Top 15 Collaboration Tools for Teams

Whether you’re managing a small remote team or a large distributed workforce, the right tools can help you maintain productivity, streamline workflows, and foster effective communication.

But with countless options on the market, how do you find the best tools for your team?

To simplify your search, we’ve curated a list of 15 top collaboration tools divided into three essential categories: 

• Team communication apps, 
• Project management tools, and 
• Time trackers. 

These tools cover the core needs of remote teams, ensuring smooth and efficient operations.

Let’s dive in!

Why are collaboration tools crucial for your business?

Collaboration tools help bridge geographical gaps, foster teamwork, and ensure everyone stays on the same page, regardless of where they are.

Investing in the right tools is no longer optional — it’s a strategic necessity. Here are some of the main benefits:

• Enhanced productivity — Enable real-time collaboration and minimize delays.
• Improved communication — Ensure everyone can share ideas, updates, and feedback seamlessly.
• Streamlined processes — Centralize workflows, making them easier to manage and track.
• Accountability and insights — Track performance metrics and hold yourself and your team accountable.

Key features to look for in a collaboration tool

When choosing collaboration tools, here’s what you should keep in mind:

• Ease of use — A good tool should have an intuitive interface that your team can adopt quickly.
• Scalability — As your business grows, the tool should accommodate your needs without extra complexity.
• Integration — The ability to integrate with other tools in your tech stack is essential for smooth workflows.
• Affordability — Look for tools that fit within your budget but don’t compromise on features.
• Security — The tools you choose should have safety and security as their number one priority.

Top 15 collaboration tools

To address the diverse needs of remote teams, we’ve categorized the tools into: 

• Team communication apps, 
• Project management (PM) tools, and 
• Time trackers. 

These categories cover the essential aspects of remote team collaboration, ensuring you have everything you need for seamless operations.

Here’s an overview of the apps with their standout features, pricing, and what they’re best for:

Top 5 team communication apps

Effective communication is essential for fostering good teamwork and collaboration. 

Here are 5 apps that keep your team connected and working seamlessly.

Pumble — Best for all-in-one communication and collaboration

Pumble is an all-in-one communication and collaboration tool designed for seamless instant messaging, file sharing, and video conferencing. 

Its robust free plan makes it a standout option for teams and individuals seeking a dependable, feature-packed solution for internal and external communication.

With Pumble, remote teams can stay connected effortlessly, whether through:

• Direct messages,
• Channels and threads, 
• Voice calls, or 
• Video calls. 

My team has been using Pumble for a couple of years, and we don’t plan on switching any time soon. Pumble is easy to set up and use. You’ll have an easy onboarding, while the app’s cross-device compatibility keeps your team synchronized anytime, anywhere.

In Pumble, you can also customize your notifications, set your status, and personalize the look of your workspace.

Key features:

• Versatile messaging — Communicate via DMs, public or private channels, and threaded discussions.
• Meeting recording — Record your meetings to revisit important conversations or share with others.
• Categorized conversations — Organize topics into channels for clarity and focus.
• File sharing — Share documents, images, and other files quickly and securely.
• Video calls and screen sharing — Present ideas and collaborate visually with ease.
• Guest access — Invite external stakeholders to join relevant conversations.

Pros:

• Unlimited message history and user count.
• Simple and intuitive interface for quick team adoption.
• High-level security and reliable support.
• Very affordable paid plans.

Cons:

• Currently lacks read receipts for messages.

Available for: Web, Mac, Windows, Linux, Android, and iOS

Pricing: Free plan available; Paid plans start at $2.49 per user/month.

Slack — Best for extensive integrations

Slack is a widely used team chat app known for its 2,500+ integrations and good customization options. 

From real-time messaging to video calls, it’s a common choice for teams needing flexibility.

I appreciated the quick and easy setup and the customization options for my workspace. I also liked how notifications could be customized, so you don’t have to be bombarded by unnecessary pings.

Slack offers channels, threads, and messages as key features, and they work seamlessly, making it easy to organize conversations around projects or topics.

However, the fact that your message history is limited to only 90 days kept popping into my head. For teams relying on past information and conversations, this could be a deal breaker. 

Plus, I felt that the pricing on the paid plans was steep, especially if you have a larger team.

