Why companies use online collaborative productivity software

By FLOWN

•

Oct 17, 2025

Your company no longer lives in a building; it lives in browser tabs and programs.

That’s why companies use online collaborative productivity software - to make work real-time, centralize decisions, and streamline what used to stall between emails.

Using online collaborative tools, project management and task management stop being status theater and start being momentum.

Teams comment, assign, and ship in minutes - all in hopes of getting the work done better. Let’s explore why exactly should your company be using those tools.

Online collaborative productivity software refers to cloud-based tools that let teams work together in real time and from anywhere.

It includes chat and instant messaging, video conferencing, shared documents and whiteboards, project/task management, wikis, and more.

Modern collaboration tools range from virtual coworking platforms and cloud services to AI assistants, all designed to improve efficiency and team collaboration. These tools centralize communication and work in one place, so information isn’t scattered across emails or spreadsheets.

They let people co-edit documents, share progress boards, and comment on designs together, speeding up coordination. In fact, Gartner found that by 2021, nearly 80% of workers were using collaboration tools for work, up from just over half in 2019.

Remote and hybrid teams love collaborative tools

For hybrid and remote teams, these platforms are especially important.

When people are dispersed, having a single hub means fewer handoffs and faster decisions. Instead of passing files back and forth by email, everyone can see the latest version on a shared drive or chat thread.

Messaging and document platforms make all communication real-time and searchable, unlike email.

The result is much faster coordination and fewer status-check meetings, because everyone can check a shared workspace or dashboard for updates rather than pinging each other.

Since 2020, usage has intensified. Microsoft’s telemetry shows weekly meeting time is up about 252% and the number of weekly meetings is up roughly 153% versus February 2020.

In 2025, after-hours meetings continue to rise, and about 30% of meetings now span multiple time zones.

Teams care about results. The core benefits of these tools can often be measured in time saved, faster delivery, and clearer accountability.

#1 Faster project delivery and fewer meetings

Centralizing context and co-editing speeds work.

A centralized workspace means less time spent hunting for the latest file version or explaining status.

For example, a Wrike case study reports that customers saw project delivery become about 45% faster using their platform. They note tasks get accelerated and streamlined, which in practice cuts their email volume by 90% and reduces meeting time by 70%.

In other words, with live dashboards and real-time co-editing, teams can skip many routine status calls and still stay aligned.

#2 Less email and better version control

Email is a major time sink for knowledge workers. McKinsey found that “interaction workers” spend roughly 28% of their time on email.

Collaborative tools dramatically cut this overhead.

Instead of endless reply-all chains, teams use shared chat channels or comment threads on docs, where the latest conversation is visible to all. And storing files in the cloud means there’s one authoritative copy rather than many emailed attachments.

Also, cloud version control lets anyone retrieve or update a document at any time, and apps like Teams make it easy to find and securely share files.

This improves efficiency and cuts confusion over which file is final.

#3 Clearer visibility and accountability

Collaboration software often has dashboards, boards or timelines so everyone sees who’s doing what.

Transparency boosts accountability. When project milestones and due dates are out in the open, team members tend to bring their “A-game”.

In practice, tools like shared Kanban boards and timeline views ensure no work is hidden. Wrike noted that project dashboards keep “teams aware of what they have coming up, what is overdue, and who is responsible for what”.

With that visibility, a manager can spot a bottleneck early and assist, and team members know exactly where their tasks fit. This kind of clarity reduces last-minute surprises and micromanaging.

#4 Cost and time savings from remote/async work

Remote collaboration tools can eliminate travel and speed decisions. Video meetings and digital whiteboards let people connect without flights or commutes.

For instance, companies that use video conferencing reportedly save up to 30% on travel and meeting expenses. Reducing business trips frees up time: one field technician described gaining “essentially half a day” back per safety meeting by switching to remote calls.

Beyond travel, async tools (recorded video updates, shared checklists) mean teams don’t wait hours for an answer. An asynchronous workflow allows people to reply on their schedule, which often lets teams “finish their projects quicker and with less hassle”.

The combined effect is both lower costs and faster completion of work.

#5 Measurable productivity lift

McKinsey’s research estimates that improving workplace collaboration could raise productivity of “interaction workers” by about 20–25%.

In practice, this comes from cutting redundant work and delays. For example, if knowledge workers spend 28% of their time on email, even modest cuts there free up hours for core tasks.

Likewise, eliminating status meetings and miscommunication leaves more time for actual project work. In short, adopting the right tools gives a tangible lift in team productivity and efficiency that can be tracked over time.

