Workplace collaboration looks different everywhere. Depending on size, structure, and geographic distribution, teams have unique needs and face various challenges when it comes to working together. Luckily, there is no shortage of collaboration tools to help teams get things done. From all-encompassing project management tools to simple video conferencing apps, there are plenty of ways to collaborate more effectively at work

To make sense of them all, we are breaking down the best collaboration tools, based on the specific needs they satisfy. To make sense of this list, you should first determine your team’s specific needs. Consider the following questions: 

  • How does our team communicate best? – Do you prefer to use your collaboration tools strictly for communication? Do you like to use email as well? Answering these questions will help guide you to the best collaboration tool for your team.
  • What types of projects are we collaborating on? – The tools an agency team would use to collaborate are very different from the tools that a team working in, say, manufacturing or real estate would use to collaborate. Make sure you have a solid understanding of the types of projects your entire team will be working on.
  • How many people will be collaborating at one time? – This will affect the way you communicate, share information, and update on progress.
  • Do we want to integrate multiple tools or do we want one, all-purpose platform? – Understanding your current tech stack and figuring out if you want to add to that or replace it is critical.

choosing a collaboration tool

Once you determine how your team can best work together, use this list of collaboration tools to see which one best suits your needs. We will continue to update this list, so keep coming back for the most up-to-date recommendations.

1. Hive

hive homepage

Hive has been named one of the best online collaboration tools because it brings all aspects of work into one single dashboard. With Hive, team members can manage their to-do lists, communicate with others in real time, collaborate on schedules, share files, and document the latest project progress. Native chat, email integrations, and collaborative notes also help team members stay connected without ever leaving the platform. Hive is a great option for teams of all sizes, and is currently powering teams at Starbucks, Comcast, Toyota and more.

Some Features Of Hive: 

  • Flexible project views, including Gantt, Kanban, calendar, table, and portfolio view
  • Ability to add comments, sub-actions, dependencies, and attachments to action cards
  • Proofing and approvals 
  • Over 1,000 integrations with tools like Jira, Salesforce, Zoom, and Adobe Photoshop
  • Accessible via web, desktop, and mobile apps 
  • Time-tracking and timesheets 
  • Easily duplicate repeatable tasks and projects with Hive Templates 
  • Analytics for tracking project completion and productivity on the individual or team level

👉 Did you know that Hive just made Capterra’s list of top 9 project management platforms in the world? Get started for free today to see why Hive scored 100 out of 100 in popularity among its customers – the highest score of all tools on the market. It’s the only project management platform built for users, by users.

2. Google Slides

google slides

Google Slides is a great collaboration tool for teams to create, edit, collaborate, and present slideshows from anywhere. The business plan option, available via Google Workspace, takes the classic Google Slides tool to a new level. With this plan, teams can access increased protections and controls over presentations, making it even easier to collaborate internally and externally. 

Some features of Google Slides: 

  • Templates make it easy to start with pre-made pitches, portfolios and other presentations
  • Cloud storage lets you access documents from anywhere
  • Offline editing and presentation options 
  • Auto-save feature prevents work from being lost 
  • Real-time editing, commenting, and chatting within presentations
  • Share with anyone (internally or external) with a variety of permission options 

3. Slack

slack collaboration tool

There’s a reason why Slack has become a household name in recent years. This tool is one of the most popular instant messaging and collaboration tools for businesses of all sizes. Slack combines all work communication in one platform, with various options including direct messages, group messages, channels, voice calls, and video calls. These different options for communication can help your team organize conversations and focus on the work that is most important to you. 

Some features of Slack: 

  • Option to keep channels and groups public or private 
  • Slack connect lets you work with multiple organizations in one channel 
  • Searchable History, even when projects or channels have ended 
  • Over 2000 integrations with other apps and services, including Hive x Slack  
  • File and document sharing in channels 
  • Accessible via web, desktop, and mobile apps 

4. ProofHub

proofhub content collaboration

Loved by 85000+ teams and businesses from around the world, ProofHub is a fantastic team collaboration software. The tool brings all your communication, collaboration and project management efforts under one roof. With its powerful features, ProofHub can help you collaborate on files, communicate, share real-time feedback, and keep your work-life organized. ProofHub also integrates with popular tools that you already use, so that you can access everything in one central place.

