![](\"https:\/\/knowledge.hubspot.com\/hubfs\/team-collaboration-2-20250515-6007530.webp\" "\\"\\"")
<\/p>\nI used to think team collaboration was mostly about being a good teammate \u2014 offering help, showing up to meetings, and staying in the loop. But the longer I\u2019ve worked on cross-functional teams, the more I\u2019ve realized that real collaboration is something you have to design on purpose.<\/p>\n
After more than a decade of managing content and marketing projects across in-person, remote, and hybrid teams, I\u2019ve seen how quickly things fall apart when expectations aren\u2019t clear or tools don\u2019t play nicely together. I\u2019ve been on projects where four people thought they were the \u201cpoint person,\u201d and others where no one spoke up because they weren\u2019t sure if it was their place. Good vibes only go so far when the process is murky.<\/p>\n
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In this post, I\u2019m sharing 12 strategies that helped my teams collaborate more effectively \u2014 plus a few lessons from ClickUp\u2019s CEO, Zeb Evans<\/a>, on the biggest roadblocks to watch out for and how to avoid them.<\/p>\n Table of Contents<\/strong><\/p>\n <\/a> <\/p>\n At its core, team collaboration is just people working together toward a common goal. Not just splitting up tasks and checking boxes, but actually solving problems, making decisions together, and creating something stronger than any one person could\u2019ve done alone.<\/p>\n I\u2019ve been on teams where it just worked. Everyone was in sync, trusted each other, and had the clarity to move quickly. And I\u2019ve seen the flip side: siloed communication, too many tools, missed signals, and meetings that didn\u2019t go anywhere. When things start falling apart, it\u2019s usually because something\u2019s off with the structure, the communication flow, or the culture itself.<\/p>\n And the impact goes way beyond just a few missed deadlines. According to a 2024 Zoom report<\/a>, poor collaboration can cost companies up to $874,000 a year in lost productivity \u2014 and that\u2019s just from a third of managers in a 1,000-person company.<\/p>\n Gartner\u2019s research<\/a> backs this up, too, showing that teams bogged down by what they call \u201ccollaboration drag\u201d are 37% less likely to hit their revenue targets.<\/p>\n So, when we talk about collaboration, we\u2019re not talking about cramming in more meetings or adding yet another app. It\u2019s about removing the friction, building shared context, setting clear expectations, and creating the kind of trust that actually helps people work together<\/em>, not just alongside each other.<\/p>\n <\/a> <\/p>\n Just because everyone\u2019s chatting in the same Slack thread doesn\u2019t mean they\u2019re actually collaborating. I\u2019ve learned that real collaboration takes structure and intention. Without it, things can fall apart fast.<\/p>\n The best teams I\u2019ve worked with usually have a few key things nailed down. They\u2019re clear on the goal, know who\u2019s handling what, and have figured out a way of communicating that fits how they work. That kind of setup gives everyone a shared sense of direction and keeps the chaos to a minimum.<\/p>\n It sounds obvious, but having a clear, shared goal<\/a> is where everything begins. When that\u2019s missing, teams start drifting. People move in different directions, duplicate work, or solve the wrong problem entirely.<\/p>\n According to Zoom\u2019s 2024 Global Collaboration Report<\/a>, one-third of leaders say that a lack of alignment within their own team or across teams is a major blocker to collaboration. \u200bI\u2019ve felt that firsthand. Taking the time early on to get aligned, and doing a few check-ins along the way, has saved my teams from a ton of wasted effort.<\/p>\n One of the most common pitfalls I\u2019ve seen is fuzzy ownership. When everyone\u2019s kind of responsible, no one really is \u2014 and that\u2019s how things fall through the cracks.<\/p>\n According to Mural\u2019s 2023 Collaboration Trends report<\/a>, unclear priorities and expectations rank among the top three obstacles to effective collaboration\u200b. I\u2019ve found that writing down who owns what, and where to find it, can prevent a ton of confusion and unnecessary back-and-forth.<\/p>\n More communication doesn\u2019t always mean better communication. It\u2019s really about making it easier to get the right info at the right time. Zoom\u2019s report<\/a> found that 82% of employees deal with delays because teammates don\u2019t respond quickly, and 72% feel they don\u2019t have enough time between meetings or chats to get things done\u200b. That\u2019s a recipe for burnout.