Beyond the core benefits, there are other practical drivers pushing companies toward collaborative productivity software. These often come down to scaling smarter, working inclusively, and building resilience in today’s work environment.

Follow-the-sun handoffs – Persistent threads and shared boards let teams in different time zones pick up work in real time without status meetings.
Process standardization and compliance – Templates, gated approvals, and audit trails centralize SOPs, reduce risk, and make audits faster.
Knowledge capture and faster onboarding – Decisions, context, and assets live together, so new hires ramp quickly and teams don’t lose know-how.
Integration and automation – Connect CRM, code, calendar, and ticketing; trigger bots to update tasks and docs automatically to streamline workflows.
Secure external collaboration – Guest access and client/vendor workspaces let you co-author docs, redline contracts, and manage projects without email chaos.
Work analytics for capacity planning – Throughput, WIP, and cycle-time dashboards surface bottlenecks so leaders can rebalance work and increase productivity.
Focus, wellbeing, and inclusivity (FLOWN) – Virtual coworking, deep-work sessions, and body-doubling boost focus for individuals and teams, especially helpful for ADHD in the workplace and neurodiverse examples in remote work.
Scale and resilience – Cloud-first platforms keep projects moving during disruptions, make cross-region expansion easier, and centralize governance as you grow.

There is no one-size-fits-all tool. Different apps serve different needs. Below are the main categories and their typical use cases:

Messaging and UCaaS

Think Slack or Teams: real-time chat hubs where quick questions don’t turn into endless emails.

Threads, mentions, and huddles make coordination instant, and most platforms double as voice or video spaces. Perfect for keeping the pulse of teamwork alive.

Video conferencing

Zoom, Meet, Teams - take your pick. When nuance matters, video beats email.

Share screens, catch body language, and make decisions on the spot. It’s the digital conference room where projects get unstuck.

Shared documents and notes

Docs, Sheets, Notion, Confluence, and more. These tools let everyone work on the same page, literally.

Inline comments and live edits mean one file, one truth. No more “final_final2.docx” lurking in your inbox.

Virtual whiteboards

Miro, Lucid, Whiteboard. These are the digital canvases for brainstorming.

Sketch ideas, drag sticky notes, map out processes. Visual thinkers thrive here, and even the quietest team member can drop in a note.

Project and work management

Asana, Wrike, Trello, Jira - task boards and timelines that keep projects moving. Assign, track, and check progress without nagging.

They centralize task management so nothing slips between the cracks.

Wikis and knowledge bases

Confluence, Notion wikis, SharePoint—repositories of collective wisdom. Store guides, FAQs, retros, or SOPs in one searchable spot. When done right, they turn “tribal knowledge” into company knowledge.

Cloud storage and file sharing

Google Drive, OneDrive, Dropbox—the backbone of collaboration. One place for files, with version history and permissions built in. Share once, stop worrying about who has the latest version.

AI assistants

From Microsoft Copilot and ChatGPT to Google Smart Compose, AI lends a hand with summaries, task suggestions, and drafts.

It’s not here to replace judgment. It just trims the busywork so people can focus.

Virtual coworking software

Platforms like FLOWN create shared online work environments where teams or individuals can focus together.

Think guided deep work sessions, accountability rooms, or quiet virtual offices. They replicate the feel of working side by side—even when your team is scattered across time zones.

What to consider when choosing between these types?

When choosing tools, align each with a clear use case and check how it fits your ecosystem. Try to always choose by use case: messaging for quick alignment, video for richer discussion, kanban or timelines for projects.”

In other words, pick the right tool for each collaboration scenario.

Also consider non-functional needs. Ensure your tools integrate with your SSO, calendar, CRM or developer platforms, and that they support the file types and workflows your teams use.

For example, if your sales team uses Salesforce and Google Drive, a collaboration app that directly connects to those can save huge amounts of time by eliminating switching between systems.

Finally, don’t forget security and compliance (see below): Choose tools that offer features like multi-factor auth, role-based access, encryption, and meet standards (SOC 2, GDPR, etc.)

Even the best tools can cause problems if mishandled. Companies should be aware of a few common pitfalls:

App sprawl tax. Ironically, having too many tools can hurt collaboration. Zoom’s data aggregation shows that employees juggling over 10 apps report communication breakdowns at a much higher rate (54%) than those using fewer than 5 apps (34%). Each additional tool adds an inbox or tab, and people can lose context when hopping between apps.
Change-management failures. Many teams underestimate the effort required to get everyone on board. Introducing a new collaboration platform usually means a learning curve and requires a rollout plan. Without clear ownership and training, new tools can languish unused.
Security, shadow IT, and compliance. Adding more tools increases security surface area. Unauthorized tool use (“shadow IT”) is a big risk. Ensure any collaboration solution meets your data policies. Look for end-to-end encryption, multifactor auth, and granular access controls.

