The ultimate guide for team collaboration tools

The need for better team collaboration and transparency grows exponentially as projects are becoming larger, more difficult to manage, and more complex. Additionally, teams are becoming more diverse and distributed across multiple locations or geographies.

consequently, it’s not surprising that the digital collaboration market is enormous and exponentially growing, with literally thousands of tools out there, each with their unique perspective, respective sets of features & integrations and a varied levels of robustness vs simplicity and usability.

So we have formulated the ultimate guide for team collaboration tools, Including an honest and subtle shoutout to our own answer (or a shameless plug) for a simple and transparent collaboration tool to help manage your team, and execute your ideas.

Table of content

  1. In with the NEW – Ovvio
  2. Project Management Tools
  3. Task Management Tools
  4. Team Communication Tools
  5. Document Collaboration Tools

In with the NEW – Ovvio

Ovvio is a notepad based collaboration tool to keep the team sync. You can take meeting minutes and seamlessly assign tasks straight from your notepad without lifting your fingers. The notepad is completely collaborative, allowing multiple users to simultaneously edit and create tasks.

Too many project management solutions are broken, they are robust with multiple unnecessary features that make them over complicated and generate tyrannous maintenance. They are very structural which makes them unintuitive and yet quickly become cluttered and unfriendly for the rest of the team members who, consequently avoid using the tools altogether. 

Using Ovvio, you can keep all things related to you projects or meetings in one place. Write notes, assign tasks and create to do lists, in a closed team environment. Ovvio is collaborative, meaning that editing document together and task update are all seen in real time. just add your team to a workspace and run a synchronized team. 

We obviously use the product ourselves, and consequently fully understand the need to properly secure our data. Ofri to complete 🙂

Try Ovvio Now 🙂

Best Project Management Tools

As we have previously discussed, there is a lot of anticipation regarding team culture, project management, and the dire need for team collaboration. Project managers constantly struggle to encourage a cooperative working environment and enhance the team’s productivity. By changing the mindset and environment of the project execution, they want to proceed towards the ultimate objective – successful project completion and delivery.

However, when noise enters the system, it generates a domino effect resulting in poor communication, bad project delegation, and decreased system transparency. Streamlining these processes and creating a healthy feedback loop with a project management tool can give you and the team a clear and ongoing overview. 

Why Do We Need Project Management Tools

Project management tools help in planning, administering, and systemizing of the budget, scope, and delivery time of a particular project. The purpose is to assist in project completion while considering comprehensive project variables such as resources, cost, and other components. 

Contrary to its name and popular belief, a project management tool is not specifically for project managers. In fact, it helps in managing the goals and needs of several teams in the project. It is a medium for organizing daily tasks, tracking project progress, and documenting important project files. 

Most project management tools contain additional features for cross-functional collaboration or resource management, reporting, and analysis.  

So, What Are Our Favorite Project Management Tools?

Our Pick – The Winner! 

1. Wrike: A Solution to Streamline, Collaborate, And Simplify 

Wrike is a cloud-based tool perfect for small, medium, and large organizations containing large project management teams. The tool offers several functionalities such as Gantt charts, calendars, document editor, several dashboards, workload managers, and real-time updates.

You can easily integrate the working of Wrike with several third-party apps such as Dropbox and Salesforce. This allows project managers to increase communication across distributed teams. 

The high visibility offered by the tool enables real-time insights, reporting, and analysis thus encouraging informed business decisions. The tool further provides suitable customizations according to the needs and requirements of specific teams such as custom workflows, project structure, and project fields. 

Pros: 

  • The tool is simple and easy to use.
  • It initially offers a 14-day free trial.
  • You can customise according to the requirements.
  • You can integrate to Tableau, Salesforce, Google Drive, Microsoft OneDrive, Adobe Creative Cloud, etc. 
  • It provides multiple dashboards for an overview of tasks, processes, project progress, and teams. 

Cons: 

  • Lack of intuitive methods for internal document management.
  • Relatively high pricing structure.
  • It is difficult to break up tasks, as it results in multiple comments, files, etc. within the task.
  • Due to the deep execution of the tool, it creates clutter and increases complexity, which makes it harder to navigate.

