Working Smarter: Finding the Best Tool for Collaborative Document Review

For instructional technology educators, our days often involve heavy collaboration with subject matter experts (SMEs) to revise and approve complex curriculum.
by Nathan Ulrey

One of the primary goals of technology in education is to maximize productivity. For instructional technology educators, our days often involve heavy collaboration with subject matter experts (SMEs) to revise and approve complex curriculum. To truly work smarter, we must critically evaluate our digital workflows to find the best path forward. 

To help optimize my workflow, I decided to test two productivity tools to see which one best streamlines the document review process. The task? Gathering and organizing feedback from three  SMEs on a new curriculum guide. 

The Test and Metrics 
Before adopting a new tool, I established a baseline by doing things the old-fashioned way: sending the document as an email attachment and asking the SMEs to reply with their thoughts. I estimated that compiling feedback from three different email threads into one master document would take at least 45 minutes, require constant copy-pasting, and leave a higher margin for human error. 
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Without a productivity tool, I spent nearly an hour just organizing the feedback. Furthermore, the quality of the output was messy, as reviewers talked over one another in separate email chains. ​

Next, I tested two cloud-based collaborative applications: Basecamp and Adobe Acrobat Pro. I estimated that utilizing a specialized tool would reduce my administrative compilation time to under 10 minutes and drastically reduce the number of clicks required to finalize the document. 

Tool 1: Basecamp 
Basecamp is a centralized, cloud-based project management platform designed to replace scattered emails with a unifying digital workspace.  
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During my test, I uploaded the curriculum guide to the "Documents & Files" section and created a "Message Board" post tagging my SMEs. Setup took about 3 minutes. The tool successfully organized our communication; however, because Basecamp lacks built-in document annotation, SMEs had to manually type out their locations (e.g., "On page 4, paragraph 2, change the wording to..."). While it was an improvement over email, it still required me to toggle between the message board and my source document, taking about 20 minutes to process the feedback. ​

Tool 2: Adobe Acrobat Pro 
Adobe Acrobat Pro is a comprehensive software application used for creating, editing, and managing PDF files.  
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For this test, I used Acrobat’s "Share & Review" feature to generate a cloud link for the SMEs. Setup took less than 2 minutes. The SMEs were able to use digital sticky notes, highlighter tools, and "@mention" features directly on the document's text. Because the feedback was anchored precisely to the content, my compiling time dropped to nearly zero. I simply clicked "Resolve" on each comment as I updated the master file, taking only 5 minutes to process everything.  ​

Analysis and Recommendation 
When evaluating productivity tools, scholars emphasize that collaboration should allow users to share information seamlessly to reflect "21st-century learning concepts of collaboration, communication, and critical thinking" (ACE, 2023a, p. 1). Both tools successfully moved the team into a collaborative "paperless work environment," protecting our files in the cloud from localized computer crashes (ACE, 2023b). 

But, they serve different functions. Basecamp is excellent for efficient project management, but it introduces friction during text edits. On the other hand, as Murrell (2022) argues, the ability to "create, edit, manipulate, and redact information within PDF documents is an essential function" for modern professional practice (p. 1). Acrobat Pro’s direct annotation tools eliminate the context loss that happens when discussing a document on a separate message board. 

Therefore, my official recommendation for educators conducting direct document reviews is Adobe Acrobat Pro. While Basecamp is fantastic for organizing the overarching project, Acrobat Pro's commenting tools maximize efficiency, ensuring you spend less time deciphering feedback and more time accomplishing your task. 
 
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References 
American College of Education. (2023). TECH6363 - Technology Use in Educational Environments: Module 4 – Productivity applications for education. Canvas. 
https://2571531.kaf.kaltura.com/playlist/dedicated/405157422/1_ogkp7e0m/1_32arhcwi 

American College of Education. (2023). TECH6363 - Technology Use in Educational Environments: Module 4 – Using productivity tools in everyday life. Canvas. 
https://2571531.kaf.kaltura.com/playlist/dedicated/405157422/1_ogkp7e0m/1_32arhcwi 

Murrell, M. (2022, July/August). Essential technology to launch a solo or small law firm: Part 2. Productivity software. GPSolo. ​