Every team has its own way of working…and its own challenges.
The right software can make working together easier. But before you go signing up for the first collaboration platform you see, let's take a step back and figure out what you really need. It’s easy to get excited about new software and its promises, but without understanding your team’s specific needs and requirements, you might end up with a tool that doesn’t quite fit the bill.
Cross-functional alignment is the key to success for go-to-market teams, whether you’re in marketing, sales, or research and development. Your teams need to be perfectly in sync to successfully launch new products and campaigns. Whether you’re a small team or a big one, whether you work from home or an office, this guide will help you find the best team collaboration software for your specific needs.
Key takeaways:
- Find your fit: This guide helps marketing, sales, and R&D leaders choose collaboration software that aligns with their team’s unique needs, workflows, and goals.
- Six must-have features: From real-time communication to seamless integrations, discover the key capabilities that keep cross-functional teams connected and productive.
- From ideas to action: Learn how tools like Mural turn brainstorming into executable plans, helping go-to-market teams launch faster and collaborate better—anywhere.
What is team collaboration software?
Team collaboration software is any kind of digital platform that helps your team communicate, work together, and become more efficient. Think of these platforms as your virtual office space where you chat, share files, assign tasks, and track projects.
Collaboration software makes your work easier by bringing everything you need for exceptional teamwork into one convenient platform. You can quickly shoot off a message to a colleague, hop on a video call with your entire team, or collaborate on a document in real time, no matter where you are.
Let’s take a closer look at the types and benefits of online collaboration tools.
Messaging apps
Need a quick answer or want to bounce ideas off a colleague? Messaging apps like Slack and Microsoft Teams allow you to collaborate in real time without the hassle of following email chains or scheduling meetings.
Think of these platforms as your virtual office water cooler, always buzzing with activity. From sharing memes to celebrating milestones, they’re instrumental in building and nurturing your team culture.
Project management tools
Let’s face it: Projects can be chaotic. But you can bring order to this chaos with project management tools that help you break down complex tasks into manageable chunks. You can assign responsibilities and track progress so your team knows what needs to be done, and when.
These tools also help to streamline workflows and automate repetitive tasks.
Virtual meeting tools
Even if you have a geographically dispersed workforce, virtual meeting tools bring everyone together in one digital space. You can hash out ideas, share screens, and high-five each other through the screen.
These solutions also promote inclusivity through features like closed captioning, screen sharing, and live transcription, ensuring everyone participates.The best platforms can be used for engaging activities like team building and ice breakers to foster a sense of connection before diving into the work.
Related: Lead better hybrid meetings template
Visual collaboration software
Turning ideas into reality? That’s where visual collaboration comes in—a digital canvas where your team can brainstorm, plan, and collaborate visually.
The best visual collaboration software (think: Mural) offers endless templates for free to let your creativity run wild.
Document collaboration platforms
Solutions like Google Docs, Microsoft Office 365, and Dropbox Paper are digital libraries where your team collaboratively creates, edits, and finalizes documents. Document collaboration platforms make sure that everyone works from the same playbook, with real-time updates and a single source of truth.
6 key features to look for in workplace collaboration software
With so many collaboration software options, finding the perfect fit is like searching for a needle in a haystack. We’ve narrowed down the six key features you should look for in the best team collaboration software.
1. Real-time communication capabilities
Team collaboration tools offering real-time messaging, chat, and video conferencing capabilities ensure your team can communicate instantly and make prompt decisions. Look for features such as threaded conversations and @mentions within chat channels to improve collaboration.
Tools with collaboration features like presence indicators or status updates provide valuable context about your team members’ availability and help avoid disruptions by signaling when someone's busy or away.
2. Integration options with existing tools
Choose collaboration software applications that integrate smoothly with your existing tools, such as email apps, calendar applications, project management tools, and cloud storage services.
Mural’s seamless integrations with different apps save you from the headache of entering data manually and doing double the work. Let's say your team brainstorms a new marketing campaign in Mural, complete with visuals, ideas, and action items. With Mural's integration with project management tools, each idea can be automatically turned into a task card in your preferred tool, complete with all the relevant details and attachments.
3. Security and data protection measures
Look for collaboration software like Mural that offers robust trust and security features like:
- Identity and access management
- Data protection
- Information governance
- Collaboration controls & insights
If your organization operates in regulated industries, make sure the platform complies with regulations like GDPR or CCPA.
