Employees who work remotely need to be able to communicate effectively. However, it’s just as important for in-house team members to be on the same page, have access to the latest updates, and be able to keep pace with ongoing projects.
Needless to say, since 2019, there has been a significant rise in workers using collaboration tools. By 2026, the global team collaboration software market is expected to reach $22.95 billion.
The difficulty for any SaaS business is not deciding to use collaboration software but deciding which is the best team collaboration software to use as there are so many to choose from.
What is team collaboration?
Team collaboration is an approach to communication, team, and project management that focuses on teamwork, equal participation, and innovative thinking.
In other words, it’s all about working together on a project, concept, or process to achieve the best possible result.
Team collaboration is different from teamwork in terms of the roles within the team and leadership.
Collaboration is a gathering together of colleagues who join forces to complete a task or solve a problem. Group effort is the focus and finding the solution as a collective force. In a collaborative team, there tend to be no leaders. Instead, each team member is encouraged to contribute with their unique skills.
Teamwork is a complete contrast because the focus is more individual. Each team member has a particular responsibility, and their individual efforts enable the team to reach a common goal. Regarding leadership, teamwork requires someone to take the lead, coordinate individuals, and help them achieve a common goal.
According to Apollotechnical, more than 4.7 million people work at least half of the time remotely in the US. Across the world, around 18% of people work remotely full-time. Team collaboration plays an important role in succeeding at work for many people.
Team collaboration is important because:
- It encourages better problem solving
- Team members can develop their skills
- Remote teams become more efficient
- It gives a broader perspective, and employees develop a big-picture outlook
- It supports knowledge sharing
- Promotes a healthy company culture
- Employees can develop a big-picture outlook
- Improves employee happiness and engagement
How to improve team collaboration?
Improving team collaboration isn’t a one-person job. It’s not something that will happen overnight either. It takes time and effort from more than one person.
There are several things you can do if you want to encourage collaboration in your SaaS business.
- Create a work environment that’s supportive: Team members should feel safe and unafraid to share their ideas. Every team member should feel their contributions are appreciated.
- Encourage clear communication of expectations: For a team to be collaborative, they need to know exactly what is expected.
- Use online platforms to facilitate communication and increase collaboration: Team members may work from various locations, but modern technology provides the tools to stay in touch.
- Work with your employees' strengths: Myers-Briggs is an example of a personality test you can use to help your employees learn more about themselves and other team members.
- Encourage brainstorming: Hold brainstorming sessions during which team members can share ideas. Regularly ask them for new ideas and what they think.
- Invest in automation: Freeup time by investing in tools and software that automate recurring tasks. This allows employees to focus on more interesting tasks.
- Create overlap areas: Employees can be just as productive when not sitting at their desks all day. Unplanned interactions during lunch, while getting coffee, or waiting for a meeting to start can be great for exchanging ideas. Encourage team members to step away from their desks, take a break, and find someone from a different department or team to talk to.
- Encourage socialization outside of work: Organize outings and team-building activities, so team members get the opportunity to see each other as human beings rather than just a job title.
- Consider mistakes as learning opportunities: Mistakes are bound to happen, but the important thing is how they’re handled. Employees shouldn’t be called out and criticized. Instead, mistakes should be viewed more as an opportunity to learn, assess why the mistake occurred, and make better plans moving forward.
- Lead by example: Collaborative team leaders should be cooperative with others and not fall into the trap of “Do as I say, not as I do.”
What are the main SaaS modern software solutions for team collaboration?
For your modern SaaS business, success boils down to having the right tools to make collaboration possible. With the right combination of tools, it’s possible for a team to be exponentially more productive and able to focus on the most critical work.
There are various types of software solutions you can use to improve collaboration in the workplace.
1. Live chat support
With live chat support, team members benefit from immediate support and access to information. Conversations can be had in real-time, regardless of where your employees might be located.
2. Instant messaging
Instant messaging tools are another type of collaboration tool. It’s possible to designate different channels for different teams and use directories so employees can find and send messages to each other directly. Instant messaging tools allow team members to be on the same page even when they’re in different locations.
3. Cloud storage platforms
Cloud computing has become a critical part of most business collaboration tools today. It allows the smallest of businesses to run powerful tools without the need for buying expensive servers and storing huge amounts of data onsite.
Cloud storage platforms allow you to securely back up files to keep them secure and store them remotely. Team members can access documents in real time for editing and collaborating.
4. CRM systems
Collaborative CRM systems allow an organization to collect, organize, and share customer information across multiple teams. Various company divisions can include sales, customer service, marketing, technical support, vendors, distributors, and external customers.
5. Video conferencing
Using video conferencing software, seminars and meetings are possible anywhere. It can be used as a replacement for various face-to-face team communications and can be a one-on-one conversion through to a conference with hundreds of participants.
Thanks to the improvements and innovations in video conferencing tools, increasing numbers of companies are choosing to stay at least partially remote following the pandemic, according to McKinsey.
How to choose the best team collaboration tools for SaaS business?
