Here are our top picks for document collaboration tools. Continue reading to learn which document collaboration tool best suits your needs, and why you should use document collaboration software in the first instance.
Any business’s foundation is built on teamwork.
It doesn’t matter if your business is a giant e-commerce site like Amazon, a fashion brand like Zara, or a small family-owned store. Teamwork is a key skill that can make or break your company.
75%% of employers rate collaboration and teamwork as important for their company. Encourage creativity among your employees by encouraging them to work together towards a common goal.
People who share common interests and goals can create a synergy that is unmatched in any company.
Virtual Collaboration: Tools to Enhance Productivity
Nearly all technology companies are now working remotely due to the Coronavirus pandemic. Remote work can offer many other benefits, even though it was intended to stop the spread of the virus.
- It helps reduce office expenses such as rent, stationery, and utilities, etc.
- It allows to save commute time and improves productivity.
- It cuts down on unnecessary office meetings and watercooler talks.
Automattic, the company behind WordPress was already convinced of the benefits of remote work before the pandemic. They closed their 15,000 square feet San Francisco office due to their employees never showing up. Automattic offers $250/month to its employees to use for co-working space or coffee at Starbucks.
Remote working is becoming more popular thanks to many online collaboration tools that allow remote teams to work as if they were in the same place.
A McKinsey report shows that knowledge workers spend on average 14% of their workweek communicating with and collaborating internally. This study showed that social tools can improve internal collaboration by up to 20-25 percent.
There are many benefits to document collaboration tools. These include:
- Productivity increases
- Brainstorming ideas
- Problem-solving is faster
- Creativity boosted
- Ideas can be executed faster
- Encourages community building
Team members can view, edit and collaborate on documents without having to send email attachments. A document management tool can speed up the creation of documents by 33%.
According to Econsultancy workers receive and send approximately 15 emails per day that contain attachments. 59% of managers lose important information because they cannot find it or don’t see it.
Document collaboration tools are essential for working together, streamlining workflows, and eliminating inefficiencies.
7 Best Document Collaboration Tools
1. Google Docs
Google Docs is a cloud collaboration product that Google offers for free. You can use Google Docs once you have created a Google ID and Gmail accounts.
The best thing about having documents in the cloud is the ability to access them from any device. You won’t panic if your laptop goes down!
Google Docs is a familiar interface if you are familiar with Microsoft Word. It features a top bar that contains all the formatting and editing buttons you are familiar with.
Google Docs comes with collaboration, which makes it simple for clients and your team to collaborate. It’s simple to share a document with others by email or sharing a link.
Google offers 15GB of cloud storage with their free plan. You can upgrade to a paid account for more storage.
The cloud allows you to collaborate on a document simultaneously with your colleagues. You can give them edit access or make it a ‘view only doc’ and then leave comments in real-time.
Google Docs is an excellent collaborative document tool that small teams can use. As your team grows, it becomes more difficult to manage sharing permissions at the folder and document level.
ProofHub, a document collaboration, and project management tool, helps teams to manage their tasks efficiently.
ProofHub includes a file management system that allows users access to all files from one central location.
It simplifies teamwork and reduces confusion.
ProofHub is a great value-for-money file management tool that can be used by both in-office and remote teams. Its simplicity, high functionality, and affordable subscription plans make it one of the most popular options.
ProofHub allows you to upload files and files with third-party software, attach files and dos to tasks, chats, notes, and store multiple versions of the exact same file. You can also proofread and review files.
ProofHub, in a nutshell, is a file and document management software that offers a multitude of collaboration and management tools.
3 . Microsoft Word
Microsoft Word is a familiar name. Microsoft Word has been around for more than three decades and is still one of the most widely used editors. Most PC users are familiar with Word when it comes to editing and formatting text files. You can edit your documents using the famous ribbon-style formatting toolbar.
Microsoft Word Online is Microsoft’s new Word editor. It competes with other editors in the cloud. Word online offers word document collaboration features, which allow users to work together and eliminate the need to send emails. With just one click, users can translate documents into your non-native languages.
