10 Tips on Choosing the Right Team Collaboration Software
It is clear that modern team collaboration software is slowly but surely killing off email and other communication methods.
While many people still use email at work, the rise of global teams, home working and remote offices means that companies are turning to team collaboration software more and more now. Indeed, this market is predicted to grow into a massive $8.5 billion industry by 2024.
There are some fairly simple reasons for this growing trend. For instance, the right type of software can allow a geographically dispersed team to work together as though they were in the same room, to share ideas and to track changes effortlessly.
However, there are some key elements that you should take into account before making your decision on which option to proceed with. By considering which of these points are most important for your business you should make the task of choosing the right one a lot easier.
Make Sure It Offers Real-Time Collaboration
If the software that your team uses doesn’t provide real-time collaboration then this could cause more problems than it solves. Just imagine the chaos that could ensue if several team members all amend the same document at the same time?
By opting for real-time collaboration you can make sure that everyone can do their job without causing confusion over what is the last, correct change. It will also mean that everyone can access the same documents at the same time without any hassle.
Explore the Range of Communication Options Provided
How do you need the people who use this software to be able to communicate with each other? Various surveys have shown the vast importance of having employees who are connected and able to freely communicate with each other. Obviously, the more flexibility you can give them the better.
They might need to carry out a group review of a document or they might want to carry out a private chat between just two of them. Either way, it is important that the people who use the tool have a reliable way of getting in touch with each other.
Make Sure You Can Share Files Easily
Of course, it is also vital that your team can share the files that they work with very easily. This should be something that is done automatically so that there is no need to even think about it when a new file is created. Figures from the end of 2015 show that around 39% of corporate data uploaded to the cloud relates to file sharing and this figure is expected to keep on growing.
It is also worth bearing in mind that you will probably need to use different types of file during your projects. Therefore, you need to be sure that you choose software that can handle whatever it is that you plan to do.
Find Out How to Schedule Tasks
A wonderful benefit of the best team collaboration software is that you can use it to schedule tasks too. This makes it a lot easier to keep a project on track and make sure that everyone knows what is coming up next.
This proves to be invaluable when the going gets tough on a complex project and the target seems to be moving on a daily basis. Being able to schedule tasks quickly and effortlessly will free up a lot of time without causing you any extra work in the process.
Find One That Is Easy to Get Started With
You probably don’t want to lose a lot of time getting the team trained on your new software, do you? No matter how much time this saves you in the long run, it can be a real hassle to get a number of people trained on something new.
Therefore, it makes perfect sense to use a system that everyone can pick up very quickly. An intuitive interface and an easily integrated system will make it a whole lot easier to get started on feeling the benefits of this way of collaborating.
How Many People Can Use It?
Do you need to give access to a number of team members? There is some debate over the perfect team size and you might find that your team grows as you achieve success. Therefore, even if you don’t need access to a lot of people right now, it is worth considering that your needs might change over time.
If the access is limited to just a few people at any time then you need to think about whether you are likely to outgrow this system. Of course, you may have the option of upgrading to a more comprehensive package later on for a higher cost.
See How Comments and Changes Are Tracked
It is crucial that your team collaboration software uses an approach to tracking that you are happy with. If you can see what other team members have done and said then it is going to be a lot easier to keep track of where you stand.
On the other hand, if you can’t track changes and comments easily then it is going to cause you problems at some point. Having different people making changes and comments without any sort of control could lead to utter chaos eventually.
Does It Offer Different Levels of Authority?
Most companies look for a system that allows them to reflect the different levels of authority in the team. This can be essential in making sure that there is a strong level of control over the work that lets you proceed with confidence.
This is especially important on big projects in which you need to have people carrying out a variety of roles. For instance, do you need someone with the ability to over-write changes, to add new users and to lock the final version as needed?
Ensure the Security Is Robust Enough
One thing you definitely want to avoid is the risk of a security breach due to this software. If you have put a lot of effort into making your main system safe then it would be a disaster if you were to be let down by this software.
You need to be absolutely sure that you aren’t giving hackers or malware an easy way in when your team are collaborating. This is borne out by the fact that a surprising number of corporate security breaches are caused by the people who work for the organisation.
When you are looking for the perfect team collaboration software you will find that Kanbanchi ticks many, if not all, of the boxes for your company. This powerful and easy to use software will make it easy for your team to work together seamlessly no matter where they are at any given time.