We Tested The Best Team Collaboration Software. Here’s Our Top 5
Discover the best team collaboration software available in 2025 to help your organization streamline daily work.
Team collaboration software helps internal teams enhance their workflow on daily basis. 59% of IT professionals reveal using too many team collaboration solutions is overwhelming. Businesses just need one best team collaboration software for real-time communication within the internal organization.
I’ve worked with 33+ brands and have hands-on experience using some of the popular instant messaging software for collaborating with teams. I have shortlisted my favourite 10 software among them, which I feel are worth using.
Table of Contents
What is team collaboration software?
Team collaboration software is a platform that assists teams to interact in real-time. They help work together on projects, including employees who work in a hybrid or remote model. Main key features include 1 to 1 & team messaging, upload large files, video conferencing, channel moderation and more.
Team Collaboration Software: What To Look For
I started thinking from an enterprise user perspective. So I considered the below factors for testing the best team collaboration software available in the market.
✅Hosting Option: I reviewed what hosting option each software company provides, as it directly impacts the data security, scalability, total cost and compliance.
✅Professional Review Sites: I went through many review sites to find out the top business collaboration solution and compared it with its competitors.
✅Custom Features: I considered if each software gives the flexibility of adding, removing or modifying any features to fit the custom business workflow.
✅Total Cost & Value: I compared each software’s price, its AI-powered capabilities, and decided the overall value it provides. Whether it’s worth paying or not.
✅Documentation & Support: I checked each product’s technical document, including tutorials, setup guides and availability of the support team. So you need not waste time examining it.
✅3rd Party Integration: To be honest, an inter-team collaboration software should seamlessly integrate with 100+ existing tools. For example, Google Drive, CRM, Microsoft products and other enterprise apps.
Best Team Collaboration Software I Shortlisted For 2025
Here are the best team collaboration software that I concluded for the year 2025: MirrorFly, Apphitect, Zoom, Trello, and Microsoft Teams.
| Provider | Pricing | Features | Best for |
| MirrorFly |
|
|
Enterprise-level businesses |
| Apphitect |
|
|
Businesses preferring flexible hosting |
| Zoom |
|
|
Professionals who need reliable video meetings |
| Trello |
|
|
Task and project management |
| Microsoft Teams |
|
|
Organizations and educational institutions for unified communication |
👇 What My Research Reveals On The Top 10 Best Team Collaboration Software For 2025
1. MirrorFly – Self-hosted Team Collaboration Software
Well-suited for: businesses that need full control over their data and deployment
I’ve used Zoom, Trello, Microsoft Teams and Monday.com for team collaboration software. However, I could not find software that works particularly well for the unique needs of my business.
I was looking for a solution that prioritizes security, as my business deals with the banking and healthcare industries. So, I wanted to build my own team collaboration software. But I’m not an expert developer.
At that time, I came across MirrorFly, which was an AI-powered CPaaS provider that offered me enterprise IM solution with built-in team collaboration features. I was easily able to integrate the chat solution into Android, iOS and web apps using their API and SDK.
They handed over the source code, and I had full control over my data. As I didn’t have a developer team, MirrorFly offered me the option to hire their team for end-to-end design to deployment. I added video, voice, messaging, activity feeds, live streaming, and SIP/VoIP features without any restriction.
Not only that, it offered 15+ SDKs, 8+ production-ready AI agents, and 1000+ in-app custom features, allowing me to build my own white-label team collaboration software.
In my office, myself and teammates now rely on MirrorFly for all our internal communication and collaboration, and we haven’t faced any issues so far.
Standout Features Of MirrorFly:
- Group Video Call
- Large File Sharing
- Remote Screen Share
- Live Video Streaming
- Chat AI Agent
- AI Voice Agent
- AI Moderation
- 100% Customizable Solution
- Complete Data Ownership
- Topic-Based Chat
- Full Source Code Access
- Advanced Security
- Analytics Dashboard
- Flexible Hosting Options
- White-Label Capabilities
| What I liked 👍 | What I disliked 👎 |
| ✨White-labeling – I can personalize the messaging software with my brand logo and colour. It also gave me freedom to customize any in-app feature based on my needs. ✨ I was able to upload large files and offered custom security control from Face ID, Biometrics to Gmail Login. ✨Multi-tenant architecture – I created ‘n’ number of chat environments for various use cases | ⚠️ “Auto-Sync Knowledge Base” and “Natural Language Prompts” features are currently in a beta version which I expect to roll out in near future. |
Pricing:
- When it comes to pricing, MirrorFly has a cloud package (starting at $0.08/user/month)
- For SaaP, you get for one-time license cost
2. Apphitect – Enterprise Team Collaboration Software
Well-suited for: large organizations prioritizing end-to-end encryption
If you ask me about a secure instant messaging SDK that helps developers create a fully customizable team communication app, I would say Apphitect. I implemented my brand’s theme in the software and Apphitect did not restrict me on this.
