All
Software
Buyer’s
Guide
Collaboration Software Buyer's Guide
Table of Contents
- » What is the meaning of collaboration?
- » What is Collaboration Software?
- » How does Collaboration Software work?
- » Is it worth investing money in Collaboration Software?
- » What are the features of Collaboration Software?
- » How is the Collaboration Software Useful? / Benefits
- » What are the Important Points to be remembered Before Choosing Collaboration Software?
- » How to Choose Best Collaboration Software?
- » Questions to ask a vendor when buying Best Collaboration Software
- » How much Collaboration Software will cost?
- » Conclusion
An organized work yields better results than the other one. That’s why organizations focus on efficient management of files and information amongst employees for smooth functioning of the workflow. However, that’s difficult to bring it to action. It becomes extremely difficult to bring real-time working synchronism between workers when they work at a different geographical location on different timelines. That’s where the need for collaboration software comes into the picture. An online collaboration software application can help you stay on top of deliverables by offering various flexible collaboration solutions. It brings all your communication to one place thereby offering you better control over co-workers with ease. As it is extremely useful, most organizations prefer to have it. However, unless you know about its working procedure, features, benefits and best price in the market, you can’t be able to figure out which type of collaboration tools you are going to need for your organization actually. In this regard, this buyer’s guide will help you gain the essential knowledge supplements for sure.
» What is the meaning of collaboration?
Collaboration can be best defined as a method where two or more people/organizations come together to complete a specific task to accomplish a shared goal. In simple words, it means to work with another individual/company to create or produce something of common interest.
» What is Collaboration Software?
It’s a software application that helps in collaborating tasks of different individuals from an organization and streamlines them through new methodologies. For instance, it builds an effective communication channel through which members remain update on what is happening when in the working system on a real-time basis. Also, it facilitates for easy file sharing system through a robust document management system. Not just that it can also help any business effectively manage its content both for internal and external audiences. An ideal project collaboration software application can also help for keeping a track of upcoming meetings and events without putting much manual labour.
» How does Collaboration Software work?
A business collaboration software works in synchronization with many small internal application software dedicated to specific tasks such as internal communication system, file sharing, content creation, calendar management, document finder, etc. With all these collaboration platforms inside, it offers an enterprise-grade solution that boosts team performances. So it keeps all team members in synchronism, follow the progress and prioritize completions to improve the speed and efficiency of the overall workflow.
» Is it worth investing money in Collaboration Software?
In the current world of cut-throat competition, it has become imperative to work speedily and efficiently at the same time in order to remain ahead of your competitors. However, bringing the same into action is not that easy. You have to drain your complete energy towards the same and may miss focusing on expanding your business area. However, with a team collaboration software by your side, things will get easy for you automatically. It will help you streamline your workflow while you focus on other key business activities. In this regard, it is worth investing in money.
» What are the features of Collaboration Software?
Collaboration Software helps maintain the efficiency in communication, sharing, coordination, and co-operation of documents and files between companies and firms. These operations are aided by the various aspects of the software which come together to make the software a huge success in the market. Hence, to gain a deeper insight into the software’s working, let’s study the basic features of the software.
› INTERNAL COMMUNICATION SYSTEM
To help team members maintain a well-connected sharing platform, the collaboration software is provided with numerous facilities and tools which aids in doing so. This is regulated via Email, voice, or video channels which are also facilitated with easy retrieval procedures. Hence, the circle members can stay updated in real-time while maintaining a healthy transfer of information and data.
› FILE SHARING
One of the most important features of the collaboration software is the file and document sharing option which enables streamlined transfer of various files and reports. Not only files, but media files like audio clips, images and in some software videos can also be easily shared between each other.
› CREATING CONTENTS
The Collaboration software also helps in creating, publishing, and sharing of contents in different channels in an efficient way. The feature allows users to create more market and consumer-specific products and services, which thereby enhances the inflow of traffic into the company or business.
› STREAMLINED SEARCH
The task of searching through old posts, contents, media, and documents has been streamlined, all thanks to the wonders of the online collaboration software. Previously the process which resulted in the wastage of valuable time has been simplified and can be completed within mere minutes, and in some cases, a few seconds are also enough.
› SCHEDULING CALENDAR
Remembering important dates, events, or bookings have been made easy since the online collaboration software was launched. This is generally done by combining every calendar you use into a single online collaboration software, which then performs the job on your behalf. This also leads to easy intimation processes to fellow colleagues or partners, as every involved person also gets notified about the event in real-time.
» How is the Collaboration Software Useful? / Benefits
Till now we have discussed the basics of the collaboration tools, but what about its benefits? You may have come across many sites depicting that hiring the collaboration tools can help improve your business within a day. But these are all myths. It is no doubt that the collaboration tools indeed have a myriad of benefits but they are not realized overnight. To gain a deeper insight into the topic, let’s study some of the common benefits of the software.
› REDUCES TIME WASTAGE
As the online collaboration tools are hardwired to perform each and every task, it significantly reduces the wastage of time which was higher in the case of former methods. Similarly, reduces wastage of time and maximized profitable outputs at the same time also serves as an encouragement to the employees, motivating them to generate more customer-specific content. It also helps cut down expenses as well as tackles the need for human resources.
