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20 Best Project Collaboration Software of 2023

Project Collaboration Software

Are you overwhelmed with a flood of emails from your co-workers every day? Do you find it challenging to meet tight project deadlines? 

If you answered ‘Yes‘ to these questions, it’s time to turn things around and boost your team’s productivity by adopting the best project collaboration software!

In today’s fast-paced business world, the need for top-notch project collaboration tools has never been greater. To foster seamless project workflows and create a truly collaborative workspace, businesses are seeking modern solutions.

In this blog, we’ll explore the tools that promise real-time collaboration and help team members connect and achieve more together. We will also look at the 20 best project collaboration tools and how to choose the right one for your business.

What Is Project Collaboration Software?

A project collaboration tool provides a dedicated space where everyone can synchronize their efforts, schedule projects, and ensure alignment. With the tool’s collaborative features, tasks can be discussed and roadblocks can be addressed instantaneously, improving overall team productivity

The ultimate result? Unmatched project success!

An ideal project collaboration tool enables project managers to streamline team collaboration and navigate tight deadlines with ease. By facilitating seamless communication and coordination, these tools help tie all the elements of a project together, ensuring a smooth and efficient workflow from start to finish.

A few key features of a project collaboration tool include:

  • Gantt charts, Kanban board, List, and Calendar views
  • Project reports that help throw light on key project metrics
  • Task comments to discuss tasks
  • Automation capabilities that help save time and effort
  • Real-time notifications to always stay up-to-date
  • File sharing with team members and key stakeholders

List of 20 Best Project Collaboration Software

With the market replete with platforms for collaboration, it can be challenging to select the right one for your business. But don’t worry! We have gone through hundreds of websites and curated this list of the best tools. 

Here we go!

1. ProProfs Project

ProProfs Project is one of the best project collaboration software.

ProProfs Project is one of the best project collaboration software that ensures everyone on your team stays on the same page from start to finish. 

This tool helps you speed up task completion through internal comments. Using comments, your team members can provide feedback and suggest changes, that fosters a streamlined and productive workflow.

You also get alerts and notifications that help team members collaborate anytime, anywhere, and stay on the same page. Besides, its interactive project views, such as the Gantt chart, Kanban board, and Calendar view, provide real-time project progress of all your projects and tasks.

Key Features of ProProfs Project:

ProProfs Project Pros:

  • It offers AI-powered reports that offer rich insights into project progress and team performance.
  • Switch between Gantt, Kanban, List, and Calendar views to monitor real-time progress.

ProProfs Project Cons:

  • Short trial period of 15 days.

3rd party integrations allowed: Yes

Suited for: Small-sized businesses, Enterprises, Personal Projects, Remote Teams


Starts at $39.97/month.

Capterra Ratings: 4.7

G2 Ratings: 4.4

2. Trello

Trello is among the best collaborative tools. 

Trello is among the best collaborative tools that allow teams to visualize, track, and manage multiple projects efficiently. With Trello’s standout drag-and-drop Kanban board, you can promptly track individual task statuses and customize workflows on the fly. 

It uses a system of boards, lists, and cards to help individuals and teams organize and prioritize their tasks and projects. Also, you can leverage no-code automation to offload repetitive or time-consuming tasks.

Key Features of Trello:

  • Customize workflows with a drag and drop editing
  • Manage your to-dos using advanced checklists
  • Leverage more features with unlimited power-ups
  • Integrate with your favorite third-party tools

Trello Pros:

  • Trello cards offer detailed information on task status, attachments, checklists, due dates, and conversations.
  • Stay on top of all your tasks, resources, timelines, and priorities via Calendar, Map, Timeline, Table, and Dashboard views.

Trello Cons:

  • Can get clunky to use for complex projects.
  • It doesn’t show task dependencies clearly.

3rd party integrations allowed: Yes

Suited for: Small to large-sized businesses, Personal Projects


Starts at $5/user/month.

Capterra Ratings: 4.5

G2 Ratings: 4.4

Read More: 15 Trello Alternatives in 2023 (Both Free and Paid)

3. Todoist

Todoist is a popular collaboration software that helps individuals.

Todoist is a popular collaboration software that helps individuals and teams to stay organized and productive. It allows you to create and organize tasks in a hierarchical structure using projects, labels, and filters. 

You can set due dates, priorities, and recurring tasks to ensure nothing falls through the cracks. The tool offers rich features like task labels, filters, task priorities, and dependencies.

