None of us is as smart as all of us. At least, that's the guiding principle behind good collaboration. But putting your heads together in a digital space can often make for an uncomfortable fit. Without the right team collaboration tools to seamlessly support a real-time back-and-forth, it can feel as though everyone's trying to cram their noggins into the same thinking cap—at the same time. That's a headache just waiting to happen.
The right collaboration app can bring you all together in a way that's comfortable, efficient, and less likely to have folks butting those heads. Of course, the best app is going to depend on the kind of work your team does, as well as the ways in which each of you—and all of you—work most effectively.
Here, I'll give you a tour of collaboration software options designed to support you and your team so that your future collaborative efforts will come out…ahead (sorry).
The best collaboration software
How we evaluate and test apps
Our best apps roundups are written by humans who've spent much of their careers using, testing, and writing about software. Unless explicitly stated, we spend dozens of hours researching and testing apps, using each app as it's intended to be used and evaluating it against the criteria we set for the category. We're never paid for placement in our articles from any app or for links to any site—we value the trust readers put in us to offer authentic evaluations of the categories and apps we review. For more details on our process, read the full rundown of how we select apps to feature on the Zapier blog.
How to choose online collaboration tools
Collaboration tech stacks are like fingerprints—each company has a unique one. If you want a glimpse into how varied tastes can be, just do a Google search for "tech stack." So how do you tailor a collection that works for your and your team? There are four key considerations.
Does it fit into your budget? Your team's budget impacts which—and how many—team collaboration tools you can use. The lower your budget, the more you may want to opt for multi-purpose apps instead of niche options.
Does it help with team-specific tasks? While there are some tasks that every team does, like sending messages to each other and collaborating on projects, you might have department-specific tasks, which will require more focused solutions.
Can it handle your team size and work volume? Team size and work volume can affect the pricing of your collaboration tools as well as the features you have access to.
Does it integrate with your other tools? Unless you find a unicorn company that handles all of your collaboration (you won't), you'll need to work across apps. As your workload increases, integrations between tools will be essential, whether natively or through Zapier.
Zapier is the leader in workflow automation—integrating with 6,000+ apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.
The best team collaboration tools at a glance
| Category | Best for |
|---|---|---|
Team chat | Organizing communication via channels and threads; informal "huddles" (video and audio calls) | |
Video conferencing and screen sharing | Staying connected even with a weak internet connection | |
Online whiteboarding | Kickstarting brainstorming sessions using pre-made templates | |
Mind mapping | Visualizing ideas and turning them into action items | |
Screen recording | Sharing all or portions of your screen, with or without a webcam video | |
Project management | Keeping track of projects with intuitive dashboards | |
Note taking | Building searchable databases to track and manage projects | |
AI meeting assistant | Transcribing meeting audio and offering meeting recaps | |
Cloud storage | Working with files offline | |
Building internal tools | Building complex apps without writing a single line of code | |
Password management | Managing vital information, including passwords and credit card details |
Collaboration software for team chat
Slack
Slack pros:
Every feature you could need in a team chat app
Streamlined design that people love using
Slack cons
Expensive and not part of an existing software bundle
You can't have collaboration without communication, and team chat apps are, at this point, an almost-necessary addition to email. Real-time communication is a quicker, more informal space that's useful for remote work and in-office collaboration. Your team can bond, share quick project updates, or ask questions in a chat app. You can also communicate externally with a lot of team chat apps.
Slack is a popular choice when it comes to business chat platforms, and for good reason. It ticks all the boxes on your team chat wishlist—for example, you can create team- or project-specific channels, organize conversations into threads, quote Slack messages to provide more context, and add your own custom emoji (you know, the important stuff).
Slack also offers click-and-drag file sharing, a robust search feature, and video and audio calls that allow for informal, real-time collaboration. All of these features come at a price, however. If you're on a budget, you might want to consider alternatives.
Want more out of your team chat app? With Zapier, you can connect Slack to thousands of other apps, so you can do things like automatically update your Slack status when you join a calendar event. Learn more about how to automate Slack, or get started with one of these pre-built workflows.
