Learn about the benefits and essential features of document collaboration tools

Two heads are better than one — as long as each knows what the other is doing. Without the right framework in place, those two heads can end up repeating work, unintentionally overriding what the other is doing and causing frustration across both sides.

Document collaboration tools provide that framework. With the right document collaboration software, whole teams’ worth of heads can efficiently work together on text-based projects of any size while remaining aligned on what they’ve done, what they’re doing next, and their overall direction for the document.

We’ll walk you through how to find the best fit for your own team, but first, here’s a quick primer on what document collaboration solutions are and how they can help.

What is document collaboration?

Document collaboration is a common feature set found in document creation or management workflows. It allows multiple people to work on a single file while seeing all the changes in real-time. Document collaboration tools usually include sharing features that allow employees to invite other people in to work on a file as well.

You can think of document collaboration as the digital equivalent of a group of people huddled around a single sheet of paper, pens in hand (but with a lot more elbow room). Here are some reasons to use document collaboration software in your business:

Benefits of document collaboration tools

• Efficiency: Rather than needing to “check in” and “check out” a single file, document collaboration software allows multiple people to make changes together. This reduces the chances of conflicting edits or unintentional overwrites. It also means employees don’t need to wait for others to finish their work before they can begin theirs.
• Consistency: When each editor can see the state of the entire document at any given time, it’s much easier to work toward a consistent goal. Compare that to each person breaking off on their own section and then coming together at the end, only to realize they must now reconcile different voices, formatting, and structures.
• Accessibility: Hybrid work structures are more common than ever before. Document collaboration tools make it easy for employees to work together on documents, whether they’re on different screens in the same office building or thousands of miles apart.

Did You Know?:Looking for more ways to improve collaboration across remote and local workers? RICOH Meeting 360 is an intelligent video conferencing solution that brings people and ideas together.

5 features to look for in document collaboration software

We’ve covered what document collaboration is and how it can help. But how do you know which solution will be the right match for your organization? Prioritize these five features for the strongest possible start.

Real-time editing

This is the foundational feature of modern document collaboration software. Real-time editing allows multiple users to make changes to the same document at the same time. Any changes to the document are instantly reflected everywhere the document is open. This minimizes the potential for conflicting edits and makes it easier to ensure consistency even with multiple authors working together.

The option to leave comments or track changes — so users can see suggestions and decide to approve, reject, or respond to them right in the doc — takes real-time document collaboration even further.

Version control

Mistakes happen. Sometimes, you need to undo a large amount of changes all at once. Or you may just want to see how much a document has changed since a certain point. Either way, strong version control features are a must-have for document collaboration tools.

You should be able to easily check who made what changes to a document and when, compare them to the current state of the document, and revert to an earlier version if necessary. Even if a remote worker’s cat takes a long and luxurious nap on their keyboard, getting rid of those 40 pages full of the letter “W” should only take a quick reversion.

Strong security

Strong document security encompasses every part of the process, and that includes document collaboration. Look for a tool that includes the following security measures:

• Encryption: Encryption means a file can only be opened by authorized parties, even if it somehow ends up outside the safety perimeter of your network. Look for document collaboration tools that support end-to-end encryption to help keep your work secure.
• Access control: Your documents are only as secure as the people who can open them. You should be able to determine who can access each document, as well as what they can do with them. Typical levels of access include view-only, the ability to leave comments, and full editing privileges.
• Audit trails: Your document collaboration software should make it easy to tell who accessed and made changes to a file. This is handy for accountability, but it’s also an important security measure. For instance, if someone who didn’t need access to a document still opened and changed it, that’s something to look into.

AI integration

AI can be an excellent collaborator for brainstorming, building outlines, and proofreading documents. Choosing document collaboration software with AI integration means your team can treat AI like another member of the team instead of a separate, siloed tool. It also means less risk of losing momentum and work as you export and import pieces.

Cross-compatibility

A document collaboration tool is only helpful if everybody on your team can use it. Look for options that are compatible across desktop as well as mobile operating systems. If the software can run in a browser without the need to install a separate app, all the better.

Cross-compatibility also extends to integrating with the other apps and tools that make up your document management workflow. From intake to collaborative editing to publishing and storage, you shouldn’t settle for anything less than a smooth and effective process.

Did You Know?:Wondering what better information processes could mean for your organization? Read our industry briefs to see how RICOH has helped businesses like yours.

Start building better document processes

Finding the best document collaboration tool for your organization is a great start. But there are so many more ways you can unlock efficiencies and generate value with your document systems.

Reading our free Modern Business Field Guide to the Document Solutions Ecosystem is a great next step. You’ll learn how to chart your organization’s best path through software and hardware intricacies, all in language that’s clear and easy to understand. Download the guide today.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.