Some features of ProofHub:

  • Custom workflows and kanban boards
  • Project planning with Gantt charts and project timelines
  • Multiple project views i.e., table view, timeline view, board view, calendar view
  • A dedicated space for real-time discussions
  • Group chat feature
  • File sharing and online proofing
  • Available as a web and mobile app for Android and iOS

5. Bit.ai

bit.ai Collaboration tool

 

Bit.ai is one of the best and most powerful document collaboration tools that empowers teams to work together to create dynamic notes, documents, deliverables, wikis, training guides, and more. These collaborative documents are modern and beautifully designed, with the ability to flow from text to video, to inserted spreadsheets, and more. Users can stack elements together in unlimited ways. Once in a document, users can co-edit and comment on elements in real time. 

Some features of Bit.ai:

  • Option to create workspaces around projects, teams, and clients
  • Enrich documents with any kind of digital content, including: videos, social content, music, cloud files, maps, charts, surveys/polls, code, graphic design prototypes, presentations
  • Connect team members with @mentions, real-time notifications, shared workspaces, permissions, and guest access
  • Tracking analytics provide real-time insights on shared documents 
  • Customized lead capture form on documents 
  • Content library lets you share and streamline assets used in the platform 

6. Zoom

zoom

Many companies have “used Zoom” for years, but before 2020 it would have been impossible to predict just how instrumental this tool would become in today’s workplace. Zoom is now the leading video conferencing tool on the market, and is used by teams for group meetings, virtual activities, and even smaller 1:1 moments. Zoom is incredibly easy to use, which is why many people are actually using the app to chat with friends and family members these days as well. To start a video call, simply create a Zoom meeting in the app and share the link with your desired attendees. Even better, Zoom is totally free for calls under 40 minutes and 100 participants.

Features of Zoom:

  • Breakout rooms for splitting large calls into smaller, more manageable groups
  • Integrations with thousands of tools and apps (like Zoom and Hive!)
  • Interactive meeting features, including: filters, reactions, polls, hand-raising, & more
  • Connectivity with calendars on Gmail, Outlook, or iCal
  • Meeting recording and transcription
  • Chat with individuals and/or groups within meetings

7. Brandfolder

Brandfolder Collaboration Tools

Brandfolder is a highly rated digital asset management platform used by enterprise creative and marketing teams, including those at Slack, P.F. Chang’s and Mastercard. This software is used to upload, store, organize, access and track digital assets across multiple channels and campaigns, and is one of our top collaboration tools. Brandfolder is great for large companies and enterprise organizations because it allows users to simplify distribution by sharing one single asset, a collection of assets, or even the entire platform with various levels of privacy controls and user permissions.

Some features of Brandfolder:

  • Upload, store, organize and share unlimited files in secure location
  • Everything is stored securely with multiple levels of protection 
  • Easy bulk upload and drag & drop options 
  • Guest upload allows partners to add files without having full access 
  • Supports images, video, audio, and documents in many different file types
  • Integrations with creative tools, project management platforms, CRM apps & more
  • Top integrations: Google Analytics, Salesforce, HubSpot, WordPress, Adobe Creative Suite, Microsoft Office 

8. MindMeister

mindmeister map

MindMeister is a digital mind mapping tool that is perfect for everyday business situations. Mind mapping and collaboration tools like MindMeister are helpful for visualizing data, planning projects, and brainstorming ideas. This tool helps teams collaborate and share ideas in real time using pre-set map themes, or customized maps with colors, styles, formatting, and images that best fit your needs.

Some Features of MindMeister: 

  • Share maps with as many people as you want, inside and outside the organization
  • Integrated chat functionality
  • Ability to comment or vote on ideas
  • Cloud-based platform lets you access maps from anywhere
  • Built-in presentation feature lets you export slides in PNG format, embed the presentation on a website, or broadcast live 

9. Dropbox Paper

dropbox paper

We all know that Dropbox is a great tool for storing files in the cloud. With a simple account, you can upload files to a shared folder online, allowing you– and anyone else with access to the folder– to view the documents on any device. What is less known, however, is that Dropbox also has a collaborative tool called Dropbox Paper.

Dropbox Paper can be used to collaborate on your stored files and documents in real time, similarly to how Google Drive does. However, it takes collaboration a step further by also helping users plan projects, collaborate on ideas, and take meeting notes in real-time with assigned next steps. DropBox is helpful for teams that already use other project management tools, as seamlessly integrates with Hive and other platforms.