<\/p>\n ClickUp<\/a> CEO Zeb Evans put it perfectly: \u201cWith multiple channels, multiple DMs, and multiple platforms, context can get los \u2026 If all of the context is in the same place, then you don\u2019t have to repeat yourself, you don\u2019t have to ask where things are continuously, and you don\u2019t have to ask for status updates or have meetings for alignment; all context is already in the same place.\u201d<\/p>\n That hits home. Everyone on a team should know where updates live and how to find what they need without chasing it down. This is incredibly important for remote and hybrid<\/a> setups, where casual check-ins aren\u2019t as easy. When teams align on what goes where, it reduces noise and keeps work moving.<\/p>\n In my experience, collaboration breaks down fast when leadership feels distracted or disengaged. The best team leaders I\u2019ve worked with aren\u2019t just delegating; they\u2019re actively shaping the process, setting the tone, and making it easy for the rest of us to show up with confidence.<\/p>\n That sense of confidence has to go both ways. Leaders need to trust their teams, and teams need to feel that trust in return. But, according to Gallup<\/a>, only 21% of U.S. employees strongly agree they trust the leadership at their organization \u2014 and that number\u2019s been going down.<\/p>\n It doesn\u2019t help that only 46% of employees say they know what\u2019s expected of them at work, which is 10 points lower than it was in early 2020. Without that clarity, it\u2019s hard to know where you\u2019re headed, let alone work effectively with others to get there.<\/p>\n I\u2019ve found that the leaders who stand out are the ones who communicate with intention, clear roadblocks, and consistently connect the day-to-day with the bigger picture. That kind of direction builds trust, creating the space for genuine collaboration to happen.<\/p>\n I used to schedule meetings for everything \u2014 a quick check-in here, a brainstorm there. But looking back, a lot of those could\u2019ve been a shared doc or a quick Loom.<\/p>\n The data backs it up. Microsoft\u2019s 2024 Work Trend Index found that 62% of employees feel like too many meetings are cutting into their ability to do focused work\u200b. Mural\u2019s research<\/a> goes even further, ranking unproductive meetings as the number one thing getting in the way of real collaboration.<\/p>\n These days, I\u2019m way more intentional. If there\u2019s no clear agenda, there\u2019s no meeting. The most collaborative teams I\u2019ve worked with don\u2019t use meetings as the default. They lean on async updates when they can and save the live conversations for when they actually move things forward.<\/p>\n One thing I\u2019ve noticed across the most collaborative teams I\u2019ve worked with is that people wanted<\/em> to be there. It wasn\u2019t just about perks or job titles but about feeling connected to the work and the people around them.<\/p>\n HP\u2019s 2024 Work Relationship Index<\/a> backs that up. Employees who feel connected to their teammates are 2.5 times more likely to say they have a healthy relationship with their job, which directly impacts how well they collaborate. People are more likely to speak up, share ideas, and stay engaged when there’s a sense of connection.<\/p>\n When people feel like their input matters \u2014 and they know they\u2019re working alongside people who care \u2014 collaboration stops being a box to check. It becomes something people want to be part of.<\/p>\n In my experience, teams get just as much value from what happens after<\/em> a project as they do from the work itself. Whether everything went smoothly or was utterly derailed, teams grow when they talk openly about what worked \u2014 and what didn\u2019t. Transparency and accountability aren\u2019t just nice-to-haves; they keep teams aligned and relationships strong.<\/p>\n I still remember one project where we barely hit the deadline, but in the recap meeting, the project manager said everything had gone great. That shut down any chance of an honest conversation. The forced positivity made people retreat, and no one felt encouraged to speak up the next time something wasn\u2019t working.<\/p>\n ClickUp CEO Zeb Evans put it well: \u201cClarity around ownership is often the root of collaboration issues.\u201d<\/p>\n That kind of clarity (or lack of it) has ripple effects. Zoom\u2019s 2024 Global Collaboration Report<\/a> found that only one in four employees say their managers help resolve collaboration issues quickly\u200b. When there\u2019s no space to reflect and no clear accountability, it\u2019s tough for teams to improve or trust that things will go differently next time.<\/p>\n <\/a> <\/p>\n When I started managing teams, I assumed people naturally understood how their work fit the bigger picture. But I\u2019ve since learned that connecting the dots between a task and the larger mission<\/a> is something leaders have to do intentionally and often.