; Find the Best Collaboration App for Small Business: Top 7 List Skip to Content

The Top 7 Collaboration Apps for Small Business Which One is Right for You?

Are you tired of endless email chains and missed deadlines? Do you want to streamline your team’s communication and increase productivity? Look no further than collaboration apps. These digital tools are designed to help teams work together more efficiently, no matter where they are located.

But with so many options available, how do you choose which one is right for your small business? In this article, we’ll introduce you to the top 7 collaboration apps that can help take your team’s communication and productivity to the next level. From project management to video conferencing, these apps offer a range of features to help you and your team work smarter, not harder.

So, whether you’re a small business owner looking to streamline operations or a team leader trying to improve collaboration, read on to find the perfect app for you.


Get organized and stay on top of your tasks with Trello – the ultimate tool for productivity. Trello is a project management and visual collaboration app that helps you manage your projects and tasks in a flexible and customizable way.

With its intuitive interface, you can easily create boards, lists, and cards to visualize your workflow and keep track of your progress. Trello is a great choice for small businesses looking for a simple and efficient tool to manage their projects.

It offers a wide range of features, including customizable templates, checklists, due dates, and attachments. You can also add comments, labels, and tags to your cards to keep your team members informed and organized. Trello’s drag-and-drop interface makes it easy to move cards around and prioritize your tasks.

Trello vs Asana: Which one to choose for Small Business? While Asana is a more comprehensive project management tool, Trello is a more visual and flexible one. Asana offers more advanced features, such as Gantt charts, custom fields, and time tracking.

However, Trello’s simplicity and ease of use make it a better choice for small businesses that don’t need all the bells and whistles. Plus, Trello’s free plan offers unlimited boards, cards, and members, while Asana’s free plan limits you to 15 members and basic features.


If you’re looking for a tool to streamline communication across teams, Slack is a great choice.
With its chat-based interface, you can quickly and easily communicate with colleagues, whether they’re in the same office or working remotely.

Additionally, Slack allows you to organize conversations by topic or project, making it easy to find the information you need when you need it.

Finally, Slack integrates with other apps for increased productivity, so you can easily share files and collaborate with others without having to switch between multiple tools.

Streamline Communication Across Teams

How can you streamline communication across teams to maximize productivity and efficiency? One effective strategy is to utilize collaboration apps that offer various features such as instant messaging, video conferencing, and project management tools.

By having all communication channels in one place, teams can easily stay informed of updates, deadlines, and tasks without wasting time on lengthy email chains.

Additionally, utilizing a collaboration app can also help teams stay organized and on track with projects. Many apps offer project management tools such as task lists, calendars, and progress trackers. By having a clear overview of tasks and deadlines, teams can prioritize their workload and ensure that everyone is on the same page.

Overall, using collaboration apps can significantly improve communication and productivity in small businesses.

Organize Conversations by Topic or Project

You can keep conversations and discussions organized by sorting them by topic or project, allowing for easier navigation and understanding of ongoing discussions. This is where collaboration apps come in handy, as they offer features that allow you to categorize messages by specific topics or projects.

With these tools, you can create channels or threads dedicated to a particular subject, and easily filter out conversations that aren’t relevant to you. This not only saves time, but also ensures that everyone is on the same page and no important details are missed.

Project management is also made easier with collaboration apps that allow you to organize conversations by project. You can create a separate channel or thread for each project, and invite team members who are working on it to join. This way, everyone involved in the project can easily access all the necessary information, files, and updates in one place.

This feature also helps you keep track of progress and deadlines, and ensure that everything is moving forward as planned. By using collaboration apps to organize your conversations by topic or project, you can streamline communication and improve productivity in your small business.

Integrate with Other Apps for Increased Productivity

Integrating different apps can expand your productivity and create a seamless workflow experience within your team. By using collaboration apps that integrate with other software, you can easily move information between tools and automate repetitive tasks. This can save you time and increase efficiency, allowing you to focus on more important tasks.

Integration benefits include features such as syncing calendars, sharing files across platforms, and automating data entry. Cost-effective options like Zapier and IFTTT allow you to create custom workflows that connect your favorite tools together.

Collaboration features like real-time editing and commenting can be integrated with project management tools like Trello or Asana. With the right combination of apps, you can create a powerful ecosystem that streamlines your workflow and boosts productivity.