Some Features Of Dropbox Paper:

  • Take notes in meetings, create agendas beforehand, and lay out next steps
  • Option to use pre-set meeting templates
  • Calendar integrations let you link documents to specific meetings
  • Add comments and annotations to images
  • Task management features to assign tasks, add due dates, and mention team members

10. Hugo

hugo

Hugo provides a centralized place for teams to manage and store their meeting notes. This tool lets team members collaborate in real time during the note taking and editing process. From there, tasks can be assigned out to specific people for actionable next steps. This tool is great because it integrates with many of the tools your team already uses, helping you keep everything streamlined and connected.

Some Features of Hugo:

  • Calendar-based tool. Links to meetings in Microsoft Office 365 & Google
  • Multi-user note editing in real-time
  • Shared meeting agendas
  • Agenda templates to help you set the framework for productive meetings
  • Integrates with over 20 tools, including Slack, Zoom, Jira & Hubspot
  • Free for small teams (up to 40 members), with additional paid options

11. Jostle

jostle intranet software

Jostle is an employee Intranet software that helps teams thrive and engage with each other online. This software has many collaborative features, including the ability to share files, send messages back and forth, and celebrate important milestones or special occasions. With Jostle, teams can stay connected and feel like they are in the office — no matter where they are actually working from.

Some features of Jostle: 

  • Activity feed to keep track of the latest company buzz
  • Targeted announcements for specific groups or teams
  • Discussion boards for individuals and teams to connect
  • Library to store key company documents and policies
  • Ability to share files and set tasks with team members

12. Visme

visme

Visme is a content creation tool and infographic maker that is great for creative teams who need to collaborate on things like designs, presentations, or infographics. Regardless of your level of creative expertise, Visme makes it easy for anyone to create engaging content.

Visme also has a variety of online sharing and download options, which allows your team to scale content — both internally and externally — as needed. And with comments and markup editing, everyone can be part of the content creation process.

Some features of Visme: 

  • Clients and teammates can view and comment on content
  • Annotations allow for editing on specific pieces of the content
  • Digital asset manager for storing brand assets in one central place
  • Share content via email or by sending a private link

13. Troop Messenger

troop messenger

Troop Messenger is exceptionally helpful for bringing teams of all sizes onto its unified interface, letting them work together. It has a rare blend of team collaboration features that helps teams: chat within a distinct range of messaging systems, make a group call, join a voice-video conference, write and edit code, work on third-party apps, and more.

With its productive time-saving features, Troop Messenger lets users preview the attachments right on its UI, supports image slide show, filters chat area conversations separately by images, videos, text files, flagged messages, etc. All work updates and files are uniformly synced across all its platforms for access via desktop, mobile, and the web browser.

Some features of Troop Messenger:

  • Group Chats and Group audio-video calling
  • Text search and chat area filters
  • Developer-friendly collaboration code editor
  • Powerful admin dashboard
  • Read receipts and audio messaging

14. Planable

Planable

Planable is the social media collaboration platform helping teams work better, together. Built with teams in mind, Planable gives marketers a better way to create, plan, review, and schedule content for the most popular social media networks. With real-time collaboration and four types of approval workflows, Planable can work for teams of any size. If you want to test it for yourself, start out with the free plan for your first 50 posts.

Some features of Planable:

  • Multiple ways to view and plan posts: list, feed, grid, and calendar view.
  • Collaboration happens in context, right next to the posts, in the form of comments and replies.
  • Four approval workflows: none, optional, required, and multi-level. 
  • Integrations with the most popular social media channels: TikTok, Google My Business, Instagram, YouTube, LinkedIn, Facebook, and Twitter.
  • Separate workspaces to keep content and people organized.
  • Visual and easy-to-access media library to keep all your assets organized in one central location.

15. Internxt

Internxt homescreen

Collaboration is essential, but over-sharing can be a privacy nightmare. Internxt is an open-source cloud storage service designed to protect users’ right to privacy. Extremely safe and secure, the service is an ethical alternative to the many data-reckless and privacy-loose clouds offered by big corporations looking to gather and sell data. Internxt encrypts everything you decide to store and share, plus it comes loaded with a nifty share-limiting feature. It’s perfect for any team working with sensitive information or anyone who just wants to hold their photos and files close to their vest.

Some features of Internxt:

  • No unauthorized access to your information
  • All data uploaded, stored, and shared is end-to-end encrypted
  • Limit the number of times a file is shared
  • Easy to set up, automatic backup
  • Files can securely be accessed on any device
  • Integrates with Google Drive, Microsoft OneDrive, Dropbox, and Apple iCloud
  • Super affordable per GB

16. Narrato

Narrato homescreen

With its ability to replace most of the multiple, scattered tools that content teams rely on, Narrato is a fresh and welcome addition to every content marketing team’s tool stack. Narrato is a content creation, collaboration, and workflow management platform that boasts of some very powerful features and tools. 