<\/p>\n It\u2019s not about giving a big motivational speech before every sprint. What\u2019s helped more is calling out how a specific project or task moves the bigger goals forward, particularly during planning or kickoff meetings. It keeps everyone on the same page and reminds folks that what they\u2019re doing matters \u2014 not just to the team but to the mission.<\/p>\n And when people feel that connection, they collaborate differently. There\u2019s more intention, more ownership, and more care. It\u2019s a slight change in how we talk about the work, but it makes a big difference in how the job gets done.<\/p>\n Many collaboration issues start with a simple assumption: everyone\u2019s on the same page. But more often than not, they\u2019re not \u2014 and that\u2019s when things start to go sideways. I\u2019ve learned that setting clear expectations early (and checking in on them regularly) saves a ton of confusion and rework.<\/p>\n This doesn\u2019t have to be anything formal. Making sure people know who\u2019s leading, how to give feedback, or what \u201cdone\u201d means can go a long way. It also helps with burnout: Gallup<\/a> found that employees who clearly understand what\u2019s expected of them are 47% less likely to feel burned out.<\/p>\n Being aligned doesn\u2019t mean hovering over every detail. It\u2019s just about giving people the clarity they need to move confidently and work well together without stepping on toes or duplicating effort.<\/p>\n Not everyone loves leading a meeting or speaking up in a big group \u2014 and that\u2019s totally fine. In my experience, the most collaborative teams work best when people bring different strengths to the table, and those differences are seen as a plus, not something to \u201cfix.\u201d<\/p>\n When I was building out my content team, I made a point to hire folks who balanced each other out \u2014 someone who thrived with long-form writing, another who had a sharp eye for visuals, and someone who could take a messy idea and turn it into something clear and structured. Calling out those strengths out loud helped the team trust each other more and work together more naturally.<\/p>\n The numbers back that up. According to Nectar<\/a>, over 83% of employees say being recognized boosts their motivation, and nearly 78% say they\u2019d be more productive if they were recognized more often. Even a quick Slack shoutout can make a difference. It\u2019s a simple way to build trust and keep the team moving in sync.<\/p>\n I\u2019ve been on teams where everyone showed up, did their part, and got the job done, yet it still felt disconnected. The work moved forward, sure, but there was something missing. The most collaborative teams I\u2019ve been on felt like a true community. People felt safe speaking up, asking for help, and celebrating each other\u2019s wins.<\/p>\n That kind of environment doesn\u2019t just happen, it takes intention. It\u2019s about building psychological safety, where no one\u2019s afraid to throw out an idea or admit they\u2019re stuck. And it\u2019s about regular, low-stakes moments of connection that build trust over time.<\/p>\n A quick daily standup is one of the simplest things that\u2019s worked for me. It\u2019s easy, keeps everyone aligned, and gives people a space to raise blockers or give shoutouts without any pressure.<\/p>\n And it makes a real impact. HubSpot\u2019s 2025 State of Marketing report<\/a> found that marketers on highly collaborative teams are 3.5x more likely to feel confident about hitting their goals\u200b. That confidence comes from knowing you\u2019re not in it alone. And that kind of support can make all the difference.<\/p>\n Some of the best ideas I\u2019ve seen didn\u2019t start fully formed \u2014 they started as someone tossing out a rough thought that sparked something bigger. But that kind of thinking doesn\u2019t happen unless people feel safe speaking up, so building a culture that welcomes creativity is vital for real collaboration.<\/p>\n Mural\u2019s 2023 Collaboration Trends report<\/a> found that nearly half of employees are unhappy with how their teams collaborate, and a big reason is that there\u2019s not enough space for fresh ideas or time to think creatively. I\u2019ve felt that on teams where the only focus was speed. Experimentation tends to fall by the wayside when the goal is just to ship fast.<\/p>\n One simple thing that\u2019s helped me is giving people a heads-up before brainstorms. Not everyone thinks best on the spot (I know I don\u2019t), so even a day of prep time can make a big difference. The ideas become stronger, and people are more likely to speak up when they\u2019ve had time to think things through.<\/p>\n Few things are more frustrating than getting stuck on something, only to find out later that someone else already solved it, but the answer was buried in an old email thread or sitting in a folder no one checks. That kind of siloed knowledge slows everything down and kills momentum.