Key Features of Todoist:

  • Receive notifications via email and mobile push notifications
  • Integrate with Google Drive, Dropbox, Slack, and more
  • Centralize and organize project-related discussions with Team Inbox
  • Utilize Todoist’s template feature to instantly create pre-defined task structures

Todoist Pros:

  • Todoist enables users to add comments, attachments, and reminders to tasks, facilitating communication and coordination.
  • Gain insights into your productivity with visual reports, such as task completion trends and productivity streaks.

Todoist Cons:

  • The Pro and Business plans may be expensive for budget-conscious users, despite the added features and capabilities they offer.
  • Some users may experience a learning curve when initially using the tool.

3rd party integrations allowed: Yes

Suited for: Small-sized businesses, Personal Projects


Starts at $4/user/month.

Capterra Ratings: 4.6

G2 Ratings: 4.4

4. Teamwork

Teamwork provides robust collaborative project management.

Teamwork provides robust collaborative project management capabilities that allow your teams to create projects, define tasks, set milestones, assign responsibilities, and track progress. 

It offers features like team chat, file sharing, discussions, and @mentions to keep everyone in the loop and foster effective collaboration. The best part is that you can upload files, create folders, set permissions, and collaborate on documents in real time.

Key Features of Teamwork:

  • Track the accurate time spent on tasks and projects with time tracking
  • Streamline workflows with time-saving automation features
  • Take control of finances with advanced budgeting capabilities
  • Efficiently assign and manage team members with resource scheduler

Teamwork Pros:

  • Users can generate custom reports, track key metrics, and evaluate project progress.
  • Teamwork offers mobile apps for iOS and Android devices, enabling users to access and manage their projects on the go.

Teamwork Cons:

  • It is not an easily scalable solution.
  • The pricing structure of Teamwork.com can be expensive for small teams.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses, Enterprises, Personal Projects


Starts at $5.99/user/month.

Capterra Ratings: 4.5

G2 Ratings: 4.4

5. Asana


Asana makes collaboration easier for your teams by providing them with a space to coordinate their efforts to stay in sync. You can create projects and invite team members to join, enabling everyone to have visibility into the progress and status of tasks. 

This helps you manage tasks better and deliver projects within the defined deadline and budget. Its ability to display crystal-clear workflow is praise-worthy, making it one of the best online collaboration tools.

Key Features of Asana:

  • Customize workflows to suit the unique project and team needs
  • Monitor progress using Gantt and Kanban project views
  • Stay on top of work via mobile and desktop access
  • Limit routine tasks with automation

Asana Pros:

  • Set goals and sub-goals and keep track of how tasks contribute to those in real time.
  • The UI is simple and easy to understand. So, even if you’re using the software for the first time, finding your way around the dashboard is easy.

Asana Cons:

  • It doesn’t let you assign a single task to multiple users.
  • The tool is incapable of handling big, complex projects.

3rd party integrations allowed: Yes

Suited for: Small to large-sized businesses, Personal Projects


Starts at $10.99/user/month.

Capterra Ratings: 4.5

G2 Ratings: 4.3

Read More: 21 Best Asana Alternatives For Project Management Software for 2023

6. Zoho Projects

Zoho Projects provides a comprehensive set of tools.

Zoho Projects provides a comprehensive set of tools and features to help teams manage and execute projects effectively. You can create tasks, assign them to team members, set priorities, and comment on tasks for better collaboration. 

Also, the tool offers interactive Gantt charts to visualize project schedules and critical paths. This helps in understanding the project timeline and resource allocation.

Key Features of Zoho Projects:

  • Accelerate project kick-off with pre-defined templates
  • Customize and tailor your task views with custom views
  • Keep track of project activities and updates through project feeds
  •  Manage inter-project dependencies efficiently to ensure seamless coordination

Zoho Projects Pros:

  • Generate insightful reports on tasks and issues to analyze progress and identify workflow trends.
  • Eliminate repetitive processes and ensure consistency by automating tasks with Blueprint

Zoho Projects Cons:

  • Zoho Projects can be overwhelming for beginners or users who are not familiar with using a project management software.
  • Some users experience performance issues, such as slow loading times or delays when dealing with large projects or complex data sets.

3rd party integrations allowed: Yes

Suited for: Large-sized businesses, Enterprises, Remote Teams


Starts at $4.24/month.

