Collaborative tools for optimal project management

Published on 29/09/2023

Collaborative tools for optimal project management

Published on 29/09/2023
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Collaborative tools for optimal project management  

Collaborative tools are key to managing remote work or a hybrid work model, flexible working hours, and geographically dispersed teams.

After a long year of remote work due to an unexpected pandemic, companies have identified that collaborative tools are the ideal solution for business continuity. Their influence has been so positive that during remote work, there has been a significant increase in the productivity levels of professionals. Therefore, ignoring these collaborative tools is not an option in the current reality, where the hybrid work model and digital transformation take center stage.

Collaborative tools, by promoting workplace flexibility, motivate professionals by giving them the ability to self-manage. This fosters a positive work environment and strengthens corporate culture.

Identifying a connected way of working, independent of location, time, and device, based on collaboration and sharing, is the key to the success of companies in the current reality. Here, collaborative management of business processes is free from the physical presence of workers.

What are collaborative tools and why are they essential?

In a reality influenced by digital transformation, any project requires proper technological qualifications. This translates to the need to adopt collaborative tools according to the specific needs of a project or the company. But what exactly are these types of tools?

When we talk about collaborative tools, we refer to platforms or applications that promote connectivity and teamwork. They operate through a cloud storage model, allowing all employees of a company to interact, not only with each other but also externally, with clients or partners.

Collaborative tools aim to improve the work process through specific features that allow planning, execution, monitoring, and analysis of different tasks and processes in a business project.

These platforms, within a work environment, facilitate the exchange of resources, communication, and collaboration in tasks and processes, thereby keeping information updated and enhancing work performance.

In addition to the accessibility of documents stored in the cloud, the great benefit of collaborative tools is their native ability to bring the entire workforce together in a single virtual environment. This way, the company can break free from traditional communication constraints and limitations, creating a healthy environment aligned with effective and agile work dynamics.

Criteria for choosing effective collaborative tools

As mentioned earlier, collaborative tools include functions for managing projects and tasks, making teamwork easier and more efficient.

The market for collaborative tools or project and task management software is vast. Therefore, choosing the ideal package of solutions requires a precise functional analysis, tailored to the team’s and the company’s needs. It is important to consider several key features to guide you toward the best tool.

Cloud Storage

One of the pillars of collaborative tools is the ability to store all information in the cloud. This allows the entire team to access, edit, and share any document, spreadsheet, or data from anywhere and at any time.

Most tools allow individual access permissions. Project managers or team leaders can determine which data each member can access or grant access to all panels and platform features.

Make sure the collaborative tool you choose has sufficient storage space for all the information used in your company’s projects.

Real-Time Communication

The ability to have real-time communications is a feature that most collaborative tools offer. This keeps processes and tasks related to company projects up to date.

Beyond traditional digital communication systems like video calls, instant messaging, or emails, collaborative tools often have dedicated panels for maintaining communication about the progress of activities and tasks. This is done through comments or updates on progress, immediately visible to the entire team involved.

Shared Calendar

The work calendar is essential for time organization, shifts, meetings, holidays, events, visits, and delivery dates for the progress of any project and the effective organization of the team’s working time.

Having a shared calendar within any collaborative tool is useful and beneficial for the team. It allows them to identify their colleagues’ availability and view relevant dates. It also optimizes their time management.

Integration with Other Tools

Collaborative tools generally have the option to integrate with other tools to complement them and create a more effective and comprehensive virtual work environment.

However, there are comprehensive tools with different functionalities that cover and automate most processes for business project development.

The Best Collaborative Tools on the Market

To help you set up a virtual work environment correctly with 2.0 collaborative tools, we invite you to discover the best ones on the market. These tools will boost the productivity of your company’s professionals and make achieving objectives easier.

Google Workspace

Google Workspace is a virtual workspace that brings together all productivity applications: Gmail, Calendar, Drive, Docs, Sheets, Presentations, video conferences, chat, to-do lists, and more.

Google has created a very comprehensive tool through which professionals can share, comment on, and edit documents. They can also hold video calls with clients, partners, colleagues, and teams. Moreover, it offers the option to live-stream videos via YouTube to enrich public profiles with additional content.

Not to forget its efficient communication channel, which allows for creating group chats for up to 150 people and video calls with up to 10 contacts simultaneously.

WorkMeter’s project management software

WorkMeter’s project cost measurement and control software that allows you to manage billing and margins, identify possible deviations and compare results with initial forecasts in real time.This allows for analyzing the profitability of projects, products, services, and even the company’s client portfolio at a glance.

Additionally, it features unique technology that allows for creating different projects and seeing the time each professional invests in each task, all fully automated. This provides visibility into activity and overall productivity in real-time.

All employees can access and export reports for each project. These include various graphs illustrating the overall progress of the project, making it easy to understand at a glance. The export capability enables integration with other platforms for process automation and data updates.

Our software is a comprehensive collaborative tool. Employees can input and share expense reports, comments, and attach documents. All information is recorded in the project’s history and can be accessed at any time.

With our project management software, you can maintain rigorous control over the company’s projects and identify their profitability, as well as that of the client portfolio. It also offers a comprehensive help center for easy navigation within its web environment. WorkMeter’s software offers a 15-day free trial.

Trello

Trello is a perfect collaborative tool for developing and managing the progress of complex projects with other collaborators. Unlike WorkProject, Trello only offers a board that focuses mainly on tasks and their completion, and reporting is manual. It stands out for its user-friendly interface.

It allows setting deadlines, attaching task lists to boards, categorizing teams and individuals, attaching links or files, and tracking activity records, all through columns. Each vertical section identifies the status of each task.

Slack

Slack is a very useful collaborative tool for communication between teams and colleagues. It is one of the most widely used communication applications, offering excellent instant messaging service and facilitating file sharing within a group of contacts. It is perfect for integrating with Skype, Twitter, and Google Drive as well.

In reality, collaboration opportunities expand, also touching Google Calendar and Trello. Besides, the possibility of using this application from any mobile device and web browser application makes everything more flexible.

Loom

Within a team, it may always be necessary to provide detailed explanations to coworkers. To provide clarity on updates or progress on a project, Loom is the right tool.

It is a Chrome extension that allows creating video recordings, with or without audio, which are stored in a shared online space.

Project Management software - free trial

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