What are the benefits of collaborative tools? (+3 important elements)

This article will discuss the benefits of collaborative tools. We will also be explaining the different levels of collaboration that happen in an organization and the various elements of online collaboration. Collaborative tools have gained immense popularity after COVID-19. However, these have been in use for years, helping organizations improve work efficiency & productivity.

What are the benefits of collaborative tools?

The benefits of collaborative tools are:

  • They can improve the efficiency of remote working
  • They allow faster access to information
  • They save the organization a lot of money
  • They promote cross-functional collaboration
  • They contribute to flexible working
  • They increase individual productivity
  • They help in external collaboration

Online collaboration, with the help of collaborative tools, does not seem to be going anywhere anytime soon. It brings great benefits for the organization, at the cost of a small investment. Collaborative tools also help in bringing the organization closer together, thus allowing the fulfillment of their long-term goals and vision. The different benefits are explained below:

They can improve the efficiency of remote working

Remote working has been in place even before the pandemic hit. It became a necessity when organizations started going global. Since remote working is becoming a permanent feature in many organizations, leaders are scrambling to find the right way to bring these team members together. Collaborative tools can greatly help in this.

They allow faster access to information

Collaborative tools can give employees faster access to information, thus saving a lot of company time spent in looking for files in repositories. Through collaborative tools, employees can not only save time in looking for information, but can also share it easily with other team members. Thus, collaborative tools can boost a smoother workflow among team members.

They save the organization a lot of money

Organizations spend a lot of money ensuring quick communication between team members. Furthermore, they spend a lot more when it comes to arranging transport and accommodation to attend meetings in different countries. Since collaborative tools provide all of this on one platform, the organization can profit from the major cost-cutting.

They promote cross-functional collaboration

Cross-functional collaboration is essential for an organization to build innovative products and services. However, employees may face hurdles in the form of required authorization and physical barriers when they are trying to collaborate. Collaborative tools break barriers between levels and departments, thus promoting cross-collaboration in the organization.

They contribute to flexible working

Employees mainly complain about the lack of flexibility of working hours as well as in traveling to the workplace every day. Many times, the lack of flexible options can prevent an employee from delivering their highest potential. Through collaborative tools, the work files and workspace can be accessed from anywhere, thus bringing great flexibility and adaptability.

They increase individual productivity

Team members may face hurdles in the form of insufficient information, inability to access data or not having the right resources to proceed with work. Precious company time can also be wasted while employees wait around for the permission email or phone-call. Collaborative tools can reduce or diminish these barriers. In this manner, they increase individual productivity.

They help in external collaboration

External collaboration brings new resources, knowledge and expertise to the organization. With the help of external collaboration, stakeholders can be better satisfied, team members can learn new skill sets, valuable feedback can be received and new customers or clients can be created. Collaborative tools make external collaboration quick and easy, helping the company grow.

Collaborative tools can also bring other benefits to the organization, such as:

They improve job satisfaction levels

Collaborative tools lead to better job satisfaction and employee retention.. Employees would be saving a lot of energy in traveling, can work from anywhere at any time and also customize their workspaces according to their liking. Through these flexibility options, with a focus on employee comfort and development, organizations experience lesser turnover rates and more satisfaction.

They bring better security to the organization

There is always a security risk in an organization, especially with those who use the traditional method of physical files and other technological hardware. Since collaborative tools almost always are integrated with cloud technology, there is better security with features like strong firewalls, end-to-end encryptions and two-step authentications.

They can help in project management

Project management requires a lot of communication between the team members. It also comprises tracking task progress, sharing files and documents and also discussions for problem-solving and decision-making. Collaborative tools can also double as project management tools, improving work efficiency and productivity.

They can increase employee participation levels

Team leaders have also found it challenging to improve participation levels among their team members. This is particularly with employees who are shy or very introverted in nature. However, collaborative tools are highly popular with employees of introverted personality types as they can freely discuss on a safe and physically distant virtual platform.

Different levels of collaboration in an organization

Collaboration happens at mainly three different levels in an organization. These levels are:

The team level of collaboration

The team level of collaboration is the most basic and functional type of collaboration happening in an organization. Here, a group of individuals work closely together in order to achieve a particular goal. They work under a team leader who assigns individual roles and responsibilities which they are required to fulfill.

