There are endless collaboration platforms to support creative projects and agencies. But there isn’t a standard stack that fits everyone — the right solutions depend on your projects and workflows.
We’ve created this guide to review the main categories of tools, what each type of tool does, and the top-rated names in each category. Then you can self-select the right tool types and solutions for you.
Request a free demo to see how Workamajig fits your tech stack.
Main Types of Collaboration Tools for Creatives & Agencies
Most agencies we talk to use a combination of:
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Online whiteboards, like Miro and Stormboard, to fuel brainstorming and idea generation.
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Digital asset management (DAM) and file-sharing software, like Dropbox, to keep a central repository of brand assets.
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Design tools, like Adobe Creative Cloud and Canva, to build creative assets and marketing collateral.
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Communications tools, like Slack and Zoom’s video conferencing software, to discuss projects and meet with clients.
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Project management software, like Workamajig, to facilitate and coordinate all creative work — with tools to plan and monitor projects, enable feedback discussions, and track outcomes.
Another category here is creative proofing and feedback tools; however, any high-quality project management software includes these in its core toolset. The majority of teams do not need to purchase or manage these separately.
Let's dive deeper into each type of tool, starting with our category — project management software, the command center for creative workflows.
Project Management Software (like Workamajig!)
Project management software is your hub for managing all aspects of creative work — your project plans, people, processes, and all day-to-day activities — with seamless collaboration tools baked in.
For teams and agencies juggling multiple creative projects, this type of solution becomes essential to coordinate all pieces of the puzzle, maintain organization as projects progress and new work enters the queue, and keep everything running smoothly.
Workamajig is one of the most comprehensive project management tools available, with an all-in-one toolkit to support projects, resources, finances, clients, and more. We’ll walk through our system’s tools to enable smooth, real-time collaboration across project teams.
Manage intake without overlap or play-by-plays
Workamajig includes several tools to streamline new project kickoffs and eliminate the typical back-and-forth required to get projects underway.
Agencies use our CRM to manage new client intake and incoming work. New leads and opportunities are fed into our system, and then sales teams can work on opportunities to close.
Earned opportunities are converted into new projects, and our system automatically transfers all details and attachments from sales conversations, allowing project managers to see the entire context without needing to link with sales for play-by-plays.
Our customizable project request forms come in handy for internal teams. They can configure these forms with custom fields to gather all necessary project information from the first contact.
Internal teams can design request forms and spec sheets for all their most popular projects and services, and then make these forms available to other departments or the user groups they frequently work with. Then…
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Requesters can access, fill in, and submit forms at their convenience.
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Project teams can review requests, see all of the necessary details, approve (or deny), and plan work without having to ask dozens of follow-up questions.
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Approved work is automatically added to the project queue for scheduling.
Build safe, solid project plans without double-checking or second-guessing
Workamajig also provides a variety of tools to plan new projects without the need for numerous emails or staff meetings.
Our templates enable project managers to pre-define workflows, tasks, timelines, and resource requirements, allowing anyone initiating projects to see and follow the standard approach — they don’t have to second-guess or run plans past another person. They can make the necessary tweaks and get rolling.
We also provide a resource management module that allows managers to see employee availability for scheduling purposes.
Managers can use the staff scheduling dashboard to view each team member’s workload, remaining available hours, and their out-of-office (OOO) status. Then they can plan projects without needing to ask each employee their availability.
Maintain open lines of communication with all project stakeholders
Once projects kick off, Workamajig includes several tools to enable seamless communication between all project stakeholders (internal or external).
For starters, project managers can share project status with everyone involved. Internal project teams can see where they stand, and external users can pop in and check progress any time they’re curious. They don’t have to call or email for updates.
Then, to support creative processes and facilitate feedback, Workamajig includes:
- File sharing
- Commenting & tagging
- Internal proofing & annotations
- Side-by-side file comparisons to view old and new versions of content
- Version control & version history
Project teams can share files for review, managers can tag clients in for feedback, and everyone can track changes and iterations between revisions. The whole comment thread is available to view the progression of work — including the feedback left, how it was implemented, the reasons behind decisions made, and how the final product came to be. Anyone (with permissions*) can review the entire thread and get up to speed without needing a dozen Q&As.
And our system keeps projects moving with automatic alerts. When new files are ready for review, managers receive notifications in their dashboards. If clients or outside requesters are tagged in for feedback, they’re immediately notified via email. There are no side Slacks or emails to let others know things are waiting on them.
Our system also helps coordinate work with role-based Today dashboards that show each project team member what requires their attention. They can see what they’ve been tagged into and assigned tasks, in order of priority, so everything stays on schedule.
*Managers or other admins can assign roles for all users in Workamajig to control what they can (and can’t) do in the system. Outside users can’t dig around in projects they aren’t involved in or go rogue in the system. We show you how to set permissions during onboarding so you can bring everyone on board responsibly.
Create dedicated hubs for smooth collaboration with all external parties
Now, here’s where our system really shines: you can create (free) portals for all of the outside users you work with — clients, vendors, other departments in your organization — to facilitate seamless conversations between internal project teams and external groups.
For example, you can create portals for vendors to develop and send POs for work instantly. Then, when vendors send invoices, they’re routed and stored in our system, enabling managers to easily reconcile invoices with POs and transfer them over to accounting for payment. Vendor portals store the complete history between parties, allowing managers to evaluate vendor performance and reliability.
When creating portals for clients or other departments that request work, managers can enable them to check the status of ongoing projects, jump into feedback conversations, or submit requests for new work.
All communications are routed through portals (due to our integrations with email systems and Slack), so you can keep conversations organized and easily review work history with any party. Nobody has to manage dozens of email threads or scour Slack to get up to speed. It’s all right there in the system.
