ideal for businesses of all sizes.
Standout Features & Integrations:
Features include real-time collaboration, powerful search capabilities, and extensive cloud storage.
Integrations include Slack, Salesforce, Trello, DocuSign, Zoom, Asana, Jira, Zapier, Zendesk, and Microsoft Office.
Pros and cons
Pros:
- Excellent cloud storage and sharing options
- Strong real-time collaboration features
- Comprehensive suite of productivity tools
Cons:
- Offline access is somewhat limited
- Limited customization outside Google ecosystem
- Can be overwhelming for new users
Notion is an all-in-one workspace that combines note-taking, task management, and collaboration tools to streamline team workflows.
Why I Picked Notion: I chose Notion for its versatility in consolidating multiple tools into one cohesive workspace. Unlike other tools, Notion's flexibility allows users to create custom databases, organize information in unique ways, and manage tasks all within a single platform, making it stand out for teams needing an adaptable solution.
Standout Features & Integrations:
Features include customizable templates, databases, and collaborative editing, all within a user-friendly interface.
Integrations include Slack, Google Drive, Trello, GitHub, Asana, Zapier, Figma, Typeform, Intercom, and Calendly.
Pros and cons
Pros:
- Supports collaborative editing and real-time updates
- Combines multiple tools into one platform
- Highly customizable workspace
Cons:
- Performance issues with large databases
- Limited offline access features
- Can be overwhelming for new users
Jira is a project management tool tailored for software development teams, offering features for tracking issues, bugs, and agile project management.
Why I Picked Jira: I chose Jira because it is specifically designed to meet the needs of software development teams. Compared to other project management tools, Jira stands out with its robust issue-tracking capabilities and support for agile methodologies, making it an essential tool for development workflows.
Standout Features & Integrations:
Features include customizable workflows, advanced reporting, and agile boards (Scrum and Kanban).
Integrations include Bitbucket, GitHub, Slack, Confluence, Microsoft Teams, Zendesk, Trello, Jenkins, GitLab, and Sentry.
Pros and cons
Pros:
- Customizable workflows and dashboards
- Strong support for agile methodologies
- Tailored for software development teams
Cons:
- Costs increase with additional features
- Can be overwhelming for small teams
- Steeper learning curve for new users
Quip is a collaboration platform that integrates with Salesforce, combining documents, spreadsheets, and communication tools for smooth teamwork.
Why I Picked Quip: I chose Quip because of its deep integration with Salesforce, which makes it a standout tool for teams heavily reliant on Salesforce CRM. Unlike other collaboration tools, Quip uniquely combines live documents with real-time chat, enhancing productivity within the Salesforce ecosystem.
Standout Features & Integrations:
Features include collaborative documents, task management, and direct integration with Salesforce data.
Integrations include Salesforce, Slack, Dropbox, Google Drive, Box, Jira, Trello, Asana, Microsoft OneDrive, and Zoom.
Pros and cons
Pros:
- Real-time collaboration features
- Combines documents, spreadsheets, and chat
- Smooth Salesforce integration
Cons:
- Interface may feel basic for power users
- Limited features outside Salesforce ecosystem
- Higher cost for smaller teams
Trello is a project management tool that uses boards, lists, and cards to help teams visually track tasks and projects.
Why I Picked Trello: I chose Trello because of its intuitive, visual approach to project management, which makes it stand out from other tools. Trello’s board and card system is particularly effective for teams that prioritize visual organization and need an easy-to-use platform for tracking project progress.
Standout Features & Integrations:
Features include drag-and-drop cards, customizable boards, and automation through Butler.
Integrations include Slack, Google Drive, Jira, GitHub, Dropbox, Evernote, Salesforce, Microsoft Teams, Confluence, and Zapier.
Pros and cons
Pros:
- Customizable boards and cards
- Easy to set up and use
- Simple, visual task management
Cons:
- Can become cluttered with many cards
- Not ideal for complex projects
- Limited advanced features
Miro is a digital whiteboard platform designed for visual collaboration, brainstorming, and mapping out ideas in a flexible workspace.
Why I Picked Miro: I chose Miro because of its exceptional ability to facilitate visual collaboration, making it ideal for teams that thrive on brainstorming and creative processes. Unlike other tools, Miro’s infinite canvas and wide array of templates make it stand out for teams needing a dynamic and interactive environment.
Standout Features & Integrations:
Features include an infinite canvas, pre-built templates for various use cases, and real-time collaboration tools.
Integrations include Slack, Microsoft Teams, Zoom, Jira, Trello, Asana, Dropbox, Google Drive, Notion, and Confluence.
Pros and cons
Pros:
- Supports real-time team collaboration
- Wide array of customizable templates
- Excellent for visual brainstorming sessions
Cons:
- Higher pricing for advanced features
- Requires a strong internet connection
- Can be overwhelming for new users
Other Team Collaboration Tools
Below is a list of additional team collaboration tools that I shortlisted, but did not make it to the top list. Definitely worth checking them out.