Knowing which team collaboration tools to use can be confusing with many choices. Each of them offers a unique range of tools and functions, but if you don’t know what to look for in the first place, you’re going to feel overwhelmed.
Rather than just choosing whatever seems to be popular instead of what’s right for your business, here are some things to be aware of.
1. Ensure private and secure team space
Look for team collaboration software that provides a central location when information can be accessed and team members can post and organize information relating to tasks and projects.
However, it’s just as important, if not more so, for the team space to be secure. Tools should protect confidential corporate and customer data and be in compliance with privacy and security regulations.
Minimum requirements include access and identity management tools and enterprise-grade data encryption, whether the system is in use, transit, or rest.
Before purchasing your team collaboration software, check the vendor’s site for its compliance, privacy, and security practices.
2. Provide powerful team chat
Communication between team members is vital. How are they going to collaborate if they can’t communicate properly? Being part of powerful team chats is especially vital for remote team members.
All team members should have ample opportunities to communicate and collaborate effectively.
Discussion forums are another platform that team members might make good use of. It is a place for them to share their expertise and opinions and give feedback.
3. Allow testing video and audio calls
Video calls play a vital role in team communication and collaboration. Capabilities should include screen sharing, schedulable virtual meetings for small and large groups, and one-on-one calls. You never know when a spur-of-the-moment chat is necessary.
The option of video and audio calls should include the ability to test the system as there is no point in having the feature if the quality of the calls isn’t good.
4. Cross-platform integration
Whatever collaboration tool you choose should be a part of your organization’s bigger digital ecosystem. It should be compatible with your business solutions and allow for solutions integration, better synchronization, and seamless workflows.
The benefits of cross-platform integration include:
- Teams have access to more functions and tools than stand-alone software offers
- Team members can move from one task to another with no disruption to their workflow
- The integrity of the data is not compromised
5. Include features that you need
A one-size-fits-all solution doesn’t exist because every business has its own demands and needs. One collaboration tool might work for other businesses, but there’s no guarantee it’ll work for yours.
You want a collaboration tool that includes features you need, but first, you’ve got to determine what your teams and organization need.
Consider team workflows. Are there any common bottlenecks? Do the teams encounter issues in the course of their work? Identifying these things will help you decide on the tools needed for the team to be more effective and efficient.
Other things to consider include:
- The size of your business
- How many members there are in each team
- What projects do your teams handle
- The industry you work in
7 of the best team collaboration tools for SaaS businesses
Now you know a little bit more about team collaboration tools and what to look for, let’s introduce the top 7 best team collaboration tools for SaaS businesses.
Filestage is a review and approval software. It allows you to share content, set due dates for tasks, and then you wait for any feedback to come back to you. It works with various file formats such as PDFs, images, videos, live websites, audio, and interactive HTML. Filestage also integrates well with a range of apps.
- Allows you to share files and videos using any device
- Unlimited reviewers
- Allows users to leave feedback in real-time
- Storyboards, scripts, and treatments
- Approvals and changes requests can be tracked in real-time
- Easy to upload, share files, and comment on
- Check off feedback once it’s been completed
- Resolved comments can be hidden, leaving only the remaining tasks in view
- The software can be used for internal and external approval
- Review steps in the pro plan are limited
- Bugs with notifications and integration with Google needs improving
- Advanced plan - $19/seat, starting at $95 per month, which includes the first 5 seats
- Professional plan - $39/seat per month, which includes the first 5 seats
- Enterprise plan is for companies that need a consistent and compliant approval process - the price of the plan is available upon request
A 7-day free trial is available.
Latest product updates
- You can change the order of review steps
- Videos can now be looped in Filestage
- Hover over a filename to see the full name of the file
Slack is a popular collaboration tool with thousands of users worldwide. It’s available for desktop and mobile devices and offers many features. You can use the platform to send direct messages and files to groups of people or just a single person. It’s also possible to organize conversations into different channels, for example, general chat, technical support, or specific projects.
- Send DMs and files
- Organize conversations into different channels
- Supports video calling
- Drag, drop, and share files directly within the platform
- Compatible with Google Drive, Box, and Dropbox
- Free version available but with limitations
- Wide set of options and tools
- Very customizable
- Integration is possible with office and collaboration tools
- It can be expensive to use, although the free version is fairly impressive
- The quality of video calls and audio could do with some improvement
A free plan is available, but you’ll only see the last 10K of team messages, and it only integrates with 10 other apps.
Paid plans include:
- Pro - $6.67 USD per person/month when billed annually; monthly billing is $8 USD per person/month
- Business - $12.50 USD per person/month when billed annually; monthly billing is $15 USD per person/month
- Enterprise Grid - a customized platform for more complex enterprises. Price available from the Sales department
Latest product updates
- Member profiles can now be deleted when an account is deactivated
- Domains can be claimed and verified to ensure members only collaborate with external partners
- Sidebar made much simpler
Proofhub is a project management, communication, and collaboration tool that brings everything together under one roof. It allows teams to collaborate on files, share real-time feedback, keep work organized, and communicate. It is a tool that also integrates with various other popular tools, allowing you to access everything from one central resource.