Send Slack messages whenever Google Sheets rows are updated
To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
If Slack doesn't work for you, check out Zapier's list of the best team chat apps for more options. Microsoft Teams is a good option for teams that already live in Microsoft Office 365, as is Google Chat for Google Workspace users.
Slack pricing: Free plan available; from $8.75/user/month (billed monthly) for the Pro plan, which includes unlimited message history and huddles, as well as Slack Connect to work with external collaborators.
Collaboration software for video conferencing and screen sharing software
Zoom
Zoom pros:
Includes collaboration features and allows for video recording
Makes it simple to add people outside your organization
Zoom cons:
Not part of a software bundle, which can get expensive in large organizations
Some work needs to be done face-to-face, or at least screen-to-screen. For both of those options, Zoom makes good sense.
It's safe to assume that everyone has already installed the software and configured it to work, so when you share a link to a Zoom meeting, you can feel confident that everyone will be able to join. You can record any call as a full-length video, share your screen, and use text chat during the call. Zoom also provides real-time transcriptions and closed captioning. On top of all this, Zoom is extremely reliable. It'll typically keep your video going even through a weak internet connection, just at a reduced quality level.
Beyond its video features, you can share and annotate files, or enable co-annotation for an even more collaborative experience. Zoom's whiteboard feature supports diagramming, image sharing, and sticky notes for versatile input. All in all, it's a nearly perfect team video app.
When you connect Zoom with Zapier, you can take the busywork out of meeting prep and follow-up. Learn more about how to automate Zoom, or get started with one of these pre-made workflows.
There are plenty of other options, though. Check out Zapier's list of the best video conferencing software for teams or the best Zoom alternatives. Or, for other screen sharing options, check out these screen sharing apps.
Zoom pricing: Free for up to 100 participants for 40-minute meetings; from $15.99/month/user with the Pro plan, which includes AI features, 30-hour meetings, and 5 GB of cloud storage.
Take your video conferencing software to the next level with automation. Set pre-call reminders, create meeting agendas, and add action-items to your task manager—all without lifting a finger. Learn how to automate your video conferencing.
Collaboration software for online whiteboarding
Miro
Miro pros:
Available on the web and on any device
Robust library of templates
Miro cons:
Better suited for personal projects or smaller teams
Not even the most effective conferencing platform can prevent conversations from stalling—or from being interrupted when someone can't turn off their cat avatar. For a more focused collaboration, you might want to cut the chit-chat and limit your work to just a whiteboard.
Even by themselves, whiteboards are powerful platforms that can support your research and planning workflows. Take Miro, for example. It provides you with a long list of templates to guide your project, or you can start from a blank slate if you prefer. Add shapes, text, and sticky notes using the intuitive drag-and-drop interface. Share screens and present your whiteboards in real-time. And stay updated as you go with Miro's management feature, which tracks changes, assigns tasks, and supports your conversations with team members.
Need more features? Miro integrates with over one hundred apps. But when you connect Miro with Zapier, you unlock thousands more. Here are a few pre-made workflows to get you started.
Of course, Miro is far from the only tool you can use for online whiteboarding. Here's a roundup of the best online whiteboards. Mural is a popular option. To discover how these two apps compare, check out Zapier's app showdown: Miro vs. Mural. If you have more specific needs—for example, designing a new website—you may want to check out the best wireframe tools.
And for more on brainstorming apps in general, check these lists out:
Miro pricing: Free for three editable boards and five Talktracks (interactive video walkthroughs of your board); from $10/user/month (billed monthly) for the Starter plan, which includes unlimited boards, Talktracks, and custom templates.
Collaboration software for mind mapping
MindMeister
MindMeister pros:
Great collaboration features
Integrates with MeisterTask if you want more of an all-in-one tool
MindMeister cons:
Extra features make it a little less intuitive
Another way to boost your online collaboration is via a mind map. While conferencing and whiteboards are great for supporting free-form discussions, a good mind map provides you with a ready-made template that will inspire your next brainstorm while allowing you to see how each idea fits together (hence a "map").