4. User interface and ease of use
When picking collaboration software, consider how easy it is to use. Look for features such as intuitive navigation and drag-and-drop functionality, so you can easily find and move things the way you like.
Let’s not forget about mobile optimization. Because who wants to be tied to their desk all day? With a mobile-friendly platform like Mural, you collaborate on the go.
5. Customization and scalability
The best software for collaborative work lets you put your stamp on things. It should allow you to whip up custom templates tailored to your team’s specific needs. Explore the following Mural templates for improved teamwork:
You also need to consider scalability. Imagine your team is growing, your projects are multiplying, and your data is piling up. You need workplace collaboration software to keep up with the pace without breaking a sweat. Select a platform that can handle growing users and increasing data volumes without compromising performance.
6. Task management and project tracking
Look for employee collaboration software that offers robust task management capabilities, including task assignments, deadlines, progress tracking, and status updates. You can use Mural’s free and editable Kanban board to get visibility into project timelines and dependencies. This template helps you prioritize tasks and allocate resources efficiently.
Effective task management and project tracking features help you keep projects on track and increase accountability within the team.
Considerations when purchasing collaboration software for teams
To find the perfect fit for your team, make sure to:
Assess your team’s needs
Take stock of your team’s unique requirements, workflows, and pain points. Ask questions like:
- What challenges are you currently facing in collaboration and communication?
- What's your team’s preferred communication channel?
- What features and functionalities will improve productivity and efficiency?
This way, you can narrow down your options and find a solution that meets your specific requirements.
Account for budget constraints when assessing collaboration software for teams. Consider upfront costs, such as licensing fees or subscription plans, as well as long-term costs, such as maintenance, support, and training.
Research and compare options
Dive into your detective mode and see what others are saying about different collaboration apps. Negative reviews help you avoid potential pitfalls. Learning beforehand about possible drawbacks—from poor customer support and technical glitches to missing features—allows you to make a more educated decision.
Don’t forget to take advantage of demos or free trials to test drive the software. Check out key features and functionalities to evaluate usability and how it aligns with your team’s workflows.
Make the final decision
Create a list of preferred options that best align with your requirements and objectives. Next up, get the squad involved and gather feedback from your team members who’ll be using the software day in and day out.
This process is critical for all teams, especially those that need to collaborate with external stakeholders. The right tool can also be a huge help as client collaboration software, ensuring everyone is on the same page from the start.
Monitor and review your software choice
Once you’ve got your collaboration software up and running, it’s time to keep an eye on how it’s performing. Measure metrics such as user adoption rates, engagement levels, task completion times, and overall team productivity.
Schedule regular check-ins with your team to ask what’s working well, what’s not, and any suggestions for improvement. Show your team that their input matters.
Why go-to-market teams should try visual collaboration
Ready to elevate how your team works together? With Mural, your team can brainstorm, plan, and innovate from anywhere—whether they're in the office, working from home, or even a coffee shop.
Our platform brings everyone into one dynamic, virtual workspace, providing a digital canvas for creativity. Plus, with a wide array of AI-powered solutions, we help teams unlock new efficiencies and support your organization's AI journey. You can also customize your workspace and choose from hundreds of free templates to make the experience uniquely yours.
Try Mural for free with your team today, and chat with our sales team for a demo.
FAQs
Q: What are the core benefits of using team collaboration software?
A: Team collaboration software is like a virtual office space that helps streamline communication and work processes. It allows for real-time collaboration, instant messaging, file sharing, and task management, regardless of where your team is located. The result? Increased efficiency, better alignment, and a more inclusive environment.
Q: How does Mural's visual collaboration platform specifically help teams?
A: Mural provides a dynamic digital canvas for teams to brainstorm, plan, and innovate together. The platform offers a wide range of templates for things like project plans and retrospectives, making it easy to get started. Go-to-market teams can more easily get aligned and launch new products.
Q: What AI solutions does Mural offer to enhance team collaboration?
A: Mural's AI features are designed to help teams move faster and get to the "good stuff" quicker. Our AI solutions help automate repetitive tasks and can act as an assistant, a collaborator, and a coach. For example, Mural AI can automatically cluster sticky notes by topic to help you quickly identify patterns and trends, generate mind maps to spark new ideas, or create concise summaries. Teams can spend more time on high-level thinking and creative problem-solving, which is essential for any organization on its AI journey.
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