What is Groupware?

Groupware is software with multiple functions to facilitate information sharing within a company and improve business efficiency.

In most companies, work and projects are carried out by multiple members, and the more people involved, the more difficult it becomes to communicate smoothly. Groupware has become an indispensable tool, especially as the spread of remote work requires that work be conducted online and that telecommuting and mobile work be supported.

Groupware is being adopted by companies of all sizes and in all industries, and is attracting attention as a tool that contributes to more efficient information sharing and improved business productivity.

Product introduction materials

ArielAirOne groupware

ArielAirOne has been introduced to more than 150 corporate groups in Japan. Provides a no-code, low-code development platform for operations that require complex decision-making flows and business processes, and strongly promotes paperless operations.

See More

Basic functions of groupware

Groupware has three major functions. Here, we will explain the main functions.

Communication Functions

Communication functions include chat, bulletin board, and other functions to facilitate internal communication. Typical functions include chat, web conferencing, bulletin board, and internal SNS.

Main Functions:

• Chat
• Web Conference
• BBS
• In-house SNS

Smooth communication leads to more efficient operations and faster decision-making. In particular, chat and web conferencing are often provided as stand-alone products, and by linking them with groupware, a more flexible and convenient communication environment can be realized.

Information sharing function

The information sharing function is one of the most important functions in aiming to improve business efficiency. Although the progress of work can be monitored using communication tools, the information sharing function makes it possible to monitor the status of work without being contacted. The information sharing function is highly convenient for both the executor and the manager of the business.

Main features:

• File management
• Document management
• Task Management
• Project Management
• Reports

Application and other management functions

Applications and other functions include facility reservations, portal screens, and schedule management. Since each company requires different functions, it is important to understand in advance what can be done.

Main features:

• Facility Reservations
• Workflow
• Daily Reporting
• Portal screen
• Schedule management function

Advantages and disadvantages of groupware

Groupware has many functions, and various advantages can be expected from its introduction. On the other hand, there are also some disadvantages, so please compare the two and consider the service that best suits your company.

Advantages

Introducing groupware provides various advantages. First, productivity can be improved by streamlining operations. By utilizing the communication functions introduced earlier, time spent on e-mails and meetings can be reduced, and information can be conveyed more quickly.

In addition, the information sharing function allows necessary data to be retrieved quickly, which is expected to facilitate smooth progress in business operations. The paperless system also helps to reduce costs and environmental impact.

The introduction of groupware has many advantages, and as a result, it is a tool that contributes to strengthening the competitiveness of a company.

Disadvantages

While there are many advantages, groupware also has disadvantages. The first is that it is costly to introduce and operate. Especially in cases where customization is required or in large companies, the cost of implementation can be high.

In addition, a certain learning period is required to familiarize employees with the new system, which also incurs employee training costs. If there are issues with integration with existing business systems, smooth operation may become difficult. Therefore, it is important to organize your requirements and select an appropriate system before introduction.

Comparison points of groupware

Here, we will explain the important points of comparison when considering groupware.

Does it have the functions necessary for your company?

When selecting a groupware system, it is important to confirm that it has the functions necessary for your company's business.
For example, if you place importance on communication within a team, a product with chat and video conferencing functions would be suitable. On the other hand, if you want to streamline workflow management, we recommend choosing a product with excellent application and approval functions.
Groupware has many functions, and it is easy to compare them ambiguously, but it is necessary to correctly determine whether it has functions that meet your company's objectives.

Is it easy to use?

Operability is also an important point when introducing groupware. If complicated operations are required, employees may not be able to use it smoothly, which may lead to a decrease in business efficiency. Check to see if the system has an intuitive UI and if there is adequate post-introduction support.
It is also important to actually try the system to confirm operability. Check whether or not there is a free trial period.

Is the product appropriate for the size of the company?

There are various types of groupware, from simple ones for small companies to highly functional ones for large companies. When introducing groupware, it is important to confirm that it has the appropriate functions needed for your company's business.
For example, in many cases, cloud-based groupware is suitable for small companies because of its simple operability and low cost. In some cases, basic functions such as schedule management and file sharing are sufficient.

On the other hand, large companies require information sharing and workflow management across multiple departments and group companies, so products with advanced access authority management and integration with existing business systems (ERP, CRM, SFA, etc.) are often necessary.
In addition, due to the large number of users, choosing an on-premise or hybrid type may optimize costs while enhancing security.