Prices: 

PlanPrice
ProfessionalUSD 9.80 per user per month
BusinessUSD 24.80 per user per month
MarketersPricing on request
EnterprisePricing on request

The Runner Up!

2. Asana: Increase Focus on Project End-Goals and Regular Tasks. 

Asana is one of the best tools for project management as it comes with various easy-to-use features. Using this tool, you can form to-do lists, set reminders for meetings and deadlines, and add important instructions. You can also add the team members working on the task, provide specific instructions to them, and mention due dates. 

Various tasks and relevant subtasks can be created which can be assigned to different team members. There is a provision to comment on these tasks, upload necessary documents related to the task of up to 100 MB, and share pictures from third-party apps such as Google Drive. 

Pros: 

  • The workplaces, tasks, projects, separate sections, and subtasks can be customised according to the requirements.
  • Ability to set repetitive tasks for activities that need to be completed multiple times.
  • It can reduce the messages and emails required for the exchange of project details.
  • Ability to sync the calendar to keep track of tasks, subtasks, and activities. 

Cons: 

  • One task can’t be assigned to more than one people in the team.
  • Increase in tasks, subtasks, and documents lead to delays and lags in the UI.
  • Due to the text-based nature of the tool, it is easier to lose track of structure, eliminate a task, and modify its name.
  • No provision for functionality estimation and time tracking. 

Prices: 

PlanPrice
BasicFree
PremiumUSD 9.99 per user per month
BusinessUSD 19.99 per user per month
EnterprisePricing on request

A Popular Choice!

3. Smartsheet: A Faster, Impactful Work Execution. 

Smartsheet is a powerful software-as-a-service (SaaS) platform that drives collaboration and advanced work management. The tool utilises spreadsheets to manage and streamline project tasks. However, Smartsheet is unlike other spreadsheet-based tools as it has several collaboration options included in its features. 

The tool is designed in a way so as to enhance and streamline tracking, planning, reporting, and automating of project tasks, which further allows advanced collaboration amongst teams. This tool empowers teams to move from planning to execution swiftly due to its Excel-like interface and smooth working. 

Smartsheet increases mobility by allowing users of smart device to access the platform with just an internet connection. 

Pros: 

  • The tool has easy usability, sharing ability, and accessibility.
  • It offers cloud-based management and feasibility of access.
  • Spreadsheet or Excel-like interface allows simple collaboration.
  • The tool offers advanced reporting abilities and enhanced user control. 
  • It is possible to customize several features according to the communication and collaboration requirements of the team.

Cons: 

  • The cost of Smartsheet is more compared to various competitor tools.
  • The tool doesn’t offer time tracking feature which is necessarily required by various organizations.
  • It becomes slow when too many data files are stored on the platform.
  • It doesn’t offer Gantt charts which are extremely important for scheduling of the project. 

Prices: 

PlanPrice
IndividualUSD 14 per month
BusinessUSD 25 per user per month
EnterprisePricing on request
PremierPricing on request

Other Options We Like –

1. ClickUp 

ClickUp can increase your productivity by 46% through effective task and subtask management. The tool offers separate, dedicated task pages so that you can add files and comments relevant to that task. You can assign this task to your team members and send them a notification with it. For subtasks, mini to-do lists can be added to individual tasks. 

2. Hitask

Hitask project management tool is designed to reduce complexity and improve control of the project manager. You can easily create new projects and tasks to assign to team members. It is also possible to share a centralised library or a file with the team members along with sending notifications for tasks, due dates, and deadlines. The tool synchronizes data across all the devices for feasibility.

3. Monday.com

Monday.com helps the project manager to increase the performance through constant monitoring and in-depth insights. You can customize and configure the tool according to company-specific needs. The tool offers high collaboration capabilities with the ability to add comments, ask questions, and start discussions for enhanced exchange of information and advanced communication. 

