What are collaboration tools?
Collaboration tools - also called collaboration tools or collaboration platforms - are software applications that support the collaboration of team members and external parties across different locations in a wide variety of ways. The applications of such tools are diverse and include informal coordination, collaborative task processing, and even the management of complex projects. In this article, we present the benefits of collaboration tools and explain the most important functions.
Definition of collaboration tools
With the help of collaboration tools, you, your team members and third parties can work together regardless of location. In addition to professional collaboration platforms with a wide range of functions, there are affordable tools that are primarily used for informal exchange and quick coordination.
Enterprise-class collaboration tools are suitable for tasks ranging from task management to project management, among other things. You can use them as a shared filing system where all current documents are always available. Some platforms allow you to quickly coordinate informally via chat or instant message. Some tools are even suitable for documentation purposes, as you can store decision-making there in a traceable manner.
Benefits of Collaboration-Tools und why they are useful
Collaboration tools support new ways of working. They foster team spirit and help break down hierarchies. By working directly in shared areas, teams are more efficient and productive instead of wasting a lot of time writing emails. Self-organization within the team promotes a sense of responsibility among everyone. Messaging and chat functions replace meetings in the office when team members work from different locations.
Collaboration tools offer numerous ways to work together that increase team efficiency and productivity while reducing costs:
- Informal coordination: Internal decision-making between team members in different locations used to mean that mailboxes were flooded with emails. Important messages from customers were then occasionally lost in the volume of emails. Thanks to chat or messaging, you can now coordinate within the team even without emails.
- Traceable decisions: In many tools, team members communicate in what are called "threads," "channels," or "channelling." These are areas in the collaboration tools that are reserved for specific topics. In this way, you bundle communication and any decisions directly thematically and comprehensibly. This means you and your teams no longer need to manage emails in subfolders.
- Task management: In some tools, you can create individual tasks as part of a larger project and assign them to specific users. Everyone in the team thus has a constant overview of the status of the tasks and the entire project progress.
- Documentation: Some processes or tasks must be documented for audit purposes, such as know-your-customer processes. Certain tools offer corresponding functions in which the processes are documented in an audit-proof manner.
- Storage system: Bundling all project information in a collaboration platform ensures that the team can access important content if a team member is unavailable.
- Agile project management: Agile methods focus on stakeholder exchange and flexibility. Collaboration tools support both. In addition, you can use them to record decisions and "lessons learned" instead of maintaining Excel tables for this purpose.
- More creativity: When working together on a project, different people contribute their individual experiences, ideas and preferences. With collaboration tools, you support creative collaboration in real time.
- Fewer e-mails: Thanks to chat, messaging, threads and channels, there is no need to send e-mails for internal coordination. This means that e-mail inboxes remain clear and important e-mails do not get lost.
- Security: With sophisticated authorization management, project managers can define who is allowed to read, edit and save which documents. All documents are also stored on a secure platform and do not have to be sent as attachments by e-mail.
What features do collaboration tools offer
The selection of collaboration tools is huge and includes software with very different functionalities. Some tools are designed for quick informal coordination within teams, others are suitable for sophisticated project management. The capabilities of collaboration platforms vary from vendor to vendor, from solution to solution. In addition, the functional scope of many tools can be expanded as needed through the integration of countless apps.
These are the key features you should look for when choosing the right collaboration tool:
- Chat function: Via the integrated chat or messaging function, everyone in the team can coordinate informally without having to switch to the e-mail program. All contributions to the conversation are clearly summarized in the chat or in threads.
- Filing system: Enterprise-class collaboration tools are designed, among other things, as powerful filing systems. They offer areas for project-specific documents in which all information is bundled. User permissions control who can access, read or edit them.
- Channels/threads: Conversations on individual topics are bundled into a thread or channel. Messages are created directly in the threads or channels, so no additional management of communication is required.
- Video calls/call function: Many collaboration tools offer a call or video function. If informal coordination via chat is too complicated, you can spontaneously call the relevant team members - directly from the tool.
- Whiteboard function: Some tools offer a virtual pinboard or a digital whiteboard. Even without being in the same room, team members can brainstorm together and record the ideas in virtual sticky notes. The collected result is documented in the tool and can be exported if required.
- Project management: Even with agile methods, projects need to be structured into tasks. Some collaboration tools are particularly well suited for project management and task management. Or you can integrate a special project management app.
- Team-based workspaces: Many teams are formed for specific projects. For example, some employees may belong to multiple teams. In the collaboration tool, all projects are clearly arranged and separated.
- Permissions management: Enterprise tools for teamwork also include team-based management of user permissions: The person responsible for the team sets read and write permissions without having to bother the IT department.
- Documentation requirements: Certain industries or processes are associated with legal documentation obligations or require GDPR-compliant filing options. Comprehensive collaboration platforms offer everything you need for this.
- Idea management: In creative industries or in companies that do a lot of research and develop innovations, collaboration tools support idea management. This way, all creative ideas are captured.
- App integrations: Especially comprehensive collaboration tools offer the possibility to integrate other apps into the tool to prevent workflows from being fragmented or content from being distributed across many different platforms. This promotes smooth collaboration between all participants.
Discover the power of the Content Cloud
With a secure central platform for all your content, Box lets you manage the entire content lifecycle: File creation, collaborative editing, sharing, e-signing, classification, retention, and more. We make it easy for you to collaborate on content, whether it's with teams within your organization or external parties. End-to-end enterprise-class security and compliance are in our DNA. As a result, you can rest assured that your content is always protected. With more than 1,500 seamless integrations - as well as a range of native features like Box Sign - Content Cloud provides a single layer for your content. This allows your teams to work the way they want.
Box's Content Cloud is a true gamechanger for the entire organization: enabling you to increase workflow efficiency and productivity across all teams. Contact Box today to learn more about its benefits.
Disclaimer: We are always committed to providing products and services that feature world-class privacy, security, and compliance. However, the information contained in this blog does not constitute legal advice. We therefore recommend that prospective customers and clients do their due diligence and assess compatibility with applicable laws for themselves.