When it comes to hosting virtual meetings and webinars, Zoom is a top choice for small businesses. It’s user-friendly and has a dependable connection, so you can easily communicate with your team or clients from anywhere in the world.

Plus, Zoom allows you to share screens and collaborate in real-time, making it a great tool for brainstorming and project management. And if you need to refer back to a meeting, Zoom’s recording feature gives you the ability to do so.

Host Virtual Meetings and Webinars

Looking to host virtual meetings and webinars? It’s important to note that according to a recent study, 87% of remote employees feel more connected to their teams when using video conferencing. With the rise of remote work, it’s crucial to have a reliable collaboration app that allows you to host virtual meetings and webinars seamlessly.

Here are three tips to ensure that your virtual meetings and webinars are engaging and successful:

1. Virtual meeting etiquette: Set clear guidelines for attendees on how to participate, such as muting their microphones when not speaking and using the chat feature to ask questions or make comments.

2. Tips for engaging remote attendees: Use interactive features such as polls, breakout rooms, and screen sharing to keep your attendees engaged and interested throughout the meeting or webinar.

3. Choose the right collaboration app: Look for a collaboration app that offers high-quality video and audio, screen sharing, recording capabilities, and easy access for attendees to join the meeting or webinar. Some popular options include Zoom, Microsoft Teams, and Google Meet.

Share Screens and Collaborate in Real-Time

It’s crucial to be able to share screens and collaborate in real-time during virtual meetings, so make sure your chosen collaboration tool offers these features. With the right technology, brainstorming techniques can be improved and remote collaboration can be made more seamless.

Screen sharing allows everyone in the meeting to view the same document or presentation, which helps to keep everyone on the same page. Real-time collaboration features allow multiple participants to work on the same document simultaneously, making it easier to make changes and share ideas.

When choosing a collaboration tool, look for features that allow for easy screen sharing and real-time collaboration. Some tools even offer virtual whiteboards that allow participants to sketch out ideas together. These features can help to improve productivity and foster teamwork, even when working remotely.

Remember that choosing the right collaboration tool is key to successful virtual meetings and effective remote collaboration.

Record Meetings for Future Reference

Now that you know how to share screens and collaborate in real-time, let’s move on to another important feature of collaboration apps for small businesses: recording meetings for future reference.

The benefits of recording meetings are numerous. First and foremost, it allows you to capture all the important details discussed during the meeting, so you don’t have to rely on memory alone. You can refer to the recording later if you need to clarify any details or remind yourself of what was discussed. Plus, if any team members were unable to attend the meeting, they can catch up by watching the recording.

To make the most of meeting recordings, here are a few tips to keep in mind. First, make sure everyone is aware that the meeting is being recorded, and get their permission to do so. Next, choose a quiet location with minimal background noise to ensure the audio quality is clear. Finally, consider using a transcription service to turn the recording into a written document that can be easily shared and referred to in the future.

By following these tips and taking advantage of the recording feature in your chosen collaboration app, you can ensure that important details are never lost or forgotten.


You’ll love using Asana for managing your team’s tasks and projects. This collaboration app is designed to keep you and your team on track with its wide range of features. Here are three reasons why Asana should be your go-to app for collaborative work:

1. Collaboration features: Asana offers a variety of collaboration tools that make it easy to assign tasks, communicate with team members, and track progress. You can create tasks, subtasks, and projects, and assign them to specific team members. You can also add due dates, attach files, and leave comments on tasks for additional context.

2. Pricing plans: Asana offers a range of pricing plans, including a free version, which is great for small teams with basic needs. If you need more features and functionality, you can upgrade to Asana Premium or Asana Business. The Premium plan offers additional features like advanced search, custom fields, and task dependencies, while the Business plan includes even more features like portfolio management, workloads, and custom rules.

3. Integration options: Asana integrates with a variety of other apps, including Slack, Google Drive, and Dropbox. This means you can access all your team’s information in one place, without having to switch between multiple apps. Asana’s integration options make it easy to collaborate with your team and get work done efficiently.

Overall, Asana is a powerful collaboration app that can help your team stay organized and on track. With its robust features, flexible pricing plans, and integration options, Asana is a great choice for small businesses looking to streamline their project management processes.

