What is the most popular workplace collaboration tool? (+5 free tools)

This blogpost will be explaining what the most popular workplace collaboration tools are. We will also be explaining the various points to consider while choosing a collaboration tool for your workplace. We will also be listing out the best free collaboration tools for small businesses. Collaboration tools or apps can be used to enable a more transparent communication between team members and departments of an organization. Thus, these apps are being increasingly sought after in workplaces.

What is the most popular workplace collaboration tool?

The most popular workplace collaboration tools are discussed below. A survey by Gartner has shown a 44% increase in the use of collaboration tools by workers since 2019. The most widely used collaboration tools are explained under their different purposes that they serve.

For communication purposes

  • Slack

This is a popular platform that provides instant messaging between team members. This platform also offers integrations with other collaboration tools for more team effectiveness.

  • GoToMeeting

This is a platform that provides video conferencing for users. It also allows members to share screens between themselves and is one of the most popular video conferencing tools.

  • Flowdock

This collaboration app provides a platform to chat and interact with other members of your team. It not only allows one-to-one messaging but also group chats. This app also can update members with notifications from other platforms like Asana and customer support tools, thus improving efficiency of work.

  • WebEx

This online collaboration app is also a platform for video conferencing. It offers features that enable personalization of video meeting rooms. It helps make the process of video conferencing more fun and highly interactive, thus increasing participation and engagement.

For better project management

  • Trello

This collaboration tool is popular because it is easy to learn and manage. It helps in assigning tasks and also tracking the project.

  • Wimi

In Wimi, team members can create their own unified workspaces and share files and information. The team can customize the access to each workspace, thus ensuring security and better project management. Wimi also has a file syncing software called Wimi Drive which helps teams align their projects with cloud technology.

  • ProofHub

This project management tool is popular as it offers many features of collaboration. Here, users can plan projects with other team members and organize better. It also allows file sharing and proper information access to the various members of a team.

  • Asana

Asana is another popular project management tool that allows team leaders to assign tasks and track their completion progress. It also helps in strategic planning for teams so that they achieve deadlines better.

  • Dapulse

This online collaboration tool not only allows communication between team members, but also helps in project management. Dapulse is quite popular as it the interface is very user friendly.

  • Milanote

This online collaboration tool has many other exciting features in addition to project management, such as blogging. This tool is highly popular among designers as it has a more creative approach.

For creating together

  • GoogleDocs

This is one of the most popular tools in the workplace. It not only has document-sharing and editing, but also spreadsheet sharing and editing. This platform allows team members to edit many files simultaneously. It also saves changes automatically.

  • Codingteam

This workplace collaboration tool is specific for coders. Using this platform, coders can coordinate better while writing their codes.

  • Quip

Quip allows team members to work on various files together at the same time. Changes that members may make are also saved automatically. Quip additionally offers chat options and comment options, thus improving workplace collaboration.

  • Igloo

This app is also used for creative purposes by teams. Using this app, members can communicate with each other and also share information and opinions.

Points to consider while choosing a collaboration tool

While choosing a collaborative tool for your workplace, there are a few important points to consider. These are:

  • High security features

Since workplace interactions will be filled with highly confidential and sensitive information, the collaboration tool needs to have high security features. It also should have features to restrict access of information and resources to various groups of people in the organization. Security features of collaboration tools can include encryption software, firewalls and two-step authentications.

Having good security features not only protects sensitive information, but also helps the teams work better in a secure environment. Collaboration tools with security features can also be used for anonymous feedback within the organization, thus enabling better work environments.

  • The tool should be easy to use

The workplace collaboration tool should be easy to use for the members. If the user interface is too complicated, people might make many mistakes and ultimately stop using the tool. Since the workplace is filled with people from many backgrounds and demographics, not everyone might be tech savvy. Hence, the tool chosen should be easy to understand and implement.

  • The tool should be easily integrated

The collaboration tool being implemented in the workplace should work easily with the existing software in the company. This will ensure that existing projects are completed in a smoother manner. It also allows employees to get used to the new technology in a comfortable pace.