As mentioned, managers can still set permissions here to control how others use portals.
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Workamajig fits into this picture as your all-in-one operations management system. Our integrated solution works like a hub and spoke; all modules work together to keep the wheels turning. It connects everyone in your organization under one roof and provides all the tools necessary to engage and collaborate with outside parties. Then, you can pair our system with any of the collaboration tools listed below. To learn more about our modules and pricing, request a free demo with our team. You can also compare other top-rated project management software — including names like Productive, Teamwork, Monday, Asana, and more — in our guide here. |
Online Whiteboards
Online whiteboards are digital canvases where teams can brainstorm, map out ideas, and collaborate visually in real-time. Think of them as the digital equivalent of gathering around a conference room whiteboard — but everyone can participate from wherever they are.
These tools excel during ideation and the early stages of creative projects, when you need to brainstorm, organize concepts, or collaborate on solving problems as a group. Teams use them for mind mapping, creating mood boards, sketching wireframes, building quick prototypes, or running design sprints.
Some solutions you might consider here:
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Miro: Probably the most feature-rich option with templates for everything from user journey mapping to retrospectives.
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Stormboard: Focuses on structured brainstorming with sticky note-style collaboration.
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FigJam: Figma's dedicated whiteboarding tool that integrates well with their design platform (more on that later) and offers solid collaboration features.
Most teams find these tools helpful for kicking off projects or working through complex problems that benefit from visual thinking. They're particularly useful for remote work situations when team members need to participate in brainstorming sessions from different locations.
File Sharing & Digital Asset Management Tools
Most creative teams need a reliable way to store, organize, and share files across projects. Some project management systems, like Workamajig, have file sharing built in. But if you need a standalone solution, basic file-sharing tools can also handle these functions perfectly well for most agencies and creative teams.
These solutions let teams store project files in organized folders, share links with clients so they can access files, and ensure everyone's working from the latest version. They're simple to set up and don't require a lot of training.
Some names to consider here:
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Google Drive: Integrates seamlessly with other Google Workspace tools and offers generous storage.
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Microsoft OneDrive: Works well if you're already using Microsoft 365 for email and documents.
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Dropbox: One of the most reliable options with excellent syncing across devices.
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Box: Popular with larger teams that need more advanced security features.
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Pics.io: Focused specifically on visual content with better preview capabilities for creative files.
For larger organizations with complex brand guidelines and multiple departments accessing creative assets, you may also consider digital asset management (DAM) software, such as Brandfolder, Bynder, Canto, or Filecamp.
These are usually robust systems designed for enterprises that require strict asset control, usage rights tracking, and strong workflow automation. Most creative agencies find them unnecessary and overly complicated for their needs (not to mention expensive).
Collaborative Design Tools
Creative and graphic design teams need robust tools for content creation — building logos, graphics, websites, marketing materials, and everything in between.
While many graphic design tools have historically been built for solo work — with designers creating independently before sharing static files for feedback — today's landscape has evolved significantly. The best tools now allow multiple people to collaborate throughout the actual design process, creating more efficient workflows.
Some collaborative design tools you might consider include:
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Figma: Popular for web and UI design and built for real-time collaboration, Figma allows multiple designers to work on the same file simultaneously and stakeholders to leave feedback directly on designs.
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Canva: User-friendly option with real-time collaboration features and tutorials to get started. Canva also provides simple templates and brand kits, allowing design leads to configure them and make them available to other team members — streamlining the design workflow while maintaining brand consistency.
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Adobe Creative Cloud: While not all Adobe tools support real-time design collaboration, Adobe XD offers excellent co-editing capabilities for UX/UI work. (Other CC apps like Photoshop and Illustrator focus more on sharing and feedback workflows.)
The key is finding tools that let your team collaborate during the creation process, not just after designs are "done." This saves a significant amount of time compared to working in isolation and then gathering feedback through separate channels.
Workspace Communications Tools
Even with great project management software handling most collaboration, teams still need simple and reliable ways to communicate on a day-to-day basis. These tools keep conversations flowing and ensure nothing falls through the cracks.
Instant messaging platforms keep teams connected throughout the workday:
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Slack: Popular choice with organized channels, file sharing, and tons of integrations.
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Microsoft Teams: Works seamlessly if you're already using Microsoft 365.
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Google Chat: Simple option that integrates well with other Google Workspace tools.
Video conferencing tools enable face-to-face meetings and client presentations:
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Zoom: Reliable video quality with screen sharing, recording capabilities, and even webinar tools.
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Google Meet: Simple video conferencing that integrates well with Google Workspace and doesn't require downloads for participants.
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WebEx: Cisco's professional video conferencing solution with strong security features and good audio quality.
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GoTo Meeting: Professional features with good audio quality for larger meetings.
You might also consider asynchronous video messaging tools, like Loom (a free video recorder for Macs and PCs), for when you need to explain something complex without scheduling an actual meeting.
The priority here should be finding a tool that’s super simple to use and integrates well with your existing workflow — rather than adding more complexity to your communication stack.
Build Out Your Tech Stack with Workamajig
While there's no one-size-fits-all solution for creative collaboration, the most effective approach starts with comprehensive project management software like Workamajig as your central hub. From there, you can layer in online whiteboards, file sharing, design tools, and communication platforms based on your team's actual needs.
But remember: the goal isn't to use every collaboration software available — it's to create a streamlined workflow that optimizes your team's productivity and keeps projects on track.
See how Workamajig connects all pieces of project and creative workflows by requesting a free demo with us today.
Originally published September 9, 2025.