27 Best Small Business Collaboration Software Review 2024
Best Small Business Collaboration Software Shortlist
Here's my pick of the 10 best software from the 27 tools reviewed.
Get free help from our project management software advisors to find your match.
Choosing the right collaboration software for your small business is tough with so many options out there. You want to improve communication, manage tasks, and boost productivity, 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 team communication, task management, and file sharing. They help you stay organized, meet deadlines, and reduce miscommunication.
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How To Choose Small Business Collaboration Software
As you work through your own unique software selection process, keep the following points in mind:
- Ease of Use: An intuitive tool is key for providing a stress-free experience. It enables users to accomplish their objectives quickly and efficiently, regardless of how much resource they’re using or what they’re doing. A quality remote team collaboration tool will enable your team to improve communication and boost productivity. Furthermore, these programs help eliminate distractions and hold people accountable for their work. For example, Slack is an ideal app for instant communication, enabling users to send one-on-one messages or create groups with multiple people. Its chat feature keeps everyone up to date and reduces emails that could otherwise slow down work progress.
- Integrations: Integrations exist that can facilitate team collaboration more effectively. They help eliminate data silos, keep teams aligned on their business goals, and enhance client relationships by enabling employees to focus on strategic work that produces tangible outcomes for the business. When selecting collaboration tools for remote teams, it’s essential to factor in the various integrations available and how they may influence your selection process. For instance, Google Drive integration makes sharing, storing, and accessing files a breeze; plus it sends email notifications when someone comments on a file you own or tags you in a comment – making it simpler to respond directly in an email without having to open the file yourself.
- Scalability: Scalability is the capacity of a technology system to handle increased workloads without needing major re-design or reconfiguration. It’s an underlying principle used by technology architects and C-suite directors when creating their IT stacks and infrastructure. It is essential to select collaboration tools that can grow along with your business. Doing so guarantees your team has access to all necessary information quickly and efficiently, enabling them to get their work done effectively. For example, Basecamp is an intuitive online project management platform that lets you break projects up into any number of subprojects with unlimited users, plus its List, Board, and Graph views allow for optimal organization of documents and projects according to your workflow needs.
- Security: Information security is a paramount concern for any business, and collaboration tools present additional risks that organizations must consider. These platforms could be vulnerable to malware, ransomware, and other threats that could compromise sensitive data and cause productivity losses. When selecting collaboration tools for remote teams, security should be the top priority. A secure tool will have features like email encryption that guarantees only the recipient has access to sensitive data; additionally, it should have an automatic backup feature which enables quick file restoration in case something goes awry. For instance, selecting a tool with ISO 27001 certification is essential; this guarantees its security measures have been reviewed and certified by an internationally accredited third party.
- Cost: When selecting collaboration tools for remote teams, cost should be taken into account. This is especially pertinent to smaller businesses looking to implement these solutions. When selecting a tool for your team, cost should not be the only consideration. Other features like ease of use, integrations, and security should also be taken into account. For instance, Dropbox can be utilized by teams of all sizes to synchronize and share their files with other members of the team. This makes them more organized and agile by consolidating physical files as well as cloud content into one central location. Furthermore, Dropbox’s platform enables them to collaborate with other team members without ever leaving the Dropbox app itself.
Best Small Business Collaboration Software Summary
| Tools | Price | |
|---|---|---|
| Microsoft Teams | From $4/user/month + free version available | Website |
| Redbooth | From $9/user/month (billed annually) | Website |
| ProofHub | From $45/month (billed annually) | Website |
| ProjectManager.com | From $13/user/month (billed annually) | Website |
| Trello | From $5/user/month (billed annually) | Website |
| Google Workspace | From $6/user/month | Website |
| Miro | From $8/user/month (billed annually) | Website |
| Slack | From $7.25/user/month (billed annually) | Website |
| Zoho Projects | From $4/user/month (billed annually) | Website |
| Notion | From $8/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-
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 -
Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8
Best Small Business Collaboration Software Reviews
This section provides an in-depth analysis and overview of various small business collaboration software. We will walk through the pros and cons of each tool, their features, and their best use cases.