<\/p>\n I\u2019ve found that collaboration gets a whole lot smoother when teams build habits around sharing what they know. It doesn\u2019t need to be fancy \u2014 just keeping documentation up to date, recording a quick Loom to walk through a process, or dropping links in a shared Slack channel can make a big difference. Tools like Notion, Confluence, or even a well-organized Google Drive can go a long way when everyone actually uses them.<\/p>\n It also helps teams stay aligned. Mural\u2019s 2023 Collaboration Trends report<\/a> found that \u201cno alignment across teams\u201d was the second biggest barrier to effective collaboration, right after too many unproductive meetings. The good news is that you can solve a lot of this by making information easier to find and encouraging people to share what they know.<\/p>\n It\u2019s one thing to talk<\/em> about collaboration and another to model<\/em> it. I\u2019ve seen teams thrive when leaders are willing to jump in, listen actively, and work transparently. When leaders show up with curiosity and humility, the rest of the team tends to follow.<\/p>\n That doesn\u2019t mean having all the answers. Some of the best collaborative moments I\u2019ve been part of started with a manager saying, \u201cI\u2019m not sure what the right move is; what do you think?\u201d It immediately changed the tone of the conversation and encouraged the rest of us to speak up, too.<\/p>\n It also shows up in the small stuff, like how you run one-to-ones. Are you making space for honest conversations? Asking thoughtful questions? Following through on feedback? Those everyday actions clearly signal whether collaboration is just a talking point or something that matters.<\/p>\n Some of the best team bonding I\u2019ve experienced didn\u2019t happen at a whiteboard. It happened over coffee, while walking between conference sessions, or getting lost trying to find the happy hour spot at an offsite. Stepping out of the usual routine helps people connect as people, not just coworkers.<\/p>\n I still think about a casual team hike where someone opened up about what had been frustrating them at work \u2014 something they never mentioned in a meeting. That one conversation cleared the air and made everything easier moving forward. You can\u2019t force that kind of trust on a Zoom call, but unstructured moments like that create space for it to happen.<\/p>\n And if your team\u2019s remote, this still matters. Meet up for a local co-working session, plan an occasional offsite, or even just grab lunch when someone\u2019s in town. It doesn\u2019t have to be frequent \u2014 even once a quarter makes a difference. The goal isn\u2019t just to \u201cget out of the office.\u201d It\u2019s to build moments that don\u2019t depend on a calendar invite or an agenda.<\/p>\n One of the biggest mistakes I\u2019ve seen is treating collaboration like a checkbox. The project gets done, everyone moves on, and no one takes a second to acknowledge the effort it took to get there. When leaders recognize team contributions, especially the behind-the-scenes work, people are more likely to bring that same energy next time.<\/p>\n I try to call out great teamwork publicly whenever I can. Small moments of recognition can go a long way, whether it\u2019s a quick shoutout during a meeting or a thank-you message in Slack.\u200b<\/p>\n And it\u2019s not just a nice-to-have. According to Gallup<\/a>, only one in three U.S. workers says their managers recognized them for good work in the past week. Workers who don\u2019t receive that recognition are twice as likely to consider quitting within the year.<\/p>\n When you celebrate collaboration, you send a clear message: how the work gets done matters just as much as the outcome. Building recognition into things like performance reviews and team rituals shows that working well together is a key part of success, not just a bonus.<\/p>\n I\u2019ve worked on teams with so many tools flying around that no one knew where anything lived. People stored docs in different folders, buried updates in Slack threads, and duplicated the same task across multiple platforms. The tools weren\u2019t the issue \u2014 the lack of structure was.<\/p>\n The best tools don\u2019t just help with communication; they give teams shared visibility and reduce the need for endless check-ins. I\u2019m a big fan of using one central platform for tracking projects (like Asana, Trello, or ClickUp) and combining that with clear communication habits so nothing slips through the cracks.<\/p>\n And it\u2019s not just about preference, it\u2019s about performance. Zoom\u2019s 2024 Global Collaboration Report<\/a> found that teams using more than 10 different team collaboration tools were twice as likely to struggle with collaboration compared to teams using fewer than five.