What are Online Collaboration Tools & How to Use Them Effectively?

Online collaboration tools are software platforms that enable people to work together remotely. They help teams stay connected, share information, and complete projects efficiently, regardless of geographical boundaries. As more people work together from different places, the need for good online tools has increased a lot.

Statistics show that over 70% of professionals work remotely at least once a week, making portfolios of online collaboration tools more critical than ever. These tools range from simple chat applications to comprehensive project management software, each designed to enhance productivity and streamline communication.

In this article, we will explore the different types of online collaboration tools and provide practical tips on maximizing their potential. Before we compare 5 best online collaboration tools, let us look a little deeper into what are online collaboration tools, their types, ways to use them and how they can benefit a company.

An online collaboration tool is a software platform or an application specifically designed to incorporate individuals into a team. The users of their accounts can delegate tasks, share insights, communicate, and work in this digital environment.

The prime aim of using an online collaboration tool is to keep the members connected via a technology-driven medium. This medium maintains proper communication to elevate the efficiency of a team.

1. File sharing

File sharing tools offer a common platform for sharing files and editing them. These tools help ensure everyone has the latest version of a document and can collaborate in real-time. Examples include Google Drive and Dropbox, which also offer options for commenting and version history.

2. Project management

Teammates involved in a project can connect and manage task completion with collaboration. They offer features like task assignments, progress tracking, and communication channels. Tools like Trello, Asana, and Monday.com make it easier to visualize project stages and keep everyone on the same page.

3. Time management

Such tools provide a comprehensive structure for day-to-day tasks. They remind users of deadlines for task completion. They remind users of deadlines for task completion and help prioritize tasks to improve productivity and time management. They often include features such as calendars, reminders, and time tracking. Apps like Toggl, Clockify, and Google Calendar can help individuals and teams plan their schedules and avoid missing important tasks.

4. Cloud storage

Cloud storage is a kind of collaboration tool to store and access files on the go. Cloud storage tools provide a secure way to store large amounts of data online, making it accessible from any device with an internet connection. These tools support collaboration by allowing multiple users to access and update files simultaneously.

5. Document collaboration

Such tools offer a digital platform to create and share documents. Such platforms also allow users to share feedback. These platforms also allow users to share feedback, make real-time edits, and collaborate on documents simultaneously, enhancing teamwork and communication. They often include features like commenting, suggesting edits, and tracking changes.

Let us look into the ways to use online collaboration tools ideal for teamwork.

1. Real-time communication:

Instant messaging, video conferencing, and voice calling are a few of the features that keep the teammates connected. An online collaboration tool enables real-time communication regardless of the locations of users.

2. Collaborative document creation and file sharing:

These tools allow users to share documents, spreadsheets, presentations, images, videos, and other files. Many modern tools allow collaborative editing, commenting, and version control of shared documents and files.

3. Task management:

These tools have project management features like task assignment, progress tracking, deadline notifications, and milestone setting. It assists teams in organizing and allocating resources and monitoring progress.

4. 3rd-party tool integration:

Modern online collaboration tools often offer 3rd-party app integration such as email software, calendars, CRM, document creation tools, etc. A tool can assist in drawing information from certain integrated platforms for emailing, document creation, file sharing, task assignments, etc for streamlining workflow.

5. Calendar and scheduling:

Certain online collaboration tools can schedule meetings, appointments, and deadlines and set notifications on the calendars of connected users.

6. File sharing and storage:

These tools offer file storage and organizational features. Most modern tools come with cloud storage and custom access features. Such features assist in assigning and accessing files anywhere anytime.

7. Workflow automation:

Collaboration tools online can also assist in creating an automated workflow for projects. For instance, a tool can help automate repetitive tasks and improve the efficiency of a team.

8. Training and professional development:

Such tools can be used for inducting new employees and training them as per the company protocols. They assist users in planning and conducting training sessions, webinars, online workshops, etc for this purpose.

So, these tools increase efficiency, make efforts more cost-efficient, reduce turnaround time, and improve the decision-making capabilities of a team.

Discussing the ways of using online collaboration tools makes us wonder which tool to prefer. Here is the list of the five best collaboration tools to begin with.

Miro is one of the top online collaboration tools used by businesses of all sizes. It has a visual workspace for teams that are looking for collaborative ideas to innovate. Miro which is a Online Collaboration whiteboard, offers exceptional techniques like wire-framing, customer journey mapping, strategic planning, scaled product planning, etc. It also supports a variety of integrations with popular tools like Slack, Jira, and Google Drive, making it easier to incorporate into existing workflows.

Miro Features

• Workshop and meeting arrangements: Essentials for online collaboration like meetings and workshops are all present. It can give an excellent virtual room to ideate and collaborate.
• Strategic planning: Strategize project goals, prioritize tasks, and even anticipate outcomes. It enables seamless management of workflows with its automation features.
• Project management: Track the progress of your projects and manage teammates well. Miro’s interesting techniques like story mapping, white-boarding, technical diagramming, etc focus on teamwork and progress.