Best free collaboration tools for small businesses

For small businesses that don’t need too many features but are also looking for free apps to collaborate, the following apps can be quite useful.

  • Slack

Slack is a popular app that helps teams interact with each other through instant messaging or chat. This platform not only offers instant messaging, but also video calling. It can also be easily integrated with other software, hence greatly increasing its popularity. Slack offers free services, but only up to the maximum limit of 10 service integrations.

  • Microsoft Teams

This is another popular platform for workplace collaboration. Microsoft Teams has offered a free plan particularly for small businesses. It offers features likes instant messaging and hosting meetings. Here, users can also record meetings which are transcribed automatically.

The free plan can accommodate up to 300 users who can have unlimited messaging, voice and video calling and video conferencing. It also offers up to 10GB of file storage and can be easily integrated with more than 140 apps.

  • Discord

This collaboration tool is quite popular among gamers. The tool offers a feature of voice channels which makes communication easier and more comfortable. In addition, Discord offers instant messaging and voice/video calling for its users.

  • Zoho Cliq

This platform allows instant messaging with multiple people at the same time. Zoho Cliq also helps you host video conferences with a maximum of 100 participants.

  • Flock

Flock is another popular collaboration tool that offers a free plan for small businesses. In this platform, users can have unlimited messaging and also oe-to-one video. It also offers 5GB of storage space for files and can be integrated with other software like Google Drive and Asana.


This blogpost has explained what the most popular workplace collaboration tools are. We have also explained the various points to consider while choosing a collaboration tool for your workplace. In addition, we have listed out the best free collaboration tools for small businesses.

Frequently asked questions:

What are workplace collaboration tools?

Workplace collaboration tools are technologies that help people work with others towards a specific goal. They are increasingly being sought after in organizations, especially with the popularity of remote working.

Workplace collaboration tools not only improve communication and interaction, but also improve project management. It also fosters better productivity and higher employee engagement.

Workplace collaboration tools offer many advantages to organizations, such as:

  • High levels of accountability

Workplace collaboration tools allow the work to be completed in a more visible manner. This not only allows transparency of work progress, but also garners accountability from the employees. This ensures the project is completed on time while also increasing the quality of effort. It also allows mistakes and errors to be corrected along the way.

  • Better task management

These collaboration tools allow tasks to be assigned and delegated in a better manner. Once the tasks have been assigned, and the goals have been set, it allows team leaders to track the progress in real-time. This helps in creating an open environment with accountability and better progress.

  • More participation of employees

Through workplace collaboration tools, members can interact more. Since they can access their workspace from anywhere at any time, they can participate and engage when they are in better frames of mind. Online collaboration tools have been found to increase team participation and ultimately improve teamwork in the workplace.

What is the purpose of a collaboration information system?

Collaboration systems in an organization serve many purposes. The two most important objectives of a collaboration system are as follows:

  • It facilitates communication

Collaboration systems allow team members to communicate and interact better with each other. They not only improve communication within a team but also increase communication between different departments and functionalities. They also create an open environment for communication to occur.

  • It improves teamwork between team members

Collaboration systems allow team members to stay on the same page as each other. The whole team functions and moves together as one unit, as everyone is aware of what the other person is doing. Due to this high level of transparency, there is more accountability and teamwork in the organization.

What are the two dimensions of collaborative software?

Collaborative software works under two dimensions, which are explained below.

  • Synchronous software

This is also called real-time collaborative software. Here, two or more people are working together at the same time on a certain task on a particular platform. There are no delays in communication between the users and questions are immediately answered. The examples of synchronous software include instant messaging, voice or video calling, etc.

  • Asynchronous software

This software is also called non-real time collaborative software. This does not require immediate responses or interaction. There might be a waiting period between interactions, according to the needs of the ongoing project. Examples of asynchronous software are e-mails, file or document sharing and resource management systems.

What are the three main uses of collaboration software?

The three main uses of collaboration software as listed as following:

  • Communication and interaction between team members or with members of other teams
  • Coordination of projects and tasks and aligning them with the shared goals and values
  • Conferencing for announcements, brainstorming, team-building and other group purposes

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