Can it be integrated with existing systems?

Although groupware can provide benefits even when used alone, even greater benefits can be expected by integrating it with existing systems. Be sure to check whether the groupware you plan to introduce can be linked with your existing business system (CRM, ERP, accounting software, etc.). Linkage will allow you to unify the information held by the systems and maximize the strengths of the groupware.

On the other hand, if the linkage is poor, there is a risk of double management and increased workload. It is important to select the groupware most suitable for your company's workflow, and to proceed with its introduction after giving due consideration to its ease of integration, customizability, and security measures.

Is the fee and cost structure appropriate?

There are two major types of groupware price structures: cloud computing and on-premise groupware.

The cloud computing type has a low initial cost and is generally charged on a pay-as-you-go basis based on the number of users. The monthly or annual fee increases when the number of users exceeds a certain number, such as "100 yen per person for 1 to 1,000 users" or "△△△△△△ yen per person for 1,000 to 1,500 users.

On-premise groupware, on the other hand, is a type of groupware in which software is installed on the company's servers. Once installed, there is often no need to pay additional license fees, making it suitable for large organizations and companies that expect to use it for a long period of time.

In recent years, an increasing number of companies have adopted a hybrid operation of cloud and on-premise type, where some functions are used in the cloud while important data is managed on an in-house server. Since these options vary by product, companies should compare cost performance by comprehensively considering the cost of installation, monthly fees, and additional functions.

Does it have adequate security measures?

To protect the data handled by the company, it is also necessary to check the level of security measures.

Check in advance whether access privileges can be managed, whether communication is encrypted, and whether measures are in place to prevent unauthorized access from outside.

The larger the company, the more complex and disparate the organization and position hierarchy may be, especially in large companies. If the entire group company uses a unified infrastructure, it will be difficult to apply controls to the entire group, such as setting concurrent duties among group companies or setting viewing privileges across groups. Selecting groupware that enables secure information management will also help companies manage risk.

Flow of introducing groupware

Groupware can improve business efficiency and facilitate information sharing. However, if introduced without proper preparation, the expected results may not be achieved.

Here, we will explain the Groupware introduction process in an easy-to-understand manner and introduce key points for smooth operation. If you use the free trial, you can also consider the introduction while confirming the actual usage.

Clarify the purpose of implementation

Before introducing Groupware, we will ask you "Why is it necessary? What issues do you want to solve by introducing Groupware? It is important to clarify "Why do we need it ?

✓. We want to improve the efficiency of information sharing (reduce e-mail exchanges and centralize information within the company).
✓ Want to enhance the remote work environment (create a work environment that can be accessed from anywhere)
✓ Want to optimize workflow (digitalize the application and approval process to make operations smoother)

By clarifying the objectives as above, it is easier to select the most appropriate service and measure the results after implementation. Also Don't forget to incorporate the opinions of the people who actually use the groupware. Although it is difficult to gain the understanding of the field, it is an important step to prevent the project from failing due to poor usability of the introduced tools.

Select a service that fits your company

Once you have clarified your objectives, select the best groupware for your company. It is a good idea to compare the following points and imagine the scene of utilization after introduction.

✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Confirm basic functions (schedule management, file sharing, chat function, etc.)
✓ Customizability (can you change settings and link to APIs to suit your business?)
✓ Fee plan (initial cost, monthly fee, cost based on the number of users, etc.)
✓ Support system (whether or not inquiries are handled and whether or not support is provided at the time of implementation)

Many groupware offer free trials, so it is recommended to compare them while actually using them. By using a free trial, you can check usability and suitability of functions.

Establish the internal environment and determine operation rules

Once the service has been selected, preparations for the actual implementation can proceed. An important part of this stage is to determine the rules of operation within the company.

✓ Set up administrators and permissions (who can access which information)
✓ Prepare for data migration (determine how data will be migrated from existing systems)
✓ Creation of usage guidelines (clarify rules to ensure smooth usage by employees)

Establishing operational rules in advance will prevent confusion after implementation and lead to smooth retention.

Start internal deployment and test operation

When deploying groupware internally, it is effective to start with a small-scale test operation.

✓ Implement on a trial basis in some departments or teams
✓ Operate the system according to the actual workflow and identify issues
✓ Adjust settings and rules based on user feedback

Resolving any problems during this phase will ensure smooth operations during full-scale implementation.

