If you are searching for ways to improve your business processes and workflows, you must adopt an online file collaboration software. There is a wide-range of such flexible and affordable tools obtainable in the market.
For anybody who is not a millennial, do you recall when you had to keep files of thousands of papers by hand? It is such a reminder of the past era that makes us thankful for tools and technology available today.
The document collaboration tools are one of the innovative changes that have assisted in increasing the productivity of any workspace.
Table of Content
What is Document Collaboration?
Document collaboration states to more than one individual co-authoring a particular document. Nevertheless, most individuals nowadays when speaking about document collaboration refer to approaches for a team of employees to function together.
They can work on an automated document from computer workstations based at any place across the globe.
Initially online document collaboration utilized email, where comments would be specified in that email with the file or document attached. The issue was that this was not an apt document-centric resolution. The discussions and comments around the file were distinct from the file itself.
Most of these collaboration schemes need a server computer, which upholds the copies of documents for remote accessibility. This computer may be activated by the company possessing the documents or outsourced to certain services.
For this purpose, numerous firms are employing email less and document collaboration and file-sharing tools more.
Do You Really Need a Document Collaboration Tool?
The document collaboration software has several benefits that can aid your company get new heights of accomplishment with diminished overhead. Below are some of the reasons describing why you need a document collaboration tool:
-
Enhanced Collaboration in Dispersed Teams
Most of the organizations have huge work teams and offices in numerous dissimilar cities and in diverse time zones. There has to be an effective way to share files amongst these distributed teams and the solution for such organizations is online document collaboration.
Such tools not only bring the members closer but also provide a virtual workspace for colleagues to co-operate efficiently.
-
Integrated Knowledge Depository
Some of the collaboration tools comprise the alternative to manage the files into a searchable dome which makes it simpler to administer the combined knowledge of the team and make knowledge management and sharing easier.
-
Improved Accessibility
The chief benefit of employing document collaboration software is the ease to have access to any information. The document collaboration tools deliver a chief location for all documents, rich media, and other files.
This, in turn, makes it easy for team members to access information, regardless of their location.
-
Security Amplified
As we know that emails can be easily forwarded or unintentionally sent to an incorrect individual. But a collaboration software provides you with the capability to regulate who has access to your documents or files.
10 Best Document Collaboration Tools
Due to the recent Coronavirus epidemic, nearly all technology enterprises have shifted to remote working. The aim to curb the spread of the novel virus and hence, remote working turned out to be an appropriate solution.
Enterprises like Automattic, which introduced WordPress, already adopted ‘remote working’ before this epidemic as they shut their 15,000 sq feet San Francisco workplace since their ‘staff rarely showed up.’
Automattic provides its teams with $250/month extra money to expend coffee at Starbucks or on co-working spaces.
This move has led to an upsurge of several online document collaboration tools that can aid your teams’ work like they are in one place. Some of the finest document collaboration tools are as follows:
-
Zoho Office Suite
Zoho docs’ offers online document storage and organization proficiencies that assist project supervisors to keep their files, videos, images, and other such documents on track. This also makes it easier for all the teams to get such documents whenever they require.
This collaboration tool delivers functionality for around 160 dissimilar file types and has high-level encryption and security. It can be utilized by companies of any size as this tool is extremely scalable.
-
CloudTutorial
CloudTutorial is an exceptionally robust document collaboration tool that makes the assessing and approval procedure precise, profitable, and productive. This tool aims to make it easy for all your internal and external stakeholders to leave feedback on almost every type of document.
It provides the platform that assists the project managers and their teams to organize and centralize their work while they work together in real time. It can administer digital content intelligently, making the collaboration more operative.
This collaboration tool can be scaled to put up with teams of all sizes.
Build an advanced knowledge base for your customers and give them answers fast – real fast.
Take your app and help center to the next level with CloudTutorial.
-
Dropbox Paper
Dropbox Paper is the tool that aids remote and creative teams segment and exchanges their notions in an integrated place. This makes it amazingly easy to cooperate in real-time while they allocate tasks and make to-do lists.
Nevertheless, it does not deliver much urbane functionality. In its place, it emphasizes presenting a simple way, which makes it simple for the new users to begin and understand the functionality of the tool.
