10 real-time collaboration tools for creative teams in 2024

With the rise of remote work and globally distributed teams, the ability to collaborate seamlessly, regardless of physical location, is more important than ever. Organizations need real-time collaboration tools to enable teams to connect and engage in an open dialogue effectively.

While “online collaboration tools” might sound broad, they include all the different software that serve their own function across an organization. These tools enable effective communication which is crucial for operational success, and according to a recent survey by Gallagher, 46% of respondents believe their organization doesn’t invest enough in communication technology, indicating a growing need for transparency and clarity in a business environment.

Key areas that can significantly enhance organizational collaboration include project management, design and proofing, prototyping and whiteboarding, communication, and document collaboration.

This blog dives into 10 of the most popular collaboration tools to help you find the right fit for your team and boost organizational collaboration.

The benefits of real-time collaboration

Collaboration tools offer many impactful benefits that can significantly enhance workplace dynamics and performance. These tools help to streamline workflows and reduce delays, making it easier for teams to work efficiently and meet deadlines. By fostering open communication and a shared understanding of goals, they help to improve project coordination, decision-making, and engagement among team members.

Additionally, collaboration tools enhance communication with remote teams and creative agencies, including freelancers and clients – this allows for the formation of more global and diverse teams. According to the latest McKinsey Diversity Matters report , companies committed to diversity show a 39 percent increased likelihood of outperformance versus the bottom quartile.

Visibility among teams is crucial for building trust – this transparency helps employees understand their personal and common objectives, recognize their roles, and know what is expected of them to achieve corporate goals. Consequently, they feel more in control of their careers and daily tasks, realizing how their work contributes to the organization’s overall targets.

The 10 best online collaboration tools for 2024

Project management tools

Project management tools have become indispensable for organizations of all sizes. A 2020 survey , which included 111 organizations across 29 countries, found that 25% of project teams needed the right tools for collaboration, and 36% of respondents spent up to five hours daily manually compiling project status information.

Project management tools offer substantial benefits that can significantly enhance your business operations:

• Increase productivity: Providing a structured approach to managing tasks, schedules, and progress tracking ensures that work stays on track.
• Optimize resource use: Allowing efficient tracking and control of labor, equipment, and materials prevents resource shortages and enhances team coordination.
• Improve communication and collaboration: Facilitating real-time information sharing and discussions reduces errors and fosters strong working relationships.
• Enhanced risk management: Enabling the identification and mitigation of potential threats.
• Improve transparency and accountability: Making all project-related information readily available allows real-time progress tracking and fosters a sense of responsibility among team members.
• Facilitate reporting: Simplifying data collection and report generation aids in communicating progress to stakeholders and making informed decisions.

Best-in-class project management tools:

1. monday.com

Best for: Task management helping businesses complete everything from basic tasks to complex portfolio management in a structured way.

Key features: Manage tasks and workflows to fuel team collaboration and productivity at scale. Includes monday.com sales CRM for tracking and managing all aspects of your sales cycle, customer data, and more in one place. monday dev also helps build agile workflows to drive impact across product, design, and R&D teams.

Pricing: Starts with a free plan with limited functionality, up to $57 per month, plus an enterprise plan with a case-by-case cost.

Alternatives: SmartSheet , Wrike

2. Asana

Best for: Helping teams spend less time on emails and meetings and more on completing assigned tasks.

Key features: Organize work into shared projects as lists or Kanban boards. Tasks provide clarity on who is doing what and by when. Subtasks break tasks into smaller parts or are used to show additional steps to complete a large task.

Pricing: Starts with a free plan with limited functionality, up to $34 per month, plus an enterprise plan with a case-by-case cost.

Alternatives: Airtable , ClickUp

Online proofing tools

Online proofing software has become essential for businesses due to its ability to significantly enhance various aspects of creative workflows. Here are the key benefits:

• Increased efficiency: By centralizing the review and approval process, online proofing eliminates the tedious back-and-forth of printouts and emails, saving time and boosting productivity.
• Enhanced collaboration: These tools allow multiple stakeholders, including remote and cross-functional teams, to access and review the latest versions of proofs from any location, improving communication and speeding up decision-making through structured workflows.
• Improved accuracy and compliance: Online proofing reduces errors and consistently meets brand guidelines. Features like real-time feedback, comprehensive review processes, and automated workflows help maintain high quality and brand compliance .
• Increased accountability: Features that track document changes and identify contributors promote transparency and responsibility, fostering a culture of accountability.
• Enhanced security: Robust security measures protect sensitive information, with encrypted storage, controlled access, and enterprise-grade security options ensuring a secure environment for all collaborative efforts.