4. MS Planner

MS Planner comes with Office 365 school and works subscription. Due to the feasibility of the tool, it is hassle-free to start a project, provide access permissions, and add descriptions. Each task in the project can hold plenty of information through checklists, photos, files, discussions, due dates, and progress charts.

5. Bitrix

Bitrix is an efficient project management tool, which eliminates the need for additional infrastructure and tools. Every organisation adds separate tools for CRM, marketing, sales, etc. However, Bitrix provides around 30 tools in one platform for effective and smooth functioning. The main solutions offered by Bitrix are document management, CRM, sales management, file sharing, email, and HR management. 

6. Basecamp

Basecamp allows teams of varying sizes to collaborate and communicate on the platform. It encourages the sharing of ideas, schedule formation, to-do list completion, and file sharing. The tool has its own chat room named Campfire which streamlines project communications and reduces the exchange of emails to a great extent. 

Best Task Management Tools

If you are reading this, it is likely that you are facing trouble managing some of your tasks related to work or personal life. Usually, you would use your small notebook, sticky notes, whiteboard, or smartphone to write down the important tasks that you need to complete. However, somewhere there is an anomaly in every method and it is just not feasible enough, isn’t it?

Every day, new task management tools are released in the market and many don’t make it to the end of the year. This is because task management is a simple concept but it is also personal to every employee. They would instantly reject the tool that doesn’t offer effective task management.  

Hence, in this part, we have prepared a list of efficient task management tools that are easy-to-use and simple-to-understand.

Task Management Tools

Task management tools help you to organise, visualize, and prioritise your daily work tasks. You can additionally streamline your task management and analyze the execution of different processes in the workplace. Knowing the weak points and strong aspects allow employees to improve task execution.

Here are some reasons why you may want to use a task management tool:

  • Centralised team communication and workflow.
  • Ability to maintain an array of tasks in simple steps.
  • Ensured time tracking of deadline-critical tasks.
  • Centralised data storage unit.
  • Reduced time wastage in task organization.
  • Scheduled and organised meetings and tasks. 

Our pick

1. Todoist: A Platform for Simple Management of Project Tasks and Goals

Todoist is a cloud-based task management software, which has gained popularity in recent years due to its features. You can organise and manage tasks in a few clicks, color-code the tasks, set due-date, etc. 

There are three basic steps involved in creating tasks on Todoist:

  1. Create tasks to assign these tasks to your team members, colleagues, subordinates, or yourself. 
  2. Receive alerts and notifications for tasks that are due in the near future such as in an hour or tomorrow.
  3. Add labels and color coding to tasks for prioritization according to any variable. 

Pros: 

  • Easy to use for creating multiple tasks.
  • Ability to set the priority of tasks.
  • Ability to set time deadlines for tasks.
  • It sends notifications when a deadline is missed or approaching.
  • Automatically backups the task data.
  • Ability to customise task views. 
  • Visualise weekly progress through graphs. 
  • It allows integration to Dropbox, Google calendar, etc.

Cons: 

  • The calendar view is not available for tasks.
  • It is not possible to automatically share tasks.
  • Quick-view of tasks and progress of team members is not available.
  • It is not possible to make follow-up tasks after one task completion.
  • Logic-based management of tasks is absent as it is not possible to activate one task on completion of another.

Prices: 

PlanPrice
FreeUSD 0
PremiumUSD 3 per month
BusinessUSD 5 per month

Runner up

Any.do: A Platform for Result-Driven Task and Goal Management

Any.do is a creatively designed to-do list app with attractive UI. You can create to-do lists and utilize features such as swipe-to-complete, drag-and-drop, setting due dates, etc. However, any.do has some unique features that make this tool stand out from the crowd. You can choose to receive push notifications on your phone each day reminding you to plan in advance. You can shake your phone if you want to clear the tasks that have been completed. Additionally, you can use your voice to create tasks. 

Pros: 

  • Simple-to-use app with an intelligent and intuitive interface.
  • It sends notifications and reminders for task completion.
  • Ability to share created tasks with other users.
  • Available for Android and iOS users.
  • It is compatible with even Amazon Alexa.
  • Ability to insert sub-tasks, attachments, and notes in created tasks. 

