Online collaboration tools enable teams to work together on projects and tasks, regardless of their physical location. These software solutions provide features such as real-time communication, file sharing, project management and document collaboration.
Whether your team is spread across different time zones or working remotely, the right online collaboration software can bridge the gap and keep everyone on the same page.
In this guide, I reviewed the best online collaboration software for different use cases to help you discover the ideal tool for your organization.
Top online collaboration software comparison
Google Workspace: Best overall
Google Workspace stands out as the best overall online collaboration software due to its all-inclusive suite of tools, seamless integration and ease of use. It is ideal for businesses of all sizes, providing essential services such as email, cloud storage, collaboration tools and security features, making it an all-in-one solution.
Why I chose Google Workspace
With applications such as Gmail, Drive, Docs, Sheets, Calendar and Meet, Google Workspace caters to a wide range of business needs. It is a collaboration ecosystem, and its integration and cloud-based nature make it an excellent choice for businesses of all sizes.
Pricing
- Business Starter: $6 per user per month when billed annually or $7.20 per user/month when billed monthly.
- Business Standard: $12 per user per month when billed annually or $14.40 per user/month when billed monthly.
- Business Plus: $18 per user per month when billed annually or $21.60 per user/month when billed monthly.
- Enterprise: Custom pricing.
Features
- Gmail for professional email.
- Google Drive for cloud storage.
- Google Docs, Sheets and Slides for real-time collaboration on documents, spreadsheets and presentations.
- Google Meet and Chat for video conferencing and messaging.
- Google Calendar for shared calendars for scheduling and event planning.
- Google Keep for note-taking and task management.
Integrations
Some of the third-party apps you can connect with Google Workspace include:
- Lucidchart.
- Zoho Notebook.
- Zendesk.
- Mailtrack.
- Dialpad.
- Kahoot.
- Confluence.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, read the full Google Workspace cheat sheet.
Microsoft 365: Best for remote work and mobile productivity
Like Google Workspace, Microsoft 365 enhances collaboration and communication in personal and professional settings. Central to its offering are familiar tools like Word, Excel and PowerPoint, which are optimized for online use and mobile devices, allowing document creation and editing from anywhere.
Microsoft Teams integrates chat, video conferencing and file sharing into one platform, fostering real-time communication and collaboration across dispersed teams. The cloud storage solution, OneDrive, ensures that files are always accessible, while SharePoint enables secure, centralized document management and collaboration.
Why I chose Microsoft 365
I chose Microsoft 365 for its robust and versatile set of tools that provide solutions to various needs, from document creation and data analysis to project management and communication.
Pricing
Microsoft 365 offers a range of pricing plans that meet different business requirements:
- Microsoft 365 Business Basic: $6 per user per month, billed annually.
- Microsoft 365 Apps for Business: $8.25 per user per month, billed annually.
- Microsoft 365 Business Standard: $12.50 per user per month, billed annually.
- Microsoft 365 Business Premium: $22 per user per month, billed annually.
Features
- File storage and sharing.
- Ability to manage calendar, share available meeting times, schedule meetings and set reminders.
- AI-powered assistance.
- Project and customer relationship management.
- Conferencing tool that allows hosting webinars for up to 300 people.
Integrations
- Dropbox.
- Salesforce.
- Trello.
- Slack.
- Zapier.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, read the full Microsoft 365 guide.
ClickUp: Best for all-in-one project management
ClickUp caters to teams of all sizes, offering a customizable platform that adapts to various workflows and industries. It provides tools for team collaboration, including comments on tasks, mentions, file sharing and real-time editing.
Why I chose ClickUp
ClickUp stands out due to its all-in-one approach, integrating many functionalities that other tools often offer separately. It combines task management, document collaboration, time tracking and communication, making it the go-to solution for cohesive team operations.
SEE: Our project manager hiring kit can help you find the best person to lead your project teams.
Pricing
- Free Forever: Includes basic features suitable for individuals and small teams.
- Unlimited: $7 per user/month, billed annually, or $10 per user/month, billed monthly.
- Business: $12 per user/month, billed annually, or $19 per user/month, billed monthly.
- Enterprise: Custom pricing for large organizations needing advanced security and custom solutions.
Features
- Automate repetitive tasks.
- Task management.
- Real-time chat.
- Multiple project view options.
Integrations
It integrates with more than 1,000 third-party apps, including:
- Slack.
- Jira.
- Salesforce.
- Figma.
- Hubspot.
- Zapier.
- Make.
- Microsoft Teams.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, read the full ClickUp review.
Zoho Projects: Best for task collaboration
Zoho Projects balances functionality and ease of use. The software is packed with features that span across various aspects of project management, from task management to document sharing and collaboration. The user-friendly interface ensures that both beginners and experienced users can use the platform without hassle.
Why I chose Zoho Projects
Zoho Projects’ intuitive interface, extensive customization options and seamless integrations with other Zoho products and third-party applications make it a versatile solution for managing diverse projects.
Pricing
- Free: Ideal for small teams with up to 3 users and two projects.
- Premium: $4 per user per month, billed annually, or $5 per user per month, billed monthly.
- Enterprise: $9 per user per month, billed annually, or $10 per user per month, billed monthly.
Features
- Several project templates.
- Advanced task/issue reports.
- Task management.
- Document sharing.
- Built-in chat and forums.
Integrations
- Zapier.
- Zendesk.
- Microsoft Teams.
- Office 365.
- Slack.
- ServiceNow.
- Dropbox.
- SharePoint.