Key features:

• Channels — Organize conversations by topics, teams, or projects to keep communication focused and efficient.
• Threads — Keep side discussions contained within threads to avoid cluttering channels.
• Integrations — Access over 2,500 third-party app integrations, including Google Drive, Trello, and Zoom.

Pros:

• Rich integration library.
• Customizable notifications.
• Supports guest collaboration.

Cons:

• Limited message history in the free plan (90 days).
• Higher cost for larger teams.

Available for: Web, Mac, Windows, Linux, Android, and iOS

Pricing: Free plan available; Paid plans start at $8.75 per user/month.

Microsoft Teams — Best for Microsoft 365 integrations

Microsoft Teams is a well-known team communication and collaboration app from Microsoft.

The standout feature of Microsoft Teams is its deep integration with other Microsoft products.

Some of the other Teams features include:

• Messaging, 
• Video conferencing, and 
• File sharing. 

While Teams impressed me with its video conferencing capabilities and robust collaboration tools, I found the interface a bit overwhelming at first. 

If you’re not a regular Microsoft 365 user, the learning curve might be steeper than expected.

Key features:

• Seamless integration with Microsoft 365 apps.
• Video conferencing and screen sharing.
• Channels for team organization.

Pros:

• Ideal for teams already using Microsoft Office tools.
• Comprehensive collaboration features.
• Free plan available with essential features.

Cons:

• The busy interface can feel cluttered and overwhelming.
• An annual subscription is required for all paid plans.

Available for: Web, Windows, Mac, Linux, Android, and iOS

Pricing: Free plan available; Paid plans start at $4 per user/month.

Zoom — Best for video conferencing

Zoom is a widely used video conferencing platform with additional features for collaboration.

I’ve used Zoom plenty of times, for everything from quick team check-ins to large webinars, and it’s one of the best tools for video calls.

The video quality is consistently good, and I’ve had very few issues with connectivity.

In Zoom, you can:

• Record meetings,
• Share your screen, and
• Create breakout rooms.

That said, Zoom’s chat features are fairly basic, so you will probably need to pair it with other tools for messaging and collaboration. 

And, if you plan on using the free version, know that your meetings are capped at 40 minutes.

Additionally, some advanced features, such as webinar hosting, get a bit pricey.

Key features:

• High-quality video and audio conferencing.
• Screen sharing and virtual backgrounds.
• Breakout rooms for smaller discussions.

Pros:

• Good call quality and reliability.
• Suitable for meetings of all sizes.
• Intuitive and user-friendly interface.

Cons:

• Limited messaging features.
• Some premium features can be costly.

Available for: Web, Mac, Windows, Linux, Android, and iOS

Pricing: Free plan available; Paid plans start at $14.99 per host/month.

Google Chat — Best for Google Workspace users

Since my team and I already use Google Workspace, I decided to give Google Chat a try. 

It integrates seamlessly with tools like Google Drive and Gmail, which makes it easy to share files and organize conversations. 

The Spaces feature is particularly useful for categorizing discussions by team or project.

However, the app’s limited user base was a drawback. In some cases, I couldn’t find colleagues or clients using it, which made it less effective for external communication. 

It’s best suited for teams already deeply integrated into the Google ecosystem.

Key features:

• Spaces for categorized conversations.
• Integration with Google Drive and Calendar.
• Threaded conversations for side topics.

Pros:

• Works seamlessly with Google Workspace.
• Generous 15 GB free storage per user.
• Accessible on multiple devices.

Cons:

• Small user base.
• Limited customization options.
• No support for voice messages or audio file sharing.

Available for: Web, Windows, Mac, Linux, Android, and iOS  

Pricing: Free plan available; Paid plans start at $6 per user/month.

Top 5 project management apps

Managing projects effectively is essential for keeping teams aligned, meeting deadlines, and achieving goals. 

These project management apps help you organize tasks, track progress, and collaborate seamlessly, no matter the complexity of your workflows.

Plaky — Best for simple, yet powerful task management

Whether you’re managing a small project or coordinating multiple teams, staying organized is crucial for delivering results on time. 

A project management tool like Plaky makes it easy to plan, track, and execute your tasks all in one place.