› ENHANCES PROJECT MANAGEMENT
A well-coordinated project is more successful in every aspect as all its operations are performed with good coordination among the employees. The online collaboration tools help in doing so by opening lines of communication between the partners or the employees. Using the various features of the software one can easily track and verify the ongoing processes of the business, which can also help in detecting unwanted threats in real time.
› PRIORITIZING TASKS
It is not always easy to remember each and every task; this is where the enterprise collaboration software comes as a saviour. From listing out major tasks yet to be completed to arranging the list of tasks which are already completed, the software performs every task with 100% accuracy.
» What are the Important Points to be remembered Before Choosing Collaboration Software?
Installing an enterprise collaboration software can be overwhelming, but it is not always the case. Without proper knowledge or exploration, if you are going for the software, it can also lead to a drastic loss to your company or business. To help you out, we have henceforth hand-listed some of the crucial points worth-remembering before choosing a collaboration software.
› DOES YOUR COMPANY REALLY NEED THE SOFTWARE?
The software is popular among the masses because of its huge number of benefits which aids companies and businesses to perform day-to-day activities in complete ease. But, if the size of the company is too small or has just started and does not have many products and services, then it is highly advised not to move ahead with the software. At this time, one needs to give time for their businesses to grow so that their customers will have more than enough to remain hooked to what you have to offer.
› HOW MANY USERS WILL OPERATE THE SOFTWARE?
The efficiency of an online business collaboration software is also decided by the number of users who will be operating the software. This is because while the number of software allows a fixed number of users which is usually low, others come with a larger user base allowing a large number of users to use the software.
› WHAT ARE THE COMPANY’S REQUIREMENTS?
As important is the choice of an online business collaboration software, similarly crucial are the requirements one needs the software to fulfil. Furthermore, noting down the requirements can also minimize the hard work required for going through the huge heaps of software in the market. This also increases the chance of landing with the perfect software for your company without much head churning.
› HOW MUCH IS YOUR BUDGET LIMIT?
There is no wonder that the pricing plans of the software differ from one another mostly due to various reasons, such as facilities and tools availed, the duration for which the software has been subscribed, and more. Hence, it is always highly advisable to estimate one’s own budget beforehand which can narrow down the list of choices leaving you a few perfect options behind.
» How to Choose Best Collaboration Software?
With the availability of so many choices, one can become easily intimidated or confused when it comes to finding out the best option for the company or business. Hence, in this list, we have hand-listed some of the essential points one should remember so as to get the best project collaboration software.
› COMPATIBILITY WITH EXISTING TOOLS
Will it not be satisfying if the project collaboration software you installed is compatible with the other extra tools you already have? The answer will be definitely a big yes. Hence, while going for the software always be sure to check the software’s compatibility with the tools you already have to be on the safe side.
› SIMPLE INTERFACE TO WORK ON
Many project collaboration software are provided with a user-friendly interface which lets them work with the software with utmost feasibility. This is because the simplicity eradicates the need for having the prior technical knowledge or coding skills required for operating the software.
› 24/7 CUSTOMER SUPPORT
A good business collaboration software comes with 24/7 customer support which excels in providing instant customer-specific solutions. This acts by serving as an extra layer which enhances the trust of the customers over the product as well as the company.
› MULTI-PLATFORM ACCESSIBILITY
One more added benefits is when the business collaboration software provides multi-platform accessibility, that is, can be accessed through smartphones, laptops, and tablets. This helps the users to stay updated on the real-time analytics and reporting status of the products.
› REVIEWS
While choosing the best team collaboration software, the reviews or comments left over by the previous customers can also prove beneficial when it comes to differentiating what the company says and what is actually being offered. Moreover, the total number of service requests and their frequency can also help separate the good ones from the bad ones.
» Questions to ask a vendor when buying Best Collaboration Software
1. How does the system simplify the task and project management?
2. Is there a search feature?
3. What types of communication channels are included in the software? Are there any limitations?
4. How secure will be my data? Where would the information be stored?
5. Can I integrate other applications and software with this product?
6. Does the software provide real-time updates?
7. Does the software offer multi-editing and multi-language support?
8. How prompt are your support services?
9. Does the product cost include technical support?
10. Do the product upgrades or additional features come at extra cost?
11. Is your product extensible?
12. How well does the product perform on mobile platforms?
» How much Collaboration Software will cost?
The lowest pricing structure of the team collaboration software starts from $9/month and can reach to an estimated high of $299/month depending upon the facilities and tools availed by the consumer. However, many collaboration software also allow users to avail ‘pay-as-you-go’ feature which allows further installations of extra tools after paying the basic fee of the software. Although, almost all software help in maximizing gains, choosing the free basic version is often advised. This is because it eliminates the risk of fraudulent activities. Afterward, if interested one can subscribe to the premium version of the software after it successfully fulfils each and every requirement of the company in the trial version.
» Conclusion
As of now, you must have understood well how to judge an enterprise collaboration software application well by looking at its features, price and possible benefits on your organization. However as we saw the price of the software goes on increasing with added features and number of users, you may have to set aside a sizable budget for buying elite level online business collaboration software for your organization. With that being said, it is advisable not to make any decision in a rush. Take your time to analyze the software with a free trial offer and weigh its pros and cons in order to be able to make an easy decision.