Team collaboration 101: How to improve team communication

When collaboration clicks, teams move fast, ideas flow, and nothing falls through the cracks.

When it doesn’t? Work is a mess of missed messages, duplicated work, and “Wait — weren’t you handling that?” moments.

Collaboration doesn’t always come naturally. And that’s not because people lack talent or motivation. Often, it’s because connection breaks down.

Good team collaboration takes effective communication, clearly-defined habits, and the right tools — particularly when you want to improve collaboration among modern, distributed teams.

So let’s get practical. What does team collaboration actually mean, why does it matter, and how do you help your people work better together? 

What exactly is team collaboration?

Team collaboration is when a group of people work with each other (not just alongside each other) to achieve a common goal. They share ideas, solve problems together, and get better results than they would do alone.

Team collaboration takes many forms — brainstorming sessions, status updates, cross-team sprints. It can happen asynchronously and in real-time, in meetings and in chats, on the frontline and behind a desk.

Collaboration also looks different depending on the size and structure of your organization. A 10-person, fully-remote start-up won’t collaborate the same way as a 5,000-person hybrid workplace, or a huge global business with retail staff.

Collaboration tools and practices may vary. But good team collaboration relies on the same key pillars in any setting. Teams need trust, clear expectations, and open communication to move faster and smarter, together.

Team collaboration vs. team communication: What’s the difference?

Team communication is the exchange of information — updates, questions, decisions, and feedback. Team collaboration is working together to achieve something.

These two things are distinct but closely connected. Think of communication as the bridge that makes collaboration possible.

You can have brilliant project plans and the right SMART goals in place. But if your team members aren’t talking to each other clearly and consistently? You’re not going to make much progress. 

Here’s a breakdown:

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Ultimately, communication is about getting everyone on the same page. Team collaboration is about actually getting the job done.

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Why collaboration matters (and what happens when it goes wrong)

In a collaborative team, people ship better work and genuinely enjoy working together. But what else do you achieve when your teams work cooperatively?

Benefits of team collaboration include:

• Better performance. Highly collaborative teams are 5x more likely to be high-performing.
• Improved engagement. People who feel heard and involved are more motivated and loyal.
• Faster decision-making. Because information doesn’t get stuck in silos.
• Innovation and improved problem-solving. Diverse perspectives, shared openly, spark better ideas.

Because good team collaboration can do all the above, it also has a positive impact on business outcomes. Research shows that organizations with connected employees see a 20–25% increase in productivity, and teams that communicate effectively can cut turnover risk by nearly 50%.

Poor collaboration, on the other hand, leads to duplicated work, missed deadlines, burnout, and high rates of employee churn. It holds your organization back and damages the employee experience, too.

Different types of team collaboration

Okay, now we know why collaboration matters, let’s dig a little deeper into the different types of team collaboration you’re likely to encounter.

Here are four common formats and how they show up in the workplace:

1. Synchronous collaboration: Real-time conversations like virtual calls, video huddles, or live chat. Everyone’s online at the same time, working to solve problems and move things forward.

2. Asynchronous collaboration: Work that doesn’t need everyone in the room (or on the call) at once. Messages, documents, and feedback are shared and responded to at different times. Perfect for shift-based or global teams.

3. Cross-functional collaboration: When different departments team up to solve shared problems. For example, HR, IT, and Operations working together on a new onboarding process.

4. Peer-to-peer collaboration: The informal stuff. Coworkers sharing knowledge, insights, and tips. Often overlooked but very valuable to your organization.  

Blink supports all four types of team collaboration. It features a digital news feed, a chat tool, mobile video conferencing software, and shared communities that all team members can access and join.

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Collaboration at every size: From startup to enterprise

The way teams collaborate doesn’t just depend on how they work together. It also depends on how big the organization is.

While synchronous, asynchronous, cross-functional, and peer-to-peer collaboration exist in every workplace, the structure, tools, and approach you use change dramatically as teams grow. What works naturally in a 10-person startup can quickly break down in a 1,000-person organization.

That’s why effective collaboration needs to scale. Let’s look at how collaboration shows up — and what it requires — at different company stages and sizes.

Collaboration strategies for small teams (1–100 people)

In very small teams, collaboration happens naturally — everyone wears many hats, and you’re likely sitting (or chatting) right next to each other. But even in tight-knit teams, clarity matters. Who owns what? Where does feedback live? What communication tools are being used?

