25 Best Project Collaboration Tools Reviewed in 2024
Best Project Collaboration Tools Shortlist
Here’s my pick of the 10 best software from the 25 tools reviewed.
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Whether you’re managing a small team or overseeing a large organization, the right project collaboration tool can streamline communication, enhance productivity, and ensure projects stay on track. But with countless options available, choosing the best software can be overwhelming.
Using my experience in project management software, I tested and compared several of the top collaboration solutions on the market. My in-depth reviews explore each software’s key features, strengths, and potential drawbacks, to help you make an informed decision that suits your team’s needs.
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How to Choose Project Collaboration Tools
As you work through your own unique software selection process, keep the following points in mind:
- Compatibility with Business Needs: Ensure the tool aligns with your specific organizational requirements. For instance, a high-quality tool might not be the best fit if it doesn't integrate well with your existing systems or workflows. Converse with your team to identify technical and non-technical pain points that the tool should address.
- Customization Capabilities: Different teams have different working styles and preferences. A tool with high customization capabilities can adapt to various workflows, enhancing productivity. Software that allows personalized dashboards and workflow automation can significantly boost team satisfaction and efficiency.
- Ease of Use: The intuitiveness of a tool is important for quick adoption and minimal disruption. A software that is easy to set up and use, with reliable customer support and comprehensive guides, can help your team transition smoothly. For instance, if a tool has a steep learning curve, it might slow down productivity as employees spend more time figuring out how to use it.
- Integration with Other Tools: The ability for your chosen software to integrate with other frequently used applications can streamline workflows and save time. For example, if your organization uses multiple tools like Zendesk or Slack, your collaboration software should integrate with these to avoid the hassle of switching between platforms.
- Security Features: With the increasing amount of cyber threats, strong security features are non-negotiable. Knowing your business's specific security needs can help you choose a tool that offers the necessary protections.
Best Project Collaboration Tools Summary
| Tools | Price | |
|---|---|---|
| Rocketlane | From $19/user/month | Website |
| Trello | From $5/user/month (billed annually) + free plan available | Website |
| Basecamp | From $15/user/month | Website |
| Mural | From $9.99/user/month (billed annually) | Website |
| Smartsheet | From $26/user/month (billed annually) + free plan available. | Website |
| ProjectManager | From $13/user/month (billed annually) | Website |
| Quickbase | From $35/user/month (min of 20 users) | Website |
| Zoho Projects | From $4/user/month (billed annually) + free plan available | Website |
| Wrike | From $9.80/user/month (min of 2 seats) | Website |
| Hive | From $12/user/month (billed annually) | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare Software-
ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best Project Collaboration Tools Reviews
This section provides an in-depth analysis and overview of various project collaboration tools. I will walk through the pros and cons of each tool, their features, and their best use cases.
Rocketlane is a project collaboration tool designed to streamline onboarding and service delivery processes. It excels in providing an advanced platform for managing projects, resources, and customer interactions.
Why I picked Rocketlane: Rocketlane is known for its specialized focus on onboarding and service delivery, which sets it apart from other project collaboration tools. Its ability to automate workflows and provide real-time insights makes it particularly effective for these use cases. Additionally, the software’s unique features, such as dynamic templates and CRM integration, make it the best choice for ensuring smooth and efficient onboarding processes.
Standout features & integrations:
Features include dynamic templates for customization, real-time collaboration tools, and automated workflows. Rocketlane also offers 360° visibility into projects, allowing teams to stay on top of tasks, identify risks, and manage milestones effectively.
Integrations include Slack, Salesforce, HubSpot, Zapier, Jira, Workato, Google Workspace, Microsoft Teams, Trello, and Asana.
Pros and cons
Pros:
- Dynamic templates
- Automated workflows
- Real-time collaboration
Cons:
- Complex initial setup
- Limited offline access
Trello is an online collaboration tool that helps teams organize tasks and workflows using boards, lists, and cards. It stands out due to its user-friendly interface and strong features that facilitate team collaboration from anywhere.
