Collaboration becomes a real challenge when teams have to juggle multiple platforms to work together. Important details often get lost in the shuffle, leading to confusion and hold-ups that can throw projects off track. This scattered approach makes it tough for small businesses to keep everyone on the same page and move forward efficiently.
Real-time collaboration hurdles present another roadblock. Without effective tools for immediate interaction, remote and hybrid teams find themselves out of sync, unable to capitalize on spontaneous idea-sharing.
Perhaps most concerning is the financial burden of complex collaboration software. Small businesses operating on tight budgets are often trapped between inadequate free tools and enterprise-level solutions that are both expensive and overly complicated. This forces many to use multiple unconnected apps to fill their collaboration needs which creates problems with data integration.
But there's hope. We'll look at 7 collaboration tools (starting with our own solution, Softr) and discuss their key features, pros, cons, and pricing. We’ll also highlight ideal use cases for each tool. By the end, you'll have enough insights to decide which solution best fits your small business needs.
What is collaboration software for small businesses?
Collaboration software is a digital platform designed to improve team workflows and enhance productivity. These tools enable teams to work together efficiently, regardless of their physical location.
Collaboration software typically includes features like file sharing, which allows team members to access and edit documents in real-time. Project management capabilities help track progress and deadlines, while team communication features facilitate quick discussions and updates. So, by combining these features (and more), collaboration software creates a central hub for all team activities and reduces the need for endless email chains.
Why do small businesses need collaboration tools?
Here’s why your small business can’t do without team collaboration apps:
- Communication silos: Team members often work in isolation and this often leads to misunderstandings or even duplicated efforts. Important information gets lost in email threads or private chats which causes delays. Collaboration tools tackle this by providing centralized communication platforms where all team interactions are easily accessible to everyone.
- Project delays: Without a central system to track progress and deadlines, projects often fall behind schedule. Team members struggle to prioritize tasks and managers lack visibility into bottlenecks. Collaboration software offers project management features that allow teams to set clear timelines, track progress in real-time, and quickly identify roadblocks.
- Unorganized tasks: Task lists often become fragmented across multiple platforms or physical notes. This fragmentation leads to critical tasks being overlooked or forgotten. Collaboration platforms address this issue by offering centralized task management systems which come with benefits like centralized task visibility, efficient task prioritization, and streamlined progress tracking.
What should you look for in collaboration tools for small businesses?
Here’s what to focus on when choosing the best collaboration tools for small businesses:
- Ease of use: Small business owners often lack time and resources for extensive training, so clean interfaces and simple navigation are important. The best collaboration platforms allow users to jump in and start working productively almost immediately, without feeling overwhelmed by complex features.
- Affordability: Given that many small businesses operate on tight budgets, pricing plans offering flexibility and value are essential. Some platforms provide free-forever plans, which can be an excellent starting point for small teams or businesses testing the waters of digital collaboration.
- Integration capabilities: Small businesses often use diverse software for different purposes, such as CRMs for customer management, accounting software for finances, and project management tools for task tracking. Collaboration tools that can integrate with these existing systems create a more unified workflow. So, look for collaboration tools that offer a wide range of native integrations or support for popular third-party apps.
- Real-time collaboration features: Tools should offer capabilities for document sharing, simultaneous editing, and instant team communication. So, look for platforms that allow multiple users to work on the same document simultaneously, with changes reflected in real-time. Features like in-document commenting, version history, and the ability to revert changes can further enhance the collaborative experience.
- Security: This one is equally important—you need your platform to be at least SOC 1, SOC 2, and ISO 27001 certified, as these certifications indicate strong data protection practices. We recommend that you also check where the company servers reside and if the country has a good reputation on that matter. For instance, countries like Switzerland, Germany, and Iceland are known for strong data protection laws, while some may have concerns about data stored in countries with less stringent privacy regulations.
7 Best collaboration tools for small businesses to use in 2024
Below we discuss the best collaboration software for small businesses.
Tool 1: Softr
Softr is a no-code platform that empowers small businesses to create custom collaboration tools tailored to their specific needs.
Unlike traditional software, Softr doesn’t offer a standalone product solely dedicated to collaboration, rather, its collaboration tools are embedded across different use cases. This flexibility enables small businesses to design project management systems, CRM tools, or client portals that match their workflows, while large enterprises can create complex systems spanning multiple departments.
Softr integrates with different databases and third-party services, enabling teams to create dynamic collaboration environments. For example, its integration with Airtable allows teams to build collaborative apps on top of their existing data structures. Integration with Intercom enables teams to incorporate customer communication directly into their custom apps. For eCommerce, Softr's integrations with Stripe and PayPal allow for smooth transaction management and financial tracking within collaborative spaces.