Full-scale implementation and establishment

If there are no problems after the test operation, proceed to full-scale implementation. However, just introducing the system may not be enough to make its utilization take root.

✓ Prepare training and manuals for employees to promote use
✓ Periodically check the operation status and make improvements
✓ Promote the use of new functions and customization to further improve operational efficiency

Continuous improvement after the introduction will enable you to make the best use of the groupware and improve the productivity of your business.

In order to proceed smoothly with the introduction of groupware, it is important to follow the process of "clarification of purpose → service selection → preparation for introduction → test operation → full-scale introduction".

In addition, by using a free trial service, you can check how the service actually works and decide whether or not to introduce it. Let's determine the most suitable groupware for your company and realize business efficiency improvement!

Recommended groupware (integrated communication service)

First, we will introduce two products that can be considered integrated services not only for groupware but also for business operations in general.

1. Microsoft 365 (Microsoft Japan Corporation)

Microsoft 365" is groupware that can be used in addition to Microsoft office series such as Word, Excel, and PowerPoint.

Various cloud services, such as collaborative document editing and real-time communication, can be used as a package. Depending on the size of your company, there are plans for general companies and plans for large companies, and if you want to use Teams, you need to select a plan that includes Teams.

Features of Microsoft 365

• Can be used both in the cloud and locally
• Full functionality for integration with the office series
• Simultaneous use of multiple devices (up to 5 devices) is possible

Price plan / monthly fee per person (excluding tax)] For corporate users

• For general companies with less than 300 employees
  ・Microsoft 365 Business Basic (without Teams): ¥712
  ・Microsoft 365 Business Standard (without Teams): ¥1,536
  ・Microsoft 365 Business Premium (without Teams): ¥2,961
  ・Microsoft 365 Business Basic: ¥899
  ・Microsoft 365 Business Standard: ¥1,874
  ・Microsoft 365 Business Premium: ¥3,298
  ・Microsoft Microsoft 365 Apps for business: 1,236 yen
• For large companies with more than 300 employees
  ・Microsoft 365 E3 (without Teams): ¥5,059
  ・Microsoft 365 E5 (without Teams): ¥8,208
  ・Microsoft Teams Enterprise: ¥787

*In the case of an annual payment contract
*The rates listed are current as of March 2025.

2. Google Workspace™ (Google, Inc.)

Google Workspace™ is groupware provided by Google.

Google Docs, Google Spreadsheets, and Google Slides can be edited collaboratively, contributing to increased work efficiency. Gmail has the advantage of being easy to use for business as well as for private users.

Features of Google Workspace

• Joint editing is possible, increasing work efficiency and productivity
• Industry-leading security management
• Extensive third-party integrations.

[Price Plans / Monthly Fee per Person (Excluding Tax)

• Business Starter: 800 yen
• Business Standard: 1,600 yen
• Business Plus: 2,500 yen
• Enterprise: inquire

*The prices listed are current as of March 2025.

Recommended groupware (for large companies)

Sharing information becomes more difficult as the number of people involved increases. Here, we introduce products that support the workflow unique to large companies and groupware for large companies that facilitates information sharing. If you are considering using groupware for a company with more than 300 employees, please take a look at these products.

• ArielAirOne Enterprise
• Garoon
• desknet's NEO
• Intra-Mart

3. ArielAirOne Enterprise (Works Applications, Inc.)

ArielAirOne is a groupware that has been introduced in more than 90% of companies with more than 1,000 employees, and has an extensive track record in major companies.

It is equipped with the know-how of other companies as "standard functions," allowing for flexible adaptation to business needs. It is also offered as an all-in-one package that covers all the functions necessary for business, such as workflow, portal functions, and no-code development.
Garoon is a data management platform that provides an optimal management and utilization of all information within the company as a foundation for promoting business efficiency and communication.

Features of ArielAirOneEnterprise

• Centralized management of groupware, workflow, and portal
• Flexible workflow settings such as conditional branching and approval actions
• Enables low-code development of company-specific business applications
• Supports full-text search in Excel, Word, PowerPoint, and PDF
• Many migration results from Notes

Features of ArielAirOneEnterprise】 【Fee Plans】】 【Fee Plans】.

• Please contact us from the official website.

4. Garoon (Cybozu, Inc.)

Garoon" is a groupware provided by Cybozu, Inc.
It has a role function that allows users to be categorized by role as well as organization, and detailed access rights can be set. It is equipped with functions that are useful when more detailed management and settings are required, such as when there are many users who concurrently work for different organizations.

