You’ve probably heard of an online collaboration tool but might be unsure of what “online collaboration software” is or how it could work for your team collaboration and your business.

Online collaboration software is used for sharing, processing, and managing files between several users and systems. The software gives remote users the ability to work simultaneously on a task or project once logged into the system which makes project management considerably easier for all project team members.

It’s crucial therefore to choose the right intranet solution.

Why use collaboration software?

The main benefits of digital collaboration tools for business are to improve the productivity, amongst a group of individuals, (usually project team members), that don’t necessarily work in the same office space, at times, even working across global offices, so that they can all collaborate effectively and be on the same page on projects.

It allows organisations to streamline workflows, and manage tasks through cloud-based schedules, wherever their employees are.

For employees, it also means a greater deal of flexibility which can be highly appealing when applicants are looking at businesses to apply for work.

3 Advantages of Collaboration Tools

1. Increased speed and efficiency
2. Moving with the times
3. Improved client-customer relationships

How does it work?

Online collaboration software allows each user to create an online workspace that they can add data and documents to. This workspace is visible by everyone who has a login to the intranet software, regardless of where they are in the world, and the time zone they’re logging in. Changes, amendments, and updates to documents within the software are synchronized across the digital workplace, meaning that everyone who has access is always working off the most up to date version of the work.

Tasks can be assigned and scheduled to different individuals throughout the software, so that everyone logged into the system can see the workflow of their colleagues. Instant messaging can be set up, which helps to save time placing calls or waiting on email replies, so queries can be answered more effectively.

Why do companies use online collaborative productivity software?

The productivity benefits of collaboration software have been long apparent and is a must-have in today’s digital workplace.

These collaboration tools have made many companies more productive by making communications easier, improving brainstorming with remote team members, and letting employees share content, files, or other resources with anyone in the office or outside of it.

What are the benefits of using collaborative tools?

1. Increased speed and efficiency

Aside from the benefits mentioned above, there are several ways in which collaborative software can be used to help increase the speed of project completion, and the coordination of cross-continent teams. Collaborative software increases the efficiency of your team, as they can directly contact one another through instant messaging, built into the system.

Errors are reduced as documents are automatically saved into the online system, meaning work isn’t repeated by separate users – instead, they can all work on the latest information on the system. Deadlines can be tracked more easily across all people working on the project, and reminders can be set up to ensure everyone remains on track.

2. Moving with the times

Using collaborative, cloud-based software means you are removing the need for outdated, paper-based systems. Paper records of documents and information can easily be lost, so working purely from an online system is a far more effective way of recording and managing data. If your project team is working across international borders, it would be highly inefficient to work off a system that is a detriment to the speed the team are working.

As you reduce the amount of paper you use, you’re also creating a greener office environment, encouraging your team to utilise the online system in favour of an office full of wasted paper.

3. Improved client-customer relationships

Collaborative software can also help you to improve your relationships with your clients and customers. If you are the Account Manager working with a client, but the work is being managed by a team of people, you can easily log into the software to see where everyone working on the project is up to. This means you can adapt to your client’s requests for contact instantly, rather than panicking and trying to coordinate updates from your team, which is especially difficult if the team is split across several offices or countries.

Online collaboration platforms and software can also be set up to give your clients regular updates, so they don’t feel as though they must chase you for updates or information. You will also be able to see the planned schedule for future work, so if your client is looking for an update on future deadlines, you’ll be able to give them a realistic steer on when to expect work to land.

Overall, collaborative software will help you to improve the workflow efficiencies amongst your team, streamline your collaborative process and improve communication as people work from a shared system, and positively impact your external relationships as all the information you need is recorded and edited in a central system.

Going forward

If you’re looking to implement collaborative software within your business but want to understand more about the benefits and how the software can work for you, contact Claromentis today. We provide expert intranet solutions to improve the efficiencies of workflow management, for teams based across the UK and internationally. To understand how our collaborative software can help your business become more efficient contact us today on 0800 409 6101 or email [email protected].

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