I’ve been using Plaky for a couple of years to organize my tasks and keep track of my work. It’s very easy to use and customize it to your needs.

In Plaky, you can:

• Create custom boards or use templates,
• Organize tasks into sections,
• Bulk edit tasks,
• Attach files, and
• Leave comments under tasks.

I also like that you can easily see what everyone on the team is working on and how far along in their tasks they are. This is especially useful if you’re a team leader.

Key features:

• Customizable workflows to fit your team’s processes.
• Real-time task tracking with clear deadlines and assignees.
• Integrated comments and file attachments within tasks.

Pros:

• Easy to use with minimal setup.
• Clean, visually appealing interface.
• A free plan that works well for small teams.

Cons:

• Lacks automations — this feature is currently being developed.

Available for: Web, iOS, and Android 

Pricing: Free plan available; Paid plans start at $3.99 per user/month.

Asana — Best for managing complex projects

Asana is a common choice for larger teams that manage intricate workflows.

It’s designed to help businesses visualize project timelines, track progress, and manage dependencies effectively.

The sign-up process was quick and easy. What I found particularly interesting is that Asana uses AI to give you a personalized example of your future tasks.

When signing up, I answered a few simple questions about my work and gave Asana the green light to propose a future plan for my work. Here’s what it came up with:

The timeline view is particularly helpful for spotting task dependencies and potential bottlenecks. 

Switching between list, board, and calendar views was seamless, and the ability to assign tasks with deadlines kept everything organized. You can also set a priority rating, task type, assignees, and many more fields.

Although I didn’t use every feature extensively, it was clear that Asana offers a robust toolkit for managing complex projects.

However, if you’re new to project management tools or need a simple tool, you may find all of the options overwhelming and unnecessary.

Furthermore, Asana’s paid plans start at $10.99 per month, so it can get pricey quickly, especially for bigger teams.

Key features:

• Multiple project views: list, board, timeline, and calendar.
• Advanced reporting tools to track performance.
• Automations to streamline repetitive tasks.

Pros:

• Excellent for managing large projects with multiple stakeholders.
• Highly flexible, with customizable workflows and views.
• Integration with popular tools like Slack and Google Drive.

Cons:

• Can feel overwhelming for smaller teams or simpler projects.
• Paid plans are relatively expensive.

Available for: Web, Mac, Windows, Android, and iOS

Pricing: Free plan available; Paid plans start at $10.99 per user/month.

Trello — Best for simple boards and personal projects

For straightforward task tracking, Trello is a good choice. 

Its Kanban-style boards let you visually manage workflows with ease, making it ideal for small teams or individual projects.

While trying Trello, I found it very user-friendly. Setting up boards and moving tasks between lists like “To-Do,” “In Progress,” and “Done” took seconds. 

The interface is simple but effective. 

However, during the setup process, if I wanted to create boards for team task management or more complex boards, Trello would redirect me to try Jira, a tool by the same company.

So, I would recommend Trello for simple project management use cases or personal task management.

Key features:

• Kanban boards for organizing tasks.
• Power-ups for added functionality like calendars and integrations.
• Card attachments for documents, links, and images.

Pros:

• Easy setup with no learning curve.
• Highly visual and intuitive interface.
• The free plan works well for small teams.

Cons:

• Limited features for complex project management.
• Advanced functionality requires Power-ups or paid plans.

Available for: Web, Mac, Windows, Android, and iOS

Pricing: Free plan available; Paid plans start at $5 per user/month.

ClickUp — Best for extensive customization

ClickUp is designed as an all-in-one solution for project management, offering a broad range of features like task tracking, goal setting, and time management.

When I tested ClickUp, I liked its versatility. It provides multiple views — list, board, Gantt, and calendar — allowing you to customize the experience based on your needs. 

Even though it feels a bit overwhelming initially, its features could benefit teams juggling complex projects with lots of moving parts.

Key features:

• Multiple task views for flexibility.
• Built-in time tracking and goal tracking.
• Automations and integrations with popular tools.

Pros:

• Extremely customizable to suit any team or project.
• Great for teams with varied workflows and needs.
• Includes features like time tracking without needing third-party tools.

Cons:

• A steep learning curve for new users.
• The interface can feel cluttered with so many options.