If that sounds useful to you, MindMeister is a solid choice for collaborating on a mind map. More connected than a sketch pad, more collab-friendly than PowerPoint, MindMeister allows you to build and connect ideas, leave comments for your team, and work together to brainstorm and present your big ideas.
Then, because MindMeister is integrated with MeisterTask (a project management app), you can turn your brainstorm session into an actionable project, assigning individual items on a mind map to teammates. You can also use Zapier to connect MeisterTask with the rest of your tech stack, so you can automate the rest of your project management tasks.
Create tasks in MeisterTask from new Google Calendar events
If MindMeister offers more bells and whistles than you need, there are more basic apps on the market. Coggle is a good option, especially for beginners. For even more options, check out the best mind mapping software.
MindMeister pricing: Free for the Basic plan, which includes up to three mind maps and unlimited collaborators; from $7/month (for six months) for the Personal plan, which includes unlimited mind maps, version history, and PDF exports.
Collaboration software for screen recording
Loom
Loom pros:
Super easy to use and works across devices
Generous free plan
Loom cons:
The mobile apps aren't perfect
If asynchronous collaboration is more your thing, a screen recording app might be the way to go. These tools allow you to demonstrate complex topics while helpfully narrating (or reflexively humming) to provide an added layer of engagement.
Loom is a great example. This powerful platform allows you to record just your screen, your screen with a webcam video, or just the webcam video alone. You can do basic editing directly in your browser, and then share the link with others. Loom's free option allows you to store and share up to 25 videos (no longer than five minutes each).
If you're planning on hosting more content, you'll need to upgrade to a paid model or outsource your file sharing. To do the latter, check out Zapier's roundup of the best video hosting sites—it includes YouTube, which lets you upload and host videos for free. Or if you're already paying for Dropbox, Dropbox Capture is a solid Loom alternative.
If you'd rather not cobble apps together, there are lots of other great options. Here's a list of the best screen recording software, including Zapier's Mac-friendly one, Zappy.
Loom pricing: Free for 25 videos of up to five minutes each; from $12.50/month (billed annually) for the Business plan, which includes unlimited videos, AI features, and video import.
Collaboration software for project management
Asana
Asana pros:
Flexible project management
Clean user interface
Asana cons:
Limited project views on a free plan
Chat, conferencing, screen recording—all of these tools are great ways to research and plan a project. But when it comes time to dive in and get the work done, you'll likely be in the market for a project management app. Like a reliable bungee cord in a three-legged race, the right project management software can keep you and your team together to get your project over the finish line successfully.
For collaborative project management, it's hard to go wrong with the feature-packed Asana. Its platform allows you to organize your projects into sections, as well as to-do lists that can be shared or private. Users get access to an in-app team chat feature to support collaboration, and paid subscribers can even use a workload manager to monitor team members' commitments. Keep track of everything with intuitive dashboards for a bird's-eye view of your progress.
For even more flexibility, use Zapier to connect Asana with your favorite apps, like Gmail and Slack. For inspiration, take a look at the most popular Asana automations, or get started with one of these workflows.
Add new Google Calendar appointments to an Asana task list
Create Asana tasks from new Google Forms responses
Asana's free plan allows you to track unlimited projects for up to 15 users, which stacks up favorably when compared to other free project management software. If you're looking to scale up, though, you should review the best project management software for small businesses or the best enterprise project management software.
If Asana's features feel a bit overwhelming, you have other options besides a conventional project management app. For example, if you're a fan of the Kanban method, check out the best Trello alternatives. Another solid option is Zapier Tables—it provides you with a customizable database/project management combination that you can connect with your other apps.
Asana pricing: Free for up to 10 team members, unlimited projects and tasks, three project views, and basic features; from $10.99/user/month (billed annually) for the Starter plan, which includes more views, custom project templates, and automated workflows.
