Content collaboration tools are programs that help businesses streamline their content creation workflows by allowing seamless coordination across tasks. These often come with features like file sharing, multi-level approvals, and real-time feedback that allow teams to collaborate on different tasks.
That said, there are specific tools for different purposes, with some specializing in content creation and others focused on file sharing. To help you choose the right software, we’ll discuss the key features to look for and share our roundup of the top content collaboration tools you need in your strategy.
Let’s start!
What Are Content Collaboration Tools?
Content collaboration tools are applications that make it easier for teams to work together on various tasks. As the name suggests, content collaboration is the process of working together on a specific task to produce content. However, due to the remote nature of some teams, this often leads to miscommunication, poor engagement, and imbalanced work distribution.
According to the Harvard Business Review, communication and coordination are two of the top challenges of hybrid or remote work. Fortunately, with the right content collaboration tools, you can avoid this issue and boost your team’s productivity and efficiency.
In fact, you may already be using some of these programs in your day-to-day operations. Some common examples of content collaboration tools include communication software like Slack and Zoom.
Beyond communication, there are also applications you can use for all aspects of marketing campaigns, project management, and content production, which we will discuss below.
13+ Best Content Collaboration Tools
We’ve compiled and ranked different content collaboration software based on their features and pricing to help you choose a tool that meets your needs without breaking the bank.
Let’s see which applications made our list of the best content collaboration tools on the market today:
#1. Publer
While mostly known as a social media scheduling tool, Publer actually has a ton of features that make it a top content collaboration tool. One of its defining features is collaborative workspaces, where businesses can coordinate with their teams to boost social media efforts.
Every workspace can accommodate an unlimited number of members, with customized access for each one. You can even invite clients to the workspace and utilize our two-layered review approval process for all scheduled posts.
Moreover, Publer offers a comprehensive calendar view that shows all your scheduled and published content, making it easier to plan and organize future posts. Members can view, edit, and comment on upcoming posts before publishing to ensure that everyone is aligned with the campaign goals.
While the features on Publer’s free plan can be limited, it offers a free trial for its paid features, so you can test them out before deciding to upgrade.
| Best Features | Pricing |
|---|---|
| Internal notes | Unlimited free plan |
| Customizable labels | Professional plan: $12/month |
| Social media asset management | Business plan: $21/month |
| Unlimited workspaces | |
| Two-factor authentication | |
| AI Assist tool | |
| VistaCreate and Canva integration |
#2. Google Workspace
The next software on the list is Google Workspace (formerly G Suite), a popular file-sharing collaboration tool that’s packed with features for content collaboration and communication. Google Workspace comes with a full suite of cloud-based tools, including:
- Google Drive
- Docs
- Sheets
- Slides
- Calendar
- Meet
- Chat
These applications allow teams to easily manage different projects, with features like real-time editing, suggestions, and file attachments. Google Workspace also has impressive cloud storage that can store up to 5 TB of data.
That said, its pricing plans can be quite steep, especially for smaller businesses that only need specific features, as they are billed per user. Google Workspace also has limited customization options compared to other software on this list.
| Best Features | Pricing |
|---|---|
| Real-time collaboration | 14-day free trial |
| Excellent security measures | Business Starter plan: $6.48/month |
| Seamless integration across tools | Business Standard plan: $12.96/month |
| Business Plus plan: $21.60/month | |
| Enterprise plan: Custom pricing |
#3. Bitrix24
Bitrix24 is a customer relationship management system with excellent project management and team communication features, which is why it makes our list of top content collaboration tools. It acts as a social intranet that fosters collaboration through Gantt charts, activity streams, and instant messaging capabilities.
However, if you are looking for user-friendly and content-focused software, Bitrix24 may not be for you. Its full suite of tools can be quite overwhelming, and all its pricing plans are on the expensive side.
| Best Features | Pricing |
|---|---|
| Time tracking | Unlimited free plan |
| Task management | Basic plan: $61/month |
| Document sharing | Standard plan: $124/month |
| Professional plan: $249/month | |
| Enterprise plan: $499/month |
#4. Box
Like Google Workspace, Box is a content collaboration tool best known for its file-sharing capabilities. This cloud-based platform provides a centralized hub where teams can share and edit files securely, organize content, and communicate in real-time.
Business owners also have full control over members’ access and can manage who can view, share, or edit files. Unfortunately, for its price, the tool is quite basic, and most of its features can also be found in other software on this list. Some users have also reported that uploading and syncing on the platform can sometimes be slow.
| Features | Pricing |
|---|---|
| Multiple privacy options | For individuals |
| Seamless data transfer | Unlimited free plan |
| Third-party integrations | Personal Pro plan: $16/month |
| For businesses (minimum of 3 users) | |
| Business Starter plan: $8/month | |
| Business plan: $24/month | |
| Business Plus plan: $39/month | |
| Enterprise plan: $54/month | |
| Enterprise Plus plan: Custom pricing |
#5. ClickUp
ClickUp is a versatile project management solution that offers a unified workspace where teams can work on different projects. With features like document collaboration, Gantt chart views, and file proofing, this can be a handy content collaboration tool for both small and large businesses.
