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Collaboration software: four big mistakes businesses make

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Nowadays, all the eyes seem to be on the collaboration software tool. Email revolutionised virtual communications, but there is this new kid on the block to better manage projects, connect teams, share files and centralise information.


Collaboration software offers businesses a central space for online project management and team collaboration. It also overcomes one of the biggest email issues: noise.


Collaboration software: what to avoid

Collaboration software frees businesses from endless email chains containing the latest version of a document or input on a topic. It gives businesses the opportunity to work in a closer environment in team workspaces. Also, it helps keep all information in one repository and enhances a business’s professional image with its customisable and secure environment.

As pioneering as collaboration software is, businesses are still making four big mistakes when investing in such a solution:


1. Removing pre-existing solutions

A good online collaboration offering should include a wealth of functionality. Feature-rich solutions usually include far more than a space to share and edit documentation. Teams can have discussions, seek out feedback, create a repository of documents and synchronise calendars, for example.

But even the most robust solution is not a magic bullet to replace every other type of collaborative activity. Tayfun Bilsel, CEO of collaboration software house Clinked, said:

Buying collaboration software is not just a case of replacing every other solution. It should enhance, complement and integrate with other virtual communication.


2. Forgetting email updates

Collaboration software is often seen as an email replacement by many businesses, but it will still impact your company’s inboxes.

Collaboration software will email users with updates whenever a document is altered, deadline is changed or comments are submitted, for example. Bilsel added:

When a company implements a collaboration software solution, they must set up the notification system so users are not endlessly emailed with updates from the collaboration system. Otherwise, you are just replacing one type of email noise with another.


3. Neglecting scalability

Many businesses initially invest in collaboration software to solve one business case. Once they start using these feature-rich systems though, they may demand more from their chosen solution.

Make sure you choose a system that scales with your requirements. For example, you may only want to use it to communicate internally at first but, if you decide to allow customers to access the system, you need a solution that offers adequate security and a professional setting for your company. (Bilsel)


4. Customer management

This aforementioned tool offers businesses a space to communicate internally. But that not all there is to it. Such solutions also offer businesses a space to manage and work with customers after a sale has been made, filling a gap in the market that many CRM systems leave behind.

Business owners must remember to use collaboration software in their wider corporate environment and with customers. A good solution enables customer management after a sale has been made and your business to grow by providing more value to those customers. (Bilsel)

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