Best 13 Online Collaboration Software Solutions for Teams in 2025

Teams naturally face different challenges, but few slow progress as much as inefficient collaboration. ProofHub’s workplace collaboration report backs this up: around 70% of employees believe poor collaboration negatively impacts team productivity. Collaboration software solutions are built to solve this problem by giving teams tools to communicate clearly, brainstorm freely, and complete projects seamlessly. 

In this blog post, we’ll share 15 of our favorite workspace collaboration tools here at Devōt. Each one is also available as a mobile app on the Play Store and App Store, so you can stay connected with your team wherever you are. 

What is a collaboration software solution?

A collaboration solution software is a digital tool that helps teams work together whether they’re in the same room or across time zones. Some of these platforms are best for communication, others integrate with third-party apps to facilitate file sharing and project tracking, while some combine all of these features and more. The best collaboration software fits your team’s workflow, supports process-building, and centralizes tools for organizing tasks and communication.

Best 13 collaboration tools for business owners, employees, and contractors

Here's a list of the best collaborative tools to make your team thrive. 

1. Slack

• What is it used for? Slack is used for real-time team communication. It replaces internal emails with organized conversations in channels, direct messaging, file sharing, and audio/video calls.

• Who uses it? Startups, remote teams, and large enterprises (80% of Fortune 100) rely on Slack for daily internal communication and cross-team collaboration.

• Why do we recommend it? 

  • Slack centralizes communication. 

  • Channels let teams separate discussions by project or department. 

  • It integrates with 2,600+ tools (Google Drive, Jira, Salesforce) and supports search across files and messages.

• Are there potential drawbacks? 

  • Most of Slack’s great features are locked behind premium pricing plans. 

  • Without channel discipline, conversations become scattered. 

  • You may easily become overwhelmed by notifications from the app. 

  • Slack isn't ideal for structured project management because it's fundamentally a communication tool. 

• How much does Slack cost? 

  • Free plan: $0

  • Pro: $7.25/user/month (annual). 

  • Business+: $12.50–$15. 

  • Enterprise Grid: Custom pricing. 

2. Asana

• What is it used for? Asana is a project management app that helps teams assign tasks, set deadlines, track progress, and visualize timelines.

• Who uses it? Marketing teams, non-profits, product managers, and small-to-midsize businesses that need accountability and transparency across tasks.

• Why do we recommend it?  

  • Asana gives every task a clear owner, due date, and progress status. 

  • Teams can use list, board, calendar, or timeline views. 

  • Its templates and automations reduce manual follow-up. 

  • Asana integrates easily with tools like Slack and Google Workspace.

• Are there potential drawbacks? 

  • You have to manually set up complex workflows. 

  • Some features (like Goals or Portfolios) are locked behind higher-tier plans.

• How much does it cost? 

  • Free: For up to 15 users. 

  • Starter: $10.99/user/month (annual). 

  • Advanced: $24.99. 

  • Enterprise: Custom pricing. 

3. Jira

• What is it used for? Jira is a project tracking and issue management tool used primarily for software development, especially in Agile environments.

• Who uses it? Engineering teams, product managers, QA teams, and DevOps groups who need structured sprint and release planning.

• Why do we recommend it?: 

  • Jira tracks every task or bug as an “issue,” supports Scrum and Kanban boards, offers detailed reporting, and links directly to source code and CI/CD tools. 

  • It's flexible and integrates with 6,000+ apps.

• Are there potential drawbacks?

  • It's a bit difficult to learn how to use Jira.

  • Poor configuration can lead to messy boards and workflows. 

  • Non-technical teams can't use it without customizing it first. 

• How much does it cost? 

  • Free: For up to 10 team members.. 

  • Standard: $7.50/user/month. 

  • Premium: $13.50. 

  • Enterprise: Starts near $17.50/user/month for 800+ users.

4. Monday.com

• What is it used for? Monday.com is among the best customizable project management and workplace collaboration tools. It supports everything from campaign planning to CRM tracking.

• Who uses it? Marketing, operations, HR, and product teams that want to set up custom dashboards, automate task handoffs, and track work progress without writing code.

• Why do we recommend it? 

  • It’s fully customizable with boards, columns, automation rules, dashboards, and multiple data views (Kanban, timeline, charts). 

  • Users can start from templates or build from scratch. 

  • It lets teams track tasks with color-coded boards, status columns, and timelines, while keeping conversations, files, and updates attached to each task. This ensures that collaboration remains organized.

• Are there potential drawbacks? 

  • Automations and integrations are limited on lower pricing tiers. 

  • Without a defined structure, boards can become cluttered.

• How much does it cost? 

  • Free plan: For up to 2 team members.. 

  • Basic: $9/user/month. 

  • Standard: $12. Pro: $19. 

  • Enterprise: Custom pricing. 

5. Wrike

• What is it used for? Wrike is a project and task management software built for complex team operations that need layered task structures, time tracking, and detailed reporting. 

• Who uses it? Project managers, operations teams, and marketers in mid-to-large companies need advanced planning tools and structured input forms.

