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6 Software Tools that Enhance Team Collaboration

Leaders share six tools that can revolutionize your team's approach to collaboration.


In an increasingly digital and remote world, team collaboration is more important now than ever. That's why we sought insights from HR pros and business leaders to discover the most effective software tools. From Microsoft Teams as a digital hub to Mind Mapping for promoting collaborative problem-solving, here are six insightful responses that could revolutionize your team's approach to collaboration.

Microsoft Teams: The Game-Changer

The one collaboration tool that has been a game-changer for our HR team is Microsoft Teams. With its centralized channels, chat, voice/video meetings, and file sharing; Teams has become the digital hub for our teamwork. 

Teams allows us to bring all communications and project management under one roof. Setting up channels around initiatives or topics eliminates information silos and keeps everyone looped in. The robust search makes finding past information a breeze. This single platform has removed the need for long email threads, fragmented messaging apps, or digging through stuffed inboxes. 

Instant chat functionality enables quick conversations, questions, and comments between team members. The ability to @mention subject matter experts ensures the right people are engaged without excessive CCing. Chat is our go-to for rapid collaboration and touch-points. With Microsoft Teams uniting communication, meetings, docs, and knowledge under one umbrella, we are far more agile!

Naga Kadiyala, Associate Vice President, HR Technology and Compensation, UTHealth Houston

Slack: Building Community and Collaboration

This may be a pretty common answer, but Slack has revolutionized how we collaborate as a team. As an external consulting partner, we also use Slack to build community and collaboration with the employees at our client sites because there is a potential we will never meet them in person. 

As outsourced HR, we know it's valuable to build relationships with the employees we are working for. So, we use Slack to engage with employees on a more immediate, get-to-know-you basis rather than sticking to formal emails all the time. Additionally, we support the creation of special-interest channels and engage with employees in that way—sharing of ourselves while also learning about what their interests are and what makes them tick. 

It helps us develop a better relationship with the teams we work with and helps them develop trust in us as HR practitioners. And they see that we aren't your standard HR stereotypes—we're actually cool to work with and interested in them as people.

Eric Mochnacz, Director of Operations, Red Clover

ProofHub: Enhancing Team Collaboration

We use our own project management and team collaboration tool, ProofHub. My team has been using ProofHub even before it was launched as a full-fledged product for other companies. So, how does it enhance team collaboration? 

It brings all your projects to one place. You can create tasks, add details, and delegate to the team members. Assignees can directly attach documents to the task to share with others and mark progress to help you track the progress in real-time.      

It brings all your communication to one place. You have a dedicated team chat for day-to-day conversation. If you want to request a task status update, you have @mentions in-line task comments. You have a dedicated space for project discussions with your team and client.

ProofHub is a true collaboration tool. All you have to do is create collaborative business processes and start using the tool for team collaboration.

Sandeep Kashyap, CEO and Founder, ProofHub Aligning Stakeholders and Projects

In my role, enabling my team to work synergistically is paramount. Our integration of has proven invaluable. This platform supports us in managing complex, strategic engagements, ensuring every stakeholder is aligned with project milestones, deliverables, and ownership. 

The dashboard's clarity and user-friendly interface make it easier to track progress and maintain momentum. is more than just a tool; it's our collaborative compass, pointing us towards excellence in every undertaking.

Brett Ungashick, CEO and CHRO, OutSail

Trello: A Visual Approach to Task Management

In my experience, Trello has been a game-changer for our team's collaboration. Trello's visual, board-based approach to task management is both intuitive and effective. The drag-and-drop interface makes it easy for team members to update their progress, while integrations with other platforms like Slack and Google Drive enhance its functionality. 

I rely heavily on Trello's “Checklists” feature to streamline the onboarding and training process for new employees. For each new hire, I create a dedicated Trello card and outline a detailed checklist of all the necessary onboarding tasks within it. Plus, I attach any relevant documents, forms, or training materials directly to their card, ensuring they have all the resources they need at their fingertips.

Finally, the ability to comment on cards facilitates real-time feedback and discussions. Trello not only helps us in tracking projects but also ensures transparency and accountability within the team.

Maheen Kanwal, HR Executive, B2B Tech SaaS Copywriter, Founder and CEO, Call to Authority

Mind Mapping: Promoting Collaborative Problem Solving

One software tool that has enhanced my team's collaboration is a mind mapping program. This example allows us to visually represent ideas and concepts with nodes, images, and interconnecting lines that map out the relationships between them. This enables everyone on the team to display their thoughts coherently, generating connections between different subjects and creating a single cohesive idea. 

The ability to link ideas together visually helps clarify complex discussions and allows for quick decision-making on certain topics. Furthermore, it ultimately promotes collaborative problem-solving within teams, so overall, it has been an invaluable addition to our HR/people management process.

Michael Alexis, CEO, Virtual Team Building

Final Thoughts

The insights from these HR and business leaders reveal a nuanced approach to enhancing team collaboration through diverse software tools. Collectively, these narratives spotlight the versatility of modern collaboration tools and emphasize the transformative impact on team dynamics, adaptability, and overall productivity that adopting these tools can bring to a team.

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