Microsoft Teams is a collaboration platform that integrates with Office 365 to enhance team productivity. It is best for integrated Office 365 collaboration, providing smooth access to Microsoft Office applications and services.
Why I picked Microsoft Teams: I chose Microsoft Teams for its deep integration with Office 365, which makes it a standout choice for businesses already using Microsoft products. Its ability to unify various collaboration tools under one platform sets it apart from other software. I believe it is best for integrated Office 365 collaboration because it allows users to access, share, and collaborate on Office documents directly within the app, streamlining workflows and enhancing productivity.
Standout Features & Integrations
Features include video conferencing, online meetings, chat and collaboration, and frontline workforce solutions. These features make it a versatile tool for various business needs, from daily communication to large-scale project management.
Integrations include Outlook, OneDrive, SharePoint, PowerPoint, Excel, Word, Planner, Power BI, Trello, and GitHub.
Pros and cons
Pros:
- Comprehensive collaboration tools
- Robust video conferencing
- Integrated with Office 365
Cons:
- Requires Office 365 subscription
- Complex setup
Redbooth is a project management tool designed to help your team organize tasks and communicate effectively. It offers features like task assignments, due dates, and tags to keep everyone on the same page.
Why I picked Redbooth: I chose Redbooth because it provides customizable workspaces that let you tailor projects to your team's needs. You can create tasks, assign them to team members, and set deadlines, all within a centralized platform. This setup helps your team stay organized and focused on their goals. I also like its built-in communication tools. You can have threaded conversations directly within tasks and take advantage of its built-in video meetings feature.
Standout Features & Integrations
Features include task prioritization, time tracking, file sharing, real-time notifications, activity streams, reporting and analytics, mobile apps for iOS and Android, calendar integration, task dependencies, subtasks, and workload management.
Integrations include Box, Google Drive, Dropbox, Okta, Zapier, Redbooth for Gmail, Outlook, Chrome, Slack, WebEx Teams, TestLodge, and HubStaff.
Pros and cons
Pros:
- Task dependencies and subtasks help in breaking down complex projects
- Multiple project views
- Customizable workspaces allow for tailored project management
Cons:
- Could offer more advanced analytics
- Limited storage in lower-tier plans
ProofHub is a project management and team collaboration software designed for teams of all sizes. It is best for team collaboration and task management due to its comprehensive suite of tools that centralize project details, streamline workflows, and enhance productivity.
Why I picked ProofHub: I chose ProofHub for its robust features that cater to various team needs, making it a versatile tool for small businesses. Its ability to centralize all project details and facilitate real-time collaboration sets it apart from other software. I believe ProofHub is best for team collaboration and task management because it offers a wide range of tools, from task management to time tracking, all in one platform.
Standout Features & Integrations
Features include task management with boards and table views, Gantt charts for project planning, time tracking, and real-time collaboration tools like chat and discussions. ProofHub also offers custom roles, project templates, and detailed reporting to keep teams organized and on track.
Integrations include Google Drive, Dropbox, OneDrive, Box, FreshBooks, QuickBooks, Google Calendar, iCal, Outlook, and Slack.
Pros and cons
Pros:
- No per-user fee
- Comprehensive features
- Flat pricing
Cons:
- No free tier
- Limited storage on lower plans
ProjectManager.com is a project and resource management software designed to enhance productivity and collaboration for businesses of all sizes. It is best known for its advanced project and resource management capabilities, making it an ideal choice for businesses that require detailed planning, tracking, and resource allocation.
Why I picked ProjectManager.com: I chose ProjectManager.com for its comprehensive suite of project management tools that cater to both small and large teams. Its standout features, such as Gantt charts, dashboards, and workflow automation, set it apart from other collaboration software. I believe it is best for advanced project and resource management due to its robust capabilities in handling complex project requirements and resource allocation efficiently.
Standout Features & Integrations
Features include Gantt charts for setting milestones and tracking progress, real-time dashboards for key insights, and workflow automation to streamline processes. The software also offers Kanban boards, task lists, and detailed reporting tools to enhance team productivity and project visibility.
