Set up a schedule and monitor tasks, keep an eye on the budget, organize communication between colleagues and different teams, share documents, ideas, etc. Collaborative work tools promote daily project management for both managers and for their teams. As long as you choose the one best suited to your needs.
In many companies, several teams work simultaneously on the same project with, for each, different tasks to accomplish: marketing, budget, creation, production, communication, etc. The pace obviously varies greatly depending on the difficulties encountered in the different areas. of activity and the progress of each other. To this is sometimes added the complexity of the processes linked to cross-functional projects which must be carried out simultaneously. Not counting business trips or implementation of teleworking which can also contribute to disrupting organization and communication. To benefit from an overview and maintain good synchronization, collaborative work tools are a good solution. They allow managers and all members of the same team or several teams to remain coordinated and assess the overall progress of the project(s).
On what criteria should you choose a collaborative work tool?
Adopting one or more collaborative work tools allows you to see more clearly in carrying out one or more projects. This also makes it possible to anticipate possible difficulties that the various collaborators or teams who participate may face. However, the choice of such a tool should not be made lightly at the risk of causing rejection and, therefore, a waste of time. Here are some criteria to take into account before making a choice.
The degree of complexity of the tool
A tool that is very rich in functionality but difficult to understand or manipulate risks not being used or being misused by employees. It is therefore preferable, before making your choice, to measure the degree of competence of the people required to use it. It is better to be comfortable with online services (in the cloud) and IT tools. Users must also have good knowledge of security and confidentiality to avoid any information leaks. Most platforms, however, have a secure space for exchanging files.
The interface of the software or service must also be sufficiently clear and understandable to avoid confusion and mishandling and reduce the learning phase. If the tool is only available in English, ensure the level of mastery of this language by all those who will use it.
The functions available in the tool
Depending on the projects carried out by the company, it is not necessarily necessary to invest in a tool that is certainly effective, but only a few key functions will be used. Sometimes, a simple shared agenda allowing everyone to add comments or notes is enough to manage a project. However, other needs may arise. Do you need to hold regular video conferences, brainstorms or face-to-face meetings? In this case, the tool must integrate a video module also allowing you to take notes and share your screen to facilitate everyone's understanding. The same goes for document sharing. It is an essential building block when the project requires the collaboration of several teams so that everyone benefits from the elements necessary to work. Again, the tool must provide a simple method for sharing data in a secure space with varying degrees of access.
The number of employees using the tool
It is also necessary to assess the number of users who will have access to collaborative work tools, allowing for a margin. Indeed, by choosing an undersized formula, you may not be able to add collaborators who were not initially planned in the project.
Six collaborative work tools that stand out
Have you precisely identified your needs and those of your employees? Here are six tools that can help you carry out your projects and harmonize the work of your teams.
Communicate: messaging, remote meeting, brainstorming
Slack, the easy-to-use messaging tool
Professional messaging tool that also allows meetings and scheduling, Slack offers a pleasant and easy to use French interface. It is organized in the form of channels, in which team members can communicate by messaging and exchange documents. Channels can interconnect for communication between multiple teams or with external collaborators. A tool that is easy to understand and deploy and is suitable for both small and very large businesses.
Main functions included : messaging, audio and video calls, gateways to numerous online services (Google Drive, Microsoft 365, Salesforce, etc.), document sharing.
Benefits : ease of use, adjustable according to the number of users, possible integration of numerous online services.
Disadvantages : When channels multiply, it can be complicated to follow conversations and respond to all messages. Slack requires a little concentration and rigor.
Teams: a very complete tool
Best known for its video conferencing feature, Microsoft Teams also has screen sharing, messaging and document sharing tools. Closely linked to Microsoft 365, Teams allows several employees to work simultaneously on the same office document. It obviously makes it possible to organize schedules and involve several teams on the same project. A rich tool, in French and very complete.
Main functions included : messaging, audio and video calls with automatic subtitles, integration of online services and external applications.
Benefits : clear interface close to the usual Microsoft tools, perfect integration with the Microsoft 365 suite, online store to add additional modules.
Disadvantages : a sometimes confusing organization of shared files. Managing access permissions can seem complex.
Miro, atypical but effective
Quite atypical but nevertheless effective tool for collaborative work, Miro is a shared whiteboard. Each member of the invited and authorized team can detail their ideas during meetings, whether they take place in person or remotely. It is possible to write, use images, share your screen or files and of course provide comments to enrich or broaden the discussion. The tool also relies on an audio or video call module to facilitate exchanges. To go further, Miro works with external applications such as Microsoft 365 services, Google Workspace, Teams, Dropbox, etc. A tool designed primarily to facilitate meetings, particularly brainstorming, and strengthen team cohesion.
Main functions included : dynamic whiteboard, integration of online services (Slack, Teams, GoogleDrive), management of video and audio meetings.
Benefits : ready-to-use templates, numerous interaction possibilities, easy integration of additional tools and services.
Disadvantages : using Miro requires learning to correctly handle the different tools offered.
Project management: simple and effective tools
Trello, to simplify workflow management
Trello presents itself as a simple and effective tool for project management. It is based on three main axes.
1/ Tables to distribute tasks among the different teams involved in a project
2/ Lists that define tasks and their completion deadlines
3/ Cards integrated into lists and which include task descriptions and comments from collaborators
Trello is inspired by the Agile Kanban method intended to simplify workflow management. It works mainly by drag and drop. Very intuitive, it allows you to monitor the progress of one or more projects. Another advantage: it adapts to small and large businesses.
Main functions included : messaging, integration of online services (Slack, Teams, GoogleDrive) and external applications.
Benefits : clear interface, ready-to-use templates so you don't have to start from scratch, easy to get started for new users.
Disadvantages : no management of audio or video calls. Not suitable for complex projects involving many teams.
Acollab, a clear and detailed interface
French online platform, Acollab is designed for project management. This service allows you to create an unlimited number of collaborative spaces for each team or each project. Equipped with a clear and detailed interface, it is very easily accessible regardless of the level of knowledge of employees. Furthermore, Acollab developers can integrate job descriptions on demand to benefit from a tailor-made tool. Intuitive and secure (Acollab's servers are located in France), this service is quite effective for both managers and employees.
Main functions included : task tracking, group calendar, integrated messaging, work time and expense tracking, file sharing.
Benefits : intuitive interface, configurable notifications to avoid overload, secure file sharing, possible adaptation of the tool to the company's professions.
Disadvantages : no support for meetings or audio or video calls, no ability to connect third-party applications.
Wrike, a tool suitable for large teams
Very comprehensive collaborative project management tool, Wrike stands out for its fairly extensive customization. It provides ready-made templates to get started easily. It can also accommodate precise job descriptions covering the terminologies specific to each field of activity. It is a tool that allows you to set up precise monitoring of tasks even on cross-functional projects.
It is rather dedicated to teams comprising many collaborators. It can integrate with many other services like Salesforce, Adobe Creative Cloud, Microsoft 365, Slack, Gmail, etc.
Main functions included : task tracking (interactive Gantt chart), integrated messaging, working time tracking and file sharing.
Benefits : simple and effective interface, customization of job descriptions, predefined models ready to use by core business, integration with numerous third-party services.
Disadvantages : getting started can be complex to master the many functions offered. However, the online help, in French, is very detailed.