Also, the ready-made SDK supported LLM integration made it seamless to train the chatbot on my own data to perfectly match my brand’s tone.
At the same time, every conversation on Apphitect is protected by enterprise-grade security and backed by global compliance certifications. This ensured safe and reliable communication for my users.
You can use its self-hosting option to deploy your team communication software on your own server or on its cloud. There are no limitations on that, also no restrictions on the features and functionalities.
Standout Features Of Apphitect:
- 100% Customizable Solution
- Complete Data Ownership
- Flexible Hosting Options (On-Premise / Cloud)
- White-Label Capabilities
- Full Source Code Access
- Advanced Security (Gmail, Face ID, Thumbprint, etc.)
- Multi-Tenant Architecture
- Scales to 1+ Billion Active Users
- Free Migration & Integration Support
- Compatible with 100+ Integrations
- Supports Large File Uploads
- AI-Powered Features
- Enterprise-Grade Architecture
- Topic-Based Chat Functionality
- Hire a Dedicated Developer Team
| What I liked👍 | What I disliked👎 |
| ✨ It offers a low-code chat API that lets you build a team collaboration software and launch in 48 hours | ⚠️ The ‘sales lead qualification’ feature using the AI chatbot isn’t rolled out fully, currently in a beta version only |
Pricing:
- Enterprise plan includes single-purchase pricing
3. Zoom – Secure Internal Communication Tool
Well-suited for: individuals or teams looking for easy adoption
I use Zoom Workplace, and I feel that it’s an all-in-one work platform designed to elevate productivity for modern teams.
The tool is very easy to use and has intuitive interface, making it simple for users to launch meetings or have quick discussions. Top features offered by Zoom Workplace include chat, meetings, productivity tools, and AI integration options.
Standout Features Of Zoom
- Zoom Whiteboard
- Mail & Calendar/Scheduler
- Agentic Capabilities
- Zoom Clips
- Zoom Team Chat
| What I liked👍 | What I disliked👎 |
| ✨ Zoom’s generative AI assistant “Zoom AI Companion” can be integrated into the workplace platform at no extra cost for paid customers. This summarized my meetings, helped in generating ideas and drafting messages. | ⚠️ For Zoom, the numerous subscriptions and add-ons can be difficult to manage and the HD video isn’t set standard |
Pricing/Plan:
- Free plan with 40 minutes per meeting
- Paid plan with 30 hours per meeting
- Enterprise plan for a larger team
4. Trello – Business Collaboration Platform
Well-suited for: managing small projects
In my opinion, Trello helped my team ideate, plan, manage, and collaborate effectively, also simplifying work processes in an intuitive way. It’s a resource hub to find quick information, saving hours for my teams. Core functionality includes ‘Boards, Lists, Cards, and Board Menu‘, and visual and automation features make the tool transparent for teammates to get work done.
Standout Features Of Trello
- Card descriptions add instructions
- Due dates for tracking deadlines
- Checklists to break down large tasks
- Templates to start new project
- Butler automates workflows
| What I liked👍 | What I disliked👎 |
| ✨ Trello’s built-in “Butler” automates tasks and keeps the board organized. ✨ Power-Ups plugins integrate with external apps such as Google Drive and Drop box enhancing workflow and info sharing | ⚠️ Absence of native features makes it challenging for organizations with complex projects |
Pricing:
- With limited features, I used the free plan
- Later, I used the paid business plan at $17.50 per user per month
5. Microsoft Teams – Best Corporate Collaboration Software
Well-suited for: teams prioritizing Microsoft 365 products integration
I used Microsoft Teams, to be frank, I was able to easily access, edit, and collaborate on documents without leaving the interface.