Capterra Ratings: 4.3

G2 Ratings: 4.3

7. ClickUp


ClickUp is a versatile platform that helps teams organize and manage their work effectively. It offers a wide range of features and functionalities that are designed to streamline project management, communication, and productivity. 

You can set priorities, create dependencies, and visualize progress using various views, such as Kanban boards, Gantt charts, and calendars. Also, the tool lets you set up triggers and create custom workflows with ease.

Key Features of ClickUp:

  • Use in-app video recording to communicate effectively and visually
  • Automate repetitive tasks and streamline workflows with advanced automation
  • Utilize mind maps to visually structure ideas and improve collaboration
  • Enable team sharing for spaces to foster collaboration

ClickUp Pros:

  • Team members can comment on tasks, mention colleagues, and have threaded conversations.
  • Its collaborative docs empower teams to co-create, edit, and collaborate on documents effortlessly.

ClickUp Cons:

  • The vast array of features in ClickUp.com can be overwhelming for smaller teams with simpler project management needs.
  • Limited mobile app functionality may restrict users from accessing all features and functionalities on the go.

3rd party integrations allowed: Yes

Suited for: Small to large-sized businesses, Personal Projects


Starts at $5/member/month.

Capterra Ratings: 4.7

G2 Ratings: 4.7

Read More: 16 Best ClickUp Alternatives & Competitors (Features+Comparison)

8. Airtable


Airtable is a cloud-based collaboration platform that combines the functionality of a spreadsheet with a database. So you can utilize its grid-like interface to create different tables to organize your data. 

Each table can have multiple columns with various data types, such as text, numbers, attachments, checkboxes, and more. Also, you can switch between Kanban and gallery views based on your needs and preferences.

Key Features of Airtable:

  • Integrate with various third-party tools like Slack, Google Calendar and Zapier
  • Access and update your data on the go using its mobile app
  • Customize and secure your views to tailor them to your preferences
  • Sync data across multiple tables in Airtable, ensuring real-time updates

Airtable Pros:

  • It allows teams and individuals to organize and track their work in a flexible and customizable manner.
  • It also supports comments, mentions, and notifications to facilitate communication within the platform.

Airtable Cons:

  • It has a steep learning curve.
  • Its pricing may not be affordable for small teams and businesses.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses


Starts at $10/seat/month.

Capterra Ratings: 4.7

G2 Ratings: 4.6

9. Podio


Podio is a user-friendly collaboration platform that boosts cross-team coordination. With customizable workspaces, task assignments, file sharing, and real-time progress tracking, your team and you can achieve more together. 

Its advanced chat and shared activity streams enable quick discussions, idea sharing, and knowledge exchange. Overall, Podio empowers team members to streamline workflows and achieve collective goals effortlessly.

Key Features of Podio:

  • Share images, links, and documents to activity streams
  • Access customizable templates easily
  • Share files related to tasks with team members
  • Use the mobile app to update things instantly, wherever you are

Podio Pros:

  • It lets you keep track of your project costs with detailed expense reporting.
  • Its task management ability allows you to set up reminders and even set repetitive tasks as recurring.

Podio Cons:

  • Reports and advanced workflow features are not available in the Free plan.
  • Users often complain of facing more prolonged and frequent downtime.

3rd party integrations allowed: Yes

Suited for: Small to medium-sized businesses, Personal Projects


Starts at $11.20/month.

Capterra Ratings: 4.3

G2 Ratings: 4.2

10. Basecamp


If you’re struggling with team communication within remote teams, get your team members on Basecamp! 

It is one of the best project management software for collaboration that facilitates seamless communication across remote teams and departments.  You can use it to create project schedules and share them with your team, ensuring everyone is well-informed and aligned. 

Additionally, benefit from the shared calendar feature to keep track of essential dates and events, promoting efficient project management and seamless collaboration.

Key Features of Basecamp:

  • Set up automatic check-ins
  • Create to-do lists to organize work
  • Re-order your most important teams and projects at the top of the dashboard
  • Use group chat to ideate and discuss tasks

Basecamp Pros:

  • The Lineup maps out all your projects across a timeline while defining which team members are involved in what.
  • You can indicate who is working on a project on who is only following by using “on the project” and “just following,” respectively.

Basecamp Cons:

  • Lacks time-tracking capabilities.
  • Does not offer intuitive Gantt charts.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses, Remote Teams


Starts at $15/user/month.