Google Drive

If you’re looking for a reliable tool to store and share files securely, Google Drive is a great option. You can ensure that your sensitive data is protected from unauthorized access with its advanced security features.

Moreover, Google Drive is an excellent collaboration tool. It enables you to work on documents and spreadsheets with your team in real-time from anywhere, anytime.

Store and Share Files Securely

Safeguard your digital documents like a vigilant sentinel with secure file-sharing tools. As a small business owner, you understand the importance of keeping your confidential data safe from cyber threats.

One of the best ways to secure your files is by using secure file-sharing tools that offer data encryption. These tools ensure that your sensitive information stays protected at all times.

When looking for a secure file-sharing tool, consider features such as user permissions, password protection, and remote wipe capabilities. User permissions allow you to control who has access to your files, while password protection ensures that only authorized users can open them.

Remote wipe capabilities also come in handy if you lose your device or it gets stolen, as you can remotely delete all the files to prevent unauthorized access. With these features in mind, you can choose a secure file-sharing tool that best suits your business needs.

Collaborate on Documents and Spreadsheets

Collaborating on documents and spreadsheets with the right tools can increase productivity and efficiency for your team. With real-time editing and version control, you can ensure that everyone is working on the latest version of the document, and changes can be made and tracked seamlessly.

Here are some collaboration apps that can help you collaborate on documents and spreadsheets effectively:

– Google Docs/Sheets: You can collaborate in real-time with multiple users, make comments, and suggest changes. It also has a revision history feature that allows you to track changes and revert to previous versions if needed.

– Microsoft Teams: You can collaborate on documents and spreadsheets within the app, eliminating the need to switch between different tools. It also has a robust version control feature that allows you to see who made changes and when.

– Dropbox Paper: You can collaborate on documents and spreadsheets within the app. It has a collaboration analytics feature that provides project insights. It also has a task management feature that allows you to assign tasks and deadlines to team members.

– Quip: You can collaborate on documents and spreadsheets. It has a chat feature that allows you to communicate with your team in real-time. It also has a project management feature that allows you to assign tasks and track progress.

– Zoho Docs: You can collaborate on documents and spreadsheets. It has a chat feature that allows you to communicate with your team in real-time. It also has a version control feature that allows you to track changes and revert to previous versions if needed.

With these collaboration apps, you can work on documents and spreadsheets with your team seamlessly, ensuring that everyone is on the same page. By using collaboration analytics and project insights, you can also gain valuable insights into your team’s productivity and identify areas for improvement.

Access Files from Anywhere, Anytime

Now that you know how to collaborate on documents and spreadsheets, it’s time to talk about accessing those files from anywhere and anytime. This is where remote access and cloud storage come into play.

With the increasing need for teams to work remotely, it’s crucial to have a reliable system that allows you to access files from any location. Cloud storage provides a secure and convenient way to store your files online, making them accessible from any device with an internet connection.

It eliminates the need for physical storage devices and the risk of losing important files due to a hardware failure. The top collaboration apps for small business offer cloud storage as a standard feature, enabling teams to work on projects seamlessly.

Whether you’re at home, in the office, or on the go, you can easily access your files and work on them in real-time, making collaboration more efficient than ever before.


Evernote is the perfect tool for organizing all your notes and ideas in one place. You can easily categorize and tag your notes to keep them organized, thanks to its user-friendly interface. Collaborating with team members on projects is made easy with Evernote’s sharing and commenting features.

Lastly, you can access your notes from any device, making it a convenient tool for busy professionals.

Organize Notes and Ideas in One Place

Get all your thoughts in one spot with a tool like Trello, so you can easily keep track of your ideas and stay organized. Collaboration benefits are worth exploring, especially when it comes to note-taking techniques.

You can easily share your notes with colleagues or team members, ensuring that everyone has access to the same information. Trello is a great option for organizing notes and ideas because it allows you to create boards, lists, and cards to keep everything in one place.

You can move cards from one list to another, add labels, and assign due dates to keep yourself on track. Plus, Trello integrates with other collaboration tools like Slack, Google Drive, and Dropbox, making it a versatile option for any small business looking to streamline their workflow.

Don’t let a disorganized mind hold you back from achieving your goals – try out Trello to keep your notes and ideas in one easily accessible spot.