Available for: Web, Chrome Extension, Outlook Extension, Apple Watch, Mac, Windows, Linux, Android, and iOS

Pricing: Free plan available; Paid plans start at $7 per user/month.

Monday.com — Best for workflow automation

Monday.com combines visual project management with powerful workflow automation, making it ideal for teams looking to streamline repetitive tasks and stay on top of their work.

Although its aggressive marketing turned me off at first (Google any other project management tool from this list and you’ll understand what I’m talking about), I actually liked the app.

During my testing, I found Monday.com’s automations interesting. 

You can set up different automations, such as:

• Notifying people about task changes, 
• Adding the creator of the task as the person in charge, 
• Creating tasks from received emails, and so on.

Setting up rules like task reminders or updates based on project triggers was straightforward. The interface is bright, engaging, and easy to use.

Key features:

• Visual dashboards for tracking progress.
• Custom automations to reduce manual work.
• Integration with popular tools like Slack, Zoom, and Google Drive.

Pros:

• Automates repetitive workflows to save time.
• Bright, user-friendly interface.
• Scalable for teams of all sizes.

Cons:

• Automations can be tricky to configure for beginners.
• Pricing can escalate for larger teams.

Available for: Web, Mac, Windows, Android, and iOS

Pricing: Free plan available; Paid plans start at $9 per user/month.

Top 5 time-tracking apps

Accurately tracking time is vital for boosting productivity, managing billable hours, and ensuring efficient use of resources. 

These time-tracking apps provide simple yet powerful solutions to help you monitor and optimize your team’s time management.

Clockify — Best for all-in-one time tracking and insights

Clockify is a free time-tracking and timesheet app designed for businesses and freelancers who need to monitor:

• Work hours, 
• Billable time, and 
• Overall productivity. 

Whether you’re tracking time for a specific project or simply monitoring how you spend your day, Clockify offers a straightforward solution.

I’ve been using Clockify to track my working hours for a couple of years now. The simplicity and ease of use is what makes me stay loyal.

Setting up tasks and projects is quick, and the ability to switch between manual time entry and a live timer makes it versatile for different workflows. 

I usually like to turn on the timer to track time when I’m writing, as it helps me focus on my work. For other tasks, I prefer to do it manually.

Clockify can also automatically track your time spent on work by tracking which apps and websites you visit and how much time you spend there.

You also have access to reports, which give you a clear breakdown of where you spend your time. Additionally, you can see what everyone else in your team or company is doing.

The free plan comes with all of the features you’ll ever need, but if you want to take it a step further, Clockify also has paid plans with even more advanced features, such as:

• GPS tracking,
• Multiple currencies, and
• Labor cost & profit.

Key features:

• Live time tracking and manual time entry.
• Timesheets for logging work hours.
• Detailed reports for analyzing time usage.
• Cross-device sync for seamless access.

Pros:

• Free plan with unlimited users and tracking.
• Simple interface that’s easy to navigate.
• Integration with popular project management tools like Asana and Trello.

Cons:

• Offline tracking capabilities are limited.

Available for: Web, Mac, Windows, Linux, Android, and iOS

Pricing: Free plan available; Paid plans start at $3.99 per user/month.

Toggl Track — Best for simple time tracking

Toggl Track is a time-tracking app that prioritizes ease of use and flexibility, making it a favorite for freelancers, small teams, and creative professionals. 

It offers a clean interface and works seamlessly across devices.

When I tested Toggl Track, I liked how intuitive it was. Starting and stopping the timer was effortless, and tagging tasks made it easy to organize my time logs. 

You can also create invoices, see all your clients, and integrate with your calendars.

The reporting feature provides insights into how time is being spent, though it might lack some advanced project-focused functionality for larger teams.

Key features:

• One-click timers for quick time tracking.
• Task and project tagging for organization.
• Detailed reports to analyze time data.
• Offline mode for tracking without internet access.

Pros:

• Very user-friendly, even for beginners.
• Great for freelancers and small teams.
• Offers mobile, desktop, and web access.

Cons:

• Limited advanced project management features.
• The free plan lacks some reporting capabilities.

Available for: Web, Mac, Windows, Android, and iOS

Pricing: Free plan available; Paid plans start at $9 per user/month.