Before Oct 2023, while my colleague purchased Microsoft Teams, it didn’t have a plan excluding Microsoft 365/Office 365. It came with a bulk purchase only. But after that, it had an option for purchasing Microsoft Teams alone.
Features such as ‘Posts, files, notes, whiteboard, and planner’ helped me increase my work managing ability.I also had some concerns. I experienced occasional delays in response time while working in the tool.
Standout Features Of Microsoft Teams
- Video conferencing and calling
- Meeting recording
- Create polls within chats
- Real-time file sharing
- Multi-factor authentication
| What I liked👍 | What I disliked👎 |
| ✨ It integrated seamlessly with the Microsoft 365 apps and services, also scalable for large enterprises | ⚠️ Login error code or problems with signing in after updates or reinstallations |
Pricing:
- Essential package costs $1.3 per user/month
- Premium package costs $9.38 per user/month
How I Choose The Right Team Collaboration Software From The List?
First, I set the core goal of my team collaboration app. Who will use the app, client? internal teams? stakeholders? and for what purpose it will be built for, to collaborate teams? or share secure info? I ensured all the below functionalities and quality attributes listed are aligned with the team collaboration software that I pick.
Core Functionalities
- 💬 1-to-1 & team messaging
- 🎥 Video–audio call recording
- 🛡️ Public and private channels
- 🧭 Channel moderation
- 🖼️ Custom backgrounds
- 📁 Upload large files
- 👥 Video conferencing
- 📨 Invite guests
- 📅 Calendar integration
- 🧑🏫 Whiteboard collaboration
- 🤖 AI chatbot agent
Quality Attributes
- ⚡ One-way latency <150 ms
- ⏱️ Response time 100 ms
- 🖥️ HQ visuals & intuitive interfaces
- 🔗 Integration with existing systems
- 🔄 Adaptable to hybrid methodology
- 🎚️ Role-based access control
- 📱💻 Cross-device/platform compatibility
- 📜 Adheres to GDPR, HIPAA standards
- 🔐 TLS, SSL, AES-256-bit encryption
What Core Functionalities I’ll Look Into:
I’d love to use the following features in the collaboration software I use for my everyday work.
✅ 1 to 1 & Team Messaging: For enabling real-time private conversations and group discussions, and supports rich text, emojis to keep communication engaging in my chat app
✅ Video-Audio Call Recording: Record meetings for later review or training, and useful for onboarding and documentation.
✅ Public and Private Channels: Support public channels where announcements and news can be shared or collaborated with community, private channels to share confidential information for specific people.
✅ Channel Moderation: Get rid of harmful or spam content with the moderation tools ensuring smooth distraction-free collaboration.
✅ Custom Backgrounds: For video calls to have a personalized background, and I can improve professionalism and prevent the hidden messy surroundings.
✅ Upload Large Files: I can share documents, media, or assets without size restrictions to support quick collaboration during reporting or presentation.
✅ Video Conferencing: HD-quality audio and video for conducting team meetings that support screen sharing.
✅ Invite Guests: To collaborate with external clients or vendors allowing them to control access, without exposing confidential info.
✅ Calendar Integration: The solution should sync meetings with Google Calendar so my scheduled calls can be automated.
✅ Whiteboard Collaboration: To allow for planning and designing real-time ideas using the whiteboard during an ongoing workshop or remote meetings.
✅ AI Chatbot Agent: Automating FAQs or routine tasks and virtual assistant inside my collaboration platform shall manage whole workflow.
My Recommendation
The global market size for team collaboration chat software is increasing year on year. Among the list of top companies, I would suggest you MirrorFly. Instead of recurring fees, I just paid for a one-time license cost, and it’s apt for large enterprises.
I had the flexibility to customize my team collaboration software to personalize the features as per my business needs. I had all the control over infrastructure, alongside full access to the APIs source code.
I’ll call MirrorFly as my winner for the best team collaboration software. You have everything you need to build the software as perfect as you want. Above this, you can also use their self-hosting option to deploy the software on your own server or on their cloud.
And, if you’re thinking about MirrorFly now, don’t wait. Fill the form, and one of the MirrorFly experts will reach you.
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