Why I picked Trello: Trello offers users an intuitive design and flexibility, which make it stand out among project collaboration tools. The software’s visual approach to task management, using boards, lists, and cards, simplifies complex projects and enhances team productivity. Additionally, it provides extra features like real-time updates, easy-to-use templates, and integrations to help keep remote teams connected and organized.
Standout features & integrations:
Features include boards, lists, and cards for organizing tasks, Butler automation for streamlining workflows, and various views like calendar and timeline to keep track of deadlines. Trello also offers Power-Ups to enhance functionality and templates to jump-start projects.
Integrations include Slack, Google Drive, Dropbox, Microsoft Teams, Jira, Confluence, Evernote, Salesforce, GitHub, and Zapier.
Pros and cons
Pros:
- Real-time updates
- Flexible task management
- User-friendly interface
Cons:
- Difficult to manage large projects
- Limited advanced features
Basecamp is a project management software designed to simplify project management and help teams juggle people, projects, clients, deadlines, and expectations more effectively. It offers a user-friendly interface and centralized platform for communication, project tracking, and file organization.
Why I picked Basecamp: Basecamp is an ideal software for its straightforward approach to project management. Its simplicity and ease of use are ideal for teams looking to streamline their project management processes without unnecessary complexity. Additionally, the software’s centralized platform ensures that all project-related information is easily accessible via a whiteboard, making it the best choice for simple project management.
Standout features & integrations:
Features include real-time group chat, timesheet tracking, and a timeline view of all projects. Basecamp also offers tools for scheduling events and deadlines, tracking work and responsibilities, and visualizing project progress with its unique Hill Charts.
Integrations include Slack, Google Drive, Dropbox, Microsoft Outlook, Zapier, Trello, Asana, GitHub, Evernote, and Mailchimp.
Pros and cons
Pros:
- Reliable uptime
- Centralized communication
- User-friendly interface
Cons:
- No built-in Gantt charts
- Limited advanced features
Mural is a visual work platform designed for collaboration, offering secure and flexible spaces for teams to work together. It provides templates, integrations, and solutions for various project components and offers resources such as webinars and case studies.
Why I picked Mural: Mural has a unique focus on visual collaboration, which sets it apart from other project collaboration tools. Its ability to create a shared visual workspace makes it ideal for teams that rely heavily on brainstorming, design thinking, and visual project planning. The software’s extensive template library and integration with tools like Microsoft 365 enhance its utility, making it the best choice for visual collaboration.
Standout features & integrations:
Features include a wide range of templates for brainstorming, mind mapping, and project planning, as well as real-time collaboration tools that allow team members to work together seamlessly. Mural also offers advanced security features, ensuring that all data and communications are protected.
Integrations include Microsoft Teams, Slack, Google Drive, Jira, Trello, Asana, Dropbox, Zoom, GitHub, and Confluence.
Pros and cons
Pros:
- Strong security features
- Real-time collaboration
- Extensive template library
Cons:
- Limited offline functionality
- Steep learning curve for new users
Smartsheet is a project collaboration tool designed to manage projects, automate workflows, and build solutions at scale. It excels due to its ability to handle projects of varying sizes and complexities, making it suitable for both small teams and large enterprises.
Why I picked Smartsheet: Smartsheet offers advanced scalability, which allows it to adapt to the needs of both small teams and large enterprises. Its extensive feature set, including project management, automation, and reporting tools, makes it stand out from other project collaboration tools. Additionally, the software hosts flexible and next-level tools that can grow with your organization, ensuring that it remains effective as your project needs evolve.
Standout features & integrations:
Features include project and portfolio management, team collaboration, dashboards and reporting, and intelligent workflows. Smartsheet also offers no-code work apps, digital asset management, and secure request management.
Integrations include Microsoft Office 365, Google Workspace, Slack, Adobe Creative Cloud, Power BI, Tableau, Docusign, Salesforce, Jira, and ServiceNow.