By integrating these tools into their creative operations, businesses can ensure a streamlined workflow, improved accuracy, and better overall project management.

Best-in-class online proofing:

3. PageProof

Best for: Marketing, creative teams, and enterprises that need powerful, industry-leading online proofing software to streamline the review and approval of creative work.

Key features: Powerful integrations, especially with Adobe Creative Cloud and best-in-class project management tools, broad file support, and industry-leading security features such as triple-layer encryption, data location options, and ISO 27001 certification.?

Pricing: Free for all reviewers, Teams plan starts at $24.90 per seat for a team of 10, and Teams Plus is $39.90 per seat for a team of 10. Enterprise is priced upon request based on an organization’s needs.

Alternatives: Deltek ConceptShare , Workfront Proof

Graphic design and video editing tools

For organizations that produce various marketing collateral, design tools are essential. Whether you have a dedicated graphic design team or a member of your marketing team that handles design tasks. These tools help to streamline content creation for a wide range of materials, from the production of flyers, videos, brochures, business cards, and infographics, as well as the development of websites and apps, photo editing and retouching, and the creation of logos, color schemes, social media graphics, and other brand design elements.

Best-in-class design tools:

4. Adobe Creative Cloud

Best for: Creators and graphic designers producing multimedia content for personal or professional use.?

Key features: Access to the Adobe collection of software for graphic design, video editing, web development, and photography, along with mobile applications and cloud services.

Pricing: $59.99/month for all Adobe Creative Cloud apps.

Alternatives: Affinity Suite , Canva

Prototyping and whiteboarding

Prototyping and whiteboarding tools are essential for communicating early-stage design ideas. They allow us to collaborate on and evaluate proposed designs with key stakeholders—such as user product managers, and developers—and determine if they are fit for purpose.?

Understanding that we are unlikely to get the designs perfect on the first try, these tools facilitate collaboration, problem identification, and the collection of valuable feedback. This iterative process helps us make necessary design improvements long before the final service is built, ensuring a more refined and user-centered outcome.

Best-in-class prototyping tools:

5. Miro

Best for: Providing a powerful space where your team can collaborate seamlessly — even if you aren’t in the same room.

Key features: A toolkit for user stories or customer journey maps, wireframing, roadmap or sprint planning, retros, and more. Use pre-built templates or create your own on an infinite canvas.

Pricing: Free plan available, with paid plans at $8, $16, and enterprise options.

Alternatives: Lucidchart , Figjam

6. Figma

Best for: Designers creating interactive prototypes effortlessly to understand user experiences better.

Key features: Collaborative design, allowing team members to comment and work on the same file simultaneously. Built-in prototyping features.

Pricing: Free starter plan, Professional at $12/month, Organization at $45/month, and Enterprise at $75/month.

Alternatives: Sketch , UXPin

Communication platforms

Instead of sifting through endless email threads, embracing modern communication tools can streamline processes and enhance collaboration. These tools offer real-time updates, keeping all team members in the loop regardless of their location.?

By providing clearer communication channels, they minimize the risk of misunderstandings that can result in costly errors. Moreover, digital platforms ensure that all communications are securely stored and easily accessible, reducing disputes and providing invaluable records for future reference. Embracing these tools not only improves efficiency but also fosters a more connected and productive work environment.

Best-in-class communication tools:

7. Teams

Best for: Teams needing to share files, organize meetings, and sync with other Office apps.

Key features: Instant messaging, audio and video calling, rich online meetings, mobile experiences, and extensive web conferencing capabilities. Integrates with Microsoft 365 and other apps.

Pricing: Starts at $4 per month per user, with additional features in higher tiers at $6 or $12.50 per month per user.

Alternatives: Google Chat , Workplace by Meta

8. Slack

Best for: Efficient team communication and collaboration, connecting to thousands of other apps.

Key features: Organized channels, powerful search, mobile accessibility, file sharing, video calls, and scalability.