• Why do we recommend it?: 

  • Wrike provides Gantt charts, Kanban boards, dashboards, request forms, time tracking, and robust reporting features.

  • Teams can share the same task across multiple projects, link tasks that depend on each other, and collect work requests through easy-to-fill forms.

• Are there potential drawbacks? 

  • Setting up the software involves a steep learning curve.

  • Without good admin oversight, workflows can become cluttered. 

• How much does it cost? 

  • Free plan: For up to 5 team members.

  • Professional: $9.80/user/month. 

  • Business: $24.80. 

  • Enterprise: custom pricing. 

  • Additional add-ons (e.g., Wrike Analyze) cost extra.

6. Smartsheet

• What is it used for? Smartsheet is a project management platform that allows you to plan timelines, assign tasks, track progress, and manage resources across multiple teams in a spreadsheet style.

• Who uses it?: Project managers, product teams, and PMOs that need structure but prefer a familiar spreadsheet interface.

• Why do we recommend it? 

  • It offers Gantt charts, automatic reminders, update requests, and dashboards for reporting. 

  • Unlike static spreadsheets, Smartsheet supports live collaboration, file attachments, and row-level comments. 

  • It’s ideal for tracking work across departments and instantly seeing which tasks are done, which are delayed, and who’s responsible for each one.

• Are there potential drawbacks? 

  • Very complex sheets (with hundreds of rows, formulas, or users) can slow down how quickly Smartsheet loads or responds to updates.

  • Smartsheet doesn't support as many formulas as MS Excel does.

• How much does it cost? 

  • Pro: ~$7/user/month. 

  • Business: ~$25/user/month. 

  • Enterprise: Custom pricing.

7. Airtable

• What is it used for?: Airtable lets teams build simple, flexible databases that feel like spreadsheets. It’s used to track projects, manage content, keep track of customers, and complete routine processes (like approvals, submissions, or task handoffs) all in one place.

• Who uses it?: Small businesses, marketers, content teams, and anyone replacing spreadsheets with collaborative, structured data.

• Why do we recommend it?  

  • You can build linked tables, store images/files, view the same data in calendar, kanban, or gallery formats, and automate status updates or notifications. 

  • It’s fast to set up, easy to share, and useful for several functions..

• Are there potential drawbacks? 

  • Large or poorly structured databases can slow down the performance of the app. 

  • Airtable struggles with calculations that pull data from multiple tables (for example, totaling a client’s projects or rolling up values across linked records) unless you use code.

• How much does it cost? 

  • Free: Up to 1,200 records/base. 

  • Plus: $10/user/month. 

  • Pro: $20. The Pro plan unlocks the full feature set, including advanced views and automations

  • Enterprise: Custom pricing.

8. Mural

• What is it used for? Mural is an online whiteboard where teams can brainstorm ideas by dragging sticky notes, drawing diagrams, and mapping out plans together in real time. It’s often used during remote workshops, project kickoffs, and agile meetings like sprint planning or retrospectives.

• Who uses it? Designers, facilitators, agile coaches, and teams running strategy sessions or design sprints.

• Why do we recommend it? 

  • Mural lets teammates add sticky notes, diagrams, and templates in real time. 

  • It also supports voting on ideas and gives individuals a space to jot down thoughts privately before sharing them with the group.

  • It’s excellent for collaborative visual thinking when your team can’t be in the same room.

  • Guests and viewers are typically not billed, which helps for external workshops.

• Are there potential drawbacks?

  • Mural can lag if boards are oversized or filled with several high-resolution images. 

  • It lacks some advanced widgets found in Miro. 

  • The user interface may feel playful for more corporate users.

• How much does it cost? 

  • Free: 3 boards. 

  • Team+: ~$9.99/user/month. 

  • Business: ~$17.99. 

  • Enterprise: Custom pricing.

9. Zoho Workplace + Zoho Projects

• What is it used for? Zoho lets teams manage documents, projects, and communication in one system. You can co-write docs, build project plans with timelines and task lists, run meetings, and message teammates—all without juggling separate apps.

• Who uses it? Small-to-midsize businesses that want an affordable alternative to Microsoft 365 or Google Workspace, with integrated task tracking and resource management.

• Why do we recommend it?  

  • It covers nearly all collaboration types: document editing, team messaging, Gantt-based project tracking, time logging, file sharing, and meeting scheduling.

  • Zoho’s tools like Docs, Tasks, CRM, and Chat connect out of the box. You can link tasks to documents, sync meetings to calendars, and message teammates without relying on third-party apps.

• Are there potential drawbacks? 

  • The app’s UI can feel dated. Some tools are less polished than best-in-class competitors. 

  • Onboarding takes time if you adopt the full suite.

• How much does it cost? 

  • Workplace: $3–$6/user/month. 

  • Zoho Projects: $4–$9. 

  • Zoho One (all 40+ apps): ~$37/user/month.

10. Miro

• What is it used for? Miro is an online collaboration tool that provides a whiteboard-style interface for brainstorming, product planning, agile meetings, and interactive workshops.