Capterra Ratings: 4.3

G2 Ratings: 4.1

11. Smartsheet


Smartsheet uses a familiar spreadsheet-like interface called “sheets” that allows users to organize and manage data, tasks, and project information in a structured manner. It allows you to automate repetitive tasks and streamline workflows using features like conditional formatting, alerts, reminders, and notifications. 

This helps in reducing manual efforts and increasing efficiency. Overall, it provides a flexible platform for managing projects, tasks, and various types of work processes.

Key Features of Smartsheet:

  • Attach files, documents, and images directly to their sheets
  • Capture project snapshots to compare against real-time progress and identify deviations
  • Track and monitor changes made by users, providing a comprehensive activity log
  • Customize dashboards with a variety of widgets to visualize and present data effectively

Smartsheet Pros:

  • Smartsheet promotes collaboration by enabling multiple team members to work on the same sheet simultaneously.
  • It offers various chart types, pivot tables, and summary reports to gain insights and track performance.

Smartsheet Cons:

  • It has a high learning curve.
  • Limited reporting capabilities.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses, Personal Projects


Starts at $7/user/month.

Capterra Ratings: 4.5

G2 Ratings: 4.4

Read More: 15 Best Smartsheet Alternatives and Competitors of 2023

12. monday.com


monday.com provides a visual and intuitive interface that allows teams to organize tasks, track progress, communicate, and share files in one centralized location. The tool uses a board-based structure to organize information. 

You can define different stages, assign tasks, set due dates, and track progress visually. Its Task updates and notifications keep everyone in the loop. Its automation capabilities help automate repetitive tasks based on triggers and conditions.

Key Features of monday.com:

  • Create multiple boards for different projects or departments
  • Group related boards together using Workspaces
  • Ensure relevant individuals are notified about the project with @mentions
  • Share files directly with team members by uploading them within the tool

monday.com Pros:

  • Team members can leave comments, tag colleagues, and have discussions within tasks.
  • You can generate reports to analyze team performance, project status, and resource allocation.

monday.com Cons:

  • Limited customization options
  • Steep learning curve for complex workflows

3rd party integrations allowed: Yes

Suited for: Small to large-sized businesses, Enterprises, Remote Teams


Starts at $8/seat/month.

Capterra Ratings: 4.6

G2 Ratings: 4.7

13. nTask


With nTask, you can create and manage projects, set milestones, and track progress effortlessly. It enables you to break down projects into tasks and subtasks, allocate resources, and monitor project timelines within minutes. 

Its Gantt charts allow you to visualize project timelines and dependencies. So you can create and edit Gantt charts, adjust task durations, and identify critical paths to ensure efficient project planning and execution.

Key Features of nTask:

  • Never miss important updates or deadlines with real-time notifications
  • Identify, assess, and prioritize risks with ease
  • Create and organize tasks efficiently with customizable to-do lists
  • Collaborate effectively by adding comments to tasks

nTask Pros:

  • It allows team members to collaborate on tasks and projects, fostering teamwork and knowledge sharing.
  • It generates reports and analytics to help you monitor productivity, identify bottlenecks, and make data-driven decisions.

nTask Cons:

  • Users may often find its interface to be less intuitive compared to other project management tools
  • Limited integrations with other tools and platforms

3rd party integrations allowed: Yes

Suited for: Small to medium-sized businesses, Personal Projects


Starts at $3/month.

Capterra Ratings: 4.2

G2 Ratings: 4.4

14. Wrike


Like all top collaboration platforms, Wrike offers some interesting features. Its unique nesting feature allows you to categorize each project task and subtask into multiple folders that help organize project data conveniently. 

In addition, you can easily trigger automated workflows to eliminate manual efforts, saving you tons of time! Also, with Wrike, you can generate custom reports, visualize data with charts, and gain insights to optimize workflows.

Key Features of Wrike:

  • Get visibility into multiple work streams using cross-tagging
  • Customize work items to suit your requirements
  • Schedule tasks effectively using Gantt charts
  • Stay up-to-date with how things are going with mobile access

Wrike Pros:

  • Spot gaps in performance and manage your workforce better with intelligent performance reports.
  • Get a clear picture of ongoing tasks and who is working on them via real-time activity streams.

