As businesses grow, communication and coordination inevitably become more complex—especially as the scope of projects (and their teams) expand. At some point, many growing businesses run into challenges when it comes to managing tasks, conversations, and files manually.
Enter business collaboration tools—which are designed to support teamwork without replacing clear processes and communication habits. When chosen and used properly, these small business tools can be a great way to keep teams better organized and aligned towards meeting shared goals.
In the sections that follow, you can learn more about what collaboration tools are, the different types available, and how to choose the tools that are right for your business.
What are collaboration tools?
Specifically, business collaboration tools refer to software, apps, and programs that help teams communicate, share information, and work together on tasks or projects. Common examples of collaboration tools used by businesses include:
- Messaging platforms
- Project management tools
- File sharing system
- Video conferencing
Because different tools may serve different purposes, it’s not uncommon for businesses to use multiple collaboration tools at the same time, or for different teams/departments to switch up tools depending on their unique needs.
Why businesses use collaboration tools
46% of people have missed messages as a result of communication issues in their business. Collaboration tools, when chosen and used properly, can help change this. Communication tools, for example, can help teams stay better connected and on-task, even when they may be working remotely from different locations and time zones. And since communication happens in the same place, this can reduce a team’s reliance on scattered emails and messages.
Meanwhile, tools like project management platforms can keep projects better organized and on-track, ensuring that workflows, responsibilities, and deadlines are clear for all team members.
It is worth noting, of course, that implementing collaboration tools doesn’t automatically improve teamwork and organization. In fact, poor tool usage can actually create more confusion if clear workflows and expectations don’t already exist.
Types of collaboration tools for businesses
Different types of collaboration tools serve different purposes for businesses. Which one(s) may be right for your team?
Communication tools
These types of business collaboration tools are primarily used for real-time messaging and ongoing team discussions. When used and managed properly, they can be ideal for reducing email overload and keeping conversations in one centralized location, with common examples including:
Project management tools
Meanwhile, project management tools are more robust platforms that are especially useful for keeping teams aligned on project responsibilities, expectations, and timelines. Often, these tools include features that include task assignment to different users, progress tracking, and deadline management. Common examples include:
File sharing and cloud storage tools
If your team shares a lot of files, having a centralized location to upload, store, and access these files is a must. Specifically, file sharing and cloud storage tools make it possible for teams to store, access, and collaborate on documents in real-time. Many even come with access and version control, making it possible to revert to older versions of documents as needed. Some examples of popular file sharing and cloud storage tools include:
Video conferencing tools
When teams need to conduct live meetings, presentations, or otherwise collaborate remotely from different locations, the right video conferencing tools can be a practical solution. In some cases, these platforms may even be able to replace in-person meetings—although they can become excessive if overused, so it’s important to understand your team’s needs.
Examples of video conferencing tools used by businesses include:
All-in-one collaboration platforms
Some platforms are advertised as “all-in-one” solutions that offer a combination of messaging, project management, and file storage in one easy-to-use tool. These platforms can be great for simplifying workflows, but they can also come with a learning curve, so finding an all-in-one tool that’s user-friendly and intuitive is a must. Some examples to consider here include:
Best collaboration tools for businesses
While no single tool will fit every business’s needs, here are a few popular collaboration tools that may be worth exploring:
- Slack – A robust team communication tool that includes audio/video huddles, file-sharing, and channel-based messaging to keep teams connected.
- Zoom – A video conferencing platform that offers features like interactive whiteboards, breakout rooms, and screen sharing.
- Asana – A project management platform that offers a wide range of project tracking tools (including Gantt charts, boards, and lists) as well as advanced reporting and workload management features.
- Trello – A task-tracking tool that empowers workflow organization through the use of Kanban-style management features and automations.
- ClickUp – An all-in-one workspace that includes project/task management boards, built-in time tracking, document collaboration, and customizable dashboards.
- Monday.com – Another all-in-one platform that offers workflow automation, project management, time tracking, dependencies, and other practical features for teams of all sizes.
Free collaboration tools for businesses
Although collaboration tools can be highly beneficial, platforms with premium features may also be outside the realistic budget of businesses with small teams or early-stage businesses. In these instances, it may be worth looking into free small business collaboration tools or free versions of larger platforms. Typically, these versions are more limited in their features or usage, but they can still be a great option for businesses on a budget.