• Who uses it? UX teams, product managers, agile coaches, and educators who need a shared visual space for generating ideas, getting feedback on designs, or strategic planning.

• Why do we recommend it? 

  • Miro lets multiple team members collaborate in real time using sticky notes, diagrams, templates, and wireframes. 

  • It's ideal for remote teams that need visual brainstorming without physical whiteboards.

• Are there potential drawbacks? 

  • Large boards can get visually overwhelming. 

  • Miro includes advanced templates and features that can feel excessive or confusing for teams just looking to brainstorm or sketch ideas quickly.

• How much does it cost? 

  • Free: 3 boards. 

  • Starter: $8/user/month. 

  • Business: $16. 

  • Enterprise: Custom pricing. 

11. Google Workspace

• What is it used for? Google Workspace is primarily a document collaboration toolset that includes Docs, Sheets, Slides, Drive, Gmail, and Meet. It allows real-time editing, file sharing, and communication through these tools.

• Who uses it? Teams of all sizes that need reliable document collaboration and seamless video meetings. It's especially valuable for hybrid or remote teams.

• Why do we recommend it? 

  • Google Workspace makes it easy to co-edit documents, host meetings, and manage shared folders. 

  • Apps like NotebookLM, AppSheet, Sites, and Vids enable you to go beyond just document collaboration. You can create videos with AI, set up a site for your organization, and build AI-powered custom apps without coding.

  • It’s one of the best online collaboration tools for document-based work.

  • The fundamental workplace collaboration tools (Docs, Sheets, Gmail, Meet, etc) can be accessed for free.

• Are there potential drawbacks? 

  • Sheets lacks some advanced Excel functions. 

  • Security controls are better in higher tiers.

• How much does it cost?

  • Starter: $6/user/month. 

  • Standard: $12. 

  • Plus: $18. 

  • Enterprise: Custom pricing.

12. Basecamp

• What is it used for? Basecamp is a project management software with which you can create task lists, chat with your team, store files, and set up message boards.

• Who uses it? Small businesses, creative agencies, and client-facing teams looking for a centralized space where projects, files, and discussions live together.

• Why do we recommend it? 

  • It simplifies collaboration by giving each project its own to-do lists, chat room, calendar, and file repository. 

  • It’s easy to adopt, reduces scattered communication, and helps your team stay aligned.

• Are there potential drawbacks? 

  • Basecamp doesn’t include Gantt charts, custom fields, or workflow automation. That means you can’t map project timelines visually, track task details like priority or status, or automate steps. This makes it harder to manage complex, multi-stage projects.

  • The app isn't suitable for large-scale projects.

• How much does it cost? 

  • Plus: $15/user/month. 

  • Pro Unlimited: $299/month for unlimited users. 

13. Microsoft Teams

• What is it used for? Microsoft Teams is a unified communication platform for chat, video conferencing, file sharing, and document co-editing within the Microsoft 365 suite.

• Who uses it? Companies already using Microsoft 365 that want integrated chat, meetings, and file collaboration in one place.

• Why do we recommend it? 

  • Teams supports structured team chat, channel-based discussions, and real-time document editing directly inside the app. 

  • It’s a powerful collaboration software for organizations that rely on Word, Excel, and Outlook.

• Are there potential drawbacks? 

  • Microsoft Teams can feel overwhelming for small teams that don’t need advanced features like threaded channels, SharePoint integration, or app permissions. 

  • Managing who can access what—and controlling how and when notifications appear—can also be confusing and time-consuming.

• How much does it cost? 

  • Free: Limited features. 

  • Essentials: $4/user/month. 

  • Business Basic: $6. 

  • Business Standard: $12.50. 

  • Enterprise: Custom pricing. 

Top 3 team collaboration tools for communication 

We ranked the best team collaboration software based on real-time features, flexibility, and how well they help teams to work together.

• ClickUp: The best collaboration tool for all-in-one task management, docs, and goals.

• Asana: A project management software like Asana is best for managing project timelines and team processes.

• Slack: Enables strong communication among team members. It's also a great video conferencing software.

Top 3 business collaboration apps that are best for small teams

If you’re growing or lean, these tools for team collaboration are both affordable and powerful.

• Basecamp: Straightforward and best for small business team needs.

• Airtable: Combines databases with collaboration software features.

• Zoho: Covers email, docs, and tasks.

Overall, the best collaboration software solutions 

For remote and hybrid teams needing a space where team members can connect and share.

• Google Workspace: One of the best online collaboration tools. It helps teams work together in real time from anywhere.

• Miro: The best app for visual planning and whiteboarding. 

• Microsoft Teams: It's the best collaboration software solution for organizations already using Microsoft 365, though it can feel heavy for smaller teams.

Conclusion 

The right team collaboration tools depend on your specific business needs. Each platform brings different collaboration features, so it’s important to consider how your team works day to day. Some tools are built for structured task tracking—tools like Asana excel at that—while others focus on seamless document editing, such as tools like Google Workspace.

To find the right team collaboration fit, look beyond feature lists and think about how well the tool supports your workflows, communication habits, and priorities.