Wrike Cons:

  • Prioritizing tasks is cumbersome.
  • Alerts and notifications can be worked upon.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses, Enterprises, Remote Teams


Starts at $9.80/month.

Capterra Ratings: 4.3

G2 Ratings: 4.2

15. Nifty


Nifty project management software is a powerful all-in-one solution that seamlessly combines task management, team collaboration, and project tracking. With intuitive features like interactive timelines, real-time communication, and automated workflows, 

Nifty empowers teams to stay organized, streamline workflows, and achieve project success. Its feature-rich interface and robust integrations make it a top choice for modern teams seeking a comprehensive and engaging project management solution.

Key Features of Nifty:

  • Create and collaborate on project documentation in a centralized space,
  • Monitor project expenses and track budget allocations in real-time
  • Gain a holistic view of multiple projects via cross-project overviews
  • Visualize and balance team members’ workloads with workload management features

Nifty Pros:

  • Its Team chat helps foster seamless communication among team members, ensuring quick decision-making and efficient information sharing.
  • Easily identify and manage dependencies between project milestones, enabling teams to plan effectively, anticipate roadblocks, and keep projects on track.

Nifty Cons:

  • Users may find the interface and overall user experience of Nifty to be complex or not intuitive enough.
  • Its cost may be high for small or budget-constrained teams.

3rd party integrations allowed: Yes

Suited for: Large-sized businesses, Enterprises


Starts at $39/month.

Capterra Ratings: 4.7

G2 Ratings: 4.7

16. Scoro


Scoro is a software platform designed to help businesses manage their daily operations more efficiently. You can share files, discuss projects, assign tasks, and maintain a centralized repository of information. 

With Scoro, you can track the time spent on different tasks and projects, either manually or using a timer. This feature enables you to analyze productivity, calculate billable hours, and generate accurate timesheets.

Key Features of Scoro:

  • Automate processes and workflows with customizable triggers and actions
  • Accurately track and manage time spent on tasks and projects
  • Utilize customizable templates to streamline project creation
  • Get an organized overview of task dependencies, priorities, and progress via a task matrix

Scoro Pros:

  • You can create invoices, track payments, manage expenses, and generate financial reports to gain insights into your business’s financial health.
  • Scoro offers customizable dashboards and reporting features, allowing you to visualize and analyze key performance indicators (KPIs) and metrics.

Scoro Cons:

  • It has a high learning curve.
  • Its plans are expensive for small-sized teams and businesses.

3rd party integrations allowed: Yes

Suited for: Large-sized businesses, Enterprises


Starts at $26/user/month.

Capterra Ratings: 4.6

G2 Ratings: 4.5

17. Hive


Hive is one of the preferred creative collaboration tools. It provides transparency into projects and teams, facilitating project organization and allowing you to keep an eye on who is working on what at any given time. It also helps team members be aware of their immediate and future tasks at a glance. Using Hive, you can have threaded conversations, share updates, mention specific team members, and receive notifications for important events.

Key Features of Hive:

  • Get started immediately with its templates
  • Simplify work with document and video proofing
  • Track where team members are engaged via time tracking
  • Monitor progress using Gantt, Kanban, and table views

Hive Pros:

  • You can set and track baselines. This helps you compare estimates to actual metrics.
  • Use Hive Notes for Meetings to list the next steps for everybody post the meeting.

Hive Cons:

  • Reports can be more insightful.
  • It has a slight learning curve that can pose a deterrence to fast-moving teams initially.

3rd party integrations allowed: Yes

Suited for: Large-sized businesses, Enterprises, Remote Teams


Starts at $12/user/month.

Capterra Ratings: 4.5

G2 Ratings: 4.6

18. ProofHub


ProofHub is one of the best team collaboration software for teams looking for an easily scalable platform. Its smooth navigation allows team members to collaborate on multiple projects simultaneously. 

It is a versatile tool that lets you create smarter workflows to coordinate team efforts most efficiently. You can add labels, descriptions, and attachments to tasks, making it easier to provide context and share relevant files.

Key Features of ProofHub:

  • Prioritize tasks with clear due dates
  • Assign tasks to multiple team members
  • Never miss updates with automated notifications
  • Comment on conversations threads to give input or feedback

ProofHub Pros:

  • Switch between Gantt, Table, and Kanban views to get a better grip on scheduled workflows.
  • Let go of long, messy email threads and say hello to discussions with conversation threads.