<\/p>\n The key is finding what works for your team. You don\u2019t need to roll out a massive stack or spend a ton immediately. Start simple, experiment, and build a setup that supports how your team works and not one that gets in the way.<\/p>\n Even the most collaborative teams need breathing room. Deadlines shift, blockers show up, and people move at different speeds \u2014 especially when you\u2019re working across functions or time zones. That extra space can make the difference between chaos and a smooth handoff.<\/p>\n I try to plan with some flexibility, whether it\u2019s leaving space between handoffs or avoiding back-to-back launches. That wiggle room creates space for actual collaboration instead of a last-minute rush to hit a deadline.<\/p>\n A lot of collaboration headaches come down to misalignment on what \u201cdone\u201d actually means. I\u2019ve seen teams check every box and still miss the mark because no one paused early on to define what success looks like.<\/p>\n Now, I set that foundation up front. Sometimes that means picking a few key metrics, sharing a past example, or just writing a clear definition of \u201cgood enough\u201d for the project. It doesn\u2019t take long, but it saves a ton of back-and-forth later.<\/p>\n <\/a> <\/p>\n Collaboration can seem relatively straightforward, but effective and scalable collaboration is a different story.<\/p>\n Let\u2019s dive into some of the biggest roadblocks to successful collaboration, according to Zeb Evans<\/a>, ClickUp\u2019s<\/a> founder and CEO.<\/p>\n Already a HubSpot Customer? Click here to integrate ClickUp and use both tools to deliver customer value faster, streamline operations, and be more productive.<\/a><\/p>\n Hosting meetings with your team can be a strong opportunity for collaboration, but too many meetings might get in the way of productivity.<\/p>\n As Evans told me, \u201cOne of the biggest problems I see is there are too many meetings today, and they can be a very inefficient use of time. Oftentimes, there are too many people who don\u2018t need to be in certain meetings, and there aren\u2019t enough clear goals around the meeting.\u201d<\/p>\n I\u2019ve certainly sat through my fair share of those \u2014 the kind where you leave wondering why it couldn\u2019t have been an email. Meetings without a purpose don\u2019t just waste time; they chip away at momentum and morale.<\/p>\n To avoid this, I make meetings more intentional. Instead of a weekly standup where everyone rattles off what they\u2019re working on, I\u2019ve had success asking the team to come prepared with one challenge they need help with. That turns the meeting into a valuable space for problem-solving, not just reporting.<\/p>\n It\u2019s also worth taking a hard look at your recurring meetings. Ask yourself:<\/p>\n As Evans told me, \u201cThere\u2018s too much work about work in general. Too much planning of work, managing of work, communicating about work \u2026 rather than just focusing on the work itself. And that\u2019s when it becomes inefficient.\u201d<\/p>\n I\u2019ve felt that on teams where tools multiplied but clarity didn\u2019t. We were \u201ccollaborating\u201d in ten different places, but no one had a clear view of the actual work or how it all connected.<\/p>\n Evans emphasized the importance of simplifying and streamlining work processes with better systems.<\/p>\n \u201cIn five to ten years,\u201d he predicts, \u201cwe\u2018ll have more of a connected work ecosystem where all work is either in a single platform, or a single connected platform \u2026 not necessarily replacing everything, but at least connecting with everything so you remove inefficiencies, you have transparency, and you have a level of alignment that currently doesn\u2019t exist.\u201d<\/p>\n That future doesn\u2019t feel far off. I\u2019ve already started to see how using fewer, better-integrated tools can help teams spend less time chasing updates and more time doing focused work.<\/p>\n As Evans said, \u201cIn the next couple of years, we’ll also see the execution of work align much more closely to the communication around the work.\u201d<\/p>\n And the key to getting there? Simplify your systems. \u201cLeveraging an all-on-one platform is critical for reducing the inefficiency that comes with too many disparate solutions,\u201d Evans said. \u201cWithout getting your entire organization on one platform, you risk losing the context you need to scale projects effectively.\u201d<\/p>\n Team collaboration takes a hit when teams don\u2019t know what the other is working on. Silos start forming, things get duplicated, and chances to work together slip through the cracks.<\/p>\n I\u2019ve worked on teams where one group was launching a campaign while another was building something nearly identical \u2014 no one knew until the last minute. That kind of disconnect leads to mixed messaging and wasted effort.