Project Collaboration Software

This type of software allows for project management and team collaboration for small teams as well as large enterprises. Teams can manage projects, share documents, and assign tasks in an efficient manner. They can easily organize documents, work with clients and communicate with each other, all in one central application. You can get real-time status updates from all of your team members and quickly track activity across different projects. It also offers the ability to share files seamlessly. This type of software is often essential for small and large teams working on various projects to manage and organize their efforts efficiently.  Read the full software guide...

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What is Project Collaboration Software?

Project collaboration software combines the key features and functionalities of team collaboration and project management software into one integrated solution. This type of software can help teams plan, organize, manage and monitor the projects they are working on.

The software enables users and teams to centralize project communication, store important documents, share files, add comments and make changes to live documents, assign and manage tasks, collaborate with clients and coworkers, track activity streams, share screens and manage different versions of a document.

Most products offer calendar functionality to help schedule appointments and meetings and manage deadlines. More advanced products allow you to break a project into small milestones, tasks and subtasks.

You’ll also find products that help track activity across multiple projects and offer visibility into each team member’s progress through Kanban view and Gantt charts.

The collaboration and communication tools also help companies save time and money as potential issues on design and development procedures as well as redundant tasks can be identified quicker and earlier, before the project moves on to the next phase of development.

How To Choose Project Collaboration Software

Choosing the right project collaboration software solution is a vital business decision, especially for small- and medium-sized businesses with limited budgets and resources. It is crucial that you carefully consider your options as well as a few key factors and requirements associated with your business and your project collaboration efforts.

The following are some of the key factors you need to consider when choosing a project collaboration software solution:

Current and future needs

It is important to consider both the current and future needs of your organization when assessing this type of product so you will know exactly what to look for and what to expect from your project collaboration software.

If your business has plans for expansion and future growth, you need to ensure that the software you choose can scale and adapt to your business's needs. If the software is on a subscription-based model then moving to the next level of the subscription should be easy and not impact your operations.

If your software can accommodate growth through introducing more users and features quickly then this is an ideal solution for your project collaboration needs.

Features and capabilities of the product

The software platform you choose should come with basic project management and collaboration features designed to increase the productivity and efficiency of all staff members involved in the collaboration process. These features should be responsive, user-friendly and capable of promoting a collaborative environment. The product should also be easy to implement, ensuring adaptability among all team members both internal and external.

The best way to assess the features and capabilities of a software product is to take advantage of the free trials and the free basic plans that most reputable vendors offer. The key features you need to look out for in a project collaboration software package are real-time collaboration tools such as streaming, forums and chat messaging.

When it comes to growth, the solution you choose should include more advanced features that improve on all of your existing features and will dramatically increase your team's productivity and collaborative efforts. Group calendar functions, email service and document/file-sharing capabilities are also ideal features to consider.

Cost-effectiveness of the product

Choosing the right solution for your business based on your budget means you should consider the features you need, the scalability and potential growth and the model and deployment method that fits your current business's needs.

Cost and budget is always a significant factor in any purchasing decision, especially to those with a limited budget. So to make sure you maximize your investment, you need to consider the long-term value of the collaboration software you’re buying.

Other factors to consider are the maintenance cost, upgrade fees and other potential expenses. If you’re thinking of opting for cloud-based or online collaboration tools, you may not have to worry about maintenance and system upgrades since service providers and vendors usually cover those.

Consider the quality and level of customer support

High-quality and reliable customer service from the vendor is not only appreciated but very important as well, especially when it comes to the technical aspects of setting up and customizing your collaboration software.

To fit seamlessly into your current software infrastructure, customer support services like one-on-one training, tutorials and a comprehensive knowledgebase should come with the software and allow for it to be integrated easily.

Not all companies are the same and when it comes to project and task management, the needs of one organization may differ from yours. For example, one company may require a full-featured project management software system with a robust collaboration package. Another may just want a reliable internal collaboration and communication system for standard projects.

Types Of Project Collaboration Software

Project collaboration software is primarily designed to help users handle group tasks and activities. The software is used mainly by groups and team members to coordinate task assignments, communicate with each other, promote cooperation, share files and ideas and solve problems as a team.

There are two key factors when it comes to this type of software; time and location. The former refers to two key aspects of collaboration; real-time or synchronous collaboration, where everyone is working together on a task at the same time; and asynchronous collaboration, where team members work together at different times.

The latter, which is location, also refers to two aspects; face-to-face or collocated, where everyone is working together in one location; and non-collocated, where individuals of the same team are working together from different locations.

Synchronous or real-time collaboration systems

These are software programs that allow multiple people to use or gain access to document and/or project data, regardless of their location. A good example of such software is shared whiteboards. They enable users to work efficiently together in real-time on an online platform. Other examples include video communication systems, chat systems and decision support systems.

Asynchronous or non-real-time collaboration systems

One of the most common examples of asynchronous collaboration software is an email service. Email is still the most commonly used tool for collaboration and communication and can be utilized and integrated into the software easily.

Today’s email platforms come with more advanced collaboration features and capabilities such as intuitive algorithms that allow for easier mailing group creation, for efficient forwarding or filing of messages and for attaching multiple files and documents within a single message.

Modern email platforms are also capable of automatically sorting, processing and routing messages online.

A few other examples of asynchronous collaboration tools include mailing lists and newsgroups, workflow systems and group calendars.

Collaboration software systems can be broken down further into three main types based on their functional capabilities. Referred to as the 3 Cs; communication, conferencing and coordination, each of the three types is crucial to the effectiveness of your project collaboration software.