ProofHub Cons:

  • The number of notifications can be distracting.
  • The mobile app is limited in terms of functionality.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses, Enterprises


Starts at $45/month.

Capterra Ratings: 4.6

G2 Ratings: 4.5

19. Jira


Jira is one of the best online collaboration tools for agile teams. It offers agile boards, backlogs, sprints, and burndown charts to facilitate planning, tracking, and collaboration within agile teams. 

You can set up the backlog and roadmap board and start working on incoming issues immediately. Also, the tool allows you to trigger actions by leveraging no-code automation. You can also generate custom reports and visualize data via dashboards, charts, and graphs.

Key Features of Jira:

  • Prioritize tasks to accomplish urgent work faster
  • Integrate with the best third-party apps
  • Customize workflows the way you want
  • Move tasks across the board using drag-and-drop functionality

Jira Pros:

  • Instantly grasp progress by marking task status as “In Progress,” “To Do,” “Released,” and “Done.”
  • Assess which key metrics you need to improve by gaining rich insights via data-driven reports.

Jira Cons:

  • Its mobile application can be enhanced.
  • Lacks good collaboration features.

3rd party integrations allowed: Yes

Suited for: Medium to large-sized businesses, Enterprises, Remote Teams


Starts at $7.75/user/month.

Capterra Ratings: 4.4

G2 Ratings: 4.3

20. Zoom


Zoom is a collaborative tool that lets you connect with team members across cities and continents in real time. Its participant capacity of up to 1000 people ranks it among the top tools for hosting large-scale webinars and conferences. 

Also, if you’re hosting any of these and wish to record it, you can do it in just a couple of clicks. The best part? You can share your screen within seconds and lend more context to the conversation!

Key Features of Zoom:

  • Connect with team members via team chat
  • Access unlimited HD video meetings
  • Set up a virtual background of your choice
  • Conduct polls to gather opinions

Zoom Pros:

  • Using the tool’s online whiteboard, you can brainstorm ideas and create action plans.
  • Whether you wish to host webinars, conferences, or other events, you can do it on a single platform, Zoom!

Zoom Cons:

  • Its Basic plan offers a meeting duration of only 40 minutes.
  • Incompatibility issues with plugins.

3rd party integrations allowed: Yes

Suited for: Small to large-sized businesses, Enterprises, Remote Teams


Starts at $150.78/user/year.

Capterra Ratings: 4.6

G2 Ratings: 4.5

6 Game-Changing Benefits of Project Collaboration Software

In today’s fast-paced and interconnected world, effective collaboration has become a cornerstone of success for teams and organizations across various industries. The advent of project collaboration software has revolutionized the way teams work together, streamlining communication and maximizing productivity.

Let’s explore the key benefits of leveraging a project collaboration software in your organization.

1. Seamless Communication & Real-Time Collaboration

Project collaboration software provides a centralized platform for teams to communicate, share project details, and collaborate on tasks in real time. By eliminating the need for endless email threads and disjointed communication channels, your teams can work more efficiently, ensuring everyone stays on the same page.

2. Enhanced Team Productivity

By using project collaboration software, your teams can improve their productivity through better task management, progress tracking, and streamlined workflows. With features such as task assignments, deadlines, and progress updates, it’s easy to stay organized and accountable, which further leads to improved efficiency.

3. Efficient Resource Allocation

A good project collaboration software enables you to optimize resource allocation, ensuring that the right people are assigned to the right tasks at the right time. By providing a clear overview of team members’ availability and skills, you can make informed decisions when distributing workloads.

4. Document Management & Version Control

Effective collaboration necessitates proper management of project documents and files. The best project collaboration software offers robust document management capabilities that let your teams store, share, and collaborate on files in a secure and organized manner. 

Also, with version control features, it’s easy to avoid confusion and conflicts arising from multiple file versions.

5. Global Collaboration & Remote Work Enablement

In today’s remote work era, using a project collaboration software has become essential for facilitating global collaboration. 

With its seamless functionality, your project team can effortlessly collaborate across various time zones and geographical locations. These powerful tools enable remote teams to work together cohesively, promoting collaboration and ensuring productivity remains high, regardless of physical distance.

6. Enhanced Transparency & Accountability

Project collaboration software offers transparency by providing visibility into project progress, task ownership, and individual contributions. This transparency fosters accountability, ensuring your team members are aware of their responsibilities and deadlines. 