Best practices:

• Use simple, centralized tools (not 10 apps for 10 tasks)
• Establish shared rituals (e.g., daily standups, weekly wins)
• Create standardized document and file sharing processes, even informally

Collaboration strategies for mid-sized businesses (100–1,000 people)

This is where things get tricky. You’re big enough to need structure, but still small enough to move fast. Collaboration needs to grow without adding complexity.

Best practices:

• Create clear communication norms
• Introduce dedicated team collaboration tools (e.g., project management, chat)
• Make visibility a priority across departments

Collaboration strategies for large and enterprise organizations (1,000+)

Now we’re talking scale, complexity, and potential silos. Within large teams — especially where people work on the frontline or do remote work — collaboration requires thoughtful systems, strong leadership, and tech that works for every employee, not just those at a desk.

Best practices:

• Invest in a central, mobile-first platform like Blink
• Use targeted comms to avoid overload
• Encourage cross-functional projects and Communities

What are the most common collaboration blockers?

Even with the right strategies, tools, and structures in place, collaboration can still hit snags. As teams grow and processes become more complex, “working together” sometimes feels harder than it should.

Collaboration challenges emerge. Progress slows. Employees become frustrated. And suddenly, you’re standing still, not pushing forward toward your goals.

What should you do? Recognizing the most common barriers to collaboration is the first step toward creating a truly collaborative environment. So meet the usual suspects — the common culprits of poor team collaboration:

• Tool overload: Your digital workplace might be getting too big. Everyone’s using a different selection of tools, and nothing syncs.
  
  
• Silos: These are the silent killers of great cross-functional teams. Departments operate in a vacuum and rarely share updates.
  
  
• Information gaps: People don’t know what’s happening or where to find key resources. So decision-making and problem-solving take a hit.
  
  
• Digital exclusion: Frontline teams are often left out of internal communication and virtual collaboration, especially when chat takes place over email or on intranet platforms they never use.
  
  
• Unclear ownership: No one knows who’s doing what, or what "done" looks like. And without accountability, projects stall.

Sound familiar? Let’s fix it.

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7 ways to improve team collaboration (without adding more meetings)

If you’re experiencing any of the collaboration blockers above — or if team collaboration simply isn’t what you’d like it to be — take a look at these ideas for building a more collaborative workplace.

#1. Set clear communication norms for everyone

Think of this like putting up road signs. Define which communication channels are for what, how quickly to respond, and what good communication looks like. And write your collaboration processes down, too!

#2. Choose fewer, better collaboration tools

One central hub beats five scattered team collaboration software solutions. Blink brings everything together in a single, mobile-first app that includes:

• News Feed for company-wide and team updates
• Chats for real-time convos and quick questions
• Communities to organize group discussions and build connection around shared interests
• Voice & Video Calling for when face-to-face matters
• Content Hub for sharing docs, policies, and how-to guides in one place

Team members only need to log in once to view the same searchable, interconnected, user-friendly tools.

#3. Make your experience mobile-first and inclusive

If your team isn’t at a desk, team collaboration tools should be available on smartphone. Blink was designed for the frontline: for retail staff, drivers, nurses, and every other on-the-go or remote worker.

With a mobile-first employee app, deskless workers can keep up with conversations, share knowledge, and solve problems together — no matter where or when they’re working. So you improve collaboration among frontline teams.

#4. Make collaboration visible

Collaboration thrives when people feel seen and valued. But too often, great teamwork happens behind the scenes — in private chats, quiet problem-solving, or contributions that never make it onto the news feed.

Make collaboration visible by shining a light on it. Use Blink Stories to share updates from leadership, promote team-building activities, and celebrate wins — big and small.

Recognize employees who go above and beyond to help a colleague. Share examples of great cross-team collaboration. Post behind-the-scenes moments that reveal what different teams and departments are about.

When people see collaboration being executed, recognized, and celebrated, they’re more likely to contribute themselves. It creates a ripple effect where one act of collaborative teamwork inspires another.

#5. Build feedback loops into daily workflows

Great employee collaboration isn’t one-way. It’s about continuous dialogue. Blink helps teams give, receive, and act on feedback seamlessly.