Content creators can use Narrato to create high-quality, SEO-friendly content. This is great if you are working with a SEO consultant or agency, and will help you to achieve search growth quicker. Project managers can use Narrato to create and save custom templates, create content briefs, assign tasks to one or more team members, track project statuses and get feedback/approval from clients on the platform itself. 

Some of the key features of Narrato are:

  • A powerful content editor with optimization suggestions + AI writing assistant for multiple use cases
  • Custom templates, style guides, and automated SEO content briefs
  • Messaging and in-line comments on content
  • Content calendars and workflow boards
  • Custom user roles and access (including client user roles)
  • Publicly shareable links to content and WordPress publishing integration
  • Freelancer payment reports
  • Project and Folders hierarchy to organize all your content on the platform
  • Free image search and graphics with Canva integration

17. Chanty

Chanty Project Management SoftwareGet more work done, together. With that tagline and a claim to increase your productivity by 55%, Chanty not only talks but speaks for results too. It has a very easy-to-use interface that allows teams to get their hands on it fast without any proper training. Another key point about this collaboration tool is that it is very pocket friendly. With just $3/user, you can get a dozen features. However, the free plan also has many useful features. 

Some features of Chanty:

  • Teambook
  • Kanban board view
  • Creating, assigning and setting due dates for tasks
  • Turning a message into a task
  • Multiple third-party apps integration
  • Voice messages
  • Audio and video calls
  • Dark and white themes

18. nTask

nTasks dashboard

nTask is a task, project and collaboration tool for teams of all sizes. The tool is well-equipped with a lot of different features that allow its users to make sure that the work that they are performing as part of the project development process is well-tracked and measured. 

It also helps them collaborate with their peers and colleagues about any and every change that happens related to the project tasks and processes. 

Some features of nTask

  • Meeting management to make sure that all of the interactions and collaborations of the team members are tracked and managed
  • Issue tracking to make sure that there are no issues or scope creeps in the product or service
  • Gantt charting and Kanban boarding to visualize the project from a whole different angle
  • Time tracking to keep track of the tasks and activities and the time associated with them to measure employee performance and productivity

19. Scribe

Scribe Chrome Extension

Scribe is a tool that allows teams to quickly collaborate on process documentation and work instructions. It captures the work you’re doing and converts it into screenshots and written instructions, instantly. Creators can modify the images and steps, then share with teammates or customers via a link or embedding Scribes in existing databases. Scribes can act as a source of truth for repeated work, and they can replace Zoom meetings for sharing knowledge.

Some features of Scribe:

  • Capture processes via browser extension or desktop app
  • Edit or annotate screenshots
  • Embed guides in any CMS, knowledge base, project management tool, or wiki
  • Process mapping tool
  • Pages for multi-guide processes

20. Teams.cc

Teams.cc

Teams.cc by 500apps is the communication and collaboration platform for modern teams. With efficient channel management, text chat, file transfer, audio and video conferencing, and project management tools, Teams.cc helps teams work smarter and achieve their goals faster.

Teams.cc is the perfect tool for efficient channel management and effortless collaboration. With its built-in 500Conference, you can easily hold audio, video, and screen sharing sessions. Plus, its effective project management features allow you to measure, monitor, and achieve goals faster. You can also integrate Teams.cc with AgileCRM, Asana, Gmail, Google Drive, and over 200 other applications to help streamline your workflow.

Some features of Teams.cc: 

  • Unlimited public and private channels are managed using channel administration.
  • Third-party Integrations: you may link your Google Drive account, Google Calendar, Google meet, and 200+ applications with Teams.cc.
  • Interaction via screen-sharing, video, and voice calls.
  • Mobile Access from anywhere owing to an easy-to-use mobile access application. With real-time alerts, communication isn’t held up.
  • Secure video calls, private messaging, channel messaging, and file sharing are all available.
  • Notes Management for arranging tasks and member directory for conveniently discovering team members.
  • Live Chat, Integrated Search, Mention and Tag, and Real-time Editing.

Pricing

Teams.cc has free and paid version plans. The only difference is that the free version is available for 10 users. The paid version costs $14.99 per month and allows access to more than 37 apps. The platform has more than 30,000 active users, 99.5% global uptime, and 6 data centers.

Do you have any other collaboration tools you’ve been absolutely loving? Let us know in the comments below.