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How to Choose the Right Document Collaboration Tool for Your Company

  • By Tabitha Naylor
  • February 23, 2011
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Right_Document_Collaboration_ToolRunning a business has never been easy, and as globalization continues to knock down international barriers, it’s become more complex than ever. Tracking sales and expenses, complex reporting, making sure your employees are doing their jobs – the list goes on and on.

The good news is that there are a variety of document collaboration applications your company can use to help you with one of the most daunting tasks in your business – team collaboration and management. With a document collaboration tool, you can manage your employees and their productivity quickly and easily. And if you use a web based document collaboration solution, you can do so from anywhere in the world, at any time.

Not all document collaboration tools offer the highest level of features that would meet your needs and requirements, however. As a result, it is important for you to research available options and solutions that make the most sense for your company. The question then becomes: how do you choose the right document collaboration application for your company?

While trying to answer the questions itself may not elicit thoughts of sugarplums and fairies dancing in your head, it doesn’t need to be a daunting task either. Yes - there are a variety of options available - but by keeping some key ideas in mind, you will realize that it’s not nearly as hard as you may have initially thought. Here are a few things to help you on your way:

What are your company’s needs?

Document collaboration tools vary mostly in the features they offer. How do you decide what features to choose?  It all boils down to what your company needs.

  • Do you have an online business that needs a fast and cost-effective collaboration and communication system for your employees?
  • Does your company often deal with a large volume of files?
  • Do you need something that will allow your employees to submit and edit their files online?

By determining the exact needs of your business, you can easily narrow down your options.

Compare different document collaboration applications

After determining what your company needs, it’s time to make comparisons. Lay out each option in a table, highlighting the unique attributes and benefits of each. Narrow down your options by selecting applications that offer the most powerful features that will meet your requirements and needs. It’s to be expected that more than one application will meet your needs. This is when the art of comparison comes into play. Pick tools that offer all the must-have features your company needs. These include the following:

  • version control/change tracking
  • online collaborative review of MS word documents
  • file organization/archiving
  • progress tracking
  • faster reviews and feedbacks
  • secure web based platform accessible from anywhere in the world

Benefits and Risks of collaboration applications

Once you’ve narrowed down your list, the document collaboration applications left will most likely have pros and cons. One tool may be more expensive than the other, but may be more effective and functional than the rest. Again, it boils down to what will meet your company needs the best – and within the specified budget. If the difference is just a few dollars, and the solution offers a tremendous amount of benefit to your company, it’s probably worth it to spend the extra money. Just be wise in your decision-making. If the pros outweigh the cons, it’s probably a safe document collaboration application for your business.

Summary

There you go, three things to keep in mind when choosing the right document collaboration application for your company. Finding the right tool should be easy and straightforward IF you know what your company needs. One collaboration application to consider is Agilewords. With customization features that work according to your company needs, the Agilewords solution redefines the words review, revise, and approve. Sign up today for a free test drive. Visit www.agilewords.com.

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