Pros and cons
Pros:
- Comprehensive project management features
- Extensive integrations
- Scalable for any team size
Cons:
- Mobile app lacks full functionality
- Learning curve for new users
ProjectManager is a project and work management software that offers an advanced suite of tools for managing projects, resources, and tasks. It excels due to its extensive range of features that cater to various project needs.
Why I picked ProjectManager: ProjectManager provides users with a strong set of features that cover all aspects of project management, from planning to execution. Its ability to integrate various project management methodologies and tools into one platform makes it a versatile choice. The software offers detailed planning, real-time collaboration, and advanced reporting capabilities, which are essential for managing complex projects effectively.
Standout features & integrations:
Features include Gantt charts for setting milestones and tracking progress, real-time dashboards for key insights, project portfolios for high-level overviews, and Kanban boards for Agile task management.
Integrations include Google Drive, Microsoft Project, Excel, Zapier, Slack, Jira, Salesforce, Dropbox, Trello, and QuickBooks.
Pros and cons
Pros:
- Advanced reporting
- Real-time collaboration
- Comprehensive feature set
Cons:
- Learning curve for new users
- Limited third-party integrations
Quickbase is a dynamic project management platform that offers a range of features for collaboration and project organization. It allows users to create, connect, and customize enterprise applications without needing extensive coding knowledge.
Why I picked Quickbase: Quickbase stands out with its no-code application building capabilities, which empower users to develop custom solutions without relying on IT. This makes it particularly useful for teams needing quick, adaptable project management tools. The software’s ability to simplify complex systems and centralized work in one place makes it the best choice for no-code application building.
Standout features & integrations:
Features include a no-code platform for creating custom applications, dynamic work management, and advanced project tracking. Quickbase also offers industry-specific solutions and a professional community called 'The Qrew' for peer support and learning.
Integrations include Salesforce, Slack, Google Drive, Dropbox, QuickBooks, Zendesk, Box, Docusign, Microsoft Teams, and Jira.
Pros and cons
Pros:
- Strong community support
- Industry-specific solutions
- No-code application building
Cons:
- Requires technical skills to customize
- Limited advanced coding options
Zoho Projects is a cloud-based project management software that helps teams plan, track, collaborate, and achieve project goals. It’s an ideal choice for businesses that need to monitor project progress closely.
Why I picked Zoho Projects: Zoho Projects provides a large suite of project management tools that stand out in the market. Its integrated project tracking features, such as Gantt charts and task automation, make it particularly effective for teams needing detailed oversight. Compared to other tools, Zoho Projects offers a strong set of features at a competitive price, making it the best for integrated project tracking.
Standout features & integrations:
Features include task management, Gantt charts, issue tracking, and time tracking.
Integrations include Dropbox Business, Microsoft Excel, Microsoft Teams, Microsoft 365, Trello, Zoho Books, Google Calendar, Zoho Cliq, Box, and OneDrive.
Pros and cons
Pros:
- Competitive pricing
- User-friendly interface
- Comprehensive feature set
Cons:
- Limited customization options
- Initial learning curve
Wrike is a project management software that offers a variety of features for project collaboration and management. It’s designed to benefit different teams and industries, with use cases including resource management, project management, workflow management, and task management.
Why I picked Wrike: Wrike’s strong customization options and ability to tailor workflows to fit unique team processes makes it highly adaptable and versatile. This flexibility allows teams to create a workspace that aligns perfectly with their operational needs. Additionally, Wrike’s collaborative proofing and approval tools streamline the review process, making it easier for teams to deliver projects on time.
Standout features & integrations:
Features include custom item types, dynamic request forms, and advanced automation capabilities. Wrike also offers powerful AI tools for work intelligence, interactive Gantt charts, and advanced project views.
Integrations include Salesforce, HubSpot, Bynder, Zoom, Slack, Microsoft Teams, Google Drive, Dropbox, Box, and Adobe Creative Cloud.
