9 Ways to Optimize Communication and Collaboration in the Workplace

In today’s dynamic work environment, effective communication and collaboration is critical for success. As of 2023, almost all Australians (99%) use the internet to communicate weather that be for work or their personal lives. This emphasizes the need for real-time collaboration tools that transcend geographical boundaries.


The Impact of Collaboration on Project Success

Missed deadlines and communication breakdowns are common culprits for project failures. Research shows that nearly 30% of failed projects attribute their downfall to communication issues. In addition to project success, effective communication plays a pivotal role in attracting and retaining top talent. A workplace where communication is a priority is preferred by most employees, making it a key factor in employee acquisition and retention.


The Solution? Microsoft 365 Collaboration Tools

In response to the growing need for efficient collaboration, technology solutions have become essential, with most workers relying on them to communicate and complete everyday tasks.

Microsoft 365 stands out as a robust platform, boasting 345 million monthly active users as of 2022. However, with a plethora of apps and features, choosing the right tools can be overwhelming. To address this, we’ll explore 9 Microsoft 365 collaboration tools tailored to enhance productivity and communication.


  1. SharePoint Online

A cloud-based storage and collaboration tool, SharePoint facilitates secure file sharing, document collaboration, and advanced search features. Ideal for familiar teams, SharePoint offers communication sites, hub sites, and personal profiles.

Similar to: Asana


  1. Outlook Groups

An integrated feature within Microsoft 365, Outlook Groups creates a collaborative space based on email discussions, fostering real-time communication with shared inboxes, calendars, and document libraries.

Similar to: LinkedIn Groups, but with far more features.


  1. Yammer Groups

Designed for forum-like team collaboration, Yammer integrates with Outlook and OneDrive to create a social media-like feed for open communication within large groups.

Similar to: Workplace by Facebook


  1. Microsoft Teams

A chat-based teamwork tool, Microsoft Teams is akin to Slack, offering channels and one-on-one messaging. Teams is also replacing the use of Skype for business as it allows users to video call and conference.

Similar to: Slack


  1. To Do

The authors of this app believe that one of the best ways to improve productivity is by writing all of your tasks down. This gets them out of your brain and allows you to organise and prioritize them accordingly. This also makes room for developing solutions, generating ideas, and being creative.

The To Do app facilitates this process by assisting users in task tracking, organization, and, boosting productivity. Its features encompass categorized lists for various items like restaurant suggestions, crucial tasks, flagged emails, the option to set due dates, share lists collaboratively, and break down larger tasks into more manageable components, reducing mental load.

Similar to: To-Doist, Monday.com


  1. One Drive

Microsoft’s cloud storage service, One Drive, integrates seamlessly with other Microsoft 365 tools, providing real-time co-authoring, offline access, and syncing across devices.

This app allows you to edit work on the go from your phone and then move to your desktop and continue working due to its across device syncing.

Similar to: Google Drive


  1. OneNote

OneNote team collaboration by giving ability to gather, organize, and share free-form information creatively through drawings, audio files, and screenshots. Due to an unconstricting space, the program gives the ability for free-flowing creativity and collaboration with no size or directional constraints.

Similar to: Evernote


  1. Shifts

A mobile app designed for task and shift management, Shifts enables teams to coordinate schedules, assign tasks, and view upcoming schedules.

It also allows for ease of team switching. This allows managers to assign tasks to specific teams and easily switch to alternative groups for other communication needs.

Similar to: Planner, Zoho Connect, Monday.com


  1. Flow

Flow automates tasks and streamlines workflows. This allows you to be more productive by freeing up time for you to focus on more important tasks.

Similar to: IFTTT


Building Your Tech Stack on Microsoft 365

For tech and cyber security companies, managing a streamlined tech stack is crucial. By taking advantage of Microsoft 365, organizations can benefit from the power, scale, and security of Microsoft’s infrastructure. A unified tech stack simplifies IT management, ensuring that tools are securely integrated and contribute to a well-functioning, scalable, and secure IT standard.


In the post COVID world in modern workplaces, collaboration tools are indispensable. Microsoft 365 collaboration tools offer robust solutions, but careful consideration and testing are essential to tailor the mix to your business needs.

By choosing the right tools and investing in training, and security, your business can harness the full power of collaboration. This will create a foundation for efficiency, productivity, and success in the workplace.

For information on how these programs could assist your business or for a quote call us on (08) 7200 6080.


To keep up to date with important business and technology news and information follow us on:

Instagram – Facebook – Twitter – LinkedIn

Adelaide Office
Melbourne Office
Sydney Office
Brisbane Office