Collaborate with Team Members on Projects

You can easily work with your team on projects by collaborating and sharing ideas, keeping everyone on the same page and moving forward towards success. Here are three ways to collaborate effectively:

1. Brainstorming Techniques: Encourage your team to brainstorm ideas together, allowing everyone to share their thoughts and opinions. This can be done in person or through collaboration tools that allow for virtual brainstorming sessions. By utilizing everyone’s strengths and creativity, you can come up with unique and innovative solutions to your project challenges.

2. Collaborative Decision Making: When it comes to decision making, it’s important to involve the entire team. This not only ensures that everyone’s opinions are heard, but it also increases the likelihood of making the best decision for the project. Use collaboration tools to gather feedback and input from everyone, and work together to come to a consensus on important decisions.

3. Task Management: In order to keep everyone on track and moving towards the same goal, it’s important to have a system in place for task management. Use collaboration tools to assign tasks, set deadlines and track progress. This will help ensure that everyone is aware of their responsibilities and that the project is moving forward at an efficient pace.

By utilizing these collaboration techniques and tools, you can effectively work with your team on projects and achieve success together.

Access Notes from Any Device

Accessing notes from any device is a convenient and efficient way to ensure that important information is always at your fingertips, no matter where you are. There are several ways to sync notes across different devices, but the best option is to use a note-taking app. These apps allow you to easily create, edit, and access notes from your computer, tablet, or smartphone. Plus, they often come with additional features like the ability to add images, audio recordings, and tags to your notes.

When it comes to the best note-taking apps, there are several options to choose from. Evernote’s ability to sync notes across multiple devices and its useful features like the ability to search within PDFs and images make it a popular choice. OneNote, from Microsoft, is another great option, especially if you use other Microsoft products like Outlook and Office. Google Keep is a simple note-taking app that integrates seamlessly with other Google products like Google Drive and Google Docs.

No matter which app you choose, syncing your notes across devices will make your work more organized and efficient.


To effectively manage projects and tasks in Basecamp, you can create to-do lists, assign tasks to team members, and set deadlines. Communication with team members is made easy with real-time chat, direct messages, and message boards.

Tracking progress and monitoring performance is simplified with Basecamp’s progress reports and analytics. This allows you to keep track of project milestones and identify areas for improvement.

Manage Projects and Tasks Effectively

Managing projects and tasks has never been easier with the help of collaboration apps. These apps allow you to organize your tasks, delegate responsibilities, and track progress in real-time. Effective time management is crucial for small businesses, and these tools can help you prioritize tasks and allocate resources efficiently.

One of the most popular collaboration apps for managing projects and tasks is Asana. This app allows you to create projects, assign tasks, and set deadlines. You can also track progress and communicate with your team members through the app. Asana is a great tool for small businesses because it offers a free version that includes basic features, as well as a paid version with more advanced features.

Other popular collaboration apps for managing projects and tasks include Trello, Wrike, and Monday.com.

Communicate with Team Members in Real-Time

Now that you’ve learned how to manage projects and tasks effectively, the next step is to communicate with your team members in real-time. This is where real-time communication tools for remote teams come in handy.

Instant messaging platforms like Slack, Microsoft Teams, and Google Chat have become popular tools for businesses to communicate with their team members quickly and efficiently. Real-time communication tools have numerous benefits.

They allow team members to collaborate on projects in real-time, making it easier to work together and get things done faster. They also make it easier for remote teams to stay connected and engaged with each other, which can be a challenge when working from different locations.

However, there are also challenges to using instant messaging in the workplace, such as distractions and interruptions. To combat these challenges, it’s important to set guidelines for using instant messaging and to communicate clearly with your team members about when and how to use it effectively.

Track Progress and Monitor Performance

Tracking progress and monitoring performance is essential for remote teams to stay on top of their projects and ensure everyone is meeting their goals. With the right tools and techniques, it’s possible to manage remote teams effectively. Here are some ways to track progress and performance monitoring techniques that you can use to keep your team on track:

1. Use project management software: Project management software like Asana, Trello, or Monday.com can help you keep track of tasks and projects. You can assign tasks to team members, set deadlines, and track progress in real-time.

2. Set clear goals and objectives: Make sure everyone on your team understands what they’re working towards. Set clear goals and objectives for each project and make sure everyone knows what they need to accomplish.