Pros and cons
Pros:
- Comprehensive project views
- Advanced automation
- Customizable workflows
Cons:
- Steeper learning curve
- Can become overwhelming with too many features
Hive is one of the best project management tools. The software helps teams track tasks, manage projects, and collaborate effectively. It’s best known for its democratically-built features, allowing users to influence the product roadmap through votes.
Why I picked Hive: Hive stands out with its unique approach to feature development, driven by user feedback and votes. This democratic process ensures that the platform evolves in ways that directly address user needs, making it highly adaptable and user-centric. The software’s advanced suite of tools, including project management, time tracking, and analytics, makes it an excellent choice for teams looking for a customizable and responsive project collaboration solution.
Standout features & integrations:
Features include project management, time tracking, goal setting, resourcing, forms for feedback and requests, proofing and approvals, analytics, and automations. Hive also offers various project views such as Kanban, Gantt, timeline, table, list, and calendar views, allowing teams to visualize their work in the most effective way.
Integrations include Google Drive, Microsoft OneDrive, Box, Dropbox, Google Calendar, Outlook Calendar, Salesforce, Jira, Github, Slack, and Zoom.
Pros and cons
Pros:
- Extensive integrations
- Comprehensive project views
- User-driven feature development
Cons:
- Limited customization
- Overwhelming interface for new users
Other Project Collaboration Tools
Below is a list of additional project collaboration tools that I shortlisted. While they didn’t make the top 10, they’re still valuable and worth further research.
- Planview
Best for portfolio management
- Kantata
Best for professional services automation
- Slack
Best for real-time team communication
- Miro
Best for collaborative brainstorming
- Teamwork.com
Best for client work management
- ClickUp
Best for all-in-one project management
- PSOhub
Best for project and CRM integration
- Meisterplan
Best for portfolio management
- Scoro
Best for business management integration
- QPM
Best for AI-driven project insights
- monday.com
Best for visual project tracking
- WorkOtter
Best for resource management
- Asana
Best for connecting work to company goals
- Jira
Best for Agile project tracking
- Stack Overflow
Best for developer collaboration
Related Project Management Software Reviews
If you still haven't found what you're looking for here, check out these other related tools that we've tested and evaluated:
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- Workflow Automation Software
- Time Tracking Software
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- Collaboration Tools
- Gantt Chart Maker
- Productivity Tools
- Project Tracking Software
- Project Scheduling Software
Project Collaboration Tools Selection Criteria
The criteria for choosing a project collaboration tool should directly address buyer needs and common pain points, ensuring that the software serves its intended purpose effectively. As an expert who has personally tried and researched these tools, here are the requirements I use when evaluating software:
Core Functionality: 25% of total weighting score
- Ability to create, assign, and track tasks
- Secure and easy sharing of documents and files
- Integrated chat and messaging features
- Syncing with personal and team calendars
- Visual tools like Gantt charts and Kanban boards
Additional Standout Features: 25% of total weighting score
- Tools that offer seamless integration with other software like CRM or ERP systems
- Features that automate repetitive tasks to save time
- Ability to tailor the tool to specific workflows and preferences
- In-depth reporting and analytics features
- Fully functional mobile apps for on-the-go access
Usability: 10% of total weighting score
- Clean, user-friendly design that minimizes the learning curve
- Easy task and project management through drag-and-drop features
- Personalized views and dashboards for different user roles
- Consistent performance across various devices and screen sizes
Onboarding: 10% of total weighting score
- Guided tours to help new users get started quickly
- Comprehensive video tutorials covering all features
- Pre-built templates for common project types to speed up setup
- Live sessions to answer questions and provide in-depth training
- AI-driven support for instant help and guidance
Customer Support: 10% of total weighting score
- Round-the-clock support for global teams
- Availability of support through chat, email, and phone
- Extensive library of articles and FAQs
- Personalized support for enterprise clients
- Active user communities for peer support and knowledge sharing
Value For Money: 10% of total weighting score
- Clear and straightforward pricing plans
- Availability of free trials to test the tool before committing
- Various pricing tiers to suit different business sizes and needs
- Evaluation of features offered relative to the price
- Availability of discounts for long-term commitments or bulk purchases
Customer Reviews: 10% of total weighting score
- Overall satisfaction ratings from current users
- Specific ratings for key features like usability, support, and functionality
- Common themes and recurring feedback from users
- How the tool stacks up against competitors in user reviews
- Regular updates and improvements based on user feedback
By focusing on these criteria, you can ensure that the selected project collaboration tool not only meets the basic requirements but also excels in areas that provide additional value and enhance the overall user experience.