Integrations include Microsoft Teams, Slack, Jira, Trello, Power BI, Acumatica, Office 365, MS Project, Google Drive, and Excel.
Pros and cons
Pros:
- Workflow automation
- Real-time dashboards
- Advanced resource management
Cons:
- Complex setup
- Higher starting price
Trello is a project management tool designed to help small businesses streamline their collaboration and project management processes. It is best for visual task management due to its intuitive and flexible board, list, and card system that provides a clear visual overview of tasks and projects.
Why I picked Trello: I chose Trello for its unique visual task management system, which stands out from other small business collaboration software. Trello's board, list, and card system offers an intuitive way to organize tasks, making it easy to see the status of projects at a glance. This visual approach is particularly effective for teams that need to manage multiple tasks and projects simultaneously.
Standout Features & Integrations
Features include boards, lists, and cards that help teams organize tasks and projects visually. Trello also offers automation through Butler, which allows users to automate repetitive tasks and workflows. Additionally, Trello provides various views such as Timeline and Calendar to help teams stay on track with their deadlines.
Integrations include Slack, Google Drive, Microsoft Teams, Jira, Dropbox, Evernote, Salesforce, GitHub, Mailchimp, and Zapier.
Pros and cons
Pros:
- Extensive integrations
- Flexible task management
- Intuitive visual interface
Cons:
- Can be overwhelming for large projects
- Limited advanced features
Google Workspace is best for comprehensive productivity tools because it integrates a wide range of applications like Gmail, Calendar, Drive, Meet, Docs, Sheets, and more, providing a unified platform for all business needs.
Why I picked Google Workspace: I chose Google Workspace for the list because it offers an extensive suite of productivity tools that are essential for small businesses. Its integration of various applications into a single platform makes it stand out from other collaboration software. I believe it is best for comprehensive productivity tools due to its integration of communication, storage, and document management applications.
Standout Features & Integrations
Features include cloud storage with Google Drive, video and voice conferencing with Google Meet, and real-time collaboration on documents with Google Docs, Sheets, and Slides. These features ensure that teams can work together efficiently, regardless of their location.
Integrations include Salesforce, Slack, Trello, Asana, Zoom, DocuSign, Dropbox, HubSpot, Zendesk, and QuickBooks.
Pros and cons
Pros:
- Strong security features
- Real-time collaboration
- Wide range of applications
Cons:
- Can be complex to set up
- Requires internet access
Miro is an AI-powered collaboration and visual workspace platform that enhances teamwork and innovation by providing an infinite digital canvas. It allows users to brainstorm, organize ideas, create prototypes, and develop structured documents and project plans.
Why I picked Miro: The platform's infinite canvas provides a versatile space where teams can create diagrams, flowcharts, mind maps, and other visual representations to simplify and communicate complex ideas effectively. This visual approach is invaluable for small businesses as it enhances creativity and facilitates a clearer understanding of projects. It also facilitates real-time and asynchronous collaboration within this workspace.
Standout Features & Integrations
Features include templates, AI-powered features, workshops, sticky notes, talktracks, presentation mode, voting and polling tools, private mode, enterprise-grade security, and a developer platform.
Integrations include Jira, Azure DevOps, Asana, ClickUp, Smartsheet, Google Drive, OneDrive, Dropbox, Confluence, Notion, Coda, Google Workspace, and Microsoft 365.
Pros and cons
Pros:
- Offers an infinite whiteboard canvas
- Real-time and asynchronous collaboration
- Customizable templates for unique team needs
Cons:
- Advanced security features, like SSO, are only available on higher-tier plans
- Not ideal for teams that don't require visual collaboration
Slack is a collaboration platform designed to streamline team communication and integrate various business tools. It excels in team communication and integrations due to its robust messaging features and extensive app directory.
Why I picked Slack: I chose Slack for its unparalleled ability to centralize team communication and integrate with a wide range of business tools. Slack stands out because it offers a user-friendly interface and a comprehensive set of features that enhance team collaboration. Its extensive app directory allows integration with other tools, making it the best choice for team communication and integrations.