<\/p>\n \u201cCommunication needs to happen in the same place, and you need general alignment so people know what other people are working on,\u201d Evans told me. \u201cOf course, there are many ways to solve this through software.\u201d<\/p>\n One of the easiest ways to bring in more transparency is with tools that give everyone shared visibility<\/a>. When teams work in a single platform, they can see what\u2019s happening across the company without digging. Teams that consistently use tools like ClickUp, Slack, and Notion break down silos and make cross-team collaboration a whole lot easier.<\/p>\n I remember seeing a Slack note about the social team planning a leadership video series. Just from that quick mention, we were able to align a blog post with the same theme. That kind of connection only happens when information is out in the open.<\/p>\n The tools matter, but so does the mindset. Transparency isn\u2019t just about software \u2014 it\u2019s about encouraging people to share early, even if things aren\u2019t polished yet. When updates are visible, teams can build on each other\u2019s work instead of reinventing the wheel.<\/p>\n Speaking of tools, let\u2019s look at a few that can help bring all this to life.<\/p>\n <\/a> <\/p>\n Loom<\/a> lets you record quick videos of your screen, voice, and face to explain ideas or walk teammates through a process \u2014 no meeting needed. I\u2019ve used it to clarify feedback, demo workflows, and onboard new employees by walking them through key docs and tools needed to get started.<\/p>\n It excels in async communication. Instead of writing a long Slack message, I\u2019ve found that a two-minute Loom usually gets the point across faster.<\/p>\n Source<\/em><\/a><\/p>\n The platform also offers AI-powered summaries, auto-generates titles, lets viewers respond with emoji reactions and threaded, time-stamped comments without breaking the flow, and saves everything in a searchable video library for future reference.<\/p>\n Price: <\/strong>Free plan available, with advanced plans starting at $15\/month<\/p>\n Google Drive<\/a> is one of the most accessible tools available for storing and sharing files, and if your team isn\u2019t using it already, it\u2019s worth exploring. I\u2019ve used it for everything from campaign planning docs to video files and editorial calendars, and what makes it so helpful is how easy it is to organize, access, and collaborate in real time.<\/p>\n One thing that\u2019s made a big difference for me is the ability to adjust permissions on individual files and folders. You can give someone view-only access, allow comments, or open things up for editing, which helps cut down on confusion and keeps version control under control.<\/p>\n Source<\/em><\/a><\/p>\n Drive also makes it easy to set up shared folders for teams or projects, so everything lives in one place instead of buried in email threads. And if you\u2019re juggling multiple docs, the built-in search and AI features (like file summaries and suggested actions) can be surprisingly helpful, even if you only use them occasionally.<\/p>\n Price: <\/strong>Free with Google account; business plans start at $7\/month<\/p>\n ClickUp<\/a> allows teams to manage work across functions. It combines project management tools with features like Docs, Whiteboards, and Dashboards so teams can plan, communicate, and execute in one place.<\/p>\n Support teams, for example, can assign multiple people to a single ticket, loop in other departments via threaded comments, and track task progress without switching tools. For teams managing complex or cross-functional projects, ClickUp\u2019s ability to customize views and permissions helps ensure the right people stay informed without getting overwhelmed.<\/p>\n Source<\/em><\/a><\/p>\n Its built-in AI assistant can also help generate tasks, summarize updates, and spot potential blockers before they derail timelines.<\/p>\n Price<\/strong>: Free for personal use, or $12\/month for Business Plus.<\/p>\n Asana<\/a> helps teams manage collaborative work, especially when multiple teams or departments are involved. I\u2019ve used it to keep content calendars on track, coordinate blog posts across contributors, and map out timelines when many moving parts are in play.<\/p>\n You can easily assign tasks, set deadlines, and track progress without needing constant check-ins. I\u2019m a big fan of the Workload Monitor, which shows exactly how much each person is juggling across projects. It\u2019s helped me spot when someone\u2019s overloaded or has room to take on more, so I can rebalance work before anything slips through the cracks.<\/p>\n Tools like Timeline View, Milestones, and Goals give everyone a clear picture of what\u2019s happening and how their work connects to the bigger picture. And if you’re managing multiple teams or clients, Portfolios lets you monitor progress across all your active projects in one place.