-
Paperflite
Paperflite is a file collaboration and project management platform that aids sales and marketing teams to organize, share, and allocate their vital content. This is the tool that aims to store all your content in a searchable and centralized hub.
Such a hub is updated regularly. You can trace crucial metrics such as downloads, views, average view real-time, and even shares.
It assists project managers to implement and organize several advertising collaterals. It aids them to organize, distribute, and curate more such resources specifically to put a termination to confusing and complicated email loops.
-
Google Docs
Google Docs, being a part of the Google Drive suite, is the platform that has a remarkable collection of document editing and formatting options. The sharing of files or documents here is very easy. Moreover, you can request collaborators via email or a shareable link.
Fundamentally, it is a cloud based substitute to Word that improves its worth through additional control and security for your project managers. You can upload and export google documents in a variety of formats like DOCX and PDF.
The documents here are auto-saved as and when you make any change. It is extremely easy to share files and you can also make them private.
-
Notion
Notion is a document collaboration software that offers slack integration and in-app comments. This ultimately increases visibility into the main areas of the project, upsurges transparency, and lifts the results.
It gives your project managers a tool that can be utilized to nurture discussion and collaboration in any project. It is very easy to generate dashboards without possessing any IT or coding experience. In turn, you can employ such dashboards to share data and track metrics.
-
Box
Box is a web-based tool that gives project administrators and managers a fundamental view of all the content in a particular project, which makes it beneficial from a project management outlook.
It is a platform that makes it extremely easy for your team collaboration of workers to promptly share documents and access their files anywhere it is needed. Consequently, they can effortlessly administer content and get all the files as required.
-
SharePoint
SharePoint proves to be an excellent tool in establishing itself as an intellectual intranet that sets prime platforms and resources at accessible places for any project manager and team member.
This is one of the best tools that deliver swift access to resources, team sites, and portals. It is a simple platform that includes a collection of additional traits. Some of them are annotation tools, desktop sharing and viewing, instant messaging, and web slides.
-
Quip
Quip is a team collaboration and communication tool that permits all the employees of the team to generate and edit live spreadsheets and documents. It eliminates long email threads from your workspace by supplying discussion threads and chat rooms for every document.
It is the tool for project administrators that organizes and centralizes their team’s development. It promotes collaboration by permitting them to manage projects, make and segment documents, and preserve close links with their colleagues.
A quip is an online tool that can be read on an extensive array of devices – Windows, Mac, iOS, and Android. This will help the team members to function together in smarter and faster ways.
-
Atlassian Confluence
Confluence is a file collaboration tool for the team members to connect internally. It allows the teams to generate, segment, and collaborate spreadsheets, documents, images, and presentations easily. Keeping the track of the project’s development is very easy in this software.
The team members can trace every change and version made to the samepage and link to Jira to offer insights into their progress work with quick issue creation, reports, and automatic networking. It is a collaborative and open tool that makes it simpler for its clients to work together on a huge collection of documents.
A report presented by McKinsey states that knowledge workers devote around 14% of their week collaborating and communicating internally. This study also displayed that cultivating internal teamwork through various tools could aid increase productivity by 20-25%.
Build an advanced knowledge base for your customers and give them answers fast – real fast.
Take your app and help center to the next level with CloudTutorial.
The comparison table of document collaboration tools presented below will help you choose one that will foster co-operation and productivity in your business.
| Document Collaboration Tool | Features | Pros | Cons |
|---|---|---|---|
| Zoho Office Suite |
|
|
|
| CloudTutorial |
|
|
|
| Dropbox Paper |
|
|
|
| Paperflite |
|
|
|
| Google Docs |
|
|
|
| Notion |
|
|
|
| Box |
|
|
|
| SharePoint |
|
|
|
| Quip |
|
|
|
| Atlassian Confluence |
|
|
|
In the present day, the best document collaboration tools are specifically document-centric. CloudTutorial offers businesses with a robust document-oriented collaboration experience.
This can permit the users to add content-related comments and tag the document, preserving the whole version records, history, as well as keeping all activities and comments linked with that document.
Try it out before you decide.
Create a test article NOW!
Using this tool, all you have to do is add your first test article and see how it looks. Now, you don’t have to sign-up or login into CloudTutorial software just to check how your first article appears.
