Top-25 Tools for Organizing Work in Remote Teams
The growth rate of the outsourcing market is impressive. 2024 will be one of those years when more companies will use the services of remote workers, and the demand for skilled IT specialists is constantly increasing. This trend pushes managers to search for effective managing tools, controlling, and organizing the work of these remote teams. Choice is very large and in this article we will help managers, team leaders to create their own set of programs will be effectively used for remote work.
What is a remote team
This is one person or several people in another geographical location and working with the core team online, using tools discussed in the article. This cooperation format is called outstaffing, workers are hired by companies that want to expand their staff and add variety to their work process.
Types of remote teams
Management teams
They include managers who carry out the company’s strategic tasks, interact online with executors, constantly organize work processes and modernize them to increase efficiency.
Executive short-term teams
This is a classic outstaffing hired to perform a specific task or group of tasks subordinate to managers. A feature is work speed, urgency, and short deadlines.
Service teams
A group of people performing one common task, but located in different geographical points. A feature is independence from each other, minimal contact with other team members.
Production teams
Clearly defined production tasks are performed by remote employees, who have defined roles and a hierarchical team structure. A feature is work on the specific stuff production or its component parts.
Cross-functional teams
Such groups of remote workers consist of experts in various fields. They freely join and leave the project, make corrections, edits, and give advice on improvements. Such specialists do not have a clear link to a specific project and can be involved in several companies at the same time.
Parallel teams
These are people from the same company who can work both on one project in outstaffing and on different ones. They are united by one team, often they are in the same office and work in the same typical groups (coder, designer, manager, etc.).
Image: shutterstock.com
The specific relationship of an outstaffing worker to a particular team is not crucial, as they are hired to fulfill specific tasks. However, it is still useful to understand the format and characteristics of their work. Additionally, different software programs may be used depending on the type of team. Some programs may not perform as well in one team, but excel in another.
In this article, we will look at the most popular tools that help remote IT professionals solve complex issues from anywhere on the planet. Search further for our top 25 programs actively used by digital companies around the world.
Basic strategies for organizing effective work with remote workers
Remote work tools
Audio and video calls, chats, document exchange, data storage, busy time regulation, engagement monitoring, task allocation, prioritization and many other functions are performed by one or more tools actively used by companies in working with remote teams.
Without creating conditions for communication and information exchange, outstaffing will not be able to do its central task – obtaining results at a distance.
An online platform can be created for specific tasks, or ready-made solutions can be used, we will talk about later in the article.
Tools for organizing remote teams is the main and primary task manager should deal with: choose these tools depending on the type of team, the tasks of a separate project and characteristics of participants.
Virtual team building
There are numerous methods for enhancing team morale. The manager has the discretion to implement strategies that will make both on-site and remote team members feel like they are part of a winning team. These strategies can include online games, open communication sessions, visits with individual team members, online meetings, movie nights, virtual parties, and more. The specific approach will depend on the needs of the team and the team leader’s desire to strengthen internal relationships. This can have a positive impact on the team’s mood, productivity, and motivation to perform their duties to the best of their ability.
Emoji
You can even exchange emojis during the working day, when there is not enough time for full communication, an online meeting. This improves the mood in the middle of remote team and makes process more relaxed. Many underestimate this tool, but we assure you – emojis can do wonders with your IT professionals at a distance.
Image: shutterstock.com
Best practices for remote worker engagement
Use of cloud storage
Cloud storage allows remote workers to access and share files from any device with internet access. This eliminates the need for employees to physically be in the office to access important documents and makes collaboration on projects much easier. Cloud storage providers such as Dropbox, Google Drive, and Microsoft OneDrive offer a range of plans to suit different business needs and budgets. Additionally, many cloud storage services offer added security features such as two-factor authentication and encryption to keep files secure. Overall, cloud storage has become an essential tool for remote workers to stay productive and connected while working from anywhere.
Breakdown of tasks into components
When implementing large projects, it is important to divide tasks into smaller, manageable components. This helps to break down the project into smaller chunks, making it easier to plan, execute, and track progress. It also allows for a more efficient use of resources, as each component can be assigned to a specific team or individual.
Discipline
Discipline is a crucial aspect of remote teams, as it helps to ensure that team members stay focused and motivated, and that the project is completed on time and to the desired level of quality. Without discipline, remote teams may struggle with communication, accountability, and productivity.
Keeping a regular protocol
Keeping a regular protocol in remote teams is important for maintaining discipline and ensuring that the team stays on track. A regular protocol can include a set of guidelines, routines, and procedures that are followed consistently by all team members. This can help to ensure that team members are aware of their responsibilities, stay focused, and are able to collaborate effectively.
Feedback
In a remote working environment, it can be more challenging to provide and receive feedback, as team members are not physically present and may not have as many opportunities for face-to-face interaction.