Standout Features & Integrations
Features include channels for organized team communication, Slack Connect for external collaboration, and Workflow Builder for automating tasks. Slack also offers Huddles for live audio and video meetings, and Clips for recording and sharing updates.
Integrations include Google Drive, Microsoft Office 365, Salesforce, Jira, Trello, Asana, Zoom, Dropbox, GitHub, and Zendesk.
Pros and cons
Pros:
- Robust messaging features
- User-friendly interface
- Extensive integrations
Cons:
- Limited free plan
- Can be expensive
Zoho Projects is a cloud-based project management software that streamlines the project management process, from planning and execution to monitoring and reporting. It is best for customizable project management due to its extensive customization options that allow businesses to tailor the software to their specific needs.
Why I picked Zoho Projects: I chose Zoho Projects for its robust customization capabilities, which set it apart from other small business collaboration software. The ability to tailor workflows, fields, and templates makes it highly adaptable to various business needs. I believe Zoho Projects is best for customizable project management because it offers extensive options to modify and personalize the project management experience, ensuring it fits unique business requirements.
Standout Features & Integrations
Features include task management, Gantt charts, and robust customization options. The software also offers real-time updates, time tracking, and a user-friendly interface that enhances project planning and execution.
Integrations include Dropbox Business, Microsoft Excel, Microsoft Teams, Microsoft 365, Trello, Zoho Books, Google Calendar, Zoho Cliq, Box, and OneDrive.
Pros and cons
Pros:
- User-friendly interface
- Affordable pricing
- Extensive customization options
Cons:
- Limited integrations
- Difficult settings navigation
Notion is a collaborative workspace platform that offers a variety of features such as wiki, docs, projects, calendar, and sites. It includes an integrated AI assistant to help with tasks such as editing, drafting, and translating.
Why I picked Notion: I chose Notion for its all-in-one workspace capabilities, which include integrated AI features that enhance productivity. Notion stands out due to its flexibility in managing various types of content and workflows, making it ideal for small businesses looking for a comprehensive solution.
Standout Features & Integrations
Features include customizable workflows, knowledge management, and an AI assistant for brainstorming and content generation. Notion's flexible pages allow users to design their ideal workflow and view it by timeline, task, team, or level of completion.
Integrations include Slack, GitHub, Asana, Google Drive, Trello, Zapier, Jira, Figma, Typeform, and Intercom.
Pros and cons
Pros:
- Comprehensive knowledge management
- Integrated AI assistant
- Customizable workflows
Cons:
- Limited free plan for teams
- Higher cost for advanced features
Other Small Business Collaboration Software To Consider
Below is a list of additional small business collaboration software that we shortlisted, but did not make it to the top list. Definitely worth checking them out.
- Wrike
Good for iOS & Android collaboration apps
- Paymo
Best for time tracking and invoicing
- Asana
Best for goal-oriented project management
- Basecamp
Best for simple project management
- Smartsheet
Good for spreadsheet-based project management
- MeisterTask
Good for intuitive task management
- monday.com
Good for visual project tracking
- Podio
Good for customizable workflows
- Workzone
Good for document management
- Freedcamp
Good for free project management
- Hive
Good for team productivity
- Nifty
Good for project timelines
- Airtable
Good for customizable databases
- Scoro
Good for business management
- Teamwork
Good for client work management
- LiquidPlanner
Good for predictive scheduling
- JIRA
Good for agile software development
Small Business Collaboration Software Selection Criteria
Selecting small business collaboration software involves evaluating functionality and meeting specific use cases that matter most. Criteria relate to specific software buyer needs, pain points, and the intended use.
