When you're working with your team on a project, emailing 150MB files or setting up shared folders isn't always the best solution. The problem of how to collaborate has existed since the advent of personal computing. One solution was to simply limit how many people touched a particular set of documents, but this hampered, if not outright halted, efforts to cooperate.
During the last few decades, internet and networking abilities have grown, as have the capabilities of company computers. Taking advantage of these opportunities, companies have teams located in multiple buildings – or continents – and tend to assign many people to a single project.
This makes the current generation of software vitally important for teams trying to share files when working together. A good system will prevent chaos. A bad one can introduce errors. To help businesses find something that works, 12 members from YEC share what they use, and why.
"Asana is simple and easy to use. You can use it exactly as you would a to-do list. If you can't fit your project parameters into the description box, you might be over complicating things." – Ismael Wrixen, FE International
"We have been experimenting with Basecamp 3. Since we are a digital agency, we normally have people in multiple departments collaborating on the same project. Basecamp keeps all discussions and materials related to a project in one place. It also offers a client view that helps us transparently share materials with clients for approval." – Ajay Gupta, Stirista
"Our team uses Box. It's simple to organize and navigate, has easy file-sharing capabilities, integrates with Microsoft Office and Google Docs and offers opportunities to lock files so only specific team members have access." – Leila Lewis, Be Inspired PR
"We use a secure, cloud-based Confluence Wiki to organize all of our internal documents, product roadmaps, logic and processes. I work remotely and run my team remotely, so having all of this easily available from anywhere is invaluable." – Brian David Crane, Caller Smart Inc.
"We've been with Dropbox for years and have no issues with it. There are great alternatives that I'm sure can work for anyone who needs to collaborate on projects. But at the end of the day, it's only a tool, and you're the one using it. Without consistent effort by everybody involved, your files will become a nightmare to organize and sort. Create a standard practice and stick to it." – Andrew Saladino, Kitchen Cabinet Kings
"eFileCabinet is a good resource for file sharing. It's good for doc sharing, online chats and collaboration, and is priced affordably. It has encryption and search functions as well. It also comes with a free demo." – Andrew Schrage, Money Crashers Personal Finance
"We use several file-sharing programs for different purposes (Dropbox and ShareFile are among our favorites), but nothing beats Google Drive for real-time collaboration across devices and team members. The ability to see changes and comments instantly on all devices in Drive makes it unmatched for efficiently working together, especially across distances." – Brittany Hodak, ZinePak
"Resilio Sync is a great Dropbox alternative because it is free for most use cases and based on BitTorrent technology. The data actually syncs directly between devices rather than going to the cloud, which means generally faster syncing, higher security and no file size limits." – James Simpson, GoldFire Studios
"We use Slack to exchange files, and it's been very convenient and easy for our team. With varying tech abilities and locations all over the world, we've been able to come together on projects by sharing files through Slack, while also being able to have group and private conversations to move projects along." – John Rampton, Due
"We use Teamwork.com. Some other tools are more streamlined, but when it comes to having multiple people working on the same project and giving feedback, Slack, Skype and Dropbox can get confusing. Teamwork gives you a task list and subtasks, and several people are able to work on each. It's highly collaborative, fostering the idea of file sharing." – Ajay Paghdal, OutreachMama
"Trello provides a straightforward system for organizing and monitoring projects at a glance. It looks and feels like a whiteboard where you manage your work with sticky notes. You can use cards to include descriptions, attachments, subtasks or checklists, due dates, assignees and labels. You can upload images and files from your device, or from Google Drive, Dropbox, Box or OneDrive." – Dave Nevogt, Hubstaff.com
"When it comes to video review, the best software to use for collaboration is Wipster. It's an editor's, marketing manager's and producer's dream tool. It has fluid integration, pinpoint editing comments, automated to-do lists and very fast uploading. It does to video what G Suite does to docs, which is excellent. Real-time collaboration is the best part of these tools." – Nicole Munoz, Start Ranking Now