Coming up with great ideas is half the battle; executing them is the other half. Learn how to automate your project management workflows so you can ensure action items don't fall through the cracks.
Collaboration software for a shared workspace
Notion
Notion pros:
Best-in-class collaboration and team note-taking features
Packs in lots of features, like task management, databases, and pretty much anything else you care to think of
Notion cons:
Offline functionality isn't the best
If alternative approaches to collaborative project management work better for you, check out Notion. A database platform that's so much more than a database, you might think of Notion as project management plus—the "plus" in this equation meaning a whole slew of customizable functionality.
Notion's intuitive, clean interface allows you to build boards, generate lists, manage calendars, stock galleries, and lay out timelines—everything you need for seamless workflow management. You can use Notion AI to summarize and pull action items from meeting notes, transcriptions, and anything else you like.
Notion's document sharing, comment, and note-taking features provide you with all the collaboration you'll ever need for a successful, team-friendly project. At the same time, you're able to build searchable databases, both inline and full page, to track and manage all your key data.
Notion integrates with Zapier, so you can connect it to thousands of other apps to do things like automatically generate GitHub or Jira issues from new Notion database items. Learn more about how to automate Notion, or check out these templates for inspiration.
Add new Google Calendar events to databases in Notion
Generate detailed events in Google Calendar from new Notion database items
If Notion isn't right for you, though, here are the best Notion alternatives. And if it's just the note-taking aspect that you're after, be sure to read about the best note-taking apps.
Notion pricing: Free plan includes unlimited blocks and a 7-day page history; from $8/user/month (billed annually) for the Plus plan, which includes unlimited file uploads and a 30-day page history. Add Notion AI for $8/user/month (billed annually).
By integrating your note-taking app with other platforms, you can automatically turn notes into tasks and use AI to generate content based on your notes. Here's how to get the most out of your note-taking app with automation.
Collaboration software for managing meetings with AI assistants
Fireflies
Fireflies pros:
Has generative AI features (AskFred)
Can automatically send meeting recaps
Fireflies cons:
Some screens are too cluttered
A note-taking app is great, but when you're actively engaged in a meeting or brainstorming session, it's easy to forget to take notes in the first place. That's where AI meeting assistants come in.
Fireflies, for example, transcribes meeting audio, offers a list of topics tracked, and isolates information such as metrics, tasks, and questions, making it easy to filter them later. It also offers a list of everyone who spoke, including a word-per-minute statistic and percentage talked in relation to others.
When you need this information in your other apps, Fireflies offers a range of native integrations with giants like HubSpot, Salesforce, Slack, and Dropbox. If your favorite app isn't listed, however, you can integrate Fireflies with Zapier, helping you connect Fireflies to thousands of other apps. Here are a couple of examples.
Transcribe audio files in Google Drive with Fireflies.ai
Upload new Fireflies.ai meeting transcripts to Google Drive
If you're looking for a more focused AI meeting assistant—perhaps one that emphasizes talking time for more inclusive meetings or conversation analytics to coach sales teams, here are the best AI meeting assistants. If all you need are meeting transcripts, check out the best transcription services.
Fireflies pricing: Free plan available, with a total of 800 minutes of meeting storage; paid plans start at $18/user/month (billed monthly), which includes unlimited AI summaries and 8,000 minutes of storage/user.
Collaboration software for cloud storage
Google Drive
Google Drive pros:
Deep integration with Google Workspace apps
Can store files in the cloud and access them on any device to save hard drive space
Google Drive cons:
Can be pricey in comparison to other apps
For a more file-centric approach to collaboration, you can't go wrong with the titan of cloud storage: Google Drive. Google Drive allows you to share and manage your all important project files. And for those times when your Wi-Fi router suddenly conks out, it even gives you the power to work offline by mirroring your files to your local machine and updating your changes when you jump back online.
What's more, Google Drive works with a ton of third-party apps to support seamless, customized workflows. For more flexibility, use Zapier to connect Google Drive with thousands of other apps. Learn more about how to automate Google Drive, or get started with these automated workflows.