In addition to Japanese, you can also switch to English and Chinese for global communication.

Features of Garoon】 【Features of Garoon

• Recommended for installations of 300 or more people
• Supports English and Chinese in addition to Japanese
• Seamless integration with other systems

Features of ArielAirOneEnterprise] [Features of ArielAirOneEnterprise] [Features of ArielAirOneEnterprise] [Features of ArielAirOneEnterprise] [Features of Garoon] [Features of Garoon] [Fee Plans (excluding tax)]

• Cloud version / Monthly fee per person
  • ～1,000 users: 900 yen
  • From 1,001 users: Please inquire
• package version
  • ～From 50 to 50 people: 600,000 yen
  • 51-249 users: 11,000 yen/person
  • 250-499 users: 10,000 yen/person
  • 500-999 users: 9,000 yen/person
  • 1,000-2,499 persons: 8,000 yen/person
  • 2,500-4,999: 7,500 yen/person
  • 5,000-9,999 persons: Please inquire
  • From 10,000 users: Please inquire

The rates listed are current as of March 2025.

5. desknet's NEO (Neo Japan Corporation)

desknet's NEO" is a groupware widely used by both small and large companies.

It features an intuitive user interface that is easy to use, even for those who are not good at IT. Users can also develop their own business applications by subscribing to the "AppSuite" development tool (separately available for a fee). In addition to the main functions, the scalability of the system is also attractive as it allows users to add functions necessary for their business.

[Features of desknet's NEO

• Extensive track record of introduction by local governments and public offices
• Groupware with integrated no-code tools
• Compatible with both cloud and on-premise versions

Features of desknet's NEO】 【Fee Plans】 【Fee Plans】 【Fee Plans】

• Cloud version / Monthly fee per person
  • Light Plan: 600 yen/month
  • Standard: 800 yen/month
  • Premium: 1,000 yen/month
• Package version
  • 5 persons: 75,000 yen
  • 50 persons: 250,000 yen
  • 1,000 users: 4,760,000 yen
  • Unlimited: 15,340,000 yen

*Available from a minimum of 5 users, unlimited from 10,001 users.
The rates listed are current as of March 2025.

6. Intra-Mart (NTT Data Intramart Corporation)

Intra-Mart" is a DX platform provided by NTT Data Intramart that enables digitization and automation of business processes.

It provides workflow functions to build and operate systems in line with business operations, and supports a wide range of business process processing and existing system integration.

Features of Intra-Mart

• No programming knowledge required to create business applications
• Platform to visualize and optimize business processes
• Compatible with both cloud and on-premise versions

Features of desknet's NEO】 【Fee Plans】 【Fee Plans】 【Fee Plans】

• SaaS: From 300,000 yen/month
• Private cloud: Please inquire
• On-premise: Please inquire

*The prices listed are current as of March 2025.

Recommended Groupware (for small and medium-sized companies)

  Here are some recommended groupware for small and medium-sized companies that have a small number of users or want to keep costs low.
Most of the products have a trial period, so we recommend that you sign up after you have a feel for the product.

• Cybozu Office
• J-MOTTO Groupware
• JobManager
• HotBiz8

7. Cybozu Office (Cybozu Corporation)

Cybozu Office is a groupware with more than 70,000 small- and medium-sized companies using it.

Like Garoon introduced for large companies, it is a product of Cybozu Corporation, but it is easier to set up system administration than Garoon. The excellent support system is one of its features, and about half of the companies that have introduced Cybozu Office have chosen it as their first groupware through regular study sessions and seminars.

  Features of Cybozu Office

• Excellent support system, even for first-time groupware users
• Compatible with various devices such as PCs, tablets, and smartphones

Features of Cybozu Office】 【Features of Cybozu Office】 【Fee Plans / Monthly Fee per User (excluding tax)

• Standard course: 600 yen/month
• Premium course: 1,000 yen/month

The rates listed are current as of March 2025.

8. J-MOTTO Groupware (Rismon Business Portal Corporation)

J-MOTTO Groupware is a service that allows users to use desknet's NEO® at a low price.

You can make a contract with 20 people and use up to 200MB for 3,300 yen (tax included) per month. This service is recommended for those who want to use groupware at a low cost.
The basic fee covers 26 functions used in daily business operations, including "schedule registration and sharing," "information transmission," and "workflow application and approval.

