How to choose the right collaboration software for your organisation


Workplace collaboration software has become increasingly popular in recent times, as a large number of businesses seek to introduce innovative new ways to develop cooperation and communication within the workforce.

Collaboration software helps to improve the way teams work together on projects, with typical features including document sharing and collaboration, shared calendars and reporting. Since many of these tools offer similar features, it can become complicated when deciding which is best for your organisation.

Kahootz, a leading workplace collaboration tool, discusses the key points to consider when choosing the right software for your business needs.

Current challenges

The first step in selecting a collaboration tool is to understand your businesses’ current challenges, narrowing down those that are able to help overcome them. Many organisations make the mistake of simply picking the tool with the most features, or the one that is the most popular at the time, which, on many occasions, does not help in actually addressing their problems.

Unfortunately, there is no one-size-fits-all in terms of collaboration software, and what works well for a start-up might be ill-placed within a medium-sized business. As such, you must think carefully about your organisation’s needs and current pain points before making any rash decisions.

User requirements

It is unlikely that every person within your organisation will be making use of the tool, but it is good practice to involve those who will be using it habitually within the selection process. You can start by defining who will be using the tool, then asking them to outline the key features they would deem necessary to help them be more productive in their roles.

Understanding user requirements will allow you to create a shortlist of software options that will best meet their needs.


If your business already uses other workplace tools, it is important to consider how your chosen collaboration tool will integrate with them. For example, if the tool does not integrate with your email client, then investing in it will defeat the purpose of improved workplace communication and productivity.

As such, it is important to choose a tool that does not require additional software, plug-ins or third-party add-ons in order to work. The tool should also be fully compatible with the core devices used by employees, including desktop, tablet and mobile.

Ease of use

Most businesses invest in collaboration software to make their workplace more productive, which is why your tool should be easy to use. Choosing a flashy software with hundreds of features is all well and good, but if it requires advanced IT skills to use, your employees simply will not bother.

Good collaboration tools should be straightforward and accessible to all users, requiring little ongoing support. After employees are trained, they should be self-sufficient in using all aspects of the tool, saving your business time and resources.

Be aware that many software providers offer free limited-day trials, which makes it easier for your employees to get a feel for the tool and decide whether it is right for them. This also helps decision-makers come to a better-informed choice, as problems often arise after a tool has been purchased without first testing it out.

Security features

When used correctly, collaboration tools can, help to enhance workplace security. As web threats and data breaches continue to be a major concern for organisations of all types and sizes, it is essential to carefully examine each tool, ensuring that they have all the essential security features.

Important aspects to look out for include; the ability to grant and remove access to specific users, secure file sharing and strict password controls, including two-factor authentication. If there is an online chat feature, the messages should be end-to-end encrypted. Moreover, the network must be secure, with https/SSL connections, as well as having solid systems in place to monitor network threats around-the-clock.

If a tool does not meet these security requirements, then it is time to look elsewhere – you cannot afford to compromise your company’s data.

Now that you have established your needs and challenges, narrowed-down the search, and selected the tool that is right for your organisation, the next step is to put together a business case and present it to the key decision-makers in order to secure the investment needed to help transform your workplace into a collaborative one.