Comparing team collaboration software

It can be really hard choosing between project management tools with there being so many on the market today. To help, I put together a comparison of some of the most popular apps and scored them from one to five, with five being the highest (most effective).

I’ve focused on features that are critical to productivity, security, and efficiency, as these are often most important to teams using these applications.

Collaborative work management software

The following tools are among the most popular on the market, each with unique capabilities that benefit teams differently. Let’s take a look at the tools I’ve chosen to compare:

Jira Work Management (now Jira for business teams)

Part of the Atlassian suite, this product offers detailed task management, Agile reporting, and integration with software development tools. It's particularly strong in handling software development workflows and integrates seamlessly with other Atlassian products like Confluence and Bitbucket.

Jira Software and Jira Work Management have become a single, unified platform—Jira. Learn more here.

Asana

Offers a wide range of project management and collaboration features, including task management, multiple project views, and extensive integration options.

Monday.com

Highly customizable and supports a variety of work processes with features like time tracking, project automation, and an extensive range of integrations. It also offers various view options, including boards, timelines, and dashboards​.

Notion

Known for its flexible note-taking and database features, Notion is highly versatile in handling various types of content and collaboration.

Smartsheet

Provides robust project management capabilities, including resource management, Gantt charts, and automation. It's well-suited to larger, more complex project needs and offers strong integration capabilities.

Enterprise Service Management features

As I touched on above, each tool has its strengths and weaknesses as well as unique capabilities; otherwise, they'd all be the same. The features I've scored against (task management, collaboration, time tracking, integrations, customization, calendar, sharing information capabilities, templates, and reporting and dashboards) were chosen because they are important for Enterprise Service Management (ESM). Collectively, they improve the efficiency, collaboration, and transparency of service delivery across businesses.

The following scores should be taken with a pinch of salt as they are based on my decade’s worth of experience using and researching these tools. Of course, this makes them opinion-based, but the first-hand experience of someone who knows the tools well is a good place to start when deciding on the right app for you.

You can use my scores to help you choose the right tool for your needs based on the specific capabilities that interest you. After that, consider a trial period of the app and get feedback from your users before making an investment.

Without further ado, let’s get started…

Functional requirements compared

Functional requirements: Include core tasks and processes such as task management, collaboration, and reporting that directly impact the user's primary activities and objectives within the software.

Feature descriptions for project management tools

Functional requirements

1. Task management: This encompasses the ability to create, assign, manage, and track tasks. Features include setting deadlines, assigning responsibilities, and establishing priorities and dependencies among tasks.
2. Collaboration: Enable team members to communicate, share files, and work together in real-time. This includes functionalities like commenting, document sharing, and integrated chat systems.
3. Time tracking: Helps monitor the amount of time spent on various tasks and projects. This is crucial for productivity analysis, billing, and understanding work patterns.
4. Integrations: The ability to seamlessly connect with other applications and services to create a more cohesive technology ecosystem. This includes integration with email platforms, cloud storage, CRM systems, and more.
5. Customization: Allows users to modify the interface and functionalities to better fit their specific workflows and preferences. This includes custom fields, configurable dashboards, and adjustable permissions.
6. Calendar: Features provide a visual representation of tasks, deadlines, and meetings, allowing for better time management and scheduling.
7. Sharing information capabilities: These features facilitate effective dissemination of information within the team or organization, enhancing transparency and ensuring that all members have access to necessary data.
8. Templates: Offer pre-configured project outlines and task structures that help standardize processes and accelerate project setup.
9. Reporting and dashboards: Offer insights into project status, resource allocation, performance metrics, and more, helping managers make informed decisions.

Non-functional requirements compared

Non-functional requirements: Encompass broader attributes like usability, scalability, and security, which define the quality and performance of the software but are not directly related to specific business functions.

Non-functional requirements

1. Ease of use: Refers to how user-friendly and intuitive the software is. A good UX ensures that new users can start using the tool effectively with minimal training.
2. Integration with the Atlassian platform: Specifically for tools like Jira, this refers to how well the product integrates with other Atlassian products, such as Confluence and Bitbucket, providing a unified platform for project management and development.
3. Pricing (100 users): Evaluates the cost-effectiveness of the software when scaling up to larger teams. This metric is crucial for organizations looking to expand or manage costs effectively.
4. Free version (up to 10 users): Indicates whether the software offers a free version and the features included, which is beneficial for small teams or for evaluation purposes before full adoption.
5. AI capabilities: This covers the use of artificial intelligence for automating tasks, providing predictive analytics, and enhancing decision-making processes within the tool.
6. User experience (UX) score: A measure of overall user satisfaction that encompasses the design, usability, and interaction quality of the software.
7. Integration in complex organizations (security, delivery, transparency): How effectively the software integrates into environments with high demands on security ensures reliable delivery and maintains transparency. This is critical for organizations with stringent compliance and operational standards.

The scoreboard

Further research

For fun, we (Eficode) conducted a survey on LinkedIn asking users what their favorite tool is from those covered in this blog post (minus SmartSheet) due to restrictions on how many options you can have on a LinkedIn poll. Below is a screenshot of the results obtained from 70 participants.

Each tool has its strengths and weaknesses, so the best choice will depend on which features align best with your organizational needs and how well the tool can integrate into your existing workflows.