Cons:

  • Language translations for languages other than English.
  • Windows phone users can’t use this application.
  • The desktop application is currently not available.
  • Inability to integrate with phone calendar.
  • The reporting feature is not available for task progress and analysis. 
  • Location-based alerts and other important features are only available for pro users. 

Prices: 

PlanPrice
FreeUSD 0
PremiumUSD 2.99 per month

A Popular choice

Trello: A Platform for Collaborative Working and Task Management

Trello is one task management app that doesn’t need any introduction. It is extremely popular due to its Kanban boards. You only have to drag-and-drop tasks on the board and create their call cards. Here, you can add sub-lists, sub-projects, and lists into the board. The app also allows you to set due-dates, color code your tasks, add notes, checklists, and attachments to separate cards.

One of the amazing and feasible features of Trello is the ability to visualize the to-do list according to your choice such as a calendar view.

Pros: 

  • Management, handling, and searching for tasks are easy.
  • Cards allow easy sectioning of tasks for setting an order.
  • Enhanced visibility across various projects as the progress of team members can be viewed.
  • Ability to set up multiple boards for different tasks.
  • Ability to build workflow as per personal requirements.

Cons: 

  • Complicated nested actions.
  • Absence of spreadsheet view.
  • It is not possible to analyse the progress of the project through bar graphs and statistics. 
  • UI lags when multiple tasks or cards are utilised.
  • Limited storage options.
  • Inability to create task cycles for repetitive tasks.
  • It doesn’t work without an internet connection. 

Prices: 

PlanPrice
FreeUSD 0
Business ClassUSD 9.99 per month per user
EnterpriseUSD 20.83 per month per user

Other Options We Like:

  1. Flow 

Flow is a comprehensive, user-friendly task manager which is perfect for startups. In this app, you can set up tasks and timelines for these tasks (weekly, daily, or monthly). You can additionally use drag-and-drop to schedule and plan upcoming tasks and workload. It is also possible to measure project performance. 

  1. Podio

Podio consolidates social collaboration and task management in one platform. You can easily move towards project completion with content, collaboration, and the context in one place. In team collaboration, Podio allows you to share files, conduct audio/video calls, and send instant messages. Team managers can keep a tab on the activities and performance of team members and the project. 

  1. OmniFocus 

The biggest advantage of OmniFocus is that it is designed for iOS and Mac users. If you are an iPhone or Mac user, you only have to call out to Siri for completing and creating tasks without much hassle. You can define your workflow, set up tags for tracking tasks and monitor different project tasks. 

  1. Wunderlist 

Wunderlist allows amazing transparency in the project along with automatic time management system. You can track how much time you have spent on one task, track the progress of your created tasks, and create invisible tasks related to a project. With Wunderlist, it is not possible to miss even one work minute. 

  1. Pipefly 

Pipefly allows you to organize and manage processes. You can guide your team, track SLAs, and remove errors from the functioning. You can set up conditional logic which ensures that the team functioning is on track. Pipefly also gives you the ability to track the performance of your team and increase productivity. 

Best Team Communication Tools

Sending an email to the whole team and receiving a not-so-specific, formally written response is disappointing. Although there are several methods for team communication and collaboration such as email, text messages, and phone calls, all these tools are not made for business communications.

When you are working on a project, a lot of people need to collaborate and communicate. Every bit of information regarding the project is essential for the whole team. However, when you write an email or talk to a person over the phone, communication gap increases.

Hence, we have prepared a list of best team communication tools that you can use. Read below for more information.

Team Communication Tools

Team communication tools are a medium for virtual communication through computer systems. Just like meeting rooms, these tools offer a secure and hassle-free platform for communication and collaboration. With the help of a team communication tool, your teams can exchange project-related information, update team members about vital project changes, share progress details, and collaboratively move the project forward. 

Below are some of the benefits of team communication tools:

  • Organizes and streamlines conversations.
  • Minimises grave communication errors.
  • Offers a platform for discussions.
  • Improves project visibility and team engagement.
  • Enhances remote working.
  • Allows real-time discussion and collaboration virtually.