Surveys and polls let you collect input quickly and make decisions more democratically. Comment threads and communities allow employees to ask questions, share insights, and see responses in context.

With analytics, you can track responses. And with the news feed, you can share the actions you’ll take based on employee input.

#6. Align on shared goals and ownership

Start every project by clarifying the goal, who’s doing what, and how success will be measured. Decide where this information will live so people can reference it later.

Then, use shared docs, project hubs, and pinned posts to make goals visible and accessible. When everyone can see the full picture — not just their small slice of it — they understand how their work connects to the bigger mission and what needs to be done next.

#7. Upskill your team for collaboration success

No one’s born knowing how to give good feedback or navigate cross-team conflict. So train your people in teamwork skills.

Prioritize soft skills, not just hard ones. Teach active listening. Run workshops on how to disagree productively. Help managers facilitate better team discussions.

The better your team gets at the human side of work, the smoother collaboration becomes. Projects move faster. Conflicts resolve quicker. And people actually enjoy working together.

Why the right collaboration software makes all the difference

As your team grows, relying on hallway chats, email chains, and in-person meetings just isn’t enough. Collaboration needs to scale. And that’s where digital team collaboration tools come in.

Top team collaboration tools let employees:

• Send messages and updates instantly
• Align behind overarching goals and the bigger picture
• Track progress and assign ownership without confusion
• Keep knowledge searchable and accessible for everyone
• Share and update documents in one central place

The right software keeps everyone connected, whether your team is across the office or across the globe. It reduces miscommunication and turns a dispersed team into a connected, high-performing unit.  

In short? It makes working together feel seamless — even when your team isn’t in the same room.  

Looking for a team collaboration tool for your organization? Below, we’ve compiled 10 of the best.

10 best team collaboration tools

1. Blink

2. Slack

3. Todoist

4. Asana

5. Zoom

6. Monday.com

7. Google Workspace

8. Miro

9. Microsoft Teams

10. Airtable

1. Blink

Blink isn’t just another collaboration tool — it’s an all-in-one employee experience platform, built for teams that need more than just chat.

Our collaboration software combines messaging, a news feed, document sharing, and integrated workplace tools into one mobile-first app.

Direct and group messaging, voice and video calls, file sharing, polls, shift management — it’s all there. Behind one user-friendly dashboard and within one joined-up, searchable system.

Best suited to: Frontline and distributed teams that need mobile-friendly collaboration tools

Blink pros:

• Setup takes hours, not weeks
• Mobile-first design for on-the-go teams
• Easy, in-depth integration with the other workplace software you use
• Value-for-money collaboration software for growing businesses

Blink cons:

• It doesn’t support advanced chat features (such as bots or extensive APIs)
• Fewer automation options compared to Slack or Teams

Blink pricing: Business plan starts at $4.50 per user/month for up to 1,000 users.

2. Slack

Slack is the team collaboration tool everyone knows. It’s where millions of teams chat and share files. Channels keep conversations organized and, with over 2,600 integrations, Slack plays nicely with almost every tool in your stack.

Best suited to: Hybrid and remote teams balancing sync and async work

Slack pros:

• Free tier for small companies
• Familiar interface that most people already know
• A massive app ecosystem

Slack cons:

• Channels can get messy without structure
• Costs add up quickly as your team grows
• Less seamless if you use Microsoft 365

Slack pricing: Free tier available. The Pro plan is $7.25 per user/month (billed annually).

3. Todoist

Todoist is task management stripped down to its essentials. It’s collaboration software for teams that want to organize work without the overhead.

You can create tasks, set deadlines, assign work, and track progress — all in a clear, distraction-free interface. While it’s not as packed with features as some other team collaboration tools, Todoist is great at keeping things simple and streamlined.

Best suited to: Teams that want lightweight collaboration software

Todoist pros:

• Simple, intuitive interface
• Works across devices
• Easy-to-generate productivity reports

Todist cons:

• Limited features for complex project management
• No built-in chat or communication features
• Limited customization

Todoist pricing: Free tier available. The Pro plan is $5 per month (billed annually). The Business plan is $8 per user/month (billed annually).

4. Asana

Asana is project management software built to help teams organize, track, and complete work together.

This platform gives you multiple views (lists, boards, timelines, calendars) so everyone can see work the way that makes sense to them. It also supports team communication with the help of comments and file sharing within tasks.