Core Functionality: 25% of total weighting score
- Task management
- Communication tools (chat, video conferencing)
- File sharing and storage
- Scheduling and calendar integration
- Integration with other business tools (CRM, email)
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 collaboration software
- 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 design
- Drag-and-drop functionality for task management
Onboarding: 10% of total weighting score
- Quick, simple, and easy onboarding process
- Availability of training videos, templates, interactive product tours
- Chatbots and webinars for user support
- Smooth migration process to start realizing value quickly
Customer Support: 10% of total weighting score
- Availability and responsiveness of support channels (email, chat, phone)
- Quality of support documentation and resources
- Community forums and user groups
- Dedicated account managers for personalized support
Value For Money: 10% of total weighting score
- Competitive pricing against similar tools
- Transparent pricing models
- Free trials or freemium versions
- Cost-benefit analysis based on features and functionality
Customer Reviews: 10% of total weighting score
- Overall satisfaction ratings
- Commonly reported pros and cons
- Feedback on reliability and performance
- User testimonials and case studies
Trends For Small Business Collaboration Software
Small businesses are increasingly relying on collaboration software to stay competitive. Here are some key trends shaping the landscape right now.
- AI-Powered Automation: AI is automating routine tasks, freeing up time for more strategic work. This trend is important as it boosts productivity and reduces human error. Small businesses can now focus on growth rather than mundane tasks.
- Integrated Communication Platforms: Unified communication platforms are merging chat, email, and video conferencing. This integration simplifies communication and reduces the need for multiple tools. It is crucial for maintaining efficient workflows.
- Enhanced Data Security: Data security features are becoming more robust. This trend is vital as it protects sensitive business information from cyber threats. Small businesses can operate with greater peace of mind.
- Mobile-First Solutions: Collaboration tools are increasingly optimized for mobile use. This trend is significant as it supports remote work and on-the-go productivity. Small businesses can stay connected anytime, anywhere.
- Customizable Workflows: Software is offering more customization options for workflows. This trend is interesting as it allows businesses to tailor tools to their specific needs. It enhances the overall user experience.
These trends are shaping the future of small business collaboration software.
What Is Small Business Collaboration Software?
Small business collaboration software is a tool that helps teams communicate, share files, and manage tasks to achieve business goals. It is commonly used by small business owners, managers, and team members to improve communication, coordinate activities, and ensure everyone is aligned on project objectives.
The best online collaboration tools typically include messaging platforms, file sharing capabilities, task management tools, and sometimes video conferencing features. These elements work together to facilitate efficient communication, streamline task assignments, and provide a centralized location for all project-related information.
Features Of Small Business Collaboration Software
Small business collaboration software is essential for enhancing teamwork, communication, and productivity within an organization. Here are some of the most important collaborations features to look for in small business collaboration software:
- Social Networking: Internal communication is organized into channels categorized by topic, allowing employees to view relevant discussions without sifting through unrelated conversations. This feature helps streamline communication and ensures that team members can easily find the information they need.
- Document Management: Cloud-based document management allows team members to collectively draft, edit, and share documents. This feature is crucial for maintaining version control and ensuring that everyone has access to the latest information.
- Powerful Search Engine: A robust search engine enables employees to quickly find public documents or past conversations. This feature reduces the time spent searching for information and helps maintain project momentum.
- Task Management: Effective task management tools help monitor project progress, assign tasks, and set deadlines. This feature ensures that projects stay on track and that team members are aware of their responsibilities.
- Smooth User-Interface on Any Device: A user-friendly interface that works on both desktop and mobile devices is essential. This feature ensures that employees can collaborate effectively, regardless of their location or device.
- Security Measures: Robust security features, including data encryption, user authentication, and access controls, are vital for protecting sensitive business information. This feature helps prevent data breaches and ensures that only authorized personnel can access critical data.
- Real-Time Communication: Tools for real-time communication, such as instant messaging and video conferencing, are essential for quick decision-making and problem-solving. This feature helps teams stay connected and collaborate more effectively.
- Integration Capabilities: The ability to integrate with other software tools, such as email, calendars, CRM systems, and project management tools, is crucial. This feature ensures that collaboration software can work with existing systems, enhancing overall productivity.
- Customization Options: Customization options allow businesses to tailor the software to their specific workflows and needs. This feature ensures that the tool can adapt to the unique requirements of the organization.
- Call/Video Collaboration Features: Video calls, screen sharing, live team chat, and other seamless ways to tackle your to-do lists remotely. This feature ensures that teams can connect in meaningful ways, even when apart.