If you don't already use Google's suite of apps, there are lots of other solid options. OneDrive, for example, is great if you're an existing Microsoft Office 365 user. For even more, check out Zapier's roundup of the best cloud storage apps. Or, if you're looking to store only documents—not videos and photos—check out the best document management software.
Google Drive pricing: Free for up to 15 GB. Drive storage alone starts at $1.99/month for 100 GB; Google Workspace, which includes Drive storage, starts at $6/month for 30GB.
By automating your cloud storage app, you can let computers take care of repetitive tasks like saving email attachments to the cloud and creating new folders for different projects.
Collaboration software for building internal tools
Zapier
Zapier pros:
Integrates your app with over 6,000 apps (and counting)
Allows you to set up complex step-by-step logic
Zapier cons:
Takes longer to build in comparison to ready-made solutions
If none of the apps mentioned above meet your exact needs, consider building your own app. Wait, come back—it's not as scary as it sounds.
Zapier Interfaces lets you build your own apps to collaborate better with your team. You create your own personalized solution—from request forms to project management trackers—all in one spot. There's also a library of templates to help you kickstart the app-building process.
Whether you're building a formal collaboration tool or just creating a quick portal that makes cross-team collaboration easier, Interfaces will get the job done. And you don't have to ditch your existing apps, either. You can connect Interfaces with over 6,000 apps, so your new app can be a starting point for complex automations.
Zapier pricing: Free plan available; from $20/month (billed annually) for the Premium plan, which includes five interfaces and file uploads up to 10 MB.
If Interfaces doesn't hit the spot, there are plenty of other options, too. Here are the best internal tool builders.
Collaboration software for password management
1Password
1Password pros:
Easy to use across any device
Very transparent about its security
1Password cons:
No free option
Of course, none of these options will help your team's collaboration if someone gets locked out of an app due to a lost or forgotten password. To make sure things run smoothly, and to keep your stakeholders connected without having to resort to a list on a wrinkled Post-it, we recommend investing in a secure and stable password manager.
1Password is a good choice for an easy-to-use tool that keeps track not only of your passwords, but also your credit card details, addresses, and up to 1 GB of other vital information that you can't risk losing. Manage both your personal and professional data with separate vaults, and take advantage of 1Password's notifications to stay on top of hacks, weak or duplicate passwords, as well as ones that could be strengthened via two-factor authentication.
All this functionality will cost you, though—$36 per year per account, to be exact. For the peace of mind that comes with it, I'd say that's money well spent. If you'd like to do some comparative shopping, however, you can check out the best password managers.
1Password pricing: $36/year for a Personal account; $60/year for Families with up to five accounts.
Other collaboration tools
Any or all of these tools can help your team get—and stay—on the same page when it comes to collaboration. For even more support keeping things together, you can take advantage of these other categories of collaboration software.
Meeting schedulers help you avoid the endless emails when setting up your next get-together. Take advantage of a conventional scheduler, or opt for an AI-powered scheduling assistant.
If you want to leverage AI across specific departments, there's no shortage of options. Here are our picks for the best AI productivity tools, many of which will help you work better together.
If your work involves marketing or sales—or marketing and sales—then you'll want to take advantage of CRM software, including these free CRM tools and CRMs for small businesses.
If your focus is more on team-built or team-delivered presentations, be sure to review the best presentation software.
Connect your collaboration platforms
Collaborative tools for business can make singular tasks, like scheduling meetings or sharing documents, easier. But the more tools you use, the more you may find yourself switching between tabs to complete your work. Connecting your collaborative apps and setting up automations for repetitive tasks ensures no data falls through the cracks—and lets you use your time on more human activities.
Here are a few ideas for how to connect your tech stack and automate your collaboration.
Related reading:
This article was originally published in October 2018 by Jill Duffy and has also had contributions from Steph Knapp and Toby Peterson. The most recent update was in March 2024.