Pricing: Pro plan at $7.25 per user/month, Business+ at $12.50 per user/month, Enterprise quotes available on request.

Alternatives: Webex Suite , Mattermost

Document collaboration tools

Document collaboration tools allow multiple users to team up online to edit the same document, often simultaneously. This is particularly beneficial for remote and hybrid teams, as collaboration tools enable seamless teamwork on documents and presentations.?

In 2024, these tools have become indispensable for businesses, offering features such as change history tracking, cloud storage, and more.

Best-in-class document collaboration tools:

9. Google Suite

Best for: Teams needing efficient communication and collaboration tools with seamless integration.

Key features: Efficient communication, organized channels, integrations, powerful search, mobile accessibility, file sharing, and video calls.

Pricing: Free with limited functionality, Business plans starting at $6 per user/month.

Alternatives: Document 360 , Zoho WorkDrive

10. Dropbox Paper

Best for: Simple, collaborative document creation for teams.

Key features: User-friendly interface, seamless editing, formatting, commenting, to-dos, and embedding of various media types.

Pricing: Free with any Dropbox account.

Alternatives: Microsoft Word , Quip

Potential challenges when implementing business tools

Adopting new collaboration tools can be challenging with teams often feeling overwhelmed by the plethora of MarTech tools at their disposal. And despite rising technology investments throughout past years, organizations often use only a fraction of their martech stack capabilities – showing a need for more thorough research and budgeting.?

That said, the trend in 2024 is toward consolidation – but the challenge lies in deciding what tools go and stay. Are there tools on the market that could replace multiple existing tools? As mentioned, there are a few key areas that you should ensure are covered, with project management tools, online proofing, and communication being a major priority.?

Your team should also consider the cost implications while balancing them with the benefits – look for tools with proven ROI documentation and case studies from their existing customers. If you’d like to work out the ROI of a tool you’re looking into use this formula ((Gain – Cost)/Cost) x 100 = ROI%.

How to evaluate collaboration tools

When evaluating the different tools available, there are a few things to consider, including:

• Ease of use: User-friendly interfaces and simple navigation.
• Scalability: Tools should grow with your team or organization.
• Customer support: Good customer support, proper training, and available resources.
• Customizable features: To meet specific team needs.
• Data security: Robust security features to ensure data security and privacy.

Additionally, it’s important to assess your team’s needs before choosing a tool. Identify and prioritize requirements, evaluate current pain points and workflows, and explore and test potential solutions. Make use of free trials to evaluate tools and ensure usability. A phased approach to implementing new tools can minimize disruption, and collecting feedback from team members throughout the transition process is vital.

Future trends in workplace collaboration

Artificial intelligence and automation are transforming the landscape of workplace collaboration. By leveraging AI applications such as voice-to-text, autocorrect, natural language processing, and smart meeting tools, communication and collaboration within organizations is getting easier than ever.?Marketers recognize this trend, with 88% believing that implementing AI technology is essential to stay competitive . This underscores the significant advantage that AI can offer, helping organizations maintain a competitive edge in the market.

These technologies not only streamline everyday tasks but also contribute to a positive workplace culture and support broader company initiatives. An incremental approach to AI implementation, which focuses on augmenting human capabilities, has proven particularly effective in refining business processes and driving productivity.

Looking ahead, future tools are expected to offer even more seamless integration with various platforms and services, further enhancing their utility. A well-integrated marketing technology stack is essential for optimizing workflows, measuring campaign analytics, managing spend, and automating repetitive tasks. This integration ensures a smooth flow of data and insights across different tools, enabling marketing teams to make informed decisions that can significantly impact the bottom line. By creating a cohesive and efficient system, organizations can maximize the benefits of AI and automation, ultimately leading to improved performance and competitive advantage.

Start collaborating efficiently online!

Using the right collaboration tools for your team is crucial. Assess your team’s needs and make informed decisions to enhance productivity and collaboration. Embrace the tools that best fit your workflow and watch your team’s efficiency fly.

Improve your creative collaboration efficiency

PageProof is a powerful online proofing software that simplifies the review and approval of creative work. Marketing and creative teams can gather feedback and approvals at scale, transforming creative productivity and maximizing workflow efficiencies. Make collaboration easy with PageProof. Book a demo today to see it in action.