Practical Guide - How to Select Best Collaboration Software | Kissflow

Practical Guide – How to Select Best Collaboration Software

Kissflow

September 26th, 2019 Collaboration  

collaboration software

The booming collaboration software market is expected to hit $45 billion globally in 2019 for a good reason. Collaboration software can take a business to new heights when strategically utilized. 80 percent of companies are already using social collaboration software to enhance business processes, so it’s a time to get in the game.

Collaboration software isn’t just a fad but a tool that effectively fuses employees’ talent to produce higher quality work. The best collaboration software, however, can do much more for your business.

Drive project success

A 2018 Project Management Institute study revealed that the top driver of project success is engaging and collaborating with executive sponsors along the way. In a workplace where executives are connected through collaboration software, the company vision is accurately conveyed, roadblocks are swiftly removed, and organizational progress is propelled forward.

Create a positive work environment

Today’s job market provides employees with so many options that cultivating company loyalty is a challenge. But according to a recent Gallup poll, a communicative and collaborative workplace can reduce turnover by 59 percent. Workers are more strongly connected with the company mission and vision, enjoy better relationships with coworkers, and have the needed tools to meet their maximum potential. It’s no surprise that 85 percent of employees with access to collaboration software are more likely to perceive themselves as happy in the workplace.

Boost productivity

Employees who feel valued and have immediate access to extensive resources can accomplish more. Collaboration software increases productivity by up to 51 percent. In a public work environment, problems can be identified early on, cutting down on rework costs and lost hours. All human resources are pooled together in one central location, and managers can select talent from anywhere on the globe to fill in labor gaps.

End data woes

There are few things more frustrating than wasting time fishing around for data among email, chat applications, corporate intranets, and departmental programs. Collaboration software dissolves locked away data that stalls projects and delays customer service. The eight hours a week wasted on internal information hunts can be spent making progress towards goal achievement.

Essential features
Deciding to introduce collaboration software into your company’s digital toolbelt is easy. Deciphering the difference between the plethora of options is where it gets tedious. The first step is mapping out some must-have features.

Multiple functions

Don’t get boxed into a one-feature solution, but think long-term to select the best collaboration software. Collaboration software isn’t just for communicating but for accomplishing goals together. Document management, digital brainstorming space, task mapping, and networking feeds should all be critical components. At the same time, you don’t want to end up with an overload of extra functions that turn into shelfware.

Stress-free integration

Collaboration software won’t balance financial accounts, but integrating accounting information with collaboration software doubles its effectiveness.  Real-time project fund balances and links with CRM software empower workers to make informed, speedy decisions. Current IT systems and file types already in use should be compatible with the collaboration software for seamless integration.

Mobile-friendly app for any OS

Your organization is a fast-paced world where workers are always on the go. An astounding 70 percent of professionals work remotely at least one day a week. When communication and work can be easily logged in a mobile app, everyone stays in the loop, regardless of location.

Onboarding in a flash

New employees want to get up to speed as soon as possible. Adding new users should be a breeze so they can instantly feel a part of the team and hit the ground running.

Powerful search engine

Centralizing internal data doesn’t help much if employees must still dig through digital folders or spend precious minutes scrolling through message boards. For finding data on the fly, a wiki search engine is best to keep the ball rolling.

Questions to ask a prospective vendor

A lot is at stake here—sensitive internal data, employees’ satisfaction, productivity, and more. It’s worth the time to get down to the nitty-gritty before diving into collaboration software.

What security options are available?

Not all information should be public. Are secret channels an option? Can files be marked read-only or confidential? Do the overall data security measures meet compliance guidelines? What can the vendor offer to meet the specific security needs of your company?
What kind of support do you offer?

If your company is investing in collaboration software, you should expect personal support within 24 hours and a real-time chatbot for simple troubleshooting. Who wants backlogged projects just because of a technical glitch? Don’t settle for less than free support in a reasonable time frame.

Is a free demo available?

Take your top picks for a test drive to experience the user interface and essential features first-hand. Will the platform be easily navigable for your teams, or will engagement be affected by a steep learning curve? Are the provided features too limited or too broad in scope?

5 top options to check out

Armed with a check-list of features and insightful questions, you’re ready to explore some options.

Atlassian Confluence

Jira software users will find Confluence easy to integrate into the Atlassian family of products. Document management is their hallmark feature, including premade templates, revision history, and joint document editing. Employees can also plan projects, share meeting notes, list project requirements, map marketing plans, and post blog articles in an attractive digital space. Although Atlassian is designed for any-sized business, smaller companies may face considerable pricing hurdles in seasons of growth.

Kissflow

Build a collaborative culture in an attractive user interface through Kissflow’s collaboration software. Kissflow offers a complete package, including professional networking channels, process management, integration, project management, and analytics. Anyone can post in team-specific or company-wide channels, create workflow, search for files, or assign tasks with simple drag-and-drop technology. Distribute internal surveys to collect internal opinions for speedy decision-making and announce news where anyone can add comments or feedback.

Enterprises requiring complex workflow and communication channels are free to customize features, while smaller businesses can take advantage of pre-built components and get right to work.

Microsoft Teams

Organizations running on Microsoft can swiftly add Teams to the Microsoft ecosystem. Enterprise-class capabilities may attract larger companies seeking desktop-oriented collaboration software, but many organizations may be overwhelmed by the vastness of options and features. Getting started on Teams and integrating other non-Microsoft platforms requires assistance from IT professionals, so be prepared for a longer setup process.

Microsoft Teams comes armed with a wealth of components for collaboration, but some employees may not invest the time to learn how to use all the features, reducing engagement.

Salesforce Chatter

Chatter shines in its social networking capabilities. On one hub, employees can discuss assignments and store documents, data, and resources. Users have the freedom to adjust notifications options and feed settings. Chatter focuses primarily on social collaboration and does not offer as many extra features.
If you’re considering Chatter, make sure your current software will integrate with Chatter, since they have fewer built-in integrations. Also, Chatter works best in companies where one language dominates since translation options aren’t included.

Workplace by Facebook

Facebook’s 2.41 billion active users are likely to make up the majority of your workforce. Workplace’s interface is so similar that bridging gaps in technological know-how won’t be a problem, no matter where in the world your business is located. Workplace serves a large number of global companies in need of the auto-translate feature to communicate across multiple languages. Groups provide a forum for workers to post feedback, tag colleagues, share files securely, and collaborate with other companies. Instant messaging, chat, and audio/video conferences are other primary features.

Workplace is a hot communication hub, but may not provide other project management features your employees needs to streamline workflow and complete projects together.

How does Kissflow rise above?

A truly integrated digital workplace, Kissflow merges both communication and work onto one comprehensive solution. When employees aren’t switching back and forth between communication numerous apps, productivity soars and frustration is kept at bay.

As executives engage in a centralized platform, a collaborative culture across all business levels is modeled. Employees are empowered to confidently contribute to all types of work and can find deeper fulfillment in their careers.

Are you ready to transform company culture, boost operations, and improve customer service? Sit back and watch the synergy created by connecting the skills and knowledge of every employee through Kissflow, the best collaboration software.