In addition to these features, ClickUp also boasts rich text editing, time tracking, and goal-setting capabilities. Unfortunately, its platform is quite complex and can present a learning curve for first-time users.
| Best Features | Pricing |
|---|---|
| Third-party integration | Free forever plan |
| Workload management | Unlimited plan: $10/month |
| Custom permissions | Business plan: $19/month |
| Enterprise plan: Custom pricing |
#6. Trello
Trello is mainly a visual project management platform with great features, such as Kanban boards and third-party integration, which make it a decent content collaboration tool.
With its simple visual interface, teams can easily assign tasks to different members and automate workflows to boost productivity. Plus, you can keep track of task progression through cards and labels, ensuring that each task is completed in a timely manner.
Despite its excellent management capabilities, Trello lacks extensive content creation features, and its document-sharing tool has a size limit in lower-tier plans.
| Best Features | Pricing |
|---|---|
| Multiple customization options | Unlimited free plan |
| Third-party integrations | Standard plan: $6/month |
| User-friendly interface | Premium plan: $12.50/month |
| Enterprise plan: $17.50/month billed annually |
#7. Asana
Asana is a project management and content collaboration tool that specializes in workflow management and efficiency. Its file-sharing, task management, and project-tracking capabilities allow businesses to collaborate on tasks.
The platform also offers multiple methods of communication, including task comments, discussion threads, and private messaging. Plus, its high user cap makes it a great, scalable solution for businesses of all sizes.
That said, Asana’s pricing plans can be quite expensive, and most of its advanced features are only available on higher-tier plans.
| Best Features | Pricing |
|---|---|
| Several board-view options | Unlimited free plan |
| Advanced reporting | Starter plan: $13.49/month |
| Automation | Advanced plan: $30.49/month |
| Enterprise plan: Custom pricing | |
| Enterprise+ plan: Custom pricing |
#8. Bit
Bit is a new content collaboration tool that focuses on interactive documents where teams can edit content, upload assets, and track version history. The platform also comes with several templates for design, education, and other industries, making it easier to draft documents while maintaining quality.
When working with a large team, you can notify members through mentions and provide custom permissions to ensure a smooth workflow. Bit also has a content library where you can save digital assets, including PDFs, videos, spreadsheets, and other file types.
Unfortunately, Bit doesn’t have a mobile app and offers limited phone support for users on a free plan, which can be frustrating for those who need immediate assistance.
| Best Features | Pricing |
|---|---|
| Smart workspaces | Unlimited free plan |
| Comprehensive insights | Pro plan: $12/month |
| Easy sharing options | Business plan: $20/month |
#9. Figma
Unlike the other content collaboration tools on this list, Figma specializes in visual content creation. It has powerful design features that allow users to create illustrations, UI/UX design projects, and other digital content.
Figma also boasts excellent collaboration capabilities and commenting features, which help teams working on the same project communicate clearly and align on design direction.
While the app offers a free plan, it is extremely limited, and you’d need to subscribe to higher-tier plans to access its full features.
| Best Features | Pricing |
|---|---|
| Version history | Starter team free plan |
| Third-party integrations | Professional team plan: $15/month |
| Unlimited file storage | Organization plan: $45/month |
| Enterprise plan: $75/month |
#10. Notion
Beyond being a content collaboration tool, Notion is known for its project management capabilities. The app supports various content formats and boasts multiple templates and customization options, making it one of the best software programs for document collaboration.
With Notion, users can see changes to documents in real time, making it easier to collaborate and communicate on different tasks. Members can also organize documents using labels and statuses to improve efficiency during content creation.
Despite its wide variety of features, Notion can have a bit of a learning curve, and its free plan offers limited security options.
| Best Features | Pricing |
|---|---|
| Kanban boards | Unlimited free plan |
| Notion AI | Plus plan: $12/month |
| Document management | Business plan: $18/month |
| Enterprise plan: Custom pricing |
#11. BoostHQ
BoostHQ by SkyPrep is advertised as a knowledge-sharing platform, but it has all the features of a top content collaboration tool. It allows users to categorize content by groups and tags, share external files, and communicate through comments and feedback.
The platform also supports collaboration through an online learning community, where members can discuss and vote on uploaded content. For all its features, however, BoostHQ lacks content creation capabilities and mainly functions as a document-sharing and storage app.
| Best Features | Pricing |
|---|---|
| Browser extension | 14-day free trial |
| Robust analytics | Lite plan: Custom pricing |
| Third-party integrations | Premium plan: Custom pricing |
| Enterprise Learning Suite plan: Custom pricing |
#12. Chanty
Chanty is a popular communication and content collaboration tool that combines messaging and task management capabilities. With this platform, you can assign tasks to different members, synchronize files, and even turn messages into tasks.