4. Zoho Docs
Zoho Docs is similar to Google Docs and allows you to create documents, spreadsheets and presentations right from the cloud.
Zoho Docs makes document creation, storage, and editing easy. You can upload documents, spreadsheets, presentations, and even music to the Zoho Cloud.
Zoho cloud provides 5Gb of storage space for free. You can sync your Windows, Mac or Ubuntu Linux computers to cloud storage and vice versa. This allows you to access your files from any computer online, offline, and on all your devices.
You can also organize your files by team, project, file type, and author, which makes it simple to quickly access your files.
Zoho Docs allows you to create folders that organize your documents better. You can also create teams and share files privately.
You can assign permissions to password-protect your files or set an expiration date that will prevent anyone from accessing the file. Zoho Docs allows users to communicate with their collaborators via chat in real-time to facilitate document editing.
Zoho’s cloud services are enhanced by integrations with Google Drive and Dropbox.
Bit.ai is the first and most feature-rich tool on this list. Bit.ai is a cloud-based document collaboration tool that allows teams to create, manage and track documents.
Bit makes sure that your documents are not just boring text. Bit allows multiple users to collaborate on documents and Bit also lets them share rich media such as YouTube videos, SoundCloud Playlists, or Google Docs. It also allows users to share any type of rich media, including GIFs, tweets, Pinterest boards, and One Drive Excel Spreadsheets. Bit can share any link on the internet and it will turn it into visual content.
You can even track engagement levels for documents you share. It allows users to view who has accessed the document and collaborative working tools, how often, how long they spent on it, and how many times they return to it.
Atlassian Confluence allows teams to communicate within their organization by using document collaboration software.
Confluence makes it easy for teams to create, share, and collaborate on documents and spreadsheets. Confluence makes it easy to track project progress.
Share PDFs, images, documents, and track all versions. Team members can also connect to Jira for insight into their development work, including automatic linking, issue creation, and reports.
Add inline, file, and page comments are all options that allow you to leave feedback easily without losing your chat messages or email threads. You can pin comments to a shared file and add your suggestions or feedback. Team members can also edit office files from their Confluence dashboard.
The ability to share company information between employees and customers is available to users.
Confluence offers Confluence’s two power add-ons, Confluence Calendars or Confluence Questions.
Confluence calendars provide a single source of truths and a central point of reference for all team members. This calendar lets teams keep track of who is on leave, for how long, and which events or projects are up, and allows them to switch between four different calendar views: list, week, month, timeline, and month. Integration options are available with Outlook, Google Calendar, and iCal. Confluence calendars are $10 per month for 10 people.
Confluence Question lets members of the team ask, vote, and answer questions together. Searchable content is available to prevent users from asking the same question again. Members of the team can earn points by answering questions. They can also earn “expert” status. It’s fun, and people are encouraged to work together and solve questions. Confluence Questions add-on costs $10 per month for up to 10 users.
Confluence is an excellent online document collaboration tool, especially for teams that already use Jira or HipChat by Atlassian. It’s specifically designed to work with these platforms.
7. Dropbox Paper
Dropbox Paper is a document collaborative editor that focuses on design teams. It allows them to collaborate internally.
You can add rich media to your document, along with text and pictures, to collaborate on projects and to work with your team. You can add Dropbox files to the document.
It is easy to share a document or add a colleague by clicking the ” share” button. Then invite them to view the document or edit it via a customized link. You can also create groups and team document collaboration so that no one is left behind.
You can share files with others or create groups. You can also manage access to the documents and assign tasks to team members using @mentions. Users can also give feedback in real-time.
Dropbox paper took the time to design custom stickers that would add humor and personality to your conversations with your colleagues.
Dropbox collaborative editing is powerful but lightweight. It can be used as an online collaboration space for teams and internal work.
You want document collaboration tools that are easy to use, increase productivity, and work well with your company, team, and workflow.
Sometimes it is best to stick with what you know. But sometimes, a leap of faith is what is needed to move into the future.