So, what are our favorite team communication tools? 

Our Pick – Slack: A Platform for Advanced Team Collaboration

After its launch in 2013, Slack quickly gained popularity as the most common team communication tool in several offices. The tool is available as both a mobile application and a desktop app, which makes it easier to collaborate and communicate with the team on the go.

You can additionally use separate channels for different teams, clients, and projects. While contacting a person in a team, you can either open a group chat or talk to the individual in a private chat.

When searching for a specific folder, chat instance, or file, simply search in the search bar and eliminate the hassle of going through the whole chat.

Pros:

·       Easy integration with several tools such as MailChimp, Dropbox, Trello, etc.

·       Ability to upload files by simply dragging and dropping the doc or file in the channel.

·       Compatible with iOS, Windows, Android, Linux, and Mac OS.

·       Ability to create and manage multiple teams.

·       Inline previews related to links posted in different chats.

Cons:

·         Lack of self-hosting, which reduces data security.

·         Decreased UX in native desktop apps created for Mac OS, Linus, or Windows.

·         Lack of custom widgets in different chats.

·         The inability of sharing the screen with team members or client.

·         Absence of feasible video call feature.

·         No provision of communicating with users from other firms.Prices:

PackagePrice
FreeINR 0
StandardINR 200 per month per user
PlusINR 938 per month per user

Runner Up – Microsoft Teams: A Platform for Detailed Discussions and Easy Meetings

Microsoft Teams is best-known for its features in project collaborations and document sharing. You can create different channels under several teams. When you create a team and add members to it, all these members would be able to access the created channels.

Microsoft Teams also allows you to reply to a specific team member. All you have to do is hit the Reply button given under the specific message.

At the time of meetings, it is possible to create a new chat room specific to that meeting. Here, you can start a video call, indulge in long project discussions, and share your screen.

Pros:

·         Utilise the features of Office 365 along with Microsoft Teams.

·         Focused, chat-based real-time communication, and collaboration.

·         Includes integrated apps such as Power BI, Office, Planner, meetings, etc.

·         It can integrate with Skype’s video services whenever required.

·         Improved project transparency and team understanding.

·         Hassle-free project collaboration for new team members.

Cons:

·         Lack of Linux support.

·         The difficult transition for outlook users.

·         Confusing file structure.

·         Lack of permission settings.

·         Poor guest access UI.

·         Lack of XML and IRC gateways.

·         Lack of unified search option.

·         Redundant toolsets.

·         Absence of team notifications.

·         Anyone can create teams, which increases the wastage of storage.

Prices:

PackagePrice
Office 365 BusinessUSD 8.25 per user per month
Office 365 Business PremiumUSD 12.50 per month per user
Office 365 Business EssentialsUSD 5.00 per month per user

A Popular Choice – Workplace by Facebook: A Platform to Change the Way You Connect and Communicate

Though we all know Facebook as the popular social networking site, its Workplace is being utilized by more than 30,000 businesses to communicate across more than 1 million business groups. The platform provides a desktop application for ease of communication at the workplace. This chat is called Workplace Chat. It allows group video calls which can include up to 50 team members. You can share the screen with team members and broadcast live videos whenever necessary. The platform is available for both Android and iOS users, which increases flexibility and feasibility of use.

Pros:

· Reasonable costing, hence, highly affordable.

· Extremely user-friendly Facebook-like interface.

· Live video chat for urgent announcements, glitches, and changes.

· Facebook-like new feed which provides hassle-free, customized updates to every team member.

· Event planning gives the ability to invite team members and know who is attending.

· Ensure personal privacy as it is not integrated into Facebook accounts of team members.

Cons:

·         Lack of integrations such as to Microsoft Office, Google Docs, Dropbox, etc.

·         Complicated setup procedure.

·         Increased concern related to security due to Facebook’s data usage pattern.

·         It is simple to lose track of time due to distracting feeds that can also contain office gossip.