Best suited to: Marketing, product, and operations teams managing complex workflows

Asana pros:

• Multiple project views for different work styles
• Strong task dependencies and milestone tracking
• Excellent for cross-functional team collaboration

Asana cons:

• Can feel overwhelming for simple projects
• Notifications can be distracting
• Reporting capabilities are basic

Asana pricing: Free for basic use. Premium is $10.99 per user/month (billed annually). Advanced is $24.99 per user/month (billed annually).

5. Zoom

Zoom became shorthand for video meetings during the pandemic — and for good reason. It’s software for collaboration that makes virtual face-time reliable and straightforward.

Beyond video calls, Zoom offers chat, whiteboarding, and screen sharing. It’s not a full project management platform, but it’s often used as part of an integrated collaboration tech stack.

Best suited to: Teams that want simple, high-quality video conferencing

Zoom pros:

• Rock-solid video and audio quality
• Easy to join meetings (even for non-technical users)
• Breakout rooms and recording features for larger meetings

Zoom cons:

• Not a comprehensive collaboration platform — you’ll need other tools
• Free tier has 40-minute meeting limits
• Security concerns have improved, but are still an issue for some businesses

Zoom pricing: Free basic plan. Pro Plan is $13.33 per user/month (billed annually). Business plan is $18.33 per user/month (billed annually).

6. Monday.com

Monday.com is a type of visual collaboration software that turns complex projects into colorful boards. Adapting to how your team works, this platform lets you create custom dashboards and workflows. It offers file management and document commenting capabilities, plus real-time updates that keep remote teams on track.

Best suited to: Teams managing multiple projects with different workflows

Monday.com pros:

• Highly visual and customizable interface
• Strong automation capabilities
• Integrates with popular tools and apps

Monday.com cons:

• Pricing scales quickly as your team grows
• Can be overkill for simple task management
• Learning curve for advanced features and customization

Monday.com pricing: Free plan available with up to two seats. Basic starts at $9 per user/month (billed annually). The Standard plan is $12 per user/month (billed annually). The Pro plan is $19 per user/month (billed annually).

7. Google Workspace

Google Workspace is collaboration software that millions of teams already know how to use. Docs, Sheets, Drive, Meet, Chat — it’s all connected.

These team collaboration tools shine when it comes to real-time editing and file sharing. If you have multiple people working on the same document simultaneously, Google Workspace makes collaboration easy.  

Best suited to: Teams that want a stripped-down yet functional collaboration experience

Google Workspace pros:

• Easy document sharing and collaboration
• Clean, streamlined interface
• Most people already know how to use it

Google Workspace cons:

• Not a dedicated project management platform
• Chat and meeting tools lag behind other software
• Offline functionality is limited compared to other tools

Google Workspace pricing: Business Starter is $7 per user/month (billed annually). Business Standard is $14 per user/month (billed annually). Business Plus is $22 per user/month (billed annually).

8. Miro

Miro is a collaboration software for visual thinkers. It’s a digital whiteboard where teams can brainstorm, map workflows, and solve problems together.

These tools work brilliantly for workshops, sprint planning, and creative sessions. If you’re a team that likes sticky notes and diagrams, Miro allows you to take those processes online for a dynamic and digital collaboration experience.

Best suited to: Remote teams that need visual collaboration tools

Miro pros:

• Easy drag-and-drop functionality
• Infinite canvas and pre-made templates — ideal for brainstorming and planning
• Built-in communication features

Miro cons:

• The open-ended canvas and range of tools can be confusing for new users
• Large boards can be slow to load, disrupting real-time collaboration
• The free plan is generous but costs can rise quickly if you need advanced features

Miro pricing: Free plan available. The Starter plan is $8 per user/month (billed annually). The Business plan is $16 per user/month (billed annually).

9. Microsoft Teams

Microsoft Teams is collaboration software that brings chat, video meetings, file sharing, and document collaboration under one roof — all tightly integrated with the Microsoft 365 ecosystem. Built for hybrid work, Teams combines communication and productivity into a single, secure platform.