Trends for Project Collaboration Tools
Here are some trends I’ve noticed for project collaboration tools plus what they might mean for the future. I sourced countless product updates, press releases, and release logs to tease out the most important insights.
- AI-Powered Automation: AI is automating routine tasks in project management. This reduces manual effort and increases efficiency. It's important because it allows teams to focus on strategic work.
- Integrated Communication Platforms: Tools are integrating chat, video, and email into one platform. This centralizes communication and reduces the need to switch between apps, while enhancing team coordination.
- Real-Time Analytics: Real-time analytics provide instant insights into project progress. This helps in making quick, informed decisions and is important for maintaining project timelines.
- Enhanced Security Features: Security features are becoming more robust. This includes end-to-end encryption and advanced user authentication. It's vital for protecting sensitive project data.
- Customizable Workflows: Tools now offer highly customizable workflows. As a result, teams can tailor processes to fit their specific needs. This flexibility improves overall productivity.
Whether it’s the integration of AI-driven features, enhanced remote collaboration capabilities, or the shift towards more user-centric design, these trends are shaping the future of how teams work together. By keeping an eye on these developments, you can ensure that your organization remains at the forefront of collaborative success.
What Are Project Collaboration Tools?
Project collaboration tools are software applications designed to help teams work together more effectively on projects. These tools are used by project managers, team members, and stakeholders to coordinate tasks, share documents, and communicate in real-time, ensuring everyone stays aligned and informed.
The primary components of project collaboration tools often include task management, file sharing, communication channels, and real-time updates.
Features of Project Collaboration Tools
Project collaboration tools offer a range of features that help streamline communication, manage tasks, and ensure that everyone is on the same page. Here are some of the most important features to look for in project collaboration tools:
- Task Management: This allows teams to assign, track, and manage tasks. It’s important for ensuring that everyone knows their responsibilities and deadlines.
- File Sharing: The ability to share files easily within the team is essential. It ensures that everyone has access to the necessary documents and resources.
- Real-Time Communication: Tools that offer real-time chat or messaging help teams communicate quickly and resolve issues as they arise.
- Project Tracking: This helps teams monitor the progress of their projects. It is important for keeping the project on track and meeting deadlines.
- Calendar Integration: Integrating with calendars helps teams schedule meetings and deadlines. It ensures that everyone is aware of important dates and can plan accordingly.
- Document Collaboration: The ability to work on documents together in real-time is essential. It allows for seamless collaboration and ensures that everyone is working on the most up-to-date version.
- Reporting and Analytics: Tools that offer reporting and analytics help teams understand their performance. It’s important for identifying areas for improvement and making data-driven decisions.
- User Permissions: This allows administrators to control who has access to what information. It’s vital for maintaining security and ensuring that sensitive information is only accessible to those who need it.
- Mobile Access: The ability to access the tool from mobile devices is important for teams that are on the go. It ensures that team members can stay connected and productive, no matter where they are.
- Integration with Other Tools: Tools that integrate with other software and platforms help streamline workflows. It’s important for ensuring that teams can use their preferred tools without disruption.
Choosing the right project collaboration tool with these features can make a significant difference in how effectively a team works together. By ensuring that the tool meets the specific needs of the team, it can help improve communication, increase productivity, and ensure the successful completion of projects.
Benefits of Project Collaboration Tools
Today, project collaboration tools have become essential for organizations aiming to enhance productivity, streamline communication, and ensure successful project completion. These tools offer a range of benefits, including:
- Enhanced Communication: Project collaboration tools provide a centralized platform for team members to communicate effectively, reducing the chances of miscommunication and ensuring everyone is on the same page.