One approach to providing feedback in a remote working environment is to establish regular check-ins or performance reviews. These can be conducted via video conference or phone call, and can be used to provide feedback on both individual and team performance. This can help to ensure that team members are aware of their progress and any areas where they may need to improve.
Another approach is to use digital tools such as project management software and collaboration platforms that allow team members to provide feedback on specific tasks or issues. This can be done through comments, notes, or direct messaging, and can be used to provide feedback on everything from work quality to communication.
It’s also important to establish a culture of open and constructive feedback in the remote team. Encourage team members to share their thoughts and ideas, and create an environment where it’s safe to give and receive feedback, whether it’s positive or negative. This can help to build trust and improve the overall performance of the team.
Scheduling online meetings
Shared online events can have a significant impact on team cohesion, particularly for remote teams. It is important for these events to be well-organized and planned with input from all team members, taking into consideration individual time zones, cultural and religious restrictions, and personal preferences. Regular online meetings can effectively address communication challenges and help to build strong relationships among remote employees.
Using a quality tools for task management
As previously mentioned, modern tools for managing remote teams play a crucial role in any project. They can facilitate communication, document sharing, feedback, and online interaction to support and strengthen relationships among team members, as well as assist with planning and deadline management. There is currently a wide range of services available for these purposes, which will be discussed in detail in this article.
Image: shutterstock.com
8 types of online tools for organizing the work of outstaffing teams
1. Task managers
In today’s world, a modern task management tool is essential for any team to perform its work efficiently. The larger the team and the more complex the project, the more critical the role of the chosen remote work management tool and the team’s ability to utilize it effectively, leveraging all its features and capabilities. In our ranking, we have highlighted programs such as Asana and Jira. You can read more about each of them in the article.
2. Calendars
Many individuals may not fully appreciate the capabilities of these tools, but as demonstrated by the practices of large companies, most of them make use of calendar tools to successfully manage projects. Outstaffing teams should also strive to expand their skills in utilizing similar programs. Some recommended tools include Google Calendar, Microsoft Outlook, and Teamup. We will delve into each of these in more detail within the article.
3. Exchange of messages, messengers
Everything is very simple here. There should be reliable communication channels, wide possibilities, stability, security. Among our recommendations are the following services: Slack, Microsoft Teams, Discord.
4. Synchronization of documents
File synchronization tools are often overlooked by less experienced teams, but we recommend taking the time to explore these services and choose the one that best suits your projects. Some options include FreeFileSync, Cyberduck, and Sync.com.
5. Cloud storage
These services are widely used, but it’s worth mentioning them to have a complete picture of the available options: Google Cloud Storage and Amazon Drive.
6. Video conferences, calls
One of the key tools for outstaffing teams, which can both raise project efficiency to a new level and lead to negative results. Everything will depend not only on tool itself, but also on the accompanying means of communication, process organization, and establishing work team atmosphere. Among the advice from our company are the following services: Google Meet, Big Marker, Hibox, Zoom.
7. Boards
Graphical communication plays an important and often decisive role in the prompt resolution of work issues in remote teams. We suggest choosing one of these services for successful implementation in cooperation with outstaffing workers: Metro Retro, Jamboard, Diagrams.net or https://app.diagrams.net/.
8. Complex solutions
These are services that provide all the fundamental functions required for remote work in one place. Custom-built software environments are often created for individual companies, but not everyone can afford them, so they opt for the services offered by tools such as if.team, ProofHub, Nuclino, Basecamp and Instagantt.
When choosing, be mindful and don’t rush to purchase paid versions. Paid bonuses may not always be useful for low-budget remote teams and in some cases, additional costs may hinder rather than enhance work on a complex project.
Success depends on the management positions involved in forming, distributing, and training outstaffing workers. Managers, team leaders, and company leaders must be familiar with their unique set of tools for effectively managing remote work.
25 Essential Tools for Managing Remote Teams Efficiently
Asana
The world-renowned cloud-based task management tool. This is the best solution for small projects and remote teams.
Among the advantages of Asana, it should be noted a fairly wide range of offered functions (Kanban board, workflow designer, Gantt chart, built-in calendar, visualization of project stages, etc.). Also, this program is available in a mobile version, has integration with Slack, Gmail, Google Drive.
But there are also disadvantages of Asana: you can work comfortably only in the paid version, the interface is not quite standard, which makes it difficult for new users to adapt.
Price: There is a limited free version, the paid package starts at $10.99 for 1 worker per month.
Conclusion: Asana is an interesting modern tool for small remote teams, but requires a certain budget and skillful adaptation of new users.
Jira
Another popular cloud task management tool. It is more powerful than Asana, so you can see it on large projects.
Jira has successfully implemented a convenient interface, a wide set of functions, there is support for Scrum and Kanban. This software has a high level of security, it can plan and track sprints, it has integration with messengers, exchange of documents.