Key features
- Drag-and-drop app builder
- Collaborative user portals
- Custom forms generation
- Project tracking tools
- Task management integration
- Dynamic search with filters and sorting
- Client-facing portals
- Embedded collaboration features
- Pre-built app templates
- Form submission triggers
- Real-time document sharing
- AI app generator
- Payment integration with membership sites
- User roles and permissions
- Integration with Airtable, Google Drive, and Slack
Pros
- Easy to use
- Active community
- Highly scalable
- Certification portal
- Responsive customer support
Cons
- Lacks native communication tools
Best suited for
- Custom CRM system creation
- Client project management
- Employee portal setup
- Internal workflow tracking
- Project management tools
- Business process automation
- Internal knowledge base creation
- Sales pipeline tracking
- Team collaboration hubs
- Inventory and order management
Pricing
Softr provides five tiers: Free, Basic, Professional, Business, and Enterprise. For businesses just starting out or those wanting to test the waters, Softr's free plan is notably generous compared to other collaboration platforms. It allows users to create one published app with up to 10 users, and includes essential building blocks like lists, grids, and tables.
For those needing more features and capacity, Softr's paid plans begin with the Basic tier, priced at $49/month when billed annually, or $59 if billed monthly. This starter plan expands the offerings to include 3 published apps, support for up to 20 app users, the ability to add custom code, and the option to embed Softr apps externally. This makes it suitable for growing businesses that require more flexibility and customization.
Tool 2: Planview
Planview is an enterprise-grade project management and collaboration software designed to streamline processes, foster team communication, and improve workflow efficiencies. What’s unique about Planview is that it covers every aspect of project and portfolio management. It provides advanced features for strategic planning, resource management, and detailed analytics, so it’s a robust choice for businesses with complex and large-scale projects.
Key features
- Task management
- Portfolio management
- Resource capacity planning
- Demand management tools
- Workflow automation engine
- Task dependencies setup
- Strategic roadmap planning
- Risk management features
- Timesheet tracking system
- Objectives and Key Results (OKRs)
- Agile and waterfall support
- What-If scenario planning tools
- Integrated financial planning
- Real-time analytics dashboards
- Sentiment analysis
- Advanced integrations (e.g., Salesforce, Oracle ERP, SAP)
Pros
- Extensive feature set
- Customizable features for diverse team needs.
Cons
- Higher pricing tiers
- Steeper learning curve
Best suited for
- Enterprise-wide portfolio oversight
- Collaboration across dispersed teams
- Digital transformation management
- Scaled agile framework adoption
- Product development lifecycle management
Pricing
Planview offers a custom quote based on your specific needs. So, to get an accurate pricing, you'll need to contact their sales team.
Tool 3: Slack
Slack is a communication-focused collaboration platform designed to streamline team conversations. Slack organizes conversations into channels, which can be created for specific projects, teams, or topics. Channels can be public (open to all team members) or private (restricted to select participants).
Using Slack, users can engage in private, one-on-one, or small group conversations through direct messages. This feature facilitates quick communication without cluttering shared channels.
Slack supports file sharing that allows users to upload and share documents, images, and other files directly within conversations. It integrates with many third-party applications so teams can centralize their workflows and access external tools without leaving the Slack interface.
Key features
- Channels for organized communication
- Direct messaging for private conversations
- Lists for task management
- Group conversations
- Pinning messages
- Voice and video calls
- Emoji reactions
- Polls and surveys
- File sharing and storage
- Search functionality
- Granular roles
- Mentions and notifications
- Do Not Disturb mode
- Message activity analytics
- 2600+ integrations
Pros
- Free plan available
- Easy to navigate
- Great for real-time communication
Cons
- Limited project management features
Best suited for
- Remote or distributed team collaboration
- Real-time project discussions
- Sharing updates and announcements
- Centralizing communication across different departments
Pricing
Slack's paid plans start at $8.75/user/month with the Pro plan. This plan includes unlimited message history, group audio and video meetings, and 24/7 support. Slack also offers a free plan, but it is limited to 90 days of message history.
Tool 4: ClickUp
ClickUp is a versatile project management and collaboration platform that helps small businesses streamline their workflows. It offers a comprehensive suite of tools to manage tasks, collaborate on projects, and automate various business processes.