The community level of collaboration

This level of collaboration extends beyond the team level of collaboration. The team members may collaborate with other teams from different levels and functionalities to accomplish goals that can have a larger impact in the organization. This can be for a specific project or to address a problem in the organization.

The network level of collaboration

In this type of collaboration, the employees of the organization collaborate with others from outside. This can be for a variety of purposes, like training and development, sharing of best practices and resources and also to promote brand awareness and target new consumer populations.

Elements of online collaboration

Online collaboration has three important elements that make it work. These are discussed as follows:

The people who are collaborating

The people who are collaborating are the most important elements of the online collaboration process. Without them, there wouldn’t be a need for collaboration at all. The people element of online collaboration is further made up of the team leader who guides the group, the right team members and the shared goals and responsibilities that bring them together.

The collaboration process

The collaboration process itself is the next important element in the online collaboration process. The process is discussed and decided by the team members who conclude what their collaboration strategy is and what their needs and requirements are. They also would bring in the different policies that might come into play for the particular collaboration.

The tool being used for collaboration

Lastly, the collaboration tool or the technology is the third element in the online collaboration process. The technology itself can have a diverse range from a simple chat app to a complex project management tool. It all depends on the requirements of the organization and of course the amount of money that they are ready to invest.


This article has discussed the benefits of collaborative tools. We have also explained the different levels of collaboration that happen in an organization and the various elements of online collaboration.

Frequently asked questions: (What are the benefits of collaborative tools?)


What are the benefits of collaborative tools as a student?

Collaborative tools are particularly beneficial for students. The advantages of using collaborative tools for students are:

They improve critical thinking abilities

Through the use of collaborative tools, students can learn to critically think and deeply probe an issue. With collaborative tools, students can enrich their learning experience by analyzing a subject or topic and also checking its practicality and application in real-life scenarios. With their critical thinking abilities, these students become better problem-solvers and decision-makers.

They help in increasing self-confidence and self-esteem

Collaboration through the use of digital technology can greatly improve self-confidence and self-esteem levels in students. Collaborative tools can help students use their strengths in a constructive and engaging manner. At the same time, they also allow better understanding of weaknesses while showing ways to improve on them.

They bring multiple perspectives to classroom discussions

Collaborative tools can bring different viewpoints to the classroom. When multiple perspectives and opinions are shared, students grasp concepts at a faster rate. They also help in pointing students to consider unconventional methods and ideas which might not otherwise enter the conversation.

They improve the student-teacher relationship

The student-teacher relationship can also be improved using collaborative tools. Using these tools, teachers and students can easily have one-on-one conversations. The use of a virtual platform also makes it more comfortable for students to open up and share with their teachers. In addition, the tools can also be used to gain feedback from students anonymously or otherwise.

They assist in teaching interpersonal skills

Students learn how to be team players, how to cooperate and collaborate closely with other students in the classroom. They also learn to be open-minded and to communicate openly in discussions and debates. These inter-personal skills can help students in their future workplaces as well as social interactions, thus taking the importance of collaborative tools up a notch.

Why is collaboration important today?

Collaboration is highly important today than ever, as the world itself is joining hands to create bigger and better changes. Collaboration eases the sharing of information and data and can also improve the productivity of individuals. Since collaboration brings people together from all parts of the world to complete a project, it is a great tool in understanding and respecting diversity.

Why is collaborative research important?

Collaborative research is highly important because of the following reasons:

  • Collaborative research brings in more funding for the project. In this manner, the project can have more resources and create meaningful changes in society.
  • It can improve the impact of the research by pooling in better networks, knowledge and expertise. Thus, there is more output of the project itself.
  • The researchers can gain more access to other people in the industry and even outside of it. With the large number of people collaborating together, it can make way for better opportunities.
  • Collaborative research can also improve the adaptability to new challenges and trends which builds the resilience and strength of the team.

If you like this article, please post your questions and comments in the space below.




9+ Benefits of Collaboration For Teams and Businesses!




The Benefits of Collaboration




Was this helpful?

Thanks for your feedback!