- Kanban boards and custom workflows
- Project planning options include project timelines and Gantt charts
- Multiple project views
- Real-time discussions take place in a dedicated space
- Group chat
- Online proofing and file sharing
- Available via web or a mobile app for iOS and Android
- All the tools you need in one place
- Unlimited users
- The manager has full control
- Fast and easy communication
- No option for recurring tasks
- No budgeting function
Proofhub is available for a flat fee, with no contracts and unlimited users, and you can cancel at any time.
- Ultimate control plan - $89/month billed annually, $99/month when billed monthly.
- Essential plan - $45/month billed annually, $50/month when billed monthly.
A 14-day free trial is available, with all the features.
Latest product updates
- Improved welcoming process for new sign-ups
- Proofhub is available free for schools
- Slack and Zapier integration
Chanty claims to be able to increase productivity by 55%. That’s a massive claim, but judging by some of the online reviews, it seems pretty successful. This easy-to-use collaboration tool offers dozens of features and requires no training.
- Kanban board view
- Allows you to create, assign, and set due dates for tasks
- You can effortlessly turn messages into tasks
- Multiple third-party integrations
- Video and audio calls and voice messages
- White and dark themes
- User-friendly software
- Multiple app integrations
- Allows for conversations and instant messaging
- The app can be a little slow sometimes
- It could be expensive depending on the number of users
Chanty offers a free plan for teams with up to 10 members. There’s also a business plan for unlimited members and additional features.
Business plan - Reduced from $4 per user/month to $2.40 in the summer sale
Latest product updates
- Pin messages to get back to
- Ping colleagues or team members for a quick answer or solution
5. G Suite - Now Google Workspace
Formerly known as G Suite, Google’s Workspace is one of the better-known collaboration tools. It combines a selection of applications from Google that can be used by non-profit organizations, schools, and SaaS businesses.
- Cloud storage
- Word processing
- Voice and video conferencing
- Includes apps such as Google Docs, Google Sheets, and Google Slides
- Cheap and easy to use
- Integrates well with a range of other Google tools
- If you’re not already a Google user, it’s possibly a poor choice
- Not as many features as other collaboration tools
- No free option
Google Workspace is available for no charge for 14 days.
- Business starter - $6 USD/user/month
- Business standard - $12 USD/user/month
- Business plus - $18 USD/user/month
Latest product updates
- New integrated view for email
- Upgrade to Duo experience
- Improved notifications when editing Microsoft Office files
Monday means more than just a day of the week, it’s the given name of a collaboration tool that offers numerous project and team management features. It’s a very visual tool that has a free option. You can use it to plan, track, and collaborate in a visually simple manner.
- Drag and drop functionality
- Ease of use
- Integrates with Slack, Google Drive, Trello, Dropbox, and many others
- Visually appealing interface
- Team collaboration
- Timeline management
- Includes a range of ready-made templates
- Easily see where a project is using charts or dashboards
- Access available for all team members
- Automation feature
- Easy-to-follow interface along with easy tutorials
- 24/7 customer support
- The basic plan has limited features
- Some essential integrations such as ActiveCampaign and Canvas are missing
You get to use Monday.com for up to 5 seats for free. However, the features are limited. There is also a free trial for 14 days that allows you to trial the Pro plan. Paid for plans include:
- Basic plan - $8 per seat/month or $24/month when billed annually
- Standard plan - $10 per seat/month or $30/month when billed annually
- Pro plan - $16 per seat/month or $48/month when billed annually
Latest product updates
- New app to launch Google Ad campaigns
- More secure Work forms experience
- Expanded Monday work docs settings
Mailbutler is an all-in-one email extension tool for Apple Mail, Outlook and Gmail. It allows you to email in no time and includes features such as snooze, send later, mail tracker, notes, templates, signatures, and much more. It integrates directly into your existing mail client, so users don’t have to learn how to use any new software.
- Email tracking
- Email signatures
- Email templates
- Undo send
- Attachment reminder
- Useful scheduling feature
- Simple to use with lots of productive features
- Helpful tracking feature
- Improves efficiency
- There were bugs, to begin with, but they seem to have been resolved
A 14-day free trial is available. If you like it, you can choose from the following plans:
- Essential plan - Free
- Professional plan - $8.95 per user per month
- Professional plan - $14.95 per user per month
- Business plan - $32.95 per user per month
Latest product updates
- Per recipient tracking
- Time presets return
- Template and signature analytics removed
- Send Later working hours option added
All SaaS companies can benefit from using the right team collaboration software. Not only will it boost productivity, but it will also improve output and promote teamwork.
Before making your final decision, align with management and key stakeholders concerning needs and expectations. Consider their needs and your budget, and pick a product that meets both. Test the platform firsthand by requesting a free trial and schedule demo sessions to help get your questions answered.