<\/p>\n Source<\/em><\/a><\/p>\n Asana recently rolled out more AI features, too. It now generates status updates and flags potential blockers, which is handy when you\u2019re moving fast and trying to keep everything aligned<\/p>\n Price: <\/strong>Free basic plan available; premium plans start at $10.99\/month<\/p>\n Dropbox<\/a> is one of those tools that feels simple, and that\u2019s the point. I\u2019ve used it to send large video files to clients, organize assets across departments, and keep version control sane when working with external collaborators who aren\u2019t in our usual tool stack.<\/p>\n It\u2019s convenient when your team works with big design files, multimedia, or anything that doesn\u2019t live neatly in a doc. You can comment directly on files, set permissions for who can view or edit, and even track file activity so you know when something\u2019s been opened or reviewed.<\/p>\n Source<\/em><\/a><\/p>\n Dropbox also includes tools like Dropbox Paper for lightweight document collaboration and DocSend for sharing trackable links \u2014 great for sales or partnership teams who need to know when materials get viewed.<\/p>\n Price: <\/strong>Free for individuals; business plans start at $15\/user\/month<\/p>\n I\u2019ve only scratched the surface of what Notion<\/a> can do \u2014 mostly using it as a place to collect research and ideas with my content team \u2014 but I quickly saw why so many teams love it.<\/p>\n Notion blends the structure of a project management tool with the flexibility of a document. You can build pages that act like docs, dashboards, or even mini websites, and everything stays organized in a visual, easy-to-navigate space.<\/p>\n Notion stands out because it lets teams customize almost everything without feeling overwhelmed. You can build shared wikis, project trackers, campaign planning hubs, and more \u2014 all connected through linked pages and databases. Since it doesn\u2019t lock you into one format, you can adapt and expand as your team\u2019s needs evolve.<\/p>\n Source<\/em><\/a><\/p>\n Its newer AI features also help you write, summarize, and find info across your workspace. If your team is juggling docs, strategy, and planning in a bunch of disconnected tools, Notion can help bring it all under one roof.<\/p>\n Price:<\/strong> Free for individuals; Plus plans start at $10\/user\/month<\/p>\n Miro is great when you need to get ideas out of your head and onto a shared canvas \u2014 whether mapping out a project, running a retro, or just brainstorming with your team. It\u2019s like a digital whiteboard that multiple people can edit in real time, which makes it conducive for hybrid or async teams.<\/p>\n Source<\/em><\/a><\/p>\n I\u2019ve seen teams use it for everything from sprint planning and user journeys to campaign mind maps and sticky-note-style ideation. It\u2019s flexible, easy to share, and integrates with tools like Asana, Slack, and Google Drive, so it fits into most workflows without much setup.<\/p>\n Price:<\/strong> Free for small teams; business plans start at $8\/user\/month<\/p>\n Slack<\/a> is a top communications and collaboration tool for most of the teams I work with. I\u2019ve used it to brainstorm with teammates, share updates on a project\u2019s status, and check in on quick questions without clogging up anyone\u2019s inbox.<\/p>\n Channels help keep things organized by topic or team, and emoji reactions make responding easy without adding to the noise. I also like how Slack threads keep side conversations from derailing everything else, particularly in busy cross-functional channels.<\/p>\n One thing I appreciate about Slack is how customizable it is. You can tailor the experience to fit your team\u2019s needs, integrating tools like Google Drive or Asana or setting up a personalized onboarding message for new team members. That welcome message can include tips, channel recs, or a quick rundown of how your team uses Slack so new folks get up to speed fast.<\/p>\n Source<\/em><\/a><\/p>\n It\u2019s not perfect; nothing is (searching for that one message from last week can still be a pain). But when everyone\u2019s using it consistently, it cuts down on unnecessary meetings and makes it easier to keep things moving.<\/p>\n Price: <\/strong>Free for small teams; pro plans start at $8.75\/user\/month<\/p>\n I used Microsoft Teams<\/a> daily for about three years, mostly at larger companies where everyone was already in the Microsoft ecosystem. It wasn\u2019t perfect, but it did a solid job keeping chats, meetings, and shared files in one place. That alone helped reduce the constant need to switch between tools.