RescueTime — Best for automatic time tracking

RescueTime is a productivity and time management app that runs in the background, automatically tracking how you spend your time on digital devices. It’s great for those who want to understand and improve their work habits.

Testing RescueTime was a different experience compared to manual trackers. It tracks the apps and websites you use, categorizing them by productivity level. For this, you need to first install the RescueTime assistant on your computer and start logging data.

You can also set goals and add offline time.

While I didn’t use it long enough to benefit from its weekly reports or focus sessions, I could see how these features would be useful for anyone looking to reduce distractions and optimize their workday.

However, RescueTime is a paid service only, with a free 2-week trial, and you need to enter your credit card information to be able to create an account.

Key features:

• Automatic tracking of app and website usage.
• Productivity reports with categorized time usage.
• Focus mode to block distracting websites.
• Goal setting to improve time management habits.

Pros:

• Hands-free tracking with minimal input required.
• Insights into productivity trends over time.
• Focus sessions help reduce distractions.

Cons:

• Requires background running, which might raise privacy concerns.
• Less suited for tracking specific projects or billable hours.
• No free plan.

Available for: Web, Mac, Windows, Android, and iOS

Pricing: Paid plans start at $6.50 per user/month (if billed annually).

Hubstaff — Best for employee monitoring

Hubstaff is a time-tracking app that combines productivity monitoring with project and task tracking, making it suitable for businesses managing remote teams. 

It provides features like activity tracking, GPS monitoring, and project-based time logs.

When I tried Hubstaff, I found it packed with features, from screenshots of active screens to automatic idle time detection. However, it was a bit overwhelming to navigate through all of the features. 

Additionally, Hubstaff offers no free plan, and the starting price is $4.99 for the cheapest plan, which still has many limitations.

While the monitoring features felt a bit heavy-handed for freelancers or smaller teams, I could see how they’d be useful for managers needing to ensure accountability in distributed teams.

Key features:

• Time tracking with optional employee monitoring (screenshots, activity levels).
• GPS tracking for on-site teams.
• Project and task-based tracking with detailed reports.
• Payroll integration for seamless payments.

Pros:

• Comprehensive features for managing remote or field teams.
• Automates payroll based on tracked hours.
• Idle detection ensures accurate time logs.

Cons:

• Monitoring features might feel intrusive for some teams.
• Pricing can add up for larger teams.
• No free plan.

Available for: Web, Mac, Windows, Linux, Android, and iOS

Pricing: Paid plans start at $4.99 per user/month.

Timely — Best for AI-powered time tracking

Timely uses AI to automate time tracking, making it a great option for professionals who don’t want to manually log their hours. 

The app records your work activity and creates time entries for review, saving time, and improving accuracy.

During my testing, I didn’t explore AI-powered tracking because it requires downloading additional software. 

Instead, I focused on Timely’s manual time-tracking features, which were easy to use and effective. Creating time entries and categorizing them by project was straightforward, and the reporting tools provided a clear breakdown of the time spent. 

I can see how the AI features would be valuable for those managing complex projects or billing multiple clients.

Timely is yet another app without a free plan, offering a 2-week free trial with a starting price of $9.

Key features:

• AI-powered automatic time tracking.
• Real-time project tracking with budgets.
• Detailed reports for time and cost analysis.
• Integrations with tools like Trello and Asana.

Pros:

• Saves time with automated tracking and entry suggestions.
• Clear visual reports for tracking project budgets and timelines.
• Works well for creative professionals and teams.

Cons:

• AI suggestions require regular review for accuracy.
• AI tracking requires a software download.
• Higher price point compared to some competitors and no free plan.

Available for: Web, Mac, Windows, Android, and iOS

Pricing: Paid plans start at $9 per user/month.

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Boost your team’s efficiency with the right collaboration tools

From streamlining communication to managing projects and tracking time effectively, the apps covered in this list are designed to help your team stay organized, productive, and aligned.

Our selection of the best collaboration tools ensures you’ll find something to meet your team’s unique needs. Try them out and see which ones fit seamlessly into your workflow.

Ready to take your team’s productivity to the next level? Start with Pumble to enhance communication today!And, for an all-in-one solution, explore CAKE.com’s Productivity Bundle and unlock your team’s full potential!