Its user-friendly interface also means that users can easily integrate the software into their existing workflows to enhance efficiency. Moreover, Chanty supports integrations with multiple third-party apps like Google Drive, further boosting its functionality.
Unfortunately, the platform’s customer support can use some improvement, and its free plan does not include group audio or video calls.
| Best Features | Pricing |
|---|---|
Teambook feature | Unlimited free plan |
| Audio and video calls | Business plan: $4/month |
| Kanban boards |
#13. Monday
Monday is a versatile project management system that provides a centralized hub where teams can collaborate on projects. Its excellent task management, file-sharing, and scheduling features promote efficiency and coordination, which is why it makes our list of top content collaboration tools.
Users can easily visualize project progress, set deadlines, and assign responsibilities, significantly improving productivity. That said, while Monday charges per seat, all its paid plans require a minimum of three users, which can drive up the costs.
| Best Features | Pricing |
|---|---|
| Task commenting | Unlimited free plan |
| Multiple templates | Basic plan: $36/month |
| Customizable board views | Standard plan: $42/month |
| Pro plan: $72/month | |
| Enterprise plan: Custom pricing |
#14. Filestage
As a content collaboration tool, Filestage can simplify the sharing and approval process for creative teams. With this software, users can upload, share, and review different types of assets, including media and documents, to streamline content workflows.
Filestage also has unique features, like annotation tools and frame-by-frame feedback, which can be handy when working on video content.
Despite all its features, the platform has limited customization options and a steep learning curve. Plus, users who love working on the go will be disappointed to know that Filestage doesn’t have a mobile app.
| Best Features | Pricing |
|---|---|
| Version control | Unlimited free plan |
| Automation | Basic plan: $59/month |
| Comment tracking | Professional plan: $299/month |
| Enterprise plan: Custom pricing |
5 Key Features to Look for in a Content Collaboration Tool
When selecting a content collaboration tool, it’s important to look beyond its flashy capabilities and focus on the key features that can address most of the issues with collaborative work.
These include:
- Real-time feedback. Whether in the form of comments, suggestions, or direct messaging, synchronous communication is crucial for productivity and efficiency in content creation, so look for content collaboration tools that allow you to provide and see feedback in real time. This also ensures that all team members are on the same page, which can reduce workflow delays and encourage a more dynamic working environment.
- Mulit-level approvals. Having multi-level approvals in your content collaboration tool ensures that all the content published or delivered meets project goals and is of the highest quality. Publer, for instance, offers a multi-layered approval process that includes both external (client) and internal (management) approvals.
- Organizational features. When working with a team, it can be difficult to keep track of all the assets and content used, so organizational features like labels, categories, and filters become essential. These allow users to easily look for what they need, promoting a more efficient workflow.
- Third-party integration. As a business, you’re likely already using several platforms in your regular operations, so your choice of content collaboration tool should allow for seamless integration with these programs. This will help improve functionality and reduce the need for manual updates across team members.
- Robust security. Opt for content collaboration tools with robust security features, multifactor authentication, or custom permissions to protect all your content. After all, you don’t want valuable assets to be compromised, especially when working for a client.
3 Important Benefits of Using Content Collaboration Tools
Now that you know what content collaboration is, let’s discuss the different benefits you can gain when you use content collaboration tools in your business operations:
#1. Boosts Efficiency
By providing a unified platform where you can share content and work simultaneously with multiple users, content collaboration tools can bolster efficiency. Plus, some of these tools offer automation for repetitive tasks, which will help streamline workflows and allow you to accomplish more during the day.
For instance, if you’re looking for a tool to improve social media workflows and enhance your results on various platforms, Publer’s scheduling features and built-in content creation tools will definitely come in handy.
#2. Improves Communication
With features that allow for real-time feedback, content collaboration tools can significantly improve communication within teams, which can lead to better project outcomes. According to the McKinsey Global Institute, the average worker spends 28% of their workweek simply responding to emails, which can lead to a significant delay in workplace efficiency.
By maintaining a consistent flow of information, you ensure that all members are constantly aligned on tasks, helping to avoid missed deadlines or misunderstandings in the direction of the content.
#3. Promotes Teamwork
Collaborative workspaces in content collaboration tools encourage more open communication and allow different users to provide their input on a project, which can promote teamwork and, ultimately, improve productivity and content quality.
Key Takeaways
- Content collaboration tools are applications designed to promote coordination among their users through real-time editing, communication, and file-sharing capabilities.
- Publer, Trello, and Figma are some of the best content collaboration tools you can invest in for better efficiency and performance.
- Multi-level approvals, third-party integration, and robust security are some important features you should look for in a content collaboration tool.
- Using content collaboration tools can help boost efficiency, improve communication, and promote teamwork.
Ervin Kalemi
