In today’s online culture, working with a team all in one place is quickly becoming a thing of the past.
But this new online workplace culture can introduce interesting and tricky problems.
For starters, how can teams who rarely meet face-to-face collaborate? How can entire agencies stay on task and organize the information essential to their team’s production?
It turns out you’re not the only one who asks this. And many people look to solve this problem by creating documentation and collaboration tools.
These tools are highly variable in their aims, features and uses, but they generally aim to increase productivity and collaboration through a shared, organized workspace that teams can work in together.
Using documentation tools like the ones we’ll discuss in this list is becoming a more important part of team organization and management the more we progress into the digital age.
Therefore, I highly recommend you consider how these programs might fit into your team as we discuss their features and uses.
Let’s dig in.
The 10 Best Documentation Tools for Organizing Your Workspace with Military-level Discipline
If you’ve worked with teams for any length of time, you know one a major hurdle in documenting information is, well… getting people to document information.
Slite aims to solve this problem by making it easy and helpful for all team members to document notes and content as they come across new information.
The core of this effort is that Slite makes it easy to organize content in channels and allows team members to collaborate on content creation and editing.
In addition to simple content creation, it’s also very easy to add dynamic aspects to channels like checkboxes, links, attachments or almost any other kind of content you could need.
To help you stay organized, you can tag team members, send notifications and search all content throughout all channels or in specific channels.
You can get started on Slite for free, but the standard version is $6.67/user per month and allows for unlimited notes.
Using Notion is like discovering the internet for the first time—it’s life-changing.
Its main, easy-to-use dashboard is divided into workstations that can be created based on a blank document or on incredibly versatile, preprogrammed templates. These templates include features like Kanban-style boards, lists, spreadsheets and calendars.
Inside each of these documents, you can create infinite sub-pages, which is a searchable and well-organized way to keep all your projects together without losing your place in folders inside of folders.
The easiest way to think about it is a notebook with different folders inside.
In addition to these features, you can also assign tasks to various team members and give each person access to different parts of projects—the perfect way to keep everyone on track on their work.
For a team, Notion starts at $8/member per month and offers unlimited storage and file uploads.
Asana is all about keeping everything about your projects organized and streamlined.
It accomplishes this by giving you a framework where you can manage and organize projects as well as contribute to the team.
One of the most powerful features Asana offers as a documentation tool is the ability to integrate more than 100 other tools (and automation tools like Zapier) into its workspace.
By integrating tools like Google, Slack, Dropbox, etc., your team can easily collaborate and keep everything in one place at the same time.
The most basic Asana plan costs $9.99/user per month and is perfect for teams looking to get organized by putting everything in the same place and combining organization with powerful template creation tools.
Every team knows the struggle of keeping track of the important information, which seems to get lost over time. Nuclino aims to solve this problem by providing a highly-organized knowledge base to teams.
From within Nuclino, it’s easy to create and edit organized content as a team, and several key features help the team’s information stay organized over time.
First, you can easily link to other content within your knowledge base, which makes searching for and finding content fast and easy.
Second, you can customize the content with boards, graphs and other visual aspects to help keep track of important documents.
Nuclino starts at $5/user per month and offers 10GB per user.
This one is pretty obvious, but more useful than many people realize.
Evernote is all about keeping everything in one place. By using Evernote as a receptacle for notes, content, articles, charts, graphs and any other type of documentation you can think of, you’ll find yourself spending less time looking for information.
Where Evernote really shines is its integration, which gives you easy access to your knowledge base on any number of tools.
Evernote Business starts at $14.99/user per month.
Slack is a great way to not only organize, but also generate content and productivity through its powerful documentation features.
Its core feature is being able to organize conversations by channel and open those conversations up to whoever you’d like to hear from.
By integrating Slack with other tools, you can share and collaborate on anything you need. You can integrate over 1,500 apps into Slack, so the chances are very good that it has what you need.
Integrating Google Docs, for example, would be a great way to generate content, information or a knowledge base for the team.
Slack starts at $6.67/user per month and is a great option to get more organized.
Trello is a Kanban-style project management tool, which consists of a board-based team collaboration dashboard. But while it appears to be a simpler format, its diverse applications and integrations make it a perfect documentation tool for teams.
The main feature of Trello is boards, which are essentially groupings of similar types of information.
Under each board, you can create lists, then cards. By organizing tasks, information, processes, procedures and other important team information like this, you keep everything easy to find.
Additionally, integrations and the ability to tag team members adds a layer of added ability and functionality.
The basic version of Trello is free, but you can add space and more integrations for $3.75/month.
Slab is the type of tool you’ll enjoy just because of how well it’s designed, but it also happens to be quite useful.
Its main feature offers users the ability to create a searchable and customizable knowledge base under hierarchical topic tags, which make finding what you’re looking for incredibly easy.
In the documentation itself, you have the liberty to edit and collaborate with fellow team members, and add important graphs, images, widgets and embeds. This flexibility keeps your documentation robust and allows to team to work together to refine the knowledge base.
Slab starts at $25/month for up to 10 users and $5 for each additional user.
Dropbox Paper is a part of Dropbox that allows teams to collaborate on document creation while giving feedback and organizing team structure.
Paper also allows you to add important management tasks inside the documents, such as create due dates, assign projects and tag users.
The flexibility this tool provides teams who work collaboratively on documents cannot be overstated. And the beautiful workspace helps bring the system together into a productive helper.
And the best part? It’s free.
Google Docs and Keep
Google Docs has quickly become a favorite of many teams due to its flexibility and the fact that it’s free.
Using Google Docs to create and edit content collaboratively is beneficial to the documentation process, but it becomes exponentially more beneficial when you combine it with Keep.
Keep allows you to save, organize and use notes and other information your team will undoubtedly need in the future.
You can easily organize notes in Keep by adding labels, collaborators or other tags. Organized notes help speed up the process of using them in the future.
Discover the Best Documentation Tools for Your Team
All these tools appear amazingly useful and likely offer something great to add to your team’s documentation process, but it’s important to focus on a couple and stick with them, rather than simultaneously test them all.
Avoid overwhelming your team with 10 new tools. Instead, carefully consider how these tools will contribute to the process and settle on a select few that will make the biggest impact upon your team’s success.
Whichever tools you choose, it’s definitely worth the effort to try them all out!
Yassir Sahnoun is a content strategist, writer and co-founder of WriteWorldwide and BigCroc Studio. He helps SaaS businesses with content strategy and SEO. You can learn more about Yassir at YassirSahnoun.com.