Definition: Document collaboration tool
What is a document collaboration tool?
A document collaboration tool facilitates simultaneous access, editing, and updates for team members engaged in a shared project document. It can also help with document organization; providing a repository to create an accessible central knowledge base.
Choosing the right document collaboration tool makes creating and working on projects with others in real-time easier. In fact, in this era of hybrid and remote working being commonplace in organizations, the right tool can often make all the difference to success levels in terms of keeping teams aligned, efficient, and on track.
Why should organizations use a document collaboration tool for content creation?
Document collaboration tools improve team productivity by:
- Serving as dedicated virtual workspaces to coordinate all content production efforts
- Providing a central repository for accessing all ready-to-use, referenceable content
- Giving overviews of the pipeline, who’s working on what, and project progress
What should you look for in a collaboration tool for your team?
A tool that goes beyond just online document creation, editing, and comments, and ideally with the following features:
- Ease of use so that tool adoption is smooth.
- Activity logs to see what’s happening on any given project at any given time.
- A projects dashboard for a complete picture of all projects in progress.
- Multiple integrations to automate processes and reduce manual work from your plate.
- A central repository to find any necessary content from a single, up-to-date content library.
- An Autosave feature to allow writers to focus on writing.
- Customizable templates to ensure consistency across your content.
- Notifications for alerting teammates when their attention is required, so nothing falls through the cracks.
- Commenting and user tagging to help keep content creation, editing, sharing insights, and so on moving at pace.