3. Use time-tracking tools: Time-tracking tools like Toggl or Harvest can help you keep track of how much time your team spends on each task. This can help you identify areas where you can improve productivity and efficiency.

4. Conduct regular performance reviews: Regular performance reviews can help you identify areas where team members need to improve. Schedule regular meetings with your team to discuss their progress and provide feedback. This can help you keep everyone on track and motivated.

Frequently Asked Questions

What is the pricing model for Trello and are there any hidden fees?

When it comes to the Trello pricing model, there are a few things to keep in mind. First, Trello offers a free basic plan that includes unlimited personal boards, cards, and lists. However, if you need more collaboration options or security measures, you may want to upgrade to one of their paid plans.

These range from $9.99 per user per month for the Business Class plan to $20.83 per user per month for the Enterprise plan. It’s important to note that there are no hidden fees with Trello, and all plans include features like Slack integration and Evernote team collaboration.

Overall, Trello offers a flexible pricing model that can accommodate both small and large businesses.

Can Slack integrate with other project management tools like Asana or Basecamp?

Imagine you’re a conductor of a symphony orchestra, each instrument playing a different melody, yet in perfect harmony. Slack integration options for project management tools like Asana or Basecamp can be likened to this symphony, where each tool plays a different melody but ultimately works together to create a masterpiece.

With Slack, you can easily collaborate with your team and track progress on multiple projects at once, all in one platform. The collaboration benefits of Slack are endless – from sharing files to assigning tasks to team members, Slack makes it easy to keep everyone on the same page. And with the ability to integrate with other project management tools, you can customize Slack to fit your team’s unique needs.

So why settle for a solo performance when you can create a symphony with Slack?

Is Zoom’s free version sufficient for small business needs or is the paid version necessary?

When it comes to small business collaboration, Zoom offers both a free and paid version. But which one is better for your needs?

The free version is great for basic video conferencing needs, allowing up to 100 participants for up to 40 minutes. However, if you need longer meeting times, more participants, and advanced features like recording and reporting, the paid version may be necessary.

The pros of using Zoom for small business collaboration include ease of use, high-quality video and audio, and the ability to share screens and files. However, some cons include potential security concerns and the need for strong internet connectivity.

Ultimately, it’s important to evaluate your specific collaboration needs and determine which version of Zoom will work best for your small business.

Does Google Drive have any security features to protect sensitive business information?

Did you know that Google Drive has over 2 billion active users worldwide? With so many people using this cloud-based storage solution, it’s important to consider the security features available to protect your small business data.

Fortunately, Google Drive offers a range of security measures, including two-factor authentication, encryption, and data loss prevention tools. These features can help prevent unauthorized access and keep your sensitive information safe.

As a small business owner, it’s crucial to prioritize data protection, and Google Drive’s security features can help you do just that.

Can Evernote be used as a team collaboration tool or is it primarily for individual use?

Looking for a team note-taking app that can improve collaboration in your business? Look no further than Evernote Collaboration.

While primarily designed for individual use, Evernote’s features can easily be utilized for team collaboration. Its note-sharing feature allows for team members to access and edit notes in real-time, while its organization tools make it easy to keep track of project details.

Additionally, Evernote’s integration with other apps, such as Google Drive and Slack, makes it a versatile tool for any team. So, if you’re looking to improve collaboration and streamline communication in your business, consider using Evernote Collaboration as your go-to team note-taking app.


Well done, you’ve made it to the end of the article! Now that you’ve learned about the top 7 collaboration apps for small business, it’s time to decide which one is right for you.

If you’re looking for a project management tool that’s easy to use and visually appealing, Trello is the way to go. On the other hand, if you want a chat platform that allows for seamless communication and file sharing, Slack is the answer.

For video conferencing needs, Zoom is an excellent choice. Asana is perfect for tracking team progress and assigning tasks.

If you’re in need of a cloud storage service, you can’t go wrong with Google Drive. For note-taking and organizing, Evernote is a fantastic option.

Finally, if you need an all-in-one project management tool, Basecamp is worth considering.

So, which app will you choose? Remember, it’s important to consider your specific needs and preferences before making a decision. Don’t be afraid to try out a few options before settling on the one that works best for you.

After all, the right collaboration app can make all the difference in the success of your small business. And who knows, you might even become the next anachronism in your industry, leading the way with your efficient and effective collaboration skills!