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Best Document Collaboration Tools for Growing Teams

Best Document Collaboration Tools for Growing Teams

Last updated on Nov 5, 2021

Companies around the world lose an average of $11,000 per employee each year due to poor communication and collaboration. Effective cooperation can bring a huge productivity boost. But, your employees need to have the right team collaboration tools that help increase efficiency without sacrificing quality.

Finding reliable team collaboration and communication tools can have a positive impact on your entire organisation. That said, there are dozens of different platforms to choose from. Below, we’ll go over some of the best team collaboration apps available today. We’ll also discuss the impact that consistent information and effective communication have on your company.



The Importance of Keeping Information Consistent and Up-to-Date

Today, consumers can communicate with companies through a variety of channels. Social media, email, phone, and knowledge bases are some of the ways modern businesses deliver support. However, supporting these communication methods and keeping everyone on track represents a huge investment. Keeping up with all of these can be difficult, especially for growing companies. Not only do growing companies need to spend resource as economically as possible, but they must do so in a constantly changing environment with many moving parts and people involved.


A whopping 75% of consumers expect to receive a consistent experience, regardless of the communication channel. Your employees should all have access to the same information. Plus, you need to make sure all team members are aware of any changes made to your platform or terms of use. This will help your team stay productive, deliver accurate information, and ensure that everyone feels included.

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Best Document Collaboration Tools for Flourishing Teams

Document collaboration and team communication tools can feature an array of different capabilities But, keep in mind that there’s no silver-bullet solution.

In other words, you’ll have to keep your requirements and budget in mind before choosing the best collaboration tool.

Google Drive

Google offers a full suite of collaboration tools that goes by the name of Drive. It allows you to create, share, and cooperate on a variety of files in real time. This cloud collaboration tool has features that enhance productivity and internal communications. Your employees can leave comments on each file and tag their peers whenever they need to cooperate.

Instead of rummaging through their files, tagged employees receive an email with a direct link to the document. This can shorten the editing process while opening new communication lines at the same time.

Additionally, your team can edit files offline, which means they can work even when they don’t have an internet connection. The downside of Google Drive is that you only receive 15GB of free storage. Businesses that handle large amounts of data may need to subscribe to a plan with higher storage.


  • Share files and collaborate in real time
  • Allows file access management
  • Work on files without an internet connection


  • Only 15GB of free storage


Document360-Knowledge Base Software


Document360 is a robust knowledge base that can help improve efficiency and keep everyone on the same page. It can be used for internal and external purposes. And, it supports simple text files, images, as well as other types of rich media formats. Not only this, but your team will save time when searching for information thanks to its powerful search engine.

The knowledge base also allows different access levels on each file to help your team collaborate effectively. In addition to this, your employees can comment on internal pieces to help the author develop better content. Authors can also use this feature to reply to comments and answer their peers’ questions without your intervention.

Additionally, you also have the ability to create private files that are only accessible to certain team members. And, the backup and restore feature safeguards your articles in case they are accidentally deleted.

Staying organised is one of the most important team collaboration best practices you have to follow. Document360 allows you to create unlimited posts and organise them by category. You can also limit editing privileges and view change history.

While it doesn’t offer an API, Document360 allows integrations with common third-party platforms. These include Olark, Google Analytics, and Intercom, just to name a few.


  • Create a repository of company resources for internal or external purposes
  • Powerful search engine to track down information quickly
  • Chat and commenting features that improve internal communications


  • No API, but integrations are available for popular third-party providers

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SharePoint is Microsoft’s document management platform, but it offers a collection of features for easy cooperation. In a nutshell, this team collaboration software allows your employees to work together on different projects and assignments.

Its security features include data loss prevention, access management capabilities, and user tracking among others. You can also design intranets, access portals, and other business sites that are only available within SharePoint.

While SharePoint doesn’t offer actual storage, you can easily transfer files to OneDrive. If you use another cloud storage service, you can also connect to platforms like Dropbox or Google Drive.

Even though it offers a robust platform, SharePoint is expensive to license and host. And, because the platform is not user-friendly, you’ll probably need to teach your team how to use it.


  • Super-secure file sharing environment
  • Access portals, intranets, and other business platforms
  • File management, including transferring between OneDrive and SharePoint


  • Usually requires training
  • Expensive license and hosting


Quip offers a variety of features that revolve around the core essence of team collaboration. Like Google Drive, it allows your team to work on documents, slide shows, and sheets simultaneously.

One of the best things about Quip is that it can be used by different departments. You can also integrate it to other tools depending on how you’re using it. For instance, your sales team can use Quip to help them close deals. Or, the marketing and HR departments can use it to work together and attract better prospects.

But, keep in mind that the platform’s user interface is not as straightforward, so it may take some time to get used to. And, it only offers basic formatting options that may limit your creativity.


  • Allows real-time collaboration
  • Supports documents, spreadsheets, and slide shows
  • Integrates with Salesforce and other popular platforms


  • Limited formatting options
  • The user interface needs basic improvements


filecamp screenshot

Creative companies generate a variety of content that includes images and video. Filecamp is a SaaS digital asset management tool that can make your approval process a breeze.

It’s an extremely lightweight application that allows you to share, store, and organise rich media files. And, it offers a highly customizable interface. This means that you can include your logo and brand to colours to create a unique team collaboration site.

Aside from being intuitive, Filecamp also provides granular access management and custom thumbnails. You can label files to archive them or create a custom workflow. Moreover, you’ll also be able to edit tags, keywords, and other meta-data from within the application.

That said, remember that there are no integrations available for this platform at the time of writing this article.


  • Highly customizable
  • Granular file access management
  • Meta-data editing features embedded within the app


  • Doesn’t support integrations

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screenshot-govisually- knowledgebase

There are many cases where a visual indicator is much more efficient than a message. In these scenarios, GoVisually provides a great alternative that can improve the way your internal teams interact. But, instead of simply relying on text comments, it allows your employees to use arrows, circles, and other visual elements to deliver effective feedback.

Even if they are on the go, team members can access the mobile-friendly website and help move your project along. GoVisually supports PNG, PDF, JPG, and PSD formats. But, you can still make annotations on all the files you upload.

You should bear in mind that GoVisually has limited organisation features. All files appear on the same page and you can’t filter or arrange them. Not only this, but PDFs are rendered as images upon download. This means that you won’t be able to use the CTRL+F to locate specific words.


  • Easy file reviewing and proofing
  • Use visual cues to deliver feedback
  • Optimised for mobile devices
  • Supports PNG, PDF, JPG, and PSD files


  • PDFs are rendered as images upon upload
  • Poor project organisation features

Create High-Quality Documents with the Right Collaboration Tools

Aside from assembling a reliable team, you need to also provide them with the best team collaboration tools to set them up for success. By focusing on collaboration and effective communication, you’ll make sure your employees stay productive. And, this will also ensure high-quality results while helping them build a stronger professional relationship.

The team collaboration tools above should help you cultivate a positive work environment. Just remember to take your time and analyse your particular requirements before choosing the best platforms.

Tom Hooker


Apr 23, 2019