Best suited to: Businesses with compliance or governance requirements

Microsoft Teams pros:

• Advanced channel management features
• Seamless integration with other Microsoft software
• Strong security and compliance features

Microsoft Teams cons:

• Setup can be complex and there’s a steep learning curve
• Can be slow to load and consumes significant resources
• Minimal customization options

Microsoft Teams pricing: The Essentials plan is $4 per user/month (billed annually). Microsoft 365 Business Basic is $6 per user/month (billed annually). Microsoft 365 Business Standard is $12.50 per user/month (billed annually).

10. Airtable

Airtable is collaboration software with advanced spreadsheet and database tools and extensive customization options. It lets you build custom workflows, track tasks, link records together, and collaborate on data.

Team members can collaborate in real-time with notification, comments, and permission controls. They can also view data in a variety of formats. This makes Airtable a good option for project management, content management, task lists, and more.

Best suited to: Teams managing complex data and custom workflows

Airtable pros:

• Incredibly flexible and customizable
• A user-friendly interface
• Automation rules make it easy to notify stakeholders of changes

Airtable cons:

• It takes time to configure the platform to your needs
• The learning curve for new users is steep
• Not ideal for simple task management

Airtable pricing: There’s a free tier available. From there, the Team plan starts from $20 per user/month (billed annually), and the Business plan starts from $45 per user/month (billed annually).

Real-world collaboration in action: JD Sports + Blink

With 90,000+ global employees across 49 countries, JD Sports needed a way to unify HQ and frontline teams. Enter JD Now — their branded Blink app and employee experience platform.

Today, store associates, regional managers, and HQ teams can:

• Access real-time updates
• Chat across teams and locations
• Celebrate wins together
• Get HR tools and resources in one place

The result? Faster comms, higher employee engagement, a collaborative team environment, and a stronger sense of community.

Read the full story.

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How to introduce team collaboration practices that actually stick

Effective collaboration can transform your team. But how do you embed new collaboration practices — and make communication and cooperation the norm?

• Start small: Pick one area or team to pilot new tools or habits. Focus on solving a real pain point — like streamlining updates or centralizing files — so your team sees immediate value.
  
  
• Involve champions: Engage trusted team leads to model collaborative behavior. These ambassadors set the tone, answer questions, and show that collaboration isn’t extra work — it’s smarter work.
  
  
• Communicate clearly: Set expectations around how and why things are changing. Clear communication reduces confusion and gets everyone on the same page.
  
  
• Collect feedback: To make a success of collaboration, your team needs to feel heard. Use pulse surveys or Communities to hear what works, what doesn’t, and what you can do to improve.
  
  
• Adjust and scale: Don’t over-engineer or force tools that don’t fit your workflow. Keep it simple and useful, using tools that can scale with your team as and when required.

Final thoughts: Building collaborative teams with Blink

You don’t need fancier tools or more meetings — you need clarity, connection, and a collaboration platform that actually works for everyone. Because when your people can talk to each other easily, they can build, solve, and grow together.

With Blink, you put collaboration tools into every employee’s hand — whether they’re in the office, at home, or working in a frontline role. You make collaboration a core part of company culture, empowering employees to share their knowledge, motivate each other, get behind goals, and move faster toward them.

Team collaboration FAQs

#1. What does working collaboratively mean?

Working collaboratively means more than just talking to teammates. It’s actively working together to reach shared goals. Everyone contributes ideas, shares knowledge, and takes joint responsibility for outcomes.

#2. How do you increase collaboration between teams?

Cross-team collaboration happens when people know what others are working on and can connect over the right communication and collaboration tools. Set clear communication norms, create shared spaces for projects, and make information visible across teams.

#3. What is the benefit of team collaboration?

When teams collaborate well, work gets done faster, you make better decisions, and innovation flourishes. Employees feel engaged and included, knowledge flows freely, and goals are achieved more efficiently.

#4. What gets in the way of good team collaboration?

Collaboration can stumble when tools are scattered, ownership is unclear, or information gets lost. Silos, unclear priorities, and disconnected teams also make working together harder than it should be.

#5. What are the best team collaboration tools?

The best collaboration tools support team interaction and keep everything in one place. Blink combines a news feed, team chat, voice and video calls, a content hub, and coworker communities in a single, mobile-first platform. 

It gives your teams (desk-based, remote, frontline, and hybrid) everything they need to collaborate — anytime, anywhere — without bouncing between apps. 

Blink. And improve collaboration on your frontline and beyond.