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Leading work management software for project teams.


What is project collaboration?

Collaboration in project management involves individuals in a team sharing their expertise, skills, and knowledge to achieve common goals. Involving all stakeholders, especially clients, during the planning phase is crucial in preventing any scope creep or changes at later stages of the project.

Key features of project collaboration software

Key features of project management collaboration software

  • Collaborating with teams and clients with instant messaging
  • Scheduling virtual audio or video meetings
  • Shared team calendars for keeping track of meeting and events
  • Social media like Feeds to stay updated about all the project activities
  • Forums where project members can ideate and discuss important topics
  • Team folders to synchronise and manage all project documentation
  • Internal wiki that can act as a repository of important information and processes

Things to look for in a project collaboration tool

There are several important factors to look for in a project management collaboration tool. These are make or break features that ensure complete project collaboration is enabled for your team. Zoho Projects is a comprehensive tool that has all of these features. Let's check them out:

Stream of latest activities

Project Feed that facilitates online project collaboration by giving you a quick overview of the latest activities happening in your project. Learn More.

Activity feed in project collaboration tool

Discuss in project forums

Forums are interactive message boards where one can post a topic and let ideas flow back and forth. Any group project involves discussions, unlike emails, all topics are available at a central location. Learn More.

Discuss in Project Forums

Create intranet in project wiki

The Pages module in Zoho Projects offers an integrated wiki interface for your projects where you can create, share and organize your pages. Learn More.

Create intranet in Project Wiki

Chat with your project team

The chat rooms in our free project collaboration tool allow everyone on the project to quickly come together to discuss important topics and make decisions faster. Learn More.

Real time communication in project management collaboration software

Shared project calendar

Calendar gives you the power to revolutionize the way your project team works. In addition, you can gather notes, post links all in one place. Learn More.

Shared project calendar

Schedule team events

Schedule team events, gather notes, post slides and manage all important meetings of a project from a single place. Learn More.

Schedule Team Events

What are project collaboration tools?

Project collaboration tools refer to software with features designed to enable effective communication and collaboration among project managers, team members, and other stakeholders. Collaboration can take different forms depending on the team's preferences, ranging from face-to-face meetings and instant messaging to regular status updates. Project management collaboration tools typically cater to some or all of these needs to facilitate smooth project execution.

Why do project teams need collaborative project management software?

Project teams need collaborative project management software to facilitate open communication between project managers, team members, and all other stakeholders involved in the project. Collaborative project management software allows teams to work together and achieve common business goals by providing features like email, document sharing, group calendar, team collaboration, and real-time collaboration

  • Ensure timely completion of projects
  • Streamline information retrieval process
  • Facilitate teamwork and alignment towards shared business objectives
  • Promote transparency and keep stakeholders updated on critical decisions
  • Monitor individual and team progress effectively

To fulfill these requirements, collaborative project management software should include essential features such as email integration, document sharing, group calendars, team collaboration tools (e.g. calendars and meetings), and real-time collaboration tools (e.g. streams, chats, and forums).

Project collaboration software

Benefits of project collaboration software

  • Collaborate with teams, create workspaces, and track progress efficiently
  • Use project forums to escalate critical issues and get immediate solutions from experts in the team
  • Project management and collaboration are interdependent; simplify decision-making through group chat to eliminate excessive email communication
  • Empower individuals to come together and unlock their group's potential with the best project collaboration tool
  • Facilitate communication and enhance knowledge sharing among team members to achieve project goals
  • Integrate all work elements to deliver quality projects to clients at reduced costs

How does Zoho Projects stand as the best project collaboration software?

Zoho Projects provides the exact set of project collaboration tools which helps the team members involved in the project to come together, plan, collaborate and get work done faster. It helps you to create a project workspace to increase productivity, reduce costs and drastically improve collaborative efforts across geographically separated teams. It’s one of the best project collaboration software because of its

  • Get projects done on time
  • Quickly find any information they need
  • Communicate and work together to achieve common business goals
  • Keep all stakeholders informed about important decisions
  • Track individual and team work to analyze progress

In order to fulfil these requirements, a project management collaboration tools have core elements like email, document sharing, group calendar, team collaboration (Calendar, Meetings) and real-time collaboration (Stream, Chat, Forums).

Importance of project collaboration

Collaboration allows team members to leverage their strengths, knowledge, and skills to work towards a common goal. It encourages creativity, innovation, and problem-solving by exposing teams to diverse perspectives. This process is also vital in fostering a sense of unity and ownership, which directly impacts motivation and productivity.

Effective collaboration also ensures that all team members are on the same page and working towards the same objectives. By working together, team members can share resources, distribute workloads, and support each other throughout the project lifecycle.

Overall, project collaboration is crucial for achieving efficient, high-quality results that meet project goals and stakeholder expectations.

Project management vs. project collaboration

AspectProject collaborationProject management
DefinitionInvolves working with others to achieve a common goal, emphasizing teamwork and communication.Involves planning, organizing, securing, leading, and controlling resources to achieve specific goals.
FocusTeam interaction and cooperation.Reaching project goals and meeting success criteria at a specified time.
ScopeGenerally broad, encompassing all forms of communication and interaction among participants.More structured with defined objectives, timelines, and deliverables.
Tools usedCommunication platforms, file sharing, live editing software, and discussion forums.Scheduling tools, resource allocation tools, risk management tools, and budget management software.
OutcomeEnhanced teamwork, improved communication, and more inclusive decision-making.Successful project completion within the allocated time and budget constraints.

Tips to improve project collaboration

  • Use collaborative tools: Invest in good quality collaboration software that offers features like messaging, video conferencing, document sharing, and live document editing. Tools such as Zoho Projects, WorkDrive, Cliq, and Mail can be crucial.
  • Regular updates and meetings: Hold regular meetings to ensure all team members are on the same page. These can be daily stand-ups or weekly check-ins. Use these meetings to address concerns, update the team on progress, and discuss future steps.
  • Clear roles and responsibilities: Clearly define each team member’s role and responsibilities to avoid confusion and overlap. This clarity helps team members know to whom they should turn for specific issues and how they fit into the overall project.
  • Encourage open communication: Foster an environment where team members feel comfortable sharing their ideas, concerns, and feedback. Open communication can lead to innovative solutions and help prevent minor issues from becoming major problems.
  • Document everything: Maintain thorough documentation of all project-related communication and updates. This can include meeting minutes, project timelines, decision logs, and feedback sessions. Documentation ensures that everyone has access to the same information and can refer back to it as needed.
  • Set common goals: Align your team around common goals and objectives. When everyone understands the big picture and their role in achieving it, it can increase motivation and cooperation.
  • Foster a team culture: Build a positive team culture that encourages trust and mutual respect. Activities that enhance team bonding or informal gatherings can improve interpersonal relationships, making collaboration more natural and effective.

Top project collaboration tools

Here's a list of tools that you can use to enhance collaboration in your organization.

  • Zoho Projects
  • Zoho Cliq
  • Slack
  • Zoho Mail
  • Gmail
  • Zoho Meetings
  • Zoom
  • Microsoft Teams
  • Wrike