Communication features include email services, instant messaging/chat, voice mail, VoIP (voiceover internet protocol) and other video call systems. File sharing tools like Google Drive and Google Docs may also belong in this category, as well as a website or online collaboration tools that can be accessed readily for communication and file-sharing purposes.


Conferencing platforms make it possible for multiple people to conduct real-time meetings and discussions, regardless of their location, through virtual meeting rooms with a designated moderator who is responsible for overseeing the exchange of information during the virtual conference.

Having the ability to conduct online meetings is very useful for companies working with individuals or groups from various locations, especially in instances where important decisions have to be made. A few examples of conferencing tools include online forums, IM conferencing, video conferencing, community boards and social media group chats.


Coordination refers to team collaboration tools that facilitate scheduling, deliverables and group activities. Coordination software systems are typically used in complex interdependent task management to accomplish a common objective.

Some of the tools you can expect from a coordination software solution include calendars, time tracking systems, client portals, spreadsheets, Gantt charts, as well as alerts and status updates. These tools will enable team members to be more coordinated, be aware of looming deadlines and keep track of project status.

Benefits Of Project Collaboration Software

Using project collaboration software has many benefits that can result in a much more efficient project management process and faster completion of complex tasks and objectives. The following are a few reasons why you should probably invest in a good collaboration software package for your organization:

Significant time savings

Tackling large company projects can be challenging and time-consuming, especially when you’re working with other team members who may have their own ideas and methods to achieve the same goals.

It will take more time and effort to complete a project if everyone working on it without effective collaboration.

This is where project collaboration systems are ideal, as the software will help make sure everyone is on the same page so every individual knows what they should do, tasks are well coordinated so everyone will have access to all the resources they need to do their jobs and all team members are communicating effectively so any issues that arise can be discussed and/or resolved in real-time without delay.

Implementing and embracing team collaboration tools can help eliminate uncoordinated work from all contributing members of any project. It also helps in identifying unnecessary and redundant tasks that will only waste everyone’s time and effort.

Improved project management

Maintaining a firm grip on a project and making sure nothing goes awry during the development process is not easy. Project collaboration is of utmost importance if you want a project done properly and on time.

Utilizing a collaboration software solution is the most effective means of ensuring the successful completion of collaborative projects. It is also the most surefire way to get the most out of the team you’ve assembled for the project.

Project collaboration software can help open lines of communication among team members, making sure that even when there are multiple people involved in a particular project they can still be effective and work as a single cohesive unit to accomplish objectives.

Strengthen team dynamics and relationships

The best way to develop strong and effective working relationships among employees is to have them collaborate and work together to accomplish a common objective, be it in the form of task assignments or company projects.

Project management platforms with comprehensive collaboration features are specifically designed to provide an ideal working environment for individuals who want to work together as one unit with singular intent.

With online collaboration tools, all members of the team can comfortably work together without losing confidence with one another, even when they are all working from different locations with different time zones.

Team members will be notified of any changes made to the project, they can set up online meetings through live group chats as well as phone and video conferencing if there are potential issues that need to be resolved.

Project collaboration software is an invaluable solution for businesses of all sizes that manage many projects on a regular basis. It is great for those who work with a team that doesn’t necessarily do things in a conventional way.

Some team members might be working from home, in a different city or perhaps a different continent. Project collaboration software allows users, teams and departments to coordinate, communicate and collaborate effectively on all projects that are being worked on.

Common Features of Project Collaboration

2-Factor Authentication Adds an additional layer of security by requiring an extra step in the login process. Usually external devices are required for this or a text message with a verification code is sent to the user when trying to login.
API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Batch Permissions & Access Control user or group access and permission settings for software or other systems.
Budgeting Planning and tracking capabilities for financial budgets and plans often used to manage funds across different departments or for investor / shareholder oversight.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Contact Management Manage large amounts of personal or business contacts in a centralized system.
Contact Sharing Share contacts across teams or platforms to give access to others or to migrate address books across different systems.
Customer Management Manage customer databases and/or track outstanding shipments, payments and more.
Dashboard Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Data Visualization Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.
Email Integration Integration with email clients or providers to create and send emails as well as view received emails within an application.
Expense Tracking Track employee travel and other expenses to stay on top of budgeting requirements and reimbursements.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Gantt Charts A particular type of flowchart using horizontal bars to illustrate time intervals. Mainly used to visualise the use of resources or duration of tasks over the course of a project.
Google Apps Integration Integration with the G Suite, including Gmail, Google Docs, Google Sheets, Google Calendar, etc.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.
Resource Management Manage company's internal and external resources efficiently.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Task Scheduling/Tracking Schedule and track tasks and deliverables in form of to-do-lists.
Third-Party Plugins/Add-Ons Offers additional features or integrations built by third-party developers in form of plugins or add-ons.
Travel Management Manage travel plans and expenses for employees, prospects or potential recruits through a central environment.

Latest User Reviews of Project Collaboration Products

Claire Bill
12 Feb 2021
"Excellent product for managing projects"

It effectively manages projects in our organization. Our customers are satisfied by our services since their assignments are done on...

Peris Ayiela
14 Feb 2021
"Project management platform that is fully ..."

Wrike makes it easy for project managers to schedule and assign tasks to teams and follow-up on them. The reporting tools of Wrike a...

Gautam Nageshkar
24 Feb 2021
"Product review"

One of the things that I really like about KreativBricks is that it gamifies working for my team and almost doubles the productivity...

Easy Projects
Deonte Monroe
24 Feb 2021
"Easy Project gets the job done for basic p..."

I have been using Easy Project for 2 plus years with my organization. Its capabilities are more than adequate I find it easy to use....

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