What are the various tools of collaboration explain in detail by taking examples related to real life?
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Register Now Online collaboration tools are apps, software programs, or platforms that help businesses and their people streamline the creative process, and work together more effectively, and efficiently. Otherwise known as team collaboration tools, they enable managers and employees to assign tasks, update on progress, report on outcomes and generally improve workflows and communication, both internally and externally. Popular types of collaboration tools for business include project management applications, remote conferencing platforms, digital asset management (DAM) systems, web-based tracking tools, and messaging apps. The best collaboration tools increase productivity, enhance creativity and make sure that every stakeholder knows exactly what they need to do and when. They make accessing and working on documents, projects, and digital templates a breeze. They help organizations of all shapes and sizes manage resources and projects more effectively and ensures everyone is working within the correct brand guidelines. With more and more teams working remotely, collaboration tools can mean the difference between a successful project and a failed one. Check out our top 10 tips for remote collaboration here. What are the benefits of collaboration tools?Easier to work remotely Improved
security Boosts employee productivity and satisfaction Related articlesAs the future of work is looking increasingly remote, effective virtual collaboration is more important than ever. Successful remote work comes down to having the right tools to make collaboration possible. The perfect combination of tools can make your team exponentially more productive and free your bandwidth to focus on your most critical work. This guide will cover the main categories and types of collaboration software and some examples in each category. We’ll also get into how to choose the right tools and the criteria of a successful collaboration. What are Online Collaboration Tools?Technically, a whiteboard is a collaboration tool. So is a phone, or even a round table. For the purposes of this article, we’re going to be discussing online collaboration tools, which are (mostly) cloud-based tools that help distributed teams organize, manage, and execute collaborative work. These tools allow you to communicate, manage projects and tasks, and share/store files no matter where you and your team members are located. 8 Types of Collaboration ToolsImage: The Office SECTION 1 Type 1: Online Whiteboards Collab ToolsWe mentioned that actual whiteboards are types of collaboration tools. You could say they’re the original collaboration tool. As brainstorming technology goes, it’s hard to beat a big blank space you can fill with possibilities. Online whiteboards allow you to do the same thing remotely, in real-time. Remote collaboration can be a lifesaver for visual learners and those who think best by mapping things out (a mind map is a great example of this). One of the most effective ways to use a whiteboard is with video conferencing. This allows you to chat, brainstorm, and bounce ideas around while you markup the whiteboard. SECTION 2 Type 2: Project Management ToolsProject management tools are mission control for collaborative work. They’re designed for project collaboration, to help you assign tasks, track progress, and create an information-sharing hub, so everyone knows what they need to be doing and has access to the resources they need. Reporting features allow you to track your team’s progress and keep tabs on individual team members. Most good project collaboration software includes a calendar function, messaging, and a file sharing tool. Depending on your needs, a project management tool could be your one-and-done solution for collaborative work. Basecamp, a popular project management platform, bills itself as “the only tool you need to run your entire business.” If you’re already coming from a specific project management methodology–like Agile or Waterfall–look for project management tools with these features built-in. You’ll also find tools that include Gantt charts and Kanban boards, which you may already be familiar with in their offline versions. SECTION 3 Type 3: Shared CalendarsKeep everyone up-to-date with synchronized calendars. Every operating system comes with some sort of calendar, and so do many business collaboration software bundles (like Office 365). You can integrate these with your project management tools to schedule tasks and deadlines, although most project management platforms include their own calendars. Which calendar you end up using usually comes down to your operations system or collaborative software suite of choice. For example, if you’re already using Google Workspace for everything, using Google Calendar makes more sense than shopping for a stand-alone collaboration solution. Calendars tend to be free or included, but there are some great calendar plugins out there that can make scheduling meetings and collaborative work a lot easier. We’ll get to those in the top tools section. Image:
Google SECTION 4 Type 4: Instant Messaging ToolsIM tools are types of collaboration tools. Stay on the same page even if you’re not in the same room with instant-messaging tools. Some instant messaging platforms allow you to designate different channels for different teams. Directories let employees find and message each other directly. SECTION 5 Type 5: Cloud Storage And File Sharing ToolsCloud computing is the backbone of most business collaboration software today. It’s what makes it possible for small businesses to run powerful tools without buying servers or storing anything onsite. When it comes to types of collaboration tools, cloud storage and file-sharing let you do so much: from simply keeping files securely backed-up and stored remotely via the cloud to editing and collaborating on documents in real-time. These tools are must-haves. Like shared calendars, cloud storage is increasingly becoming a standard feature of other collaboration software. SECTION 6 Type 6: Video Conferencing ToolsVideo conferencing platforms make meetings and seminars possible from anywhere. You can use video conferencing as a stand-in for all kinds of face-to-face team communication tool, from a one-on-one chat to a conference with hundreds of participants. Recent demand for video conferencing tools has driven rapid improvements and innovations to the point where many companies will stay at least partially remote post-pandemic. Screen sharing makes real-time collaboration more efficient and closer to an in-person experience. Breakout rooms in a larger video conference or webinar can replicate the smaller group discussions found at an in-person event. Prices vary considerably depending on features. If you’re a team of one or two mostly making one-on-one calls, you can expect to pay zero to double digits monthly, whereas webinar features can cost hundreds depending on the number of participants. SECTION 7 Type 7: Wiki ToolsA study from McKinsey found that knowledge workers spend about 19% of their time at work gathering information they need to do their jobs. A team Wiki addresses this by providing a knowledge base of mission-critical info. (If you’re unfamiliar, a Wiki is a website that allows visitors to make changes, contributions, or corrections.) Your team Wiki info can be edited and updated by team members so it improves over time. Bit.ai, a Wiki tool, found that having such a database can improve productivity by 35%. Wikis pair well with communication channels and project management collaboration software. For example, a Slack channel for your product team could have a pinned post with a link to your product Wikis, keeping everyone informed and current on all things product-related. SECTION 8 Type 8: Enterprise Collaboration Social Networks (ESN)ESN tools are in the category of enterprise collaboration software, and are just like social networking sites such at Facebook and Twitter but are designed specifically for business. An ESN enables crowdsourcing, synchronous and asynchronous communication, and integration with other business tools (like file sharing apps). This is especially helpful in larger, siloed organizations. People can stay in the loop on issues across teams, in the same way they may use social media to keep in touch with distant relatives. An article in the Harvard Business Review points out that social networks can improve speed and efficiency,
Networking is a cornerstone of collaboration, but you don’t need an ESN to network. Many of these tools have been rendered obsolete by project management and instant messaging collaboration software, which serve the same functions (see Socialcast’s 2018 obituary). SECTION 9 Different Kinds of CollaborationThere are many ways to work together. Different workflows and communication styles sometimes call for different tools. The biggest difference in remote team work comes down to how you handle time: do you work mostly synchronously or asynchronously? Effective collaboration typically requires a hybrid of the two. Synchronous vs. asynchronous collaborationSynchronous communication. Synchronous means occurring at the same time. Video conferencing and instant messaging are synchronous communication. The main advantage of synchronous communication is that it’s instant. Your team can discuss ideas and give feedback in real-time. With the right synchronous communication tools, it’s almost like everyone’s in the same room. However, the main disadvantage of synchronous communication is also that it’s instant. These tools encourage interruption and pseudo-urgency, which can kill productivity. Nobody does their best work coding or writing with a Slack channel open, constantly pinging them in the background. Getting the most out of synchronous communication often means knowing when not to use it. Asynchronous communication. Asynchronous means not coinciding in time. Email is asynchronous, so are voice messages. Asynchronous collaboration software requires you to wait for feedback rather than receive it live. Asynchronous communication is good for anything that can wait or requires significant thought. To avoid lost productivity due to interruption, use asynchronous communication when team members are busy doing focused work or whenever a message is not urgent. Document collaboration: File sharing & real-time collaborationFile sharing and collaborative documents can be either synchronous or asynchronous, depending on how you use them. Sharing a Word document and waiting for a revised version with tracked-changes from a fellow team member is asynchronous. On the other hand, a cloud-based document synchronization program like Google Docs allows you to work synchronously. You can make edits, comments, and suggestions in real-time and talk to coworkers in the chat window while you all work on the same document. You can also wait for comments (asynchronously) while you’re doing something else. In that case, it’s not the collaborative tool that’s asynchronous but your workflow. 8 Top Collaboration Tools for 2022SECTION 10 Whiteboard ToolsMicrosoft WhiteboardMicrosoft Whiteboard is an intuitively designed, cloud-based canvass for collaboration that’s part of the Office suite of products. Price: Free with Microsoft Office. Pros:
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Google JamboardGoogle’s free, online whiteboard. Price: Free with Google Workspace (formerly Gsuite.) Pros:
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MuralA dedicated whiteboard tool with several other collaboration features included. Price: Free trial. $12-20 after that. Pros:
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Image: Mural.co MiroLike Mural, Miro is a project management tool built around a whiteboard. Price: Free – $16/member per month. Pros:
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SECTION 11 Project Management ToolsBasecampA deliberately simple project management tool with calendars, to-do-lists, and file-sharing. Price: Free trial, $99/month after that. Unlimited users. There’s also a limited personal version for freelancers that’s free forever. Pros:
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TrelloA visually-oriented collaboration hub that’s popular with tech companies and startups for its agile framework. Price: Free – $17.50/user per month. Pros:
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AsanaThis cloud-based project and task management tool is popular with businesses that need tracking features to monitor task completion and keep HR in the loop. Price: Free – $25+ Pros:
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MondayAn award-winning customer favorite that provides an impressive array of tools at a reasonable price. Price: $8-16/user per month. Most of the worthwhile features come in at the $10 price point. Pros:
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Image: Monday.com Monday screenshot: Event planning table. EngageBay CRMAn all in one marketing, customer service, and CRM collaboration software that is a good fit for a marketing team or customer service team at small businesses and startups. Price: $9-48/user per month for 15,000 contacts. Pros: Cons: Specialized customer service software often has more support-focused features. SECTION 12 Shared Calendar ToolsiCalApple’s default calendar. You either have this one or Google’s in your pocket Price: Free with Apple products and iCloud. Pros:
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OutlookMicrosoft’s default calendar. Price: Free with Microsoft products and/or Office. Pros:
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Google CalanderGoogle’s masterpiece of an online calendar. Endless integration options make it a natural for collaboration. Price: Free. Pros:
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TodoistA project management plugin that turns to-do-list items into scheduled events, so they actually get done. Price: Free-$4-6/month Pros:
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CalendlyA collaboration app that takes the back-and-forth out of scheduling. Just send a link with your availability, and the recipient can pick a time that works for them. Check out our detailed Calendly alternatives article for a table comparison of all the top calendar apps. Price: Free – $12/user per month. Pros:
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Google SECTION 13 Instant Messaging Tools**Note: most of the project management tools we’ve covered include chat features. SlackSlack has become synonymous with business instant messaging in recent years, and for a good reason. Slack is easy to set-up and features great customization and integration options. Price: $6.67 per user/month for small to medium businesses. $12.50 per person/month unlocks more advanced tools. Pros:
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Google HangoutsGoogle’s messaging app, originally developed to work inside Gmail. Price: Included with Gmail and Google Workspace. Pros:
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Skype for BusinessSkype’s IMing feature. Price: Included in Skype for Business Pros:
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SECTION 14 Cloud Storage & File Sharing ToolsDropboxDropbox is not only one of the original file storage solutions but one of the original SAAS companies. Still a good choice for many users and businesses. Price: Starts at $12.50/user per month, includes 5TB of space. (3-user minimum). Pros:
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Google DriveGoogle’s cloud storage. Included with Gmail and Google Workspace accounts. Price: 15GB free for individual users. 2TB is $9.99 per month. Alternatively, a Google Workspace business plan is $12.99/user per month and includes 2TB of Google Drive storage. Pros:
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Image: Google Google docs team collaboration tool. iCloudApple’s cloud-based storage. Price: Same as Google Drive, $9.00/month for 2TB -OR- Contact Apple for Apple at Work pricing. Pros:
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OneDriveMicrosoft’s cloud-based storage. Price: $6.99/month for 1TB -OR- 1TB included with Office 365’s basic business plan. Pros:
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SECTION 15 Video Conferencing ToolsZoomThe app that got us through the first year of “the new normal.” Like “Google,” “Zoom” has become what intellectual property experts and linguists call a “generic trademark,” meaning we now call all video conferencing a “Zoom call” regardless of what app you’re using. Price: Business plans start at $14.99/Month. Pros:
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Skype for BusinessSkype’s enterprise version with Office integrations. Price: Included with Office 365 Business. Pros:
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Google MeetWhen you schedule a Google Calendar event with more than one attendee, it automatically includes a Google Meet link for your meeting. Price: Free with Gmail or Google Workspace. Pros:
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Image: Androidcentral Schedule a Google Meet in Google Calendar. Microsoft TeamsGroup chat team collaboration software from Microsoft Team with a more modern feel than Zoom. Price: Included with Office 365 Business. There’s a limited free version that doesn’t require Office. Pros:
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ConfluenceA well-thought-out tool that turns knowledge management into project management, helping ideas become results. Price: Free for the first 10 users. Advanced features, $5-10/user per month. Pros:
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Notion.isoBuild a knowledgebase with your notes, and collaborate from wherever you are. Price: Free – $8/user per month. Pros:
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SlabSlab helps you turn your knowledgebase into digestible resources, like articles and handbooks. Price: Free – $12.50/user per month. Pros:
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Bit.aiAn integration-rich home for both client-facing and internal documents. Price: Free – $15/user per month Pros:
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ChatterSalesForce’s social network feature. Price: Contact SalesForce. Pros:
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TibbrA collaboration platform dedicated to breaking down silos. Price: Contact their sales department. Pros:
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SECTION 18 Keys to CollaborationNow let’s talk about what “good collaboration” actually means and how to select the right collaboration tools that will help you achieve it. Teamwork > ToolsGood online team collaboration starts offline. Teamwork is a way of operating. It’s a set of values. It’s a standard you and your organization strive to maintain. Online collaboration software doesn’t teach you how to work as a team, but they do make it possible to take teamwork online and work collaboratively no matter where your individual team members are located. For best results, keep the fundamentals of teamwork in mind and look for tools to improve those fundamentals. How to choose collaboration toolsStart with your needs, then audit the tools you already have If you’re reading this article on a device you or your company owns, you already have some of these tools. You may also be paying for additional platforms that include collaborative software features you need. There’s a decent chance you have costly overlap and redundancies in your toolkit. Once you know what capabilities you need, take a look at the tools you already have and see how well those needs are being met, where you might require a new collaborative solution, and where you can downsize. Sometimes this is pretty straightforward; if you’re already paying for additional storage in Google Drive, it probably makes sense to use other Google Workspace tools as well. Other times, you may end up going a la carte with features. For example, you may use a project management app for handling logistics and tasking and go with a different, more specialized app for instant messaging, even though the project management software includes instant messaging. Choosing the right software is not an exact science. It’s a balancing act requiring team leaders to weigh costs, must-haves, and nice-to-haves. You may find that you’re better off with a good enough feature in a system you’re already heavily invested in than a perfect feature in a new system (learning curves can be costly too). Or it could be the reverse, and a single function justifies the cost of a standalone solution. Focus on enablement We buy collaboration tools to enable collaboration. The best online collaboration tool is the one that helps your team do their best work. Every team will have a slightly different features wishlist and different needs, but the desired result, efficient team collaboration, looks the same in every team. To get there, you want tools that enable the following:
What is the example of collaborative tools?Examples of collaboration tools that focus on enabling business communication include: Slack, Microsoft Teams, Google Hangouts, Fuze, Lifesize Video Conferencing, and Skype. Collaboration Tools that emphasize project & task management include: Trello, Airtable, Asana, Basecamp, Wrike, and Monday.
What are the 4 types of collaboration tools?8 Types of Collaboration Tools [w/ Top To Use in 2022]. Type 1: Online Whiteboards Collab Tools. ... . Type 2: Project Management Tools. ... . Type 3: Shared Calendars. ... . Type 4: Instant Messaging Tools. ... . Type 5: Cloud Storage And File Sharing Tools. ... . Type 6: Video Conferencing Tools. ... . Type 7: Wiki Tools. ... . SECTION 8.. What are the use of collaborative tools and what do you use them for?A collaboration tool is a form of application software that allows you to work together and share knowledge online with other users.. Document management.. Document collaboration.. Shared calendars.. Task management.. Surveys.. Online forums.. What are collaboration tools Definition & Types?The primary types of team collaboration tools are file sharing tools, instant messaging (IM), cloud storage, online whiteboards, document synchronization, video conferencing and calendar sharing tools. File sharing tools enable teams to quickly distribute and transfer files and provide access to other members.
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