Collaborative tools for optimal project management

Published on 19/04/2024

Collaborative tools for optimal project management

Published on 19/04/2024
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Collaborative tools for optimal project management

Do you have collaborative tools to optimize the management of your work teams? With the new work paradigm, it is essential to identify tools that enable intelligent work methods and foster connectivity between teams to promote your company’s growth.

Collaborative tools are key to managing remote work or a hybrid work model, flexible workdays, and remote teams.

After a long year of remote work due to an unexpected pandemic, companies identified that collaborative tools were the ideal response for business continuity. Their influence has been so positive that during remote work, a considerable increase in professionals’ productivity was demonstrated. Therefore, disregarding these collaborative tools is not an option in the current reality, where the hybrid work model and digital transformation are protagonists.

Collaborative tools, by promoting work flexibility, motivate professionals by giving them the possibility to self-manage, fostering a positive work environment, and strengthening corporate culture.

Identifying a connected way of working, independent of location, time, and device, based on collaboration and exchange, is the key to companies’ success in the current reality, where 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 qualification, translating into the need to adopt collaborative tools according to the needs of a specific project or the company. But, what exactly are these types of tools?

When talking about collaborative tools, reference is made to platforms or applications that promote connectivity and work among teams. 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 functionalities that allow planning, executing, controlling, and analyzing different tasks and processes of a business project.

These platforms, within a work environment, favor the exchange of resources, communication, and collaboration in tasks and processes, thus 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 gather the entire workforce in a single virtual environment.

In this way, the company can break the patterns that have always conditioned or limited communication and productivity, creating a healthy environment aligned with an effective and agile work dynamic.

Criteria for choosing effective collaborative tools

As mentioned earlier, collaborative tools include functions to manage projects and tasks, facilitating and optimizing teamwork.

The market for collaborative tools or project and task management software is vast, so choosing the ideal solution package requires precise functional analysis, according to the team and company’s needs. Therefore, it is essential to consider a series of key characteristics, which will guide you towards the best tool selection.

Cloud storage

One of the pillars of collaborative tools is the ability to store all information in the cloud, allowing the entire team to access, edit, and share any document, table, or data without any problems, from anywhere and at any time.

Most tools allow defining individual access permissions; project managers or responsible parties are in charge of establishing which data each member has access to or allowing access to all panels and platform functionalities.

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

Real-time communication

The ability to have real-time communications is a functionality that most collaborative tools have. This allows keeping processes and tasks related to the company’s projects updated.

Beyond traditional digital communication systems, such as video calls, instant messaging, or emails, collaborative tools usually have dedicated panels to maintain communication about the progress of activities and tasks, through comments or updates on progress, immediately visible to the entire team involved.

Shared calendar

The work calendar is essential for organizing schedules, shifts, meetings, vacations, events, visits, and delivery dates for the progress of any project and the proper organization of the team’s work time.

Having a shared calendar within any of the collaborative tools chosen is useful and beneficial for the team since, on the one hand, it allows them to identify the availability of their colleagues and visualize relevant dates, on the other hand, it optimizes the management of their work time.

Integration with other tools

Generally, a collaborative tool has the option to integrate with another tool that can complement it, thus creating a more effective and complete virtual work environment.

However, there are very complete tools with different functionalities that cover and automate most processes for the development of company projects.

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The best collaborative tools on the market

To properly configure the virtual work environment with 2.0 collaborative tools, we invite you to discover the best ones on the market, which will increase the productivity of your company’s professionals and facilitate the achievement of objectives.

Google Workspace

Google Workspace is a virtual workspace that brings together all workplace productivity applications: Gmail, calendar, drive, documents, spreadsheets, presentations, video conferences, chat, to-do lists, etc.

Google has created a very comprehensive tool through which professionals can share documents, comment on them and edit them, they can make video calls with clients, partners, colleagues, and teams. It also provides the ability to stream videos directly through YouTube to enrich their public profile with additional content.

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

WorkMeter’s project management software

WorkMeter’s project management software is a project measurement and cost control software that allows managing billing and margin, as well as identifying possible deviations and comparing results with initial forecasts, allowing, at a glance, to analyze the profitability of projects, products, and services, and even of the company’s client portfolio. All in real-time.

It also has a unique technology in the market that allows creating different projects and seeing the time each professional invests in each linked task, completely automatically. Thanks to this, it is possible to visualize the activity and total productivity, all in real-time.

All employees can access and export reports on each project, these include different charts that illustrate the overall progress of the project, being quite straightforward and visually appealing. The exportability feature allows integration with other platforms for process automation and data updating.

WorkMeter’s project management software is a complete collaborative tool. Employees can enter and share expense notes, comments, and attach documents. All information is reflected in the project history and can be consulted at any time.

With WorkMeter’s software, it is possible to keep thorough control of the company’s projects and identify their profitability, as well as that of the client portfolio. In addition, it has a comprehensive help center, which will facilitate navigation within its web environment. The project management software offers a 15-day free trial.


A perfect collaborative tool for developing and managing the progress of complex projects together with other collaborators. Unlike WorkMeter’s project management software, Trello only offers a panel that focuses mainly on tasks and their completion, and the report is manual. It stands out for its ease of use.

It allows setting deadlines, attaching task lists by board, classifying teams and individuals, attaching links or files, and tracking activity logs, all through columns. Each vertical section identifies the status of each task.


A very useful collaborative tool for communication between teams and colleagues. It is one of the most used communication applications as it offers an excellent instant messaging service and facilitates file sending within a group of contacts. Perfect for integration with Skype, Twitter, and Google Drive as well.

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


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

It is a Chrome extension that allows creating video recordings, with or without audio, these are stored in a shared online space. They can also be shared through the link provided by the tool, corresponding to the created video. It is very useful for creating tutorials and transmitting them to clients or collaborators, also for using them as a content marketing tool.

Teamwork is essential to achieve business success; to achieve it in a reality where digital transformation is the protagonist, communication and coordination must be maintained among team members, from any location and device, in addition to strengthening their motivation with flexible work models and reconciliation benefits.

All this is possible if the company has a virtual work environment built with the right collaborative tools, aligned with the company’s needs.

Now that you know the most effective collaborative tools on the market, it is time to identify what your work team needs to be more effective and make the best decision to optimize the management and development of your company’s projects.

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