6 things to look for when choosing an online collaboration tool

450%!

That's the increased percentage of talent retention rate collaborative tools have brought for businesses around the world, by establishing effective communication. Evidently, retaining the best talents plays a crucial role in the growth of an organization and would have been a challenge post-pandemic, where remote and hybrid work models have become quite the norm. But thanks to online collaboration tools, businesses have smoothly overcome it, and how? 

Having said that, there are a good number of businesses that are yet to implement these tools or haven't exactly had a smooth spin with the collaboration tools they had chosen. In the present work scenario, an online collaboration tool can be a big factor in deciding your organization's health. So, choosing the right online collaboration tool is crucial. If you are facing any of the above concerns, don't worry, we got you covered.

Table of contents

• How to choose an online collaboration tool: 6 crucial points to note
• 1. Compatibility with your business needs
• 2. High customization capabilities
• 3. Ease of use
• 4. Provision to integrate
• 5. Security
• 6. Pricing
• Winding up
• Frequently asked questions

How to choose an online collaboration tool: 6 crucial points to note

Transcending from an old collaboration tool to a new one is not an easy process and so is setting up a new tool. In fact, 69% of workers say they waste up to 32 days a year navigating to all of their workplace apps. So, you need an online collaboration tool that not only makes the shift easier for your employees but also streamlines your tasks, and communication processes.

After some thorough research, we have collated 6 of the most essential aspects to look for when choosing an online collaboration tool. Here you go:

1. Compatibility with your business needs

There could be numerous high-quality online collaboration tools in the market. However, that doesn't mean these tools will be the best choice for your business. In fact, you could choose the #1 online collaboration tool in the market and struggle to incorporate it with your organizational needs, which will, in turn, be another challenge. 

Now, you don't want that, do you? 

So, make it a point to sit with your team members and discuss all the requirements and pain points (technical & non-technical) that should be solved by an online collaboration tool. Then compare it with the top picks and choose the tool that will align with your business requirements. 

After comparing it with their features, you can even test the online collaboration tools. Many top providers like Retable offer free versions, free demos and trials as well.  So, ensure that your online collaboration tool is compatible with your business.

2. High customization capabilities

Your team might work differently. If one member works from the office, the other might be working from home, or if one person prefers a grid view of his tasks, the other might prefer a spreadsheet layout. So, preferences and requirements might vary with teams and their type of work. Therefore, you need an online collaboration tool that gives a myriad of customization options, so that your team can make the most of it for increasing their productivity.

Holger Sindbaek, serial entrepreneur and the founder of Online Solitaire, says, "In selecting an online collaboration tool, high customization capabilities stood out as a critical factor for us. Understanding that each team member has unique needs and workflows, we sought a platform to adapt to various working styles and enhance productivity across diverse environments. We implemented a tool allowing personalized dashboards and workflow automation tailored to individual preferences. This customization has streamlined our operations and significantly boosted team satisfaction and efficiency, proving essential in maintaining a high-performance remote work culture."

3. Ease of use

Shifting to a new tool is always a cumbersome process and employees need not be very comfortable with it. This is because a new tool always comes with a learning curve that demands time and slows down productivity. 

Therefore, the intuitiveness of a tool or ease of use has become a major requirement in today's market. Online collaboration tool providers have started paying heed to it. Choose a tool that's easy enough to set up and used by your team. Make sure the tool provides reliable customer support, knowledge base guides, videos, and other resources to speed up the learning process.

4. Provision to integrate

The main goal of using an online collaboration is to streamline and unify your team's work and communication. As an organization, you might be using multiple tools like Google Drive, Zendesk, etc. daily to get your work done efficiently. All these tools could be vital for your work. So, look for an online collaboration tool that integrates with the most-used apps in your organization.

This can be an absolute life changer. By integrating these apps with an online collaboration tool, you will make your team's work much more seamless, streamlined, and structured, saving them oodles of time. Instead of manually working with multiple tools separately and repeatedly incorporating them with your online collaboration tools, the latter with a provision to integrate can eliminate all these unwanted processes.

5. Security

No matter how efficient the features are, a tool is never good enough if it does not have powerful security features to protect user information. The same goes for an online collaboration tool. We live in a world where cyber crimes are increasing day by day and you don't want your sensitive information to be compromised. 

Therefore, you have to conduct thorough research when it comes to security. You can check user review sites, and the official website of the tool and inquire their support team (the tool) about the security measures they have implemented for their clients. You should also know what kind of security features your business needs and then choose the right online collaboration tool.

6. Pricing

Cost is an important aspect when it comes to choosing a collaboration tool. You need money to run an organization and you should spend it prudently. Online collaboration tools come with different pricing plans. From free versions to pricing plans that demand top dollar, you can find a myriad of options when it comes to costs. So, how do you choose the right pricing plan? Here are 4 points to keep in mind:

• Does the plan offer all the features you need?
• How many team members are going to use it regularly?
• Does it fit your budget?
• Will it solve all your pain points and requirements?

These 4 questions will help you shortlist and zero in on the right pricing plan.

Winding up

Having an online collaboration tool can take workplace productivity to a whole new level. The right online collaboration tool can help you provide the best experience to your team via centralized communication, increased transparency, and efficiency. However, the wrong one can pose to be a tough challenge. So, do keep the above 6 points in mind while choosing your online collaboration tool and you will see the desired difference in your organization.

Frequently asked questions

What are online collaboration tools?

Online collaboration tools are software that enables the team members of an organization to work together virtually from any part of the world. These tools help you to facilitate seamless communication, streamline tasks and boost productivity.

What are the 5 types of collaboration tools?

The market offers different kinds of online collaborative tools owing to the varied requirements of the organizations. Here are the 5 main types of online collaboration tools.

1. Project management tools
2. Cloud storage and file-sharing tools
3. Video conferencing tools
4. Shared Calendars
5. Instant Messaging Tools

What is an example of a digital collaborative tool?

Here are 5 examples of the best digital collaborative tools

1. Google Workspace - Google’s virtual workspace contains offerings from all major G-suite tools.
2. Slack - Team Collaboration tool for instant messaging and communication
3. Retable - Data management tool
4. Canva - Collaborative design tool
5. Zoom - Video conferencing tool for teams