Ten Tips for Choosing the Right Collaboration Software for Your Team

In today’s dynamic work environment, effective collaboration is the cornerstone of success for any team. Achieving streamlined collaboration is easier when you have a great tool. Practically speaking, this would be a collaboration software, or platform, that updates in real-time so that team members know the “current” status of a task at any given moment.

Typical examples are Asana, Trello, ProofHub, and Slack, but there are many more.

With a plethora of collaboration software options available, choosing the right one can be a daunting task. Any software that has carved a place out in this market is probably a pretty good tool, but some may be ill-suited to your specific needs.

This article aims to provide you with ten invaluable tips to navigate through the selection process. With these best practices, you can find the collaboration software that perfectly aligns with your organizational requirements.

1. Understand and narrow down your needs

To a large extent, choosing software is a process of elimination. The first step here is to rule out tools that don’t meet your basic needs.

Before delving into the sea of collaboration software, it’s crucial to understand your team’s dynamics and identify specific collaboration requirements. Assessing factors such as team size, project complexity, and communication preferences will lay the foundation for a successful software search.

Questions you may use to assess your needs include (but are not limited to):

• How are projects subdivided in my organization? Do I assign subtasks to different people and/or departments? Are all these people in my organization, or are some subtasks outsourced?
• How does task completion factor into remuneration and productivity tracking? Do I need a timer function? How must the software react when I move a deadline? What kind of reports do I need regarding project completion?
• Are collaborators in my team scattered across time zones? What communication will best suit them so that there is minimal lag, but their personal time won’t get invaded?
• What do tasks look like in my organization? Will my team members need to access spreadsheets, timetables, plans, or any other assets directly from the collaboration tool in order to do their job?

You can also look at operational features as requirements. For example, you may need the software to be mobile-compatible to accommodate out-of-office teams. You may need it to be multilingual to support a global team.

Get input from across your organization to understand what various stakeholders would find valuable. Divide their input into:

• Needs — We can’t operate with a tool unless it has X,
• Wants — We would stand to benefit if the tool can perform Y, and
• Nice-to-haves.

Before you consider a tool, it must tick every box in your “needs” column, at least some boxes in your “wants” column, and preferably cover some nice-to-haves.

2. Treat compatibility and integration as non-negotiable requirements

A critical aspect of software that buyers often overlook is compatibility with existing tools.

Your organization likely uses the Google Business Suite, Microsoft Office, or similar software as a primary basis of work. You’ll need these systems to connect with your collaboration platform.

If it doesn’t, employees will need to update their work in one place and inform a separate system of the update. This creates unnecessary steps and a complicated workflow. Most likely, these updates won’t happen and you’ll end up with an incomplete picture of project progress.

Opt for software that seamlessly integrates with your current work environment, ensuring a smooth transition and enhanced productivity.

Generally speaking, software integration can be native, via an API, or via a third-party provider. You can also look for plug-ins that would benefit your organization’s unique workflow. Every department’s needs and workflows are different and your collaboration software should reflect that. Opt for tools that offer customization options, allowing you to tailor the software to your team’s specific needs.

3. Test trail versions to gauge what “user-friendly” looks like for your team

Workers spend a lot of time with collaboration tools. If you don’t pick a nice one, they might hate it and, by proxy, be frustrated for a large part of their day.

An intuitive design is paramount for user adoption.

Opt for collaboration software with a user-friendly interface, reducing the learning curve for your team and promoting active engagement. The trick here is that every vendor will tell you their tool’s design is as intuitive and user-friendly as possible. But it’s best to leave that claim to the actual users — your team.

If your company specializes in software development, for example, your median team member will be quite tech-savvy. They may value options and customizability a lot more than aesthetics. If you run an NGO with teams of volunteers, you’ll want the interface to be incredibly simple so that minimal training is required.

It sounds insignificant, but the placement of menus, command buttons, and search functions matter. Before you purchase a collaboration software, get access to a trial version so that your team can get a “feel” for it. Anything that bugs or confuses them on day one will absolutely become a problem in the long term. \

4. Consider security and privacy features

Protecting sensitive organizational and employee data is non-negotiable. Anyone with access to your collaboration software can peek straight into the “soul” of your business.

Look for collaboration software equipped with robust security measures, including encryption, authentication, and data protection protocols.

If you use collaborators outside of your organization, tiered access is a must-have. You may also want to limit the actions specific people can take. For example, a freelancer should only be able to edit or erase their own work.

5. Make future-proof decisions

As your team grows, so should your collaboration tools. However, moving over to a new system can be incredibly disruptive and time-consuming. Case in point, you may be tempted to sign up for the most effective free version you can get your hands on today, but what about the next step?