With features like activity logs, time tracking, and progress reports, these platforms provide valuable insights into project status, helping teams stay on the right track. 

The benefits of deploying project collaboration software are countless. However, choosing the right can be a little challenging. Let’s explore the factors you must consider while choosing your project management software, in the next section. 

How to Choose the Best Collaboration Software – Must-Have Features

There are multiple collaboration features, but we will discuss the most vital ones that are necessary for the tool to have. Let’s take a look at these.

Simple Navigation

A tool’s UI/UX stands at the forefront while assessing the best collaboration tools. The right tool should have a simple and clean user interface that’s easy to navigate. 

As a project manager, you must ensure that the tool you select has features that are well-organized across the interface and are easy to use. Also, the tool must possess good search functionalities to filter out data quickly.

Know Your Team’s Needs

The best collaboration tools facilitate seamless and uninterrupted project execution. 

Think about a scenario where teams seek approval from several stakeholders. Without a tool, they have to approach each stakeholder with the deliverables and ask them for approval. 

Sometimes they may even have to approach a few stakeholders again to remind them to review their deliverables on time. This is both exhausting and time-consuming.

However, collaboration tools fill this huge gap. These tools help stakeholders stay on top of work that is up for review. There are no discrepancies regarding who needs to review which deliverables, as there’s a task with users assigned to them on a centralized dashboard.

Also, as a manager, you must ensure that the software you choose integrates smoothly into your team members’ technical capabilities and daily processes. It would be a good idea to consult the concerned teams and maybe even conduct a trial run before committing to any software.

Long-Term Affordability

Choose collaboration software that is affordable in the long term. Avoid costly options that could lead to financial strain. Ensure that you consider all the essential features you need and compare pricing among various tools to find one that fits your budget. 

For example, let’s say you run a small business and need a collaboration tool. Tool A is expensive but offers many advanced features. Tool B is more affordable and provides all the necessary functions your team requires. 

Instead of opting for Tool A and risking financial strain, you should choose Tool B. This decision enables your team to collaborate effectively without burdening your budget. As a result, your business stays on track and avoids unnecessary losses.

Third-Party App Integrations

Choose a collaboration tool that offers seamless third-party integrations with multiple applications. This ensures you can easily combine various tools to enhance team collaboration and project management.

By integrating external apps, you gain the ability to extract data quickly and access additional features and functionalities, streamlining your workflow effectively.

Check for Data Security

Before you select the best collaboration software for your company, make sure it provides:

  • End-to-end data encryption
  • Two-factor authentication
  • Secure data sharing
  • Features that define the ability to grant and remove access

Never compromise your organization’s data, as it holds a company’s credibility in the market.

Core Team Collaboration Features

The best collaboration tools offer some core team collaboration features. These features are:

  • Task comments: The best project collaboration tools enable you to suggest edits and give feedback to team members via task comments.
  • Shared calendar: Plan and schedule projects alongside your team using a shared calendar. You can also visualize all milestones and track progress in real time.
  • Email notifications: The tool should offer instant email notifications that help your team members stay informed of project updates. You have to assign people as users or followers, and they’ll instantly receive notifications regarding task updates.
Email notifications

File sharing: Collaboration software allows you to store and share files with your team, clients, and other stakeholders within seconds.

Meet Deadlines Faster with Real-Time Collaboration

The best project collaboration software is simple enough to navigate a project’s life cycle. At the same time, they are powerful enough to handle multiple projects across cross-functional teams. These tools help maximize efficiency, manage deadlines, and help save time and money while, of course, boosting team collaboration.

Given the gigantic sea of options available and each tool offering solid features that outdo the other, it’s important to select a tool that best fits your unique team requirements.

While you may have selected the best collaboration software for your business by now, here are our top recommendations if you’re still in two minds. You can go for ProProfs Project if you’re looking for a complete solution to manage all your tasks, resources, deadlines, and priorities in a centralized platform. It also offers a 15-day free trial version to help you utilize the tool’s features and make an informed decision. You can also go for Jira if you handle software-focused projects. Also, Basecamp is an excellent tool for remote team collaboration.

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About the author

David is a Project Management expert. He has been published in elearningindustry.com, simpleprogrammer.com. As a project planning and execution expert at ProProfs, he has offered a unique outlook on improving workflows and team efficiency. Connect with David for more engaging conversations on Twitter, LinkedIn, and Facebook.