<\/p>\n I appreciated how easy it was to jump from a message thread into a quick video call, or pull up a doc and edit it with someone in real time. When you set up Teams properly, it naturally becomes the central hub for getting work done, especially if your team\u2019s managing a lot of cross-functional collaboration.<\/p>\n Source<\/em><\/a><\/p>\n Since I last used it, Microsoft has added more AI features, like meeting recaps and automatic summaries, which could be a real timesaver if you\u2019re in back-to-back calls or need to catch up on what you missed.<\/p>\n Price:<\/strong> Free version available; premium plans start at $4\/user\/month<\/p>\n The team behind Todoist built Twist<\/a> for teams that want to communicate more thoughtfully without staying constantly online. Twist organizes messages into threads by default, hides online status, and encourages people to focus without nonstop interruptions.<\/p>\n Unlike Slack or Teams, Twist removes the pressure to reply right away. It groups conversations by topic and feels more like a discussion board than a typical chat app. That structure makes it easier to catch up after time away and helps remote or globally distributed teams avoid burnout from notification overload.<\/p>\n\n
What is team collaboration?<\/strong><\/h2>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-3-20250515-7026808.webp\" "\\"\\"")
<\/p>\nWhat does great team collaboration look like?<\/strong><\/h2>\n
United Around a Common Goal<\/strong><\/h3>\n
Structured With Clear Roles and Responsibilities<\/strong><\/h3>\n
Prioritizes Reliable Communication<\/strong><\/h3>\n
Effective Leadership<\/strong><\/h3>\n
Productive Team Meetings<\/strong><\/h3>\n
Motivational Work Environment<\/strong><\/h3>\n
Transparency and Accountability<\/strong><\/h3>\n
1. Tie work back to the mission.<\/strong><\/h3>\n
2. Communicate your expectations for collaboration.<\/strong><\/h3>\n
3. Highlight individuals\u2019 strengths.<\/strong><\/h3>\n
4. Promote a community working environment.<\/strong><\/h3>\n
5. Encourage innovation and creative thinking.<\/strong><\/h3>\n
6. Share knowledge, insights, and resources.<\/strong><\/h3>\n
7. Lead by example.<\/strong><\/h3>\n
8. Make space for real-world connection.<\/strong><\/h3>\n
9. Celebrate and reward successful teamwork.<\/strong><\/h3>\n
10. Invest in collaboration tools.<\/strong><\/h3>\n
\u200b\u200b11. Build buffer time into shared projects.<\/strong><\/h3>\n
12. Align on what success looks like.<\/strong><\/h3>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-4-20250515-4923942.webp\" "\\"\\"")
<\/p>\nWhat Your Team Gets Wrong, According to ClickUp\u2019s CEO<\/strong><\/h2>\n
1. Your team hosts too many meetings without a clear goal.<\/strong><\/h3>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-5-20250515-442529.webp\" "\\"\\"")
<\/p>\n\n
2. Your team doesn\u2019t leverage software to create stronger alignment.<\/strong><\/h3>\n
3. Your organization lacks transparency.<\/strong><\/h3>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-6-20250515-789617.webp\" "\\"\\"")
<\/p>\n1. Loom<\/strong><\/h3>\n
Team Collaboration Tool: Video Communication<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-7-20250515-1282913.webp\" "\\"\\"")
<\/p>\n2. Google Drive<\/strong><\/h3>\n
Team Collaboration Tool: Shared Documents<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-8-20250515-1908716.webp\" "\\"\\"")
<\/p>\n3. ClickUp<\/strong><\/h3>\n
Team Collaboration Tool: All-in-One Project Management<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-9-20250515-7310683.webp\" "\\"\\"")
<\/p>\n4. Asana<\/strong><\/h3>\n
Team Collaboration Tool: Project Management<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-10-20250515-319061.webp\" "\\"\\"")
<\/p>\n5. Dropbox<\/strong><\/h3>\n
Team Collaboration Tool: File Sharing and Storage<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-11-20250515-3443646.webp\" "\\"\\"")
<\/p>\n6. Notion<\/strong><\/h3>\n
Team Collaboration Tool: Docs, Wikis & Project Spaces<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-12-20250515-4982036.webp\" "\\"\\"")
<\/p>\n7. Miro<\/strong><\/h3>\n
Team Collaboration Tool: Visual Collaboration & Brainstorming<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-13-20250515-9798770.webp\" "\\"\\"")
<\/p>\n8. Slack<\/strong><\/h3>\n
Team Collaboration Tool: Real-Time Communication<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-14-20250515-6748806.webp\" "\\"\\"")
<\/p>\n9. Microsoft Teams<\/strong><\/h3>\n
Team Collaboration Tool: Enterprise Communication & Collaboration<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-15-20250515-3442786.webp\" "\\"\\"")
<\/p>\n10. Twist<\/strong><\/h3>\n
Team Collaboration Tool: Async Communication<\/strong><\/h4>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-16-20250515-686065.webp\" "\\"\\"")
<\/p>\n
![\"team](\"http:\/\/www.backstagelenses.com\/wp-content\/uploads\/2025\/05\/team-collaboration-17-20250515-2399733.webp\" "\\"\\"")
<\/p>\n