Choosing the right collaboration software for your small business can significantly impact your team's productivity and overall business success.
Benefits Of Small Business Collaboration Software
In today's fast-paced business environment, small businesses need to stay agile and efficient to remain competitive. Here are five primary benefits of using small business collaboration software:
- Enhanced Communication: Collaboration software provides various communication channels such as instant messaging, video conferencing, and discussion boards, ensuring that team members can easily and quickly share information and ideas.
- Improved Project Management: These tools often come with project management features like task assignments, progress tracking, and deadline reminders, helping teams stay organized and on schedule.
- Increased Productivity: By centralizing all necessary tools and information in one platform, collaboration software reduces the time spent switching between different applications, allowing employees to focus more on their tasks.
- Better Document Management: With features like version control, cloud storage, and real-time editing, collaboration software ensures that all team members have access to the latest documents and can work on them simultaneously without confusion.
- Enhanced Security: Many collaboration tools offer robust security features such as data encryption, user authentication, and access controls, protecting sensitive business information from unauthorized access.
By leveraging these tools, businesses can enhance their operations and better position themselves for growth and success.
Costs & Pricing Of Small Business Collaboration Software
This section provides an estimate of average small business collaboration software plans and costs. The data is based on various sources and reflects common paid plans features.
| Plan Type | Average Price | Common Features |
| Free Version | $0 | Basic design tools, limited storage, basic communication features |
| Personal Plan | $5 - $10 per user/month | Additional storage, advanced design tools, basic project management |
| Business Plan | $10 - $20 per user/month | Enhanced project management, team collaboration tools, integrations with other apps |
| Enterprise Plan | $20 - $50 per user/month | Advanced security features, dedicated support, unlimited storage, custom integrations |
Small Business Collaboration Software FAQs
How can I integrate collaboration software with other tools my business uses?
Most online collaboration tools offer integrations with popular tools such as Google Workspace, Microsoft Office 365, Slack, and CRM systems like Salesforce. Check the software’s integration options in the settings or consult their support documentation. If native integrations are not available, third-party services like Zapier can help bridge the gap between different tools.
What are the security features to look for in collaboration software?
Look for features such as end-to-end encryption, two-factor authentication, and compliance with standards like GDPR or HIPAA. Additionally, ensure the software provides role-based access controls, audit logs, and regular security updates to protect your business data.
Can collaboration software support remote and hybrid work environments?
Yes, most modern collaboration software is designed to support remote and hybrid work environments. Features like video conferencing, real-time document editing, and mobile app access ensure that team members can collaborate effectively regardless of their location.
How do I manage user permissions and access levels in collaboration software?
User permissions and access levels can typically be managed through the software’s admin settings. You can assign roles such as admin, editor, or viewer to control what each user can do within the platform. Regularly review and update these permissions to maintain security and efficiency.
What are the costs associated with using collaboration software for small businesses?
Costs can vary widely depending on the software and the number of users. Many providers offer tiered pricing plans, starting with free or low-cost options for small teams and scaling up for larger organizations. Be sure to consider any additional costs for premium features, integrations, or customer support.
How can I measure the effectiveness of collaboration software in my business?
Track key performance indicators (KPIs) such as project completion rates, time spent on tasks, and user engagement levels. Many collaboration tools offer built-in analytics and reporting features to help you monitor these metrics. Regular feedback from team members can also provide insights into the software’s impact on productivity and collaboration.
What are the common challenges when implementing collaboration software, and how can they be addressed?
Common challenges include user resistance, data migration issues, and integration difficulties. Address these by providing thorough training, ensuring a smooth data transfer process, and testing integrations before full deployment. Regularly solicit feedback and make adjustments as needed to improve user adoption and satisfaction.
How do I ensure my team adopts the new collaboration software effectively?
Effective adoption can be achieved through comprehensive training sessions, clear communication about the benefits, and ongoing support. Encourage team members to explore the software’s features and provide regular opportunities for them to share their experiences and tips. Recognize and reward early adopters to motivate others.
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