In each case, the cure is governance. Limit the number of tools, train for adoption, and set clear policies. Good tool governance means fewer surprises later.

Choosing tools isn’t just picking a brand. Therefore, start with your actual workflows and needs:

Map your workflows first – Identify how teams actually collaborate. Which tasks are synchronous vs. asynchronous? Where do handoffs occur? This shows whether you need real-time editors, integrations, or something else.
Fit and integration – Ensure the tool works with your existing stack. Look for SSO, calendar sync, CRM, and dev tool integrations to streamline workflows and cut manual effort.
Security and compliance – Check for MFA, role-based access, audit logs, encryption, and certifications (ISO, SOC 2, GDPR, HIPAA). Clarify data residency and retention policies before committing.
Total cost of ownership – Consider license fees plus training, admin time, and long-term support. A higher upfront cost may save money if it reduces maintenance.
AI readiness – Decide where AI can help (summaries, task creation) and where humans must stay in control. Set a clear AI policy to prevent misuse or confusion.
Scalability – Choose software that grows with your business. Look for flexible licensing, modular features, and the ability to handle more teams, projects, and data without performance issues.
User experience and adoption – Prioritize intuitive design, smooth onboarding, and strong mobile apps. If people don’t enjoy using it, adoption will suffer.
Vendor reliability – Evaluate the vendor’s track record, roadmap, and support quality. Pick a partner likely to keep investing in the platform and stay ahead of evolving collaboration needs.

By systematically checking these areas you make a choice that aligns with real needs, not just vendor hype. It’s not about buying every tool, but picking a coherent stack that works well together and addresses your use cases.

Once you’ve chosen your tools, a structured rollout ensures success. Here’s a practical 90-day plan:

#1 Pilot and get buy-in

Start with one cross-functional team that’s motivated and has a clear need (for instance, a product and design team).

Define owners for the rollout (who will be point people) and set basic usage norms (e.g., naming conventions for channels or tasks).

Test the new tools end-to-end with this team and gather feedback. Showing a quick win with one team builds momentum.

#2 Migrate core content and retire old tools

Move shared documents, project boards, and wikis into the new platform. For example, import project plans into the PM tool, move backlog items over, and save key docs to the new shared drive.

At the same time, identify overlapping tools or channels you can shut down (this prevents the old and new stacks from coexisting in confusion). Archive old files and forums to avoid duplication.

The goal is a clean cutover where the team simply switches to the new workspace.

#3 Focused training – “Where work lives” and “How we decide.”

Instead of overwhelming users, teach two things: where things are done now, and how decisions flow.

For instance, clarify “from now on, project requirements are in our shared docs and to schedule a review, you tag the team in Slack” (this is “where work lives”).

Also set decision rules – e.g. “record all approvals in this ticket/board,” or “publish our final signoff in this wiki page.” These capture the norms of collaboration. Provide quick training or cheat sheets on those two points.

The rest, like tool features, can be learned on the job or via help guides.

#4 Governance rules

Put structure on the new workspace.

For example, create a standard naming convention for channels or folders, define who can create new groups or assign permissions, and set a process for archiving or deleting old spaces when projects end.

Good governance keeps things tidy: it prevents duplicate channels and stale data. Also, set periodic check-ins (monthly or quarterly) where teams review if the tool is being used correctly, and adjust rules as needed.

Is email enough?

No. Email fragments context and wastes time, while collaboration tools centralize discussions and cut reply-all chaos. They keep files, comments, and decisions tied to the work itself.

What’s the minimum viable stack?

At minimum you need chat, shared docs, video conferencing, and a project board. Together, this covers communication, file collaboration, and task management.

How do we avoid tool overload?

Audit and consolidate what you already use, keeping one master tool per function. Clear governance and quick decisions about new apps prevent chaos.

Where do we see measurable gains?

Track reduced email and meeting hours alongside on-time delivery and satisfaction scores. Even small improvements in cycle time and communication show clear ROI.

Companies use online collaborative productivity software because modern work demands it. Real-time tools centralize context, streamline workflows, and make teamwork seamless across remote and hybrid environments.

The result is measurable: fewer emails, faster projects, clearer accountability, and a work environment built for productivity and resilience.

Why do companies use online collaborative productivity software?

Why companies use online collaborative productivity software

Your company no longer lives in a building; it lives in browser tabs and programs.