Features of J-MOTTO Groupware

• 26 basic functions available at a low price
• desknet's NEO can be used by a small number of users

Features of desknet's NEO】 【Fee Plans】 【Fee Plans】 【Fee Plans】

• Standard Plan
  • ～ Up to 20 people: 3,000 yen/month
    Each additional 10 people after that: 1,200 yen/month
• Light Plan (for use by 10 or fewer people)
  • ～Up to 10 users: 20,000 yen/year
    Each additional 10 users after that: 1,200 yen/month

The rates listed are current as of March 2025.

9. Jobmane (Jobmane Corporation)

JobManager" is a groupware for small and medium-sized companies with 17 functions that support the streamlining and digitization of business operations.

The necessary functions can be narrowed down and displayed, so even companies introducing groupware for the first time can introduce it smoothly. The Business Plan supports general business operations management such as customer management and inquiry management.

Features of JobManager

• Business management system that can be used by one person
• Data linkage between groupware, customer management, and sales support is available

  Features of desknet's NEO】 【Fee Plans】 【Fee Plans】 【Fee Plans】

• Groupware Plan
  • 1-100 users: 1,000 yen/month
  • 101-200 users: 2,000 yen/month
  • 201-300 users: 3,000 yen/month
• Business Plan (optional)
  
  • 1 person: 3,000 yen/month

The rates listed are current as of March 2025.

10. HotBiz8 (ASJ Corporation)

HotBiz8" is a groupware for small and medium-sized companies that offers a multifunctional system at a low cost.

When used by 200 people, the price starts at 59.4 yen per person. It is also possible to customize it to order to suit your company's business. It can also be integrated with your own system, although this will require a separate estimate.

Features of HotBiz8

• Attractive flat-rate plan for up to 200 users
• Alcohol check results can be linked to time cards
• Can be customized to your company's specifications with made-to-order services (separate estimate)

Features of desknet's NEO】 【Fee Plans】 【Fee Plans】 【Fee Plans】

• HotBiz8
  • ～From 200 to 200: 12,000 yen/month
• HotBiz8 Private
  • ～100 to 100 persons: 12,000 yen/month
• HotBiz8 Pro
  • ～1,000 to 1,000 people: 75,000 yen/month

*The prices listed are current as of March 2025.
*Minimum contract period is 2 years.

Recommended Groupware (free)

  Groupware plays an important role in promoting business efficiency. However, considering the costs involved, many people may feel hurdles in introducing it. For such people, we recommend groupware that can be used free of charge.

• Shirasagi
• GRIDY Groupware

11. Syraseagi (Webchips Corporation)

  Syraseagi" is a free open source groupware that supports information sharing and business management for companies and organizations. It is highly scalable and can be operated by organizations with several thousand employees, and covers all the basic functions necessary to improve business efficiency.

Features of Syraseagagi

• Can be used for organizations of several thousand people
• Additional features can be developed for a fee

12. GRIDY Groupware ( BlueTec Corporation)

 GRIDY Groupware is a free groupware that can be registered and implemented in just 5 minutes.

There are no initial or monthly fees, and it can be used as soon as you have a PC and Internet access. It can be used to share information both inside and outside the company, which is useful for strengthening communication.

Features of GRIDY Groupware

• 23 functions available for free
• Access restrictions in consideration of ISO27001 (ISMS)

Choose the best groupware for your company and improve business efficiency

Groupware is an important tool that helps companies share information and improve business efficiency. This article provides a thorough comparison of 12 recommended groupware options, detailing their functions, prices, and key points for choosing the right one.

When considering the introduction of groupware, first clarify the purpose "Why are you introducing it? and then comprehensively compare the necessary functions, business scale, integration with existing systems, security measures, price, and other factors.

In addition, a free trial allows you to make a decision while confirming the actual operational feel of the system. The key to success is to understand the differences between cloud-based and on-premise systems, as well as the characteristics of products for small, medium, and large companies, and to select a system that is suitable for your company.

Groupware is more than just a communication tool; it is a tool that contributes greatly to workflow optimization and productivity improvement. Let's introduce the most suitable groupware and improve the efficiency of your business by referring to the comparison points and product information introduced in this article.

Product introduction materials

ArielAirOne groupware

ArielAirOne has been introduced to more than 150 corporate groups in Japan. Provides a no-code, low-code development platform for operations that require complex decision-making flows and business processes, and strongly promotes paperless operations.

See More