·         Inability to work offline with the platform.

·         Lack of cloud storage.

Prices:

PackagePrice
StandardUSD 0
PremiumUSD 3 per month per user

Other Options We Like

1.       Flowdock

Flowdock is effective software that streamlines workflow and reduces complexity from the project’s communication channel. You can chat with team members and make threads to enhance task organization. The tool has various other features such as video calls, notifications, ability to integrate with other platforms, emojis, and mobility.

2.       Google Hangouts

If you have access to G Suite, your team automatically has access to Google Hangouts. It is the simplest way of communication and collaborating as we are already so acquainted with Gmail. Here, you can create semi-private chats, where you can invite team members. You can share Google Docs, Slides, and Sheets in chats.

3.       Skype For Business

Skype for Business is utilized by a wide range of audience due to its simple interface and feasibility. It has various plans and several features such as instant messaging, audio calls, video calls, screen share, and schedule Outlook meetings. You can integrate it to Office 365 and acquire storage of up to 1TB for files and 50GB for mailboxes of every user.

4.       Yammer

Yammer is included in Office products. Therefore, if you are used to Office 365, Yammer usage would come naturally to you. Your team members would find it hassle-free to use this chat. Yammer allows you to draw a roadmap for organization hierarchy but it still maintains a healthy communication between team members related to a project.

5.       Citrix Go to Meetings

Go To Meetings is a simple interface to connect to your team members. You can connect with your team members on the go from any device compatible to Go To Meetings. It is like a virtual meeting which can be set up immediately or scheduled for a later point in time.

6.       Citrix Go to Zoom

Go To Zoom is similar to Go To Meetings. Only here you can conduct video chats and audio chats for clear voice and uninterrupted conversations. You can integrate to Google calendar and share screen with team members. For video calling, Zoom is no doubt the easiest, most lightweight option.

Best Document Collaboration Tools for Teams

You may have come across a movie scene wherein a typewriter employee takes a page and jogs all the way through the office passageway. You may have experienced first-hand the pain of sharing documents over emails and needing to download-edit-upload several times. Today, multiple people can sit in distant places in the world and work on the same document in real time. Welcome to the beautifully convenient world of document collaboration!

The need for document collaboration tools comes from the basic need of saving time and effort. It also provides much-needed simplicity to the whole process of preparing documents that need collaboration (co-authoring by multiple people).

Document Collaboration Tools

File sharing tools, simply put, are internet-based websites or applications that allow the same file/document to be prepared and edited from multiple locations. It saves time and confusion of sending multiple copies over email or print. For example, a purchase team’s members entering prices of different items on the same sheet. These tools either require a server over which the accessed files are stored or they can be on the internet (cloud).

In many cases, it also provides useful features such as commenting on a particular section of a document or instant messaging while working on a common document. This increases the effectiveness of the final document being prepared by providing clarity.

Our Pick: Google Gsuite – An AI-Powered Cloud-Based Collaboration Platform

Google has done a wonderful job by providing a user-friendly, clean suite of multiple applications, particularly the three main programs of docs, spreadsheets, and slides along with Gmail. Anyone familiar with Microsoft Word, Excel, and PowerPoint can easily use Google’s tools. All you need is a google account that is free of cost, and you get 15 GB storage space (which can be increased by purchasing a plan). 

Additionally, a lot of other apps such as Hangouts (messaging, video calling), Calendar, Forms (for creating forms/surveys and compiling responses), Keep (note-taking), etc. are also available in the suite. 

