We’ve all been there – you have a project with a quick turnaround that needs your team’s input and feedback. How do you collaborate? Traditionally businesses have used email, the default communication medium. But without truly collaborative components like project management and real-time document collaboration, email is quickly being replaced by collaboration software as the tool of choice for the modern team.
Struggles with Email
While essential to the workplace, email lacks vital collaborative features and can become cumbersome and inefficient. Take a look at some of the disadvantages of using email as your main communication tool instead of more advanced collaboration Software.
- Overflow: One of the biggest issues with collaboration through email is the inevitable overflow of email into your inbox. Sifting through email chains with identical subject lines and different attachments can become a huge waste of time.
- Restrictive: Email often becomes restrictive – and frustrating – when it comes to sending attachments. Documents exceeding a certain size are often left pending in your outbox or may never be sent at all, a situation that isn’t ideal when you’re trying to quickly work on a project.
- Version Control: When a team of people works together on a document, collaboration can get messy. More often than not, various editions of the document will be overlooked, leading the next set of edits to be on the incorrect version – just when you thought the document was finalized.
- Safety: It happens – you’ve sent an email to the wrong person. But what if that information was confidential? With email, it becomes far too easy to put sensitive information in the wrong hands.
How Collaboration Software Helps
Collaboration software is a great alternative to the clunky, archaic collaboration tool that is email. Here are some ways that collaboration software can help your team establish a more effective and collaborative environment.
- Cloud Collaboration: Most collaboration software is centralized into a single cloud-based application. This way, you and your team can access your projects, files and tasks anywhere on any device.
- Streamlined Communication: Instead of sifting through dozens of emails, team members can easily and efficiently communicate through discussion threads.
- Document Editing: Thanks to cloud sharing, everyone will have access to the latest version of the document you are working on. Even better, most collaboration software will lock the document if a team member is editing it, putting a stop to numerous members creating different editions of a document.
- Workflow and Project Management: Speed up your routine business processes by assigning tasks, sending alerts and more. You’ll know exactly where your projects stand and be able to manage resources to keep things moving forward.
- Reduce Risk: A great perk of collaborative software is the security it offers. You’ll be able to control what individual users can do and prevent unauthorized access. Some collaborative software will also perform daily system-wide backups to ensure no data is lost, keeping your confidential information safe and protected.
Collaboration software is a powerful tool that enables teams to collaborate around files, share ideas, manage projects and combine knowledge from anywhere at any time.
Outbound versus inbound
With email you link people to information by sending it out, with collaborative software you attract people to information. A totally different approach
If you have experience in this matter, please share as comments on this blog