We’re living increasingly remote and disconnected lives. And while this situation has its advantages, it can cause communication problems in business. That’s where client collaboration software comes in.
According to recent data, more than half of employers now use online collaboration software to communicate with employees. And that number is growing.
There isn’t an industry that doesn’t need some form of collaboration platform right now.
Take the legal industry, for example, which has a permanent requirement for the safe storage and sharing of sensitive documents. The same can be said for marketing, logistics, and most service industries.
But not all client collaboration software is fit for purpose. And even when it is, it needs to be right for the project arnd utilized correctly.
Whether you’re an accountant in need of secure file-sharing technology or a marketer looking for a simple way to share documents, there is a cost-effective solution that’s ready to go. But more about that later.
Here are five ways collaboration software can fail – so you know how to avoid them.
1. Poor User Experience
Whether it’s legal or supplier collaboration software, it has to be easy to use. If the users don’t get a seamless experience, they may become frustrated – and frustration often leads to mistakes.
If you’re dealing with complex legal issues, for instance, your legal collaboration software has to offer a seamless user experience. If it’s clunky, confusing, and complex, you may make serious mistakes. Or, at the very least, you may return to your tried-and-tested email communications.
2. Poor Integration
Marketing collaboration software, for example, has to perform a role alongside many other software platforms, including CRM tools. If you can’t seamlessly integrate your collaboration software with your existing workflows, your operation may suffer from efficiency, accuracy, and communication issues.
A standalone platform that creates information silos can actually harm your existing productivity levels rather than improve them. If you and your colleagues have to manually transfer information and documents or switch between platforms, you’re wasting time, talent, and valuable resources.
The integration of supplier collaboration software is very important to the success of supply chains. Suppliers, buyers, logistics teams, warehouses, and administrative staff rely on seamless communication and real-time updates. So, when a collaboration tool doesn’t integrate seamlessly with inventory management software or ERP platforms, bottlenecks, delays, and costly mistakes can occur.
3. A Lack of Customization Options
If you’re working in the construction industry, marketing collaboration software may not have the functions you need to communicate effectively. However, if you’re using a collaboration platform that features a good selection of customization options, you can tailor it to your specific needs.
Imagine you’re working in a marketing department. You’ll probably need to juggle multiple campaigns, assign tasks, create content, track metrics, and update your team. You may also need to assign roles and permissions. If you can’t perform all of these tasks quickly and accurately, your marketing campaigns won’t deliver the results you’re looking for.
Think about how you and your colleagues communicate. What tasks need to be completed on a daily basis? Who needs access to what? If your marketing collaboration software can’t support your working practices, it’s time to move on.
4. Inferior Security Features
This is particularly important in legal collaboration software. If you have to share sensitive legal documents with clients or colleagues, you need to know that the chances of them falling into the wrong hands are minimized. Client information, financial records, and business strategies all have value, so they must be protected in the same way cash is protected by a safe.
According to IBM, the average cost of a data breach in 2024 was $4.88 million. This means investing in a safe and secure client collaboration platform is crucial.
While it’s not always necessary to have them all in place, the most effective security features associated with software include end-to-end encryption, multi-factor authentication (MFA), so-called Magic Links, and regular security audits. Certifications such as SOC 2 compliance and ISO 27001 can demonstrate that a product has robust security measures in place.
5. Limited Scalability
Your current client collaboration software may be doing a great job – for now. But what happens when your business begins to grow? How will your software cope when more clients and employees come on board? Will it be able to deliver well into the future? Because if it can’t, it might be time to ditch it.
If you’re running a small law firm with just a couple of employees, for example, rudimentary legal collaboration software for simple file sharing might suffice. But as you expand and offer different legal services, you might need to integrate your collaboration tools with legal research databases and develop the capability to handle large volumes of sensitive data. If your current legal collaboration software can’t scale up as you grow, you’ll need to upgrade it sooner rather than later.
TeuPortal is a Cost-Effective Yet Highly Capable Client Collaboration Software Platform
TeuPortal is an affordable, secure, and efficient client collaboration software brand that makes light work out of document storage and file sharing. Sign up today for a very low monthly fee, and future-proof your business with an all-in-one collaboration software solution.