Pros:

  • Access from any device, without the need for saving and retrieving data on specific devices. 
  • Chat window on docs or sheets gives the ability to talk with peers in real time while collaborating on a document.
  • Easy sharing directly or with a shareable link, with view/edit option.
  • It is cost-effective, with the free plan suitable for many organizations/people. 
  • Documents formats can be converted, (e.g. google sheets to .xlsx)

Cons:

  • Limited space (although more can be purchased)
  • Opening a drive uploaded PowerPoint file with google slides and editing leaves the original file as it is, thus leaving two different copies.
  • Program functionality is limited in comparison to Microsoft (e.g. excel provides loads of features as compared to google sheets)

Prices: 

  • Basic (30GB storage) – $6
  • Business (unlimited storage) – $12
  • Enterprise (unlimited storage + advanced features) – $25
https://gsuite.google.com/

Runner Up: Microsoft Office 365 – A Comprehensive Collaboration Package by the Universal Document Processor Brand

Always the first name that comes up for comparison with Google’s Gsuite, Office 365 offers similar features, viz. Outlook (for email), Skype (for messaging and video calls), the office web-apps suite consisting of OneNote, Word, Excel, and PowerPoint, which still rule a large part of the enterprise solutions world. Microsoft has also provided SharePoint, a platform for cloud-based collaboration.

With the latest addition of Power BI, a powerful data mining and analytics tool in the enterprise version, Office 365 has upped the game. Unlike Gsuite, however, Office does not provide a free plan for business (although there is a free Education plan for students and institutes with a valid school email-id)

Pros:

  • It gives the ability to work from anywhere and any device
  • Using Microsoft means using the feature-rich set of MS Word, Excel, and PowerPoint.
  • MS Outlook provides more integrated features as compared to Gmail, with the feature of a separate app.

Cons:

  • It is subscription based and you cannot use a basic free version.
  • There may be compatibility issues of documents with your existing office software of older versions.
  • While Gsuite allows conversion of documents to and from its own formats, Microsoft is not flexible with allowing changes in extensions.

Prices:

  • Business: $8.25/user/month
  • Business Premium: $12.50/user/month
  • Business Essentials: $5.00/user/month

(all with yearly commitments)

https://www.office.com/

A Popular Choice: Dropbox – A Popular and Simple Cloud-Based File Hosting Service

Dropbox has seen great success and rise since its inception. By creating a special folder on the user’s computer that is linked to the cloud, the user can create a similar folder on multiple computers for the same account providing up-to-date content from the folder on all devices, synchronized to the company’s servers.

It works on Windows, Linux, and Mac and also has apps for Android and iOS, covering all kinds of devices. With free storage of 2GB, Dropbox though does not provide a plethora of features like Google or Microsoft. Yet, it is still a clean and handy tool to use.

Pros:

  • Automatically backs up and restores files in the Dropbox folder/app irrespective of device
  • It can be used offline, and this is the greatest plus of Dropbox over other tools
  • Dropbox is simple and intuitive to use and allows easy sharing options.

Cons:

  • It has smaller free storage of 2GB compared to Google’s 15GB (which can be expanded by purchasing or by referrals to friends and peers)
  • Although files are available to access anywhere there’s a Dropbox folder/app, it does not match the real-time editing abilities of Gsuite and Office 365
  • Google’s security is much better with suspicious activity notifications and 2-factor authentication

Prices:

  • Standard (3TB space): $12.50/user/month
  • Advanced (unlimited space): $20/user/month
  • Enterprise (individual support): On Enquiry
https://www.dropbox.com/

Other Options We Like

  • Quip

Founded by a bunch of Google and Facebook guys, Quip is a mobile-friendly tool which at its core focuses on word processing and spreadsheets. Quip offers features such as live collaboration with a history of recent edits, giving the users more clarity and control over the content. It also provides standalone chat rooms, eliminating the need for separate messengers. It has a monthly $30 price for 5 users.

https://quip.com/
  • Box

With core features similar to Google Drive where documents have proper sharing options, ability to comment on sections of a file, Box takes care that the user knows exactly what they are doing. Additionally, users can also assign tasks directly within files, allowing more systematic work distribution in document collaborations. The pricing has a wide range (with choice of features), starting from $5.80 to a few thousand.

https://www.box.com/home
  • Zoho

A relatively new entry, Zoho Docs have an aesthetic layout of its collaboration software. Unlike others, it provides a free plan with good features to be used among 25 users, where each user gets 5GB free storage, amounting to a generous total. Zoho also provides good integration with its other products as well as Google and Dropbox.

https://www.zoho.com/docs/

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