How to Pick a Collaboration System

One of the first tools you need when working virtually with a number of clients is some sort of virtual collaboration tool. You need a vitual “intranet” where you can share documents, to do lists, and messages with your clients.

Trouble is — project management systems are, well, a bit *personal* and for people who are somewhat unorganized but addicted to organization (the symptiom of this is a love of browsing in your local office supply store) it is difficult to settle on and choose one system — especially when there is always something newer and shinier around the bend.

Here are five tips for choosing a collaboration system that will work for you and your clients.

1. The ideal is to get all of your clients on the same system.

If it turns out that the majority of your clients are ususally using one particular system (usually Basecamp) then that is probably the way you should go too.

2. Do you have more projects or more clients?

Different systems charge differently. Basecamp determines charges by the number of projects you have — Wrike offers unlimted projects but charges per user.

3. How are you working with your clients now?

Do you exchange a lot of documents where you are both making edits? The google apps (google docs) might be a great choice. Basecamp also offers and handy writeboard feature. Do you do most of your work via e-mail and can’t be bothered to work within Basecamp? Wrike is completely e-mail based. Are you a Twitter addict? Joint Contact offers an intriging integration with Twitter.

4. What kind of computer do you have? What do your clients use?

If you are workng on a mac but half of your clients are on PCs — then you need an online platform that works for both of you. If you are on a PC and only operate in that world, then Microsoft Groove is an awesome choice.

5. What do you like to use?

In the end, you need to pick a system that you will use and stick with. After playing with dozens of solutions I am back to Basecamp again. The addition of the mailmgr add-on that lets you email to dos, milestones and messages into your Basecamp account along with the new ability to link comments with to dos has brought me back to Basecamp.

Recent Tame the Internet Monster Graduate, Alexa Gregory has a pretty exhaustive list of collaboration applications (focused on the mac — but plenty for PC owners too) at her website - http://add-insight.com. Go check out the list — and experiment!