Entrepreneur's Journal: Time to use an online collaboration tool for your business?

Posted Aug 23rd 2009 6:40PM by Tom Taulli
Filed under: Google (GOOG), Microsoft (MSFT), Apple Inc (AAPL), eBay (EBAY), Small Business

As a small company, you probably have employees in remote locations. No doubt, there are many management and communications issues. Yes, it's often the case that things slow down -- or even fights break out.

While e-mail is helpful, it is usually not enough. Rather, it's worth looking at online collaboration tools.

First of all, these tools are usually affordable, with fees based on the number of users or the amount of storage used. Although, some providers may provide a free service.

Sounds good, huh? Yet, consider that the company you use may not have enough resources to stay afloat. After all, they have your data. So, do you want some sense of sustainability?

Next, collaboration tools should allow for basic things like file sharing, project management capabilities, and version audits (that is, keeping track of changes). Some will even have phone and instant messaging, such as eBay's (NASDAQ: EBAY) Skype.

What's more, you should be able to set permissions as to who can view certain workspaces or documents.

OK, which one should you use? Well, you might want to consider Google (NASDAQ: GOOG) Docs. Actually, I've been using this for several months. The main reason is that Microsoft (NASDAQ: MSFT) Word decided to not work anymore for me.

And, I'm glad. Google Docs is amazing. It's easy to write documents and organize them (I'm writing this column in Google Docs). Plus, I can set permissions to share my documents.

However, one drawback is that it's a bit tough to use non-Google files.

So yes, there are many alternatives in the marketplace, such as Dropbox, Box.net, Zoho.com, and Nomadesk.

Actually, this week I had a chance to talk to the CEO of Nomadesk, Filip Tack. Essentially, his software creates a virtual server, which allows for file sharing, back ups, and syncing of files. The fee is $15 per month for an unlimited number of team members (per drive). You can even get a mobile connection -- such as to Apple's (NASDAQ: AAPL) iPhone or the BlackBerry.

In fact, you don't have to be online to use it. Also, Nomadesk has a high level of security, which includes 256-bit encryption and automatic backups to a central server.

Now, before using a collaboration tool, try out several solutions. The good news is that most offer a 30-day free trial, which is a enough time to get a sense of whether the solution is right for your business.

Tom Taulli is the author of various books, including The IPO Primer and The Complete M&A Handbook.

Tags: AAPL, Apple, Box.net, collaboration tools, Dropbox, eBay, featured, Filip Tack, GOOG, Google Docs, Microsoft Word, MSFT, Nomadesk, online collaboration, Skype, Zoho.com

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Reader Comments (Page 1 of 1)

8-24-2009 @ 1:48AM

priyanka d said...

another good project management tool you might wanna look at is DeskAway, it has a free basic plan which is good for small teams. Upgrades are reasonable.
www.deskaway.com

8-24-2009 @ 4:40PM

Warren Grasy said...

Collanos is an open-source collaboration app that is very good, and they offer a free version. You definitely should check it out before paying for anything.

8-24-2009 @ 6:37PM

L A Papa said...

WebAsyst.net offers a free account with which is fully functional, can be used indefinitely for trial, and is sufficient for many small companies. Hosting services for larger companies are very reasonable, and source code is available for purchase. Company has 9 integrated applications, including an ecommerce cart - all available in a free account. WebAsyst has partnered with Zoho for one of its many useful features.

8-25-2009 @ 2:56AM

Rodney said...

I feel that DeskAway is an ideal tool for project management and collaboration.

8-25-2009 @ 2:38PM

Don Crossland said...

For the record, there is no extra charge for using the mobile capabilities of Nomadesk. In addition to the unlimited amount of team member access, the storage space is also unlimited.

9-14-2009 @ 10:51AM

Dane said...

For those looking for a complete tool to share documents, keep teams organized, coordinate tasks, and more - check out www.ProjectSpaces.com

It's quick to set up, intuitive to use, and loaded with just the right features for online collaboration.

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9-28-2009 @ 5:52AM

Birgit Hapfelmeier said...

We recently have worked on an Enterprise 2.0 busines proposal and we decided to use the determined tools by ourself to get a better feeling how they work. I described some sample tools in my crrent post: http://birgithapfelmeier.wordpress.com/2009/09/28/project-collaboration-tools/

10-15-2009 @ 5:07PM

Jerome said...

Another good collaboration tool is PMP HQ http://www.pmphq.com. It combines easy to use online project management suite with an arsenal of collaboration tools such as file and document sharing, wiki, calendar, version control etc