- Slack
For organized team communication
- Redbooth
Good for task and time tracking
- Asana
For goal-oriented project management
- Basecamp
For simple project management
- Chanty
For team chat and collaboration
- ClickUp
For all-in-one project management
- Zoho Projects
For integration with Zoho suite
- Bitrix24
For CRM and project management
- Wrike
Good for real-time collaboration
- Smartsheet
For spreadsheet-like project management
- monday.com
Good for visual project tracking
- Airtable
For customizable project databases
Team Collaboration Tools Selection Criteria
Selecting team collaboration tools involves evaluating functionality and meeting specific use cases that matter most to software buyers. Criteria relate to specific software buyer needs, pain points, and the intended use of the software. Features found in this type of software include task management, communication channels, file sharing, scheduling, and integration capabilities. I have personally tried and researched these tools to ensure a comprehensive evaluation.
Core Team Collaboration Tools Functionality - 25% of total weighting score:
- Task management
- Communication channels (chat, video conferencing)
- File sharing and storage
- Scheduling and calendar integration
- Integration with other software (e.g., CRM, project management tools)
Additional Standout Features - 25% of total weighting score:
- Unique features and functionality not offered by the competition
- Tools leveraging new and innovative features
- Exploring and testing for functionality that goes beyond generic team collaboration tools
- Examples: AI-driven task automation, advanced analytics, customizable workflows
Usability - 10% of total weighting score:
- Balance of power and complexity vs ease of use
- Interface design aesthetic
- Intuitive navigation and user-friendly layout
Onboarding - 10% of total weighting score:
- Quick, simple, and easy onboarding process
- Availability of training videos, templates, interactive product tours, chatbots, webinars
- Evaluating the post-purchase stage, migration to the tool, and realizing value
Customer Support - 10% of total weighting score:
- Availability and responsiveness of support channels (email, chat, phone)
- Quality of support documentation and resources
- User community and forums
Value For Money - 10% of total weighting score:
- Pricing against the competition
- Features offered relative to cost
- Scalability and flexibility of pricing plans
Customer Reviews - 10% of total weighting score:
- Overall satisfaction ratings
- Commonly mentioned strengths and weaknesses
- Trends in user feedback and testimonials
Trends For Team Collaboration Tools
The landscape of team collaboration tools continues to evolve. Key trends are shaping how teams work together and streamline their processes.
- AI-Powered Collaboration: AI integration in collaboration tools is rising, enhancing productivity through automated task management and smart suggestions. This trend is significant as it reduces manual effort and helps teams focus on strategic work. AI-driven insights are becoming essential for data-driven decision-making.
- Hybrid Work Enablement: Tools are increasingly supporting hybrid work environments, offering features tailored to both in-office and remote workers. This trend is important as it reflects the shift towards flexible work arrangements. Enhanced video conferencing and virtual workspaces are at the forefront of this change.
- Enhanced Security and Compliance: As cyber threats grow, collaboration tools are focusing on robust security features and compliance with global regulations. This trend is crucial for industries dealing with sensitive data, ensuring that collaboration does not compromise security. Companies are prioritizing tools that offer encryption and secure communication channels.
- Integrated Ecosystems: Collaboration tools are expanding their integrations, creating ecosystems that connect various business applications. This trend is noteworthy because it simplifies workflows and reduces the need for multiple platforms. Seamless data sharing across tools is becoming a standard expectation.
- Personalization and Custom Workflows: There is a growing emphasis on customizable workflows that cater to specific team needs. This trend is interesting because it allows teams to tailor tools to their unique processes, enhancing efficiency. Personalization is becoming a key differentiator among collaboration platforms.
These trends highlight the dynamic nature of team collaboration tools.
What Are Team Collaboration Tools?
Team collaboration tools are software solutions designed to facilitate communication, coordination, and collaboration among team members, whether they are co-located or working remotely. It enables teams to share information, track tasks, and work together on projects in real time, often integrating with other productivity tools to streamline workflows.
The primary users of team collaboration software include businesses, project teams, and organizations of all sizes that require effective communication and coordination across different departments or locations. Users need it to improve productivity, ensure everyone is aligned on project goals, and manage tasks efficiently by providing a centralized platform for communication, document sharing, and task tracking.
Features Of Team Collaboration Software
When choosing online collaboration tools, there are several key features I look for to ensure it meets the needs of my team. These features help streamline communication, manage projects efficiently, and keep everyone on the same page.
- Real-Time Messaging: Enables instant communication between team members, no matter where they are.
- Task Management: Allows users to assign, track, and prioritize tasks within the team.
- File Sharing: Facilitates easy sharing of documents, images, and other files within the platform.
- Video Conferencing: Supports virtual meetings with team members, clients, or stakeholders.
- Integrations: Connects with other tools like email, calendars, and project management software to streamline workflows.