Once you outgrow the free version, can your budget accommodate the paid plan? Is it perhaps in your best interest to start off with a paid plan for a tool that will serve you better long term?

Your best outcome is to choose scalable software that can adapt to changes in team size and accommodate future growth seamlessly.

6 Run a cost analysis

Understanding the pricing models of collaboration software is vital.

What will trigger the need for a price increase? If the tool is billed according to users, it will become more expensive as your team grows. If you pay more for advanced features, the price tag will go up as your team finds new ways of using the tool.

Evaluate not only the upfront costs but also the long-term expenses associated with maintaining and upgrading the software.

Bear in mind that buying collaboration software is not a flat-out expense. There should be some return on investment in terms of efficiency. The more your team can rely on their collaboration tool, the less they’ll need to ping each other for updates, make internal calls, or wait for confirmation on upstream dependencies.

7. Get independent user reviews and testimonials

Real-world experiences matter. Research customer feedback, reviews, and testimonials to gain insights into the performance and reliability of the collaboration software you are considering.

You can ask the vendor for contactable references, but bear in mind these clients will be cherry-picked to put them in the best light possible.

A great way to get honest feedback is to ask open questions in online communities or simply reach out to contacts in your industry. If a collaboration tool works well for other companies with similar workflows to yours, it’s worth taking note.

8. Put trial versions and demos through their paces

Never commit without a test run. Explore collaboration software through trial periods and demos, allowing your team to experience the functionalities firsthand before making a final decision.

If you can get access to a trial version, your objective is to “break” it. In other words, see where the tool’s limits lie by creating as many tasks, workflows, and channels as possible. If the tool can handle the most complicated mock project you can dream up, it should be able to handle your team’s day-to-day tasks just fine.

If your best interaction is a guided software demo with the vendor, put them through their paces. Prepare a list of questions beforehand and don’t settle for any vague answers.

9. Consider the vendor support you’ll have access to

Responsive customer support is essential. Ensure that the collaboration software vendor provides timely assistance, and the software undergoes regular updates to address potential issues and incorporate new features.

The support you get should also include training your team on the tool’s functions. Choose collaboration software that offers comprehensive training and onboarding resources, as well as regular access to live support calls.

To sweeten the deal, a vendor may offer to help with data migration. If not, you should definitely ask them to do it (preferably as a freebie). An efficient data migration process ensures you’ll have a seamless transfer of information from your old collaboration system to your new tool. It’s a one-time benefit, but having the vendor set you up for success can save you a ton of time and significant disruptions.

10. Be methodical about your decision

At some point in your buyer journey, you may get so fed up that you settle on a tool based on a great discount or a gut feeling. It may be a good decision, but it may also be the wrong one. Making an informed decision ensures a positive impact on your team’s collaboration and overall productivity. Don’t let the process get you down.

As we said at the beginning of the article, buying software is invariably a process of elimination. Your funnel depends on your priorities, but it can look something like this:

1. Identify your needs
2. Identify potential vendors
3. Eliminate vendors who don’t meet your needs based on online research and reviews
4. Eliminate vendors who don’t offer adequate support, integration, customization, etc.
5. Sign up for trial versions and demos and eliminate tools based on user experience
6. Collect pricing data and eliminate vendors who are not financially viable

At this point, you should have a shortlist of vendors any of whom would fit the bill. It’s time to weigh the idiosyncratic pros and cons. This is where a lot of buyers get stuck.

For example, if one vendor was particularly responsive, it’s indicative of attention to customer service. If one tool takes five clicks to accomplish what another can do in two clicks, it’s slower in aggregate.

You can go back and forth about these details for ages. If you suspect a tool will cause problems downstream, by all means, take it off your shortlist. However, in the end, you should have identified two to four vendors that, if you sign with them, can deliver the collaboration experience you need. Once you get to that point, you can relax. You’ve put in the work to ensure that any decision you make is a great one.

In conclusion

Choosing the right collaboration software is a strategic decision that significantly influences your team’s efficiency and success.

These ten tips can help you navigate the complex landscape of collaboration tools and make an informed decision that propels your team toward enhanced collaboration and productivity.

Author bio

Frieda-Marié de Jager is the Melbourne-based Senior Content Marketing Editor for SelectSoftware Reviews — the authority on top solutions and vendors in the HR Tech space. She writes about technical subjects including corporate compliance, workplace issues, and customs law. She holds a BTech degree in design and is a published short story author in her homeland, South Africa.

Frieda is an avid content strategist, editor, writer, and graphic designer. In addition, she develops online learning material and has led world-class design and marketing teams.

On weekends you can find her building Lego with the family or whipping up a storm in the kitchen.