- Improved Task Management: These tools allow for better organization and tracking of tasks, helping teams to prioritize work, set deadlines, and monitor progress, which leads to more efficient project execution.
- Increased Productivity: By automating routine tasks and providing easy access to project information, collaboration tools help teams to focus on high-value activities, thereby boosting overall productivity.
- Real-Time Collaboration: With features like real-time editing and instant updates, team members can work together seamlessly, regardless of their physical location, fostering a more collaborative and dynamic work environment.
- Better Resource Allocation: Project collaboration tools offer insights into resource utilization, enabling managers to allocate resources more effectively and ensure that projects are completed on time and within budget.
Investing in project collaboration tools can transform the way your team works, leading to more successful project outcomes and a more cohesive work environment. By leveraging these tools, organizations can stay competitive and adapt to the ever-changing demands of the business world.
Costs & Pricing of Project Collaboration Tools
When evaluating project collaboration tools, understanding their costs and pricing structures is important for selecting the right solution for your team’s needs. Prices can vary significantly depending on features, user capacity, and the level of customization offered, making it essential to weigh these factors against your budget and project requirements.
This section provides an estimate of average project collaboration tools plans and costs. The data is based on recent research and pricing reports.
Plan Comparison Table for Project Collaboration Tools
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic task management, limited storage, basic integrations, and limited user access |
| Personal Plan | $5 - $10/user/month | Enhanced task management, more storage, additional integrations, and mobile access |
| Business Plan | $10 - $20/user/month | Advanced project management, team collaboration tools, increased storage, advanced integrations, and reporting tools |
| Enterprise Plan | $20+/user/month | Customizable features, unlimited storage, premium support, advanced security, compliance tools, and extensive integrations |
Prior to purchasing a project collaboration tool, make sure to balance features, scalability, and overall usability with your budget. This can help you ensure that you select a tool that meets your current needs while supporting future growth.
Project Collaboration Tools FAQs
Here are some frequently asked questions I’ve received about project collaboration tools.
How can I integrate project collaboration tools with other software?
Most project collaboration tools offer integrations with a variety of other software applications. These integrations can typically be found in the tool’s settings or through an integration marketplace. Common integrations include linking with communication platforms like Slack, file storage services like Google Drive, and other project management tools like Jira. Some tools also offer API access for custom integrations.
What are the best practices for managing user permissions in project collaboration tools?
Managing user permissions effectively involves setting clear roles and access levels for each team member. Start by defining the roles within your project, such as project manager, team member, and client. Assign permissions based on these roles, ensuring that sensitive information is only accessible to those who need it. Regularly review and update permissions to reflect any changes in team structure or project requirements.
How do I handle version control in project collaboration tools?
Version control is crucial for maintaining the integrity of project documents and files. Many project collaboration tools have built-in version control features that allow you to track changes, revert to previous versions, and see who made specific edits. Encourage your team to use these features consistently and to document any significant changes in the project notes or comments.
How can I track project progress and performance using collaboration tools?
Most project collaboration tools offer various features for tracking progress and performance, such as Gantt charts, Kanban boards, and task lists. Utilize these features to create a visual representation of your project timeline and milestones. Regularly update the status of tasks and use reporting tools to generate insights into team performance and project health.
How do I manage remote teams effectively with project collaboration tools?
Managing remote teams effectively involves leveraging the communication and collaboration features of your tools. Schedule regular video meetings to maintain face-to-face interaction, use chat functions for quick questions, and document all decisions and action items in a central location. Ensure that all team members have access to the necessary resources and support.
What metrics should I track to measure the success of my project collaboration tool implementation?
Key metrics to track include user adoption rates, task completion times, project delivery times, and team satisfaction. Monitor these metrics regularly to assess the effectiveness of your tool and identify areas for improvement. Conduct surveys and gather feedback from your team to gain insights into their experience and make data-driven decisions.
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