Female project manager using Gantt chart schedule to organize tasks and update planning on computer screen with software
Operational Excellence

Understanding Collaboration Software: Technology for Effective Teams

Written By: Joe Demski
November 17, 2022
7 min read

Because of the nature of how work gets done today, collaboration software is crucial to business success. Good communication across time zones and with remote workers is essential to avoid costly misunderstandings and improve project timelines.

Making an informed choice for collaboration software choices bolsters an organization’s productivity, builds a positive work environment, and offers customers great experiences with your brand. Since communication and connection between team members is essential, many teams are adopting collaboration software to make it easy to communicate more effectively.

There is no shortage of applications and platforms to facilitate positive communication experiences between workers, but there is no one-size-fits-all solution. That’s why it’s important to understand the needs of your organization so that you can choose the best collaboration software.

What is Collaboration Software?

Collaboration software is a tool built to enhance communication and info-sharing across teams for more effective problem-solving and more productive workflows. It’s designed to create a space for businesses to facilitate positive interactions between teams, stakeholders, management, workers, contractors, vendors, and everyone in between. Collaboration software evolves an organization’s ability to communicate faster and more effectively about the things that matter most.

The Importance of Team Collaboration Software

Team collaboration software has become essential in today’s world, where consumers and businesses increasingly ascribe to digital-first experiences and ideology. Digital tools can connect people from around the world in real-time, making them a crucial part of an effective business philosophy.

Team collaboration software is even more important for organizations that use a remote workforce to power their operations. It enables teams to be on the same page even during periods of rapid change and uncertainty. It keeps everyone in the loop so that business activities can run smoothly no matter what happens.

Team collaboration software is also an excellent solution for large teams that have problems communicating, companies that work on complex projects or problems, and brands that need to be in consistent contact with partners, vendors, and customers overseas and across the world.

How Teams Benefit from Collaboration Software

Let’s get specific. You know that team collaboration software makes communicating easier, but how can your team benefit from this type of software? There are three top reasons why more organizations are switching from traditional communication methods like email and Zoom to software built for teams to collaborate and work more productively.

Connects remote teams

First, team collaboration software makes it easier for employees to work remotely. Remote work was already gaining steam before becoming standard practice in 2020. Now, organizations depend heavily on remote or hybrid teams to produce positive outcomes for clients. Collaboration tools allow teams to communicate effectively both in-office and remotely, regardless of their location.

Improves governance and security

Next, team collaboration software also enables companies to improve their cybersecurity posture. Security is a top concern for companies as they continue to adopt online tools and applications to streamline workflows, improve communication, and offer better experiences for customers. Team collaboration software keeps your data safe in the cloud, where it is less susceptible to cybercrime and other threats.

Boosts productivity

Finally, team collaboration software boosts employee productivity and satisfaction. If you’ve ever tried to hammer a nail with a screwdriver, you know how important it is to have the right tool for the job. In theory, you absolutely could drive a nail with a screwdriver if you hit it hard enough over a period of time, but it would be much more effective to simply use a hammer.

The same can be applied to team collaboration software. Sure, you can use a few different tools to communicate with team members, but a streamlined collaboration tool that provides a single location to communicate with all your employees is way more effective.

Common Features of Collaboration Software

Every business is different and has different needs when it comes to choosing the best collaboration software. However, there are some common features that many team tools share. In addition to simple communication tools, many will include handy integrations, as well as project and digital asset management capabilities.

Here are some features to look out for in quality team collaboration software:

  • Project management features like planning, scheduling, resource allocation, etc.

  • Task management features that enable teams to set deadlines and dependencies and prioritize tasks to ensure that projects stay on track.

  • Document management features that allow users to share and collaborate on documents in real-time and allow access across the organization.

  • Cross-functional collaborative tools that enable every team member, including marketing, sales, HR, support, logistics, developers, and anyone else involved with projects, to communicate with the branches they need instantly.

  • Internal messaging is a key feature of team collaboration software that any good tool will support.

  • Data analytics is not a common feature of many team collaboration tools, but it is essential for businesses that want to monitor their growth.

  • Notifications help all team members stay up to date on changes, tasks, mentions, and more.

  • Integrations are also essential since many organizations use numerous applications to get work done.

  • An intuitive user interface is another great feature to have, but it can be hard to find.

  • Mobile-friendly design features allow workers to access notifications and discussions from their phones or tablets.

  • Security is another feature to watch for since your collaboration tool will be the home of team communications, documents, and other secure information.

Examples of Team Collaboration Software

Here are some examples of some of the best team collaboration software:


Quickbase is the only fully customizable no-code platform that enables organizations to improve operations and collaborative abilities with the help of automation, real-time insights, and unmatched support. Quickbase team collaboration software helps organizations adapt to changing business needs fast with simple tools that pack a punch.


Lucidspark is a web-based tool designed to help teams collaborate and share ideas with an online whiteboard. It provides employees with a space dedicated to sharing ideas, building plans, collaborating on projects, and more.


Wrike is another popular collaboration tool that focuses on project and task management. It enables organizations to manage projects with full visibility to keep communication consistent from beginning to end.


ConnectWiseControl is a part of the ConnectWise ecosystem that helps businesses resolve customer problems with remote monitoring abilities. It seamlessly integrates with the other tools in its ecosystem for a fully integrated collaborative solution.


What is team collaboration software?

Team collaboration software is an online digital tool that provides a space for companies to communicate more effectively with workers, vendors, and anyone else involved in projects, workflows, or deliverables.

What does collaboration software do?

Collaboration software eliminates the noise of numerous emails, text messages, and slack DMs into one streamlined platform where workers can communicate, solve problems, and get work done with efficiency.

What are the features of collaborative software?

Team collaboration software should come with features such as:

  • Project management

  • Task management

  • Document management

  • Cross-functional tools

  • Internal messaging

  • Data analytics

  • Notifications

  • Integrations

  • Intuitive user interface

  • Mobile friendly design

  • Security

What is collaborative work management?

Collaborative work management is a business framework that offers task-driven workspaces to support employees and workers in planning and executing business tasks. This can include project management, tasks and workflows, automation, content creation, reporting, analytics, and daily communications.

Joe Demski
Written By: Joe Demski

Joe Demski is an Associate Content Marketing Manager at Quickbase.

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