- Document Collaboration: Lets multiple users edit and comment on documents simultaneously.
- Notifications: Keeps the team informed of updates, deadlines, and changes in real-time.
- Customizable Workspaces: Allows teams to create and tailor their workspaces to fit specific project needs.
- Security Features: Protects sensitive data with encryption, access controls, and compliance with industry standards.
- Mobile Access: Provides access to the platform via mobile apps, enabling collaboration on the go.
- Kanban Boards: Visual tools that display tasks on cards, organized in columns representing different stages of a project, helping track progress.
- Screen Sharing: Allows users to share their screen during meetings, enabling real-time demonstrations and collaborative work.
- Gantt Charts: Visual timelines showing tasks, dates, milestones, dependencies, and progress, aiding in planning and tracking project timelines.
- Proofing: Enables teams to review, annotate, and approve digital content, ensuring quality before finalization.
- Workflow Management: Automates and streamlines processes, ensuring tasks move through predefined steps efficiently.
These features are essential to ensure the software supports effective team collaboration and enhances overall productivity.
Benefits Of Team Collaboration Software
Team collaboration software offers several key benefits that can significantly improve how teams work together and achieve their goals. These benefits are especially valuable for organizations looking to enhance productivity, communication, and project management.
- Improved Communication: Streamlines communication across teams, reducing misunderstandings and ensuring everyone is aligned on project goals and tasks.
- Increased Productivity: Centralizes all project-related information and tasks, allowing team members to focus on their work without switching between multiple tools.
- Enhanced Collaboration: Facilitates real-time collaboration on documents and tasks, enabling teams to work together efficiently, even when remote.
- Better Project Management: Provides tools for tracking progress, managing deadlines, and assigning tasks, ensuring projects stay on track and within budget.
- Stronger Data Security: Protects sensitive information through encryption and access controls, giving businesses peace of mind when sharing documents and data.
These benefits make team collaboration software a valuable investment for any organization looking to improve how their teams work together. By choosing the right tool, businesses can enhance efficiency, foster better communication, and achieve greater success in their projects.
Costs And Pricing Of Team Collaboration Software
When evaluating the costs and pricing of the best collaboration tools, it's important to consider the different plans available and how they align with your team's needs. Understanding these options will help you choose a plan that offers the right balance of functionality and cost for your organization.
| Plan Type | Average Price | Common Features |
| Free Plan | $0/user/month | Basic messaging, file sharing, limited integrations, and small team support. |
| Basic | $5-$10/user/month | Task management, file storage, group chat, and essential integrations. |
| Standard | $10-$20/user/month | Video conferencing, enhanced security, advanced integrations, and project management tools. |
| Premium | $20-$30/user/month | Customizable workflows, priority support, comprehensive reporting, and compliance features. |
| Enterprise | $30+/user/month | Advanced security, unlimited storage, dedicated support, and enterprise-grade integrations. |
When choosing a plan, consider the size of your team, the complexity of your projects, and the level of support your organization requires. The right plan should offer the features necessary to meet your team's needs without overspending on unnecessary capabilities.
Team Collaboration Software FAQs
How does team collaboration software improve productivity?
Team collaboration software centralizes communication, task management, and document sharing in one platform. This reduces the need to switch between different tools, streamlining workflows and helping teams stay focused on their tasks. It also allows for real-time updates and collaboration, which minimizes delays and keeps projects moving forward.
Can team collaboration software be used for remote teams?
Yes, team collaboration software is ideal for remote work. It offers features like video conferencing, messaging, and file sharing that keep team members connected regardless of location. These tools help maintain communication and ensure that everyone is aligned on project goals, even when working from different places.
What are common integrations with team collaboration software?
Common integrations include tools like Google Drive, Google Calendar, Google Docs, Slack, Trello, Zoom, and Microsoft Teams. These integrations allow users to connect their existing tools with the collaboration platform, making it easier to manage tasks and share information across different applications.
Is data secure when using team collaboration software?
Most team collaboration software includes security features like encryption, access controls, and compliance with industry standards. These measures protect sensitive information and ensure that data is only accessible to authorized users, making it a secure option for business communication and collaboration.
How customizable is team collaboration software?
Many team collaboration tools offer customizable features such as workflows, user permissions, and interface settings. This allows teams to tailor the software to their specific needs and optimize their workflows for greater efficiency.
What size teams benefit most from team collaboration software?
Team collaboration software benefits teams of all sizes, from small startups to large enterprises. The key is choosing a tool that scales with your team and offers the necessary features to support your specific workflow and project requirements.
Can team collaboration software track project progress?
Yes, many team collaboration tools include project management features like task tracking, timelines, and progress dashboards. These tools help teams monitor their progress, identify bottlenecks, and ensure that projects stay on schedule.
Is training required to use team collaboration software?
While some team collaboration apps are intuitive, training may be needed to fully leverage advanced features. Basic users can often start with minimal guidance, but more complex workflows and integrations may require a learning curve.
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