Miro Pricing

• It has a free plan. Its premium subscription starts at $18/user/month billed annually.

Visit site: https://miro.com/

EdrawMind Online offers a virtual environment where teammates can connect and collaborate in real-time. This online collaboration tool offers an intuitive platform where users can brainstorm and discuss ideas by using its features. It helps to take notes, plan projects, and maintain communication. EdrawMind Online allows up to 100 team members to collaborate. It allows for seamless real-time collaboration, ensuring that all team members are on the same page. The tool also includes features like task management and Gantt charts to help with project planning and tracking.

EdrawMind Online Features

• Gallery: Users can use its gallery to upload visual projects and mind maps for others to understand. It offers default templates to work on and create a mind map.
• Custom layouts and styles: Users can personalize mind maps using professional layouts. Such layouts can be customized for a better understanding.
• Clipart and marks: Users can include clipart and markings in such drawings to express their ideas better.
• Adding interactive elements: Hyperlinks and images can be added to the project diagrams and mind maps.

EdrawMind Online Pricing

• It has a free version. Its premium plans start from $4.9/month for individual users.

Visit site: https://www.edrawmind.com/edrawmind-online.html

MindManager offers a high-end online collaboration platform for enterprises and corporations. This online collaboration tool has a vast integration list with good security features for users. Users can manage online meetings, set project targets, conduct workshops, and even track members involved in a project. MindManager also supports detailed task and project tracking with Gantt charts, timelines, and dashboards that provide real-time insights into project progress.

MindManager Features

• An extensive list of integrations: Its massive list of integrations includes Dropbox, SharePoint, Microsoft tools, etc for a streamlined workflow.
• Traffic light animations: Users can assign limit values to specific activities for easy visualization of ongoing processes. A visual notification is extended in the form of traffic light colors when the limit is crossed.
• Notes for discussions: This tool allows taking discussion notes in a simplified manner for creative planning and facilitating strategies.

MindManager Pricing

• It has a free trial version. The premium plans start from $99/year.

Visit site: https://www.mindmanager.com/en/

GitMind is one of the AI-driven remote collaboration tools that offer exclusive features for collaboration and teamwork. It offers a list of multiple app integration options to choose from for sharing ideas, conducting meetings, and working together. It includes AI-powered suggestions and automations that can help generate ideas and optimize workflows. GitMind’s intuitive interface and drag-and-drop functionality make it easy for users of all technical levels to create and manage mind maps.

GitMind Features

• Monitor progress: The innovative layouts of this online collaboration tool offer deeper insights into the progress of a project workflow.
• Comment addition: Users can post comments and add feedback to make workflows better. They can also use this feature to exchange viewpoints better.
• Contribution view: Individual contribution can be viewed in this tool to measure user involvement in a project. Color strips are allocated for better segmentation and viewing.

GitMind Pricing

• It offers a free trial period. Its premium plan starts from $5.75/month.

Visit site: https://gitmind.com/

Creately is a visual collaboration tool where users can share ideas for better outcomes. This online collaboration tool offers a diverse range of tools in terms of visual features, personal databases, whiteboards, and app integrations. Its customized workflow enables users to fit in any project overview and collaborate.

Creately Features

• Whiteboard and Kanban boards: Such presentation models allow users to present ideas for a project and seek intuitive input from others.
• Real-time collaboration: Users can collaborate in real-time on a 2D canvas by using designated cursors. Roles can be assigned to every user for a particular project.
• Notifications: Users get notifications for every modification and update for tasks assigned and projects running.

Creately Pricing

• It offers a free trial. Its premium plans start from $5/user/month onwards.

Visit site: https://creately.com/

Most of you might have a question that is What is the best online collaborative tool right? So An online collaboration tool plays a crucial role in elevating the productivity and efficiency of a team. But, how can you choose a suitable one? Here are the checkpoints to cover.

• Features of an online collaboration tool you need
• Integration capabilities
• Ease of use
• Scalability
• Task management
• Pricing compared to plan features

Choose the most suitable option among the best online collaboration tools for your team and set a new mark. Assign tasks, ideate, strategize, and maintain the highest clarity by using the features of a chosen collaboration tool.

What are the best online collaboration tools in 2024?

The best online collaboration tools to use in 2024 are:

1. Miro
2. EdrawMind Online
3. MindManager
4. GitMind
5. Creately

How can I choose an online collaboration tool?

You must identify your needs first and check the key features offered by the leading online collaboration tools. Consider UI/UX features and then proceed to make an informed decision. Check the compatibility and integration features of an online collaboration tool and proceed.

How can I use an online collaboration tool?

An online collaboration tool can be used in the following ways.

1. Team onboarding
2. Project planning
3. Strategy development
4. Task assignment and management
5. Monitoring project progress
6. File sharing
7. Workspace development
8. Conduct training and meetings
9. Tool integration

How does an online collaboration tool improve teamwork?

Online collaboration tools simplify communication. Teammates can share ideas, work on assigned tasks, measure progress, and ideate on a virtual platform. Such tools can connect teammates irrespective of location and offer exclusive tools to organize project workflow.