- GitHub.
- BitBucket.
- GitLab.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, read the full Zoho Projects review.
Features
- Real-time messaging.
- 2,600+ apps and integrations.
- One-on-one or small group conversations.
- Search functionality to find past conversations and files.
- Supports both synchronous and asynchronous communication.
Integrations
- Google Drive.
- Trello.
- Asana.
- Zoom.
- Jira.
- GitHub.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, read the full Slack review.
Miro: Best visual collaboration app
Miro offers an enterprise-friendly solution that, at first glance, seems like a whiteboard app. But Miro serves as much more than a collaborative drawing board, thanks to its number of third-party app connections, breadth of tools and depth of community sharing. In addition to drawing, Miro includes tools for specific tasks, such as diagramming and mind mapping, along with advanced features like voting on boards.
Why I chose Miro
Miro supports various collaborative activities that range from brainstorming sessions and strategic planning to agile workflows and design thinking. Miro’s flexibility and the ability to customize boards to fit specific needs stood out.
SEE: Best free mind mapping software
Pricing
- Free: Unlimited team members with up to three editable boards.
- Starter: $8 per user per month, billed annually, or $10 per user per month, billed monthly, with unlimited boards and users.
- Business: $16 per user per month, billed annually, or $20 per user per month, billed monthly, with unlimited boards, team members and security features.
- Enterprise: Tailored to each customer’s specific needs.
Features
- Collaborative whiteboard.
- Remote team management.
- Visual project planning.
- Design thinking.
- Ideation and brainstorming.
- Prototyping and testing.
- Built-in timer, voting, video chat and estimation app.
Integrations
- Zoom.
- Slack.
- Google Drive.
- Sketch.
- Webex.
- Jira.
- Confluence.
- Trello.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, see how to use Miro as your whiteboard in a virtual meeting.
Vuforia Chalk: Best remote troubleshooting app
Vuforia Chalk allows people to make virtual chalk marks during a live video conferencing session. Unlike in a standard video conference, the stream pauses when a participant starts to draw, ensuring they can leave their mark exactly where they want it. The augmented reality app ensures each mark made stays in the appropriate place — seemingly “sticking” wherever it was drawn, even as conferencing participants move devices and screens around. The app is an excellent way to remotely make practical expertise available to people.
Why I chose Vuforia Chalk
I picked Vuforia Chalk because it facilitates real-time problem-solving and instructional support with minimal technical overhead. The app’s AR capabilities make it particularly useful for manufacturing, maintenance and field service industries, where visual guidance can significantly reduce downtime and errors.
Pricing
Vuforia Chalk is a subscription-based service offered by PTC, so pricing is determined case by case. Potential customers must contact the PTC sales team directly to get a quote. Those interested can also try the 30-day free trial.
Features
- Augmented reality technology: Vuforia Chalk provides advanced AR technology that allows users to draw virtual objects on real-world surfaces and share them with remote experts.
- Vuforia Chalk enables remote collaboration between the user and an expert, allowing them to communicate in real time, draw annotations on the user’s screen and work on the same AR view.
- It leverages AI-powered annotations to provide users with a quick and easy guide.
- Vuforia Chalk supports RealWear HMT-1, HMT-1Z1 and Navigator 500.
Integrations
PTC ThingWorx: Vuforia Chalk integrates with PTC’s IoT platform for enhanced functionality.
Pros and cons
| Pros | Cons |
|---|---|
|
|
For more information, watch how to troubleshoot remotely with the Vuforia Chalk AR app.
Be My Eyes: Best for visual assistance
The Be My Eyes mobile app lets people with low or no vision connect with sighted people via a live video call. The app shares video from the back-facing camera of the person who seeks help, so the remote, sighted person may offer assistance with the task at hand. The app offers versions that work on both iOS and Android devices and is free to use for blind and low-vision users as well as sighted volunteers.
Why I chose Be My Eyes
Be My Eyes stands out for its integration of technology and community support to provide real-time assistance to those with visual impairments. The app’s ability to offer immediate help through a global network of volunteers makes it a valuable resource for enhancing accessibility.
Pricing
Be My Eyes is a free service with no pricing options. The organization relies on donations and volunteers to provide its services.
Features
- Video-call collaboration.
- Accessible support for blind and low-vision individuals.
- Compatible with various mobile devices and operating systems.
- Global and linguistic accessibility: The app is available in more than 150 countries, has over 6 million volunteers and has over 450,000 blind and low-vision users. It also offers access to a wide range of languages.
Integrations
- Zendesk.
- Microsoft.
- Google Assistant.
- Clearblue.
Pros and cons
| Pros | Cons |
|---|---|
|
|
SEE: 8 Best Flowchart Software Tools for 2024
How do I choose the best accounting software for my business?
Before deciding on the right collaboration tool for your business, it’s essential to identify your business needs. Understand what kind of collaboration you need, your goals and the information you have to share and manage.
Then evaluate the features and benefits of different collaboration tools, focusing on how easy a prospective tool is to use, how secure it is and whether it can be used on multiple devices and platforms. Additionally, consider the pricing as well as scalability, if you plan to grow your business in the future.
Test it out with your team and collect user feedback. This will ensure you make the best decision for your business.
Methodology
To compile this list of the best digital collaboration tools, I evaluated several software programs based on usability, feature set, customization, scalability and pricing. Although this list consists of a variety of applications, the review was focused on evaluating the software’s collaboration capabilities. Therefore, I did a more detailed analysis of the software’s team collaboration features.