4 Important Elements in An Online Collaboration Tool

Planning, Collaborate, Coordinate, Monitor & Analysis in collaboration tools

Collaboration tools have become extremely important for the success of almost every business organization. These days, collaboration tools are about the technologies people use to work together to accomplish a common goal. For many years, people have been using collaboration tools in different forms. For instance, writers in the Renaissance worked towards a common goal with their writings.

However, contemporary collaboration tools are computer and Internet based technologies facilitating collaboration much better and further via strong networks. The success of online collaboration tools depends on 4 core elements which have been discussed in this post.


An online collaboration tool should allow you to set specific goals, activities and roles of various participants. User profiles of various participants should include full name, phone number, address, email address and IM name. In order to build robust and well rounded user information, profile fields should include professional and personal information with a photo. This will allow the tool to help users set clear objectives and goals via listed activities.

The collaboration tool should also use groups for connecting people. Groups should be arranged by function, like engineering or sales. It is much better if the tool can create groups for special projects or project teams and even provide permissions for different users to follow a group or to be added and stay informed. This is also the stage where the tool should help you choose team members.


These days, almost every collaboration tool includes a wide range of communication features like social media applications, discussion boards, online calendars and so on. Needless to say, collaboration is the most important element of an online collaboration tool. With these features, users can broadcast questions and support requests to other members in a group or even an entire organization.

File and information sharing is another feature which is essential in an online collaboration tool. With tools like instant messaging, email and chat, users can easily share files and other information without any problems. Collaborative groups also require the ability to properly work with the same information or document resources from other applications via APIs or plug ins.

Users also need to document their storage repositories, whether on Cloud or Network based servers. A collaborative tool must also give users the ability to check in and out documents, establish archives and maintain document version control.


With a lot of members collaborating to work with each other, task management and coordination play a very important role. An online collaboration tool should allow you to assign, approve, reject, complete and review tasks. This will ensure proper coordination among all the members of the group.

Monitor & Analysis

Last but not the least, it is extremely important to monitor and analyse your progress to keep a track of everything. Without keeping track of everything, you won't be able to meet your desired goals. Therefore, an online collaboration tool should include an overview dashboard, recent activities log and provide users with a status report.

Online collaboration tools are perfect for interacting with members of your organization without any problems. However, you need to make sure an online collaboration tool includes the four core elements to help you meet desired goals.