What free collaboration tools usually include
Free versions of collaborative tools for business often include basic collaboration and communication features, such as:
- Basic messaging
- Task tracking
- File sharing
However, the number of users permitted on a plan is often limited, as is storage space. With this in mind, a free tool may be ideal for a smaller team or business—but it may not support long-term growth.
Common limitations of free tools
Despite their utility for smaller businesses, free business collaboration tools often come with significant user caps, feature restrictions, reduced storage, and other limited integrations. These restrictions may not be a problem for smaller teams, but often become more noticeable and problematic as businesses grow and scale.
When free tools make sense
While free versions of business collaboration tools may not be right for every scenario, there are plenty of situations where using them makes perfect sense. For small teams and early-stage businesses that lack larger budgets, a free version of a tool with some limitations might still be plenty useful. The same goes for businesses with simple collaboration needs, as well as those looking to test workflows and features before committing to a paid option.
Examples of free collaboration tools
Here are some examples of collaboration tools that offer a free version for your own reference:
- Slack – Free unlimited channels, 90 days of messaging history, video calls, and up to 10 app integrations.
- Trello – Up to 10 free boards per workspace, unlimited members, and file attachments up to 10MB per upload.
- Zoom – Free and unlimited one-on-one video meetings, support for up to 100 participants, and group sessions with a 40-minute limit.
- Google Drive – 15GB of shared storage across Google Photos, Gmail, and Drive.
How to choose the right collaboration tools
Not sure where to begin when it comes to narrowing down the right collaboration tools for your growing business? Here are a few practical tips worth keeping in mind to guide your decision-making.
Start with your team’s workflow
Begin by thinking about your business’s everyday workflows, including how your team communicates and manages tasks. Remember that tools should fit your existing workflows rather than forcing new ones unnecessarily.
Consider team size and structure
As you explore your options for business collaboration tools, you’ll also want to consider your team’s overall size and structure—as not all tools are built for every configuration. Some may be better, for example, for smaller teams or larger organizations. If your team is on the smaller side, keep in mind that overly complex tools could actually overwhelm team members and slow things down.
Keep your tool stack simple
Rather than integrating many tools all at once, it’s generally best to take the “less is more” approach to collaboration tools for business. This means opting for a few tools that work well together (or even sticking to a single platform). Otherwise, you run the risk of creating fragmentation and confusion by asking team members to learn too many tools at once.
Look for integrations and ease of use
Before you decide on any collaborative tools for business, take some time to research and understand what the integration process will look like for your team. Ideally, tools should connect with other apps/platforms that your team members are already using and be seamless to adopt. And while some training will inevitably be needed to familiarize teams with tools and their features, platforms that are intuitive and user-friendly can make integration much smoother and more successful overall.
Common mistakes when using collaboration tools
In addition to choosing the right tools that support your business’s needs, there are also some common mistakes you’ll want to be careful to avoid before you begin using collaboration tools for business.
One of the most common mistakes businesses make is attempting to integrate too many tools all at once. Ideally, you’ll want to stick to implementing just one or a couple of tools simultaneously while ensuring that each platform will integrate seamlessly with other apps your team may already be using.
Before adopting any new tools, you’ll also want to be careful to have clear processes and communication channels established. All too often, businesses expect that tools will magically resolve poor organization and communication issues; in reality, businesses can only expect to reap the benefits of these platforms if established processes and structure are already in place.
Preparing your business before using collaboration tools
So, what are some steps you can take to make sure your business is prepared before you implement any new collaboration tools? Because these tools are most effective when your business structure and processes are already well defined, now is a good time to review your organizational:
- Roles and responsibilities
- Expectations for communication
- Separation of business operations from personal activities
Without an established structure in place, collaboration tools can actually create more noise and confusion than clarity. If you feel like your business’s general organization and structure is lacking, then it may be time to consult with a platform like Tailor Brands for additional guidance. More specifically, our experienced and knowledgeable team can help you:
- Set up your business properly.
- Organize essential documents and information.
- Maintain structure as your business grows.
While Tailor Brands isn’t a formal collaboration tool and makes no guarantee of business success, the services we offer could improve the foundational organization of your business and prepare your team for new tool integration.
Conclusion
No matter the size of your business, whether you’re looking at how to start a small business or expanding operations, the right foundation and structure is critical to long-term growth and success. And while the right collaboration tools can help, they’re unlikely to make much of a difference if your business doesn’t have that solid foundation.
At Tailor Brands, we’re here to help with all aspects of organizing your business and maintaining a sense of structure as your team grows. Get in touch to learn more about the various services we offer to figure out which of our services align best with your goals!