Disclaimer: This article provides general information and is not legal or technical advice. For official guidelines on the safe and responsible use of AI, please refer to the Australian Government’s Guidance for AI Adoption →
Brief, factual overview referencing current Australian context.
What is a collaboration tool?
Software that helps people work together by combining communication, shared content, and task coordination (real-time or async).
What types exist?
Communication (chat/video), content/knowledge (docs/wikis), coordination (tasks/issues), whiteboards, and integrations/automation.
How do I choose?
Start from workflows, require SSO/security, shortlist options that fit your suite, pilot with a small team, and measure adoption.
What are collaboration tools — In hybrid and distributed teams, work spreads across chat, docs, meetings, and task boards. Collaboration tools bring these threads together so people can communicate, co‑author content, and coordinate delivery without losing context.
Modern teams collaborate across chat, docs, whiteboards and meetings.
Who is this guide for?
Founders & Teams
Choose tools that reduce friction and make work visible.
Students & Switchers
Understand the landscape and build a job‑ready toolkit.
Community Builders
Run events and study groups with shared workspaces.
What counts as a collaboration tool? (Definition)
At its core, a collaboration tool is software that helps people work together on shared outcomes. Competitor sources define this as a blend of communication (chat/meetings), shared content (docs/wikis/files), and coordination (tasks/boards/calendars). Tools can be synchronous (live meetings, co‑editing) or asynchronous (comments, threads, issues) and often integrate with your wider stack.
Key insight
Successful collaboration tools reduce context switching. They keep conversation, content, and coordination close together so decisions are easy to find later.
Types of collaboration tools (with examples)
Top references group tools into a few practical categories. Most teams use a mix:
1) Communication and messaging
Channels and DMs for quick questions and updates; video for live discussion.
Chat: Slack, Microsoft Teams
Meetings: Zoom, Google Meet, Teams Meetings
2) Content and knowledge
Shared documents, sheets, slides, and wikis capture decisions and how‑tos.
Docs/Drive: Google Workspace, Microsoft 365
Wikis/notes: Confluence, Notion
3) Coordination and delivery
Task boards and issue trackers make ownership and progress visible.
Boards: Trello, Asana
Issues/roadmaps: Jira
4) Whiteboarding and ideation
Visual canvases for workshops, retros, and early product thinking.
Miro, FigJam
5) Workflow and integration
Automations and app connectors reduce copy‑paste and duplicate work.
Well‑chosen tools improve communication, visibility, and delivery speed. References emphasise these gains, with some caveats:
Clarity: Decisions and files live with the conversation.
Speed: Real‑time co‑editing and tighter feedback loops.
Inclusion: Async threads help teams across time zones.
Trade‑offs: Notification overload, tool sprawl, and weak governance can erode value. Start simple and set norms.
Examples you’ll see in Australian teams
Many local organisations use Microsoft 365/Teams or Google Workspace as a base, then add specialist tools for boards (Trello/Asana), issues (Jira), workshops (Miro), and meetings (Zoom/Meet). Pick the minimum set that fits your workflows and compliance needs.
Suites: Microsoft 365 + Teams, Google Workspace
Chat: Slack (with app integrations)
Boards/Tasks: Trello, Asana
Issues/Roadmaps: Jira
Whiteboards: Miro, FigJam
Meetings: Zoom, Google Meet, Teams
Resources
Get templates for What are collaboration tools
Download checklists and a short pilot plan to evaluate tools with your team.
How to choose a collaboration tool (short framework)
Use a lightweight, evidence‑based selection process before you commit org‑wide.
Step‑by‑step actions
1Define top 3 workflows (e.g. triage requests, run stand‑ups, ship docs).
2List must‑haves (SSO/MFA, retention/export, data residency, cost caps).
3Shortlist 2–3 options that integrate with your existing suite (365/Workspace).
4Pilot with a small team for 2–3 weeks; track adoption and friction points.
5Decide, establish conventions (channels, naming, templates), and roll out.
Pro tip
Measure behaviour, not opinions: messages posted, comments resolved, tasks completed, meeting time saved. Adoption data beats feature lists.
📝
Free MLAI Template Resource
Download our comprehensive template and checklist to structure your approach systematically. Created by the MLAI community for Australian startups and teams.
Security, privacy, and record‑keeping (AU context)
Australian guidance (e.g. Digital NSW) recommends balancing usability with governance. Before rollout, confirm how the tool handles authentication, data, and records.
Data: Encryption at rest/in transit, retention and export, data residency options.
Records: Decide what must be captured for compliance, then set channels/labels and export policies accordingly.
Audit: Logs, admin reporting, and incident response processes.
Implementation: onboarding that sticks
Tools do not replace team agreements. Pair the platform with simple conventions.
Agree channel names and when to use chat vs. docs vs. issues.
Use templates for recurring rituals (stand‑ups, retros, handovers).
Trim notifications; encourage threads over DMs for findability.
Review usage monthly and archive stale spaces to avoid sprawl.
Closing: start small, learn fast
Pick one workflow, run a short pilot, and measure adoption. Keep what helps, remove what distracts, and document the convention so new teammates succeed on day one.
Wikipedia • General reference on categories, history, and examples of collaboration software.
Guide
Disclaimer: This article provides general information and is not legal or technical advice. For official guidelines on the safe and responsible use of AI, please refer to the Australian Government’s Guidance for AI Adoption →
Keen to connect with Australia’s AI community?
MLAI is a not‑for‑profit community empowering practitioners and learners. Reach out and we’ll point you to relevant events and resources.
Sam leads the MLAI editorial team, combining deep research in machine learning with practical guidance for Australian teams adopting AI responsibly.
AI-assisted drafting, human-edited and reviewed.
Frequently Asked Questions
What is a collaboration tool?
A collaboration tool is software that helps people work together by making communication, content, and coordination visible in one place. Common examples include chat (e.g. channels/DMs), shared documents, video meetings, task boards, and whiteboards. Tools can be real-time (synchronous) or asynchronous.
How are collaboration tools different from communication tools?
Communication tools focus on messages (chat, email, video). Collaboration tools include communication plus shared workspaces where files, tasks, notes, and decisions live. Many platforms combine both (e.g. Teams, Slack with apps, Google Workspace).
Workflow/integration: automation and app connectors
Which collaboration tools are commonly used?
Popular choices include Microsoft Teams and 365, Slack, Google Workspace, Atlassian Confluence/Jira, Trello, Asana, Miro, and Zoom. Choose based on your workflows, existing licences, and security needs rather than brand alone.
How do I choose the right tool for my team?
Start with the work: document your must-do workflows, decide on non-negotiables (SSO, retention, data residency), shortlist options that integrate with your stack, then pilot with a small team and measure adoption (messages, comments, tasks completed, meeting friction).
Are collaboration tools secure and compliant in Australia?
Look for SSO/MFA, encryption at rest/in transit, audit logs, retention and export, data residency options, and role-based access. If you’re in the public sector, check Digital NSW and Australian Government guidance for tool selection and record-keeping.