Key features
- Task management system
- 1000+ templates
- Prioritization of tasks
- Recurring task automation
- Time tracking
- Task dependencies setup
- Customizable task statuses
- Project timelines
- Gantt charts and Kanban boards
- Custom field options
- Collaborative editing
- Mind map integration
- Comprehensive permissions
Pros
- Free plan available
- Mobile app
- Robust project management capabilities
Cons
- Steep learning curve
Best suited for
- Managing complex projects and tasks
- Coordinating cross-functional team efforts
- Streamlining business processes and workflows
- Centralizing project data and documents
Pricing:
ClickUp offers affordable paid plans starting at $11/user/month, which include cool features like built-in time tracking, Gantt charts, and unlimited file storage. For small teams just getting started, ClickUp's free plan provides features tools like Kanban boards, sprint management, and calendar view.
Tool 5: monday.com
Monday.com is a versatile work management platform that empowers small business teams to collaborate efficiently on projects, streamline workflows, and monitor progress all within a single interface.
What sets Monday.com apart from ClickUp is its more user-friendly interface and gentler learning curve, making it easier for teams to adopt quickly, unlike ClickUp's steeper learning curve and more complex feature set.
Key features
- Visual task tracking boards
- Time tracking feature
- Project timeline view
- Gantt chart integration
- Project intake and approvals
- File sharing support
- No-code automations
- Team collaboration tools
- Kanban board view
- 200+ templates
- Customizable task statuses
- Task dependencies setup
- Subtasks and checklists
- Notifications and reminders
- Workload management tools
- Data export options
- 70+ integrations
Pros
- Free plan available
- User-friendly interface
- iOS and Android apps
Cons
- Can be pricey for larger teams
- Reporting features could be better
Best suited for
- Campaign progress tracking for marketing
- Strategic planning for small teams
- Content calendar for social media
- Workload balancing across teams
Pricing
Monday.com offers a paid plan starting at $9/user/month. This basic plan includes 5GB of file storage, the ability to customize notifications, and 24/7 customer support. For those just starting, there's a free plan that supports up to 2 team members and provides 500 MB of file storage.
Tool 6: Hive
Hive is a comprehensive project management and collaboration tool designed to help small businesses streamline their workflows. It combines task management, automation, and team collaboration features in a user-friendly interface, making it easier for teams to stay organized.
Key features
- Task management boards
- Team messaging chat
- Project templates library
- Gantt chart view
- Time tracking
- File sharing
- Custom workflows setup
- Action cards assignments
- Calendar view integration
- Automations for tasks
- Approval workflow feature
- Subtasks and dependencies
- Forms for data collection
- Goal tracking system
- AI-powered analytics
Pros
- Free plan available
- Intuitive interface
- Built-in time tracking
Cons
- Higher price point compared to some alternatives
- Management of permissions and project hierarchy is cumbersome
Best suited for
- Marketing campaign planning
- Cross-team project coordination
- Product development tracking
- Client project management
- Remote team collaboration
- Event planning and execution
- Creative content production
- Resource and capacity planning
Pricing
Hive offers paid plans starting at $7/user/month, which allow up to 10 team members to access features like an AI Assistant, an in-app calendar, and up to 10 projects. They also have a free plan for teams of up to 10 people, but it doesn't include custom project fields or task labels.
Tool 7: Podio
Podio is the last small business collaboration software on our list. It’s a versatile collaboration and work management platform that helps small businesses organize their operations. Designed to manage tasks, projects, and workflows, Podio offers the flexibility to adapt to different business processes, so it’s suitable for different team structures and industries.
Key features
- Task management
- Customizable workspaces
- Automated workflows builder
- Team collaboration chat
- File sharing
- Meeting scheduling
- Calendar integration option
- Meeting scheduling tool
- Integrated CRM functionality
- Time tracking support
- Document management system
- Project template customization
- Role-based permissions control
Pros
- Free plan available
- Highly customizable
Cons
- Can be complex to set up initially
- Limited built-in templates
Best suited for
- Project and task tracking
- Sales pipeline management
- Product planning and development
- Business process management
- Team communication and collaboration
- Teams needing integrated CRM for client management
Pricing
Podio offers paid plans starting at $14/month, which include features like unlimited client users, automated workflows, and read-only access. While Podio has a free plan, it's mostly limited to basic task management features. Compared to other platforms, we find Podio's free plan less generous in terms of capabilities.
Now you're ready to optimize your collaboration efforts
Choosing the right collaboration tool can make a big difference for small businesses. While all the options we discussed have their merits, Softr offers something special. It's a no-code platform, which means anyone on your team can create custom tools without needing to know how to program.
Want real-time chat? Time tracking? Project boards? With Softr, you can build it all. This flexibility lets you tailor your workspace to fit your exact needs, and adjust as your business grows. The other tools we covered are good too, but Softr adapts to you, not the other way around.
What is Softr
Softr is the easiest way to turn your data into powerful business apps—no code required. Connect to your spreadsheet or database, customize layout and logic, and share with your team or clients.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
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Pasha Abdulov
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