Disadvantages: Jira is quite difficult to master, many different functions, which in some projects may be redundant and cause difficulties in learning and application. Also, the mobile version does not have full functionality.
Price: There is a free version, but with a limited range of features, the cost of a paid program starts at $7.75 per user per month.
Google Calendar
Everyone knows a popular tool that performs a simple but important function. Not everyone knows there is synchronization of documents, a powerful function of planning and managing tasks, a reminder system, integration with other Google platforms, inviting guests, a full-fledged convenient mobile application.
Among the disadvantages of Google Calendar are difficulties in synchronizing with other calendars, a not very attractive interface, and limited automation capabilities.
Price: there is a free version for personal use, for remote teams the software costs from $5 per user per month.
Microsoft Outlook
This tool is offered by Microsoft. It can be useful for any teams, including remote ones. MO provides access to the calendar, manages responses, archives and stores information. In general, it helps in the organization of work processes and more understandable monitoring of the project.
Among the advantages of this software, it is worth noting the following: perfect integration with other Microsoft products, easy setup and use, additional functions, a convenient solution for time management.
But there are also disadvantages: a cumbersome and complex interface for beginners, a mobile browser could be better, complex and cumbersome navigation.
The price of this tool for remote teams starts at $5 per month per worker.
Teamup
Another calendar that can be a great alternative to the above tools.
With the help of Teamup, you can effectively synchronize documents and events, engage in real-time planning, monitor project pace and deadlines. The program has an attractive interface, but it is not without flaws: the mobile application is limited in functionality, the color solutions are not quite successful.
Price: as always, the software has a free version, which is significantly limited, so for comfortable work in a remote team, you need to buy a subscription, which costs from $8 per month for one user.
Slack
Let’s move on to messengers and communication. This is a key and decisive sector in remote work, so you need to be extremely careful and demanding in the choice of tools. Each of the proposed ones has its pros and cons, and we will first consider the world-famous Slack.
It is successfully used by many companies. A very attractive interface, clear but rich functionality, the ability to create thematic channels, exchange files, synchronize documents, work simultaneously with a hundred workers in a team. The not-so-friendly mobile app makes this tool less than ideal, but the overall rating is pretty high, and it fulfills the basic functions of a messenger for remote teams.
The price of Slack fluctuates in the usual ranges for similar software. The program has a free version, but for successful and comfortable use, we recommend purchasing a full-fledged tariff plan, starting from $7.25 per month.
Microsoft Teams
Another solution of a well-known company that solves a number of issues related to remote communication and organization of effective exchange of documents and information. Here you can also create individual channels, share files, conduct collective video communication sessions, schedule events and work with mailboxes.
As expected, this messenger works perfectly with other Microsoft products, so we recommend it for use in a bundle. Among the shortcomings, poor interaction and integration with products of other manufacturers are noted.
Microsoft Teams has a free version, as well as Premium, starting at $5.10 per user per month.
Discord
A well-known, powerful messenger that is actively used in the gaming environment for communication between players. But the business environment for this product is also quite attractive.
Like every messenger today, Discord offers stable communication through text messages, audio, video. It allows you to exchange files, create channels, distribute users by characteristics, comment on messages, manage groups. There is a browser version of the messenger.
Among the shortcomings of the program, they mention the lack of business solutions (not surprising, because it is an oriented messenger for gamers), as well as a high subscription price.
Price: the main features are in the free version, Discord offers a full package of features with a subscription for $9.99 per month.
FreeFileSync
Document synchronization is an important sector in any remote team, so having a reliable tool at hand is essential. Let’s take a look at FreeFileSync first. It helps you compare documents in different folders and synchronize them for automatic backups.
It is a powerful, reliable, safe tool that allows you to move and copy files of any size, create copies of documents and projects, is regularly updated and supplemented with new functions, and it has open access.
Among the disadvantages, mention is made of a not attractive enough interface, the inability to save synchronized files of several sessions in RAM.
Price: a free open product that can be used by anyone without exception and restrictions.
Cyberduck
This is a well-known cloud storage that allows you to perform a wide range of functions of storing, copying, and synchronizing files.
The image shows all its main advantages quite clearly and clearly, so we have nothing left but to recommend this tool for study, so that in the future you can look at it as the main tool in the work kit of your remote project team.
The price of Cyberduck will please someone very much, because this product can be used for free. But for a full set of functions, you need to make a “voluntary” contribution. The size of the contribution varies from the specified parameters.
Sync.com
Another software for working with documents that helps to quickly and efficiently synchronize files, make backups, duplicate, archive and even save. The full range of functions is really attractive.
The development company has put an emphasis on security, so for those on a budget who want to keep their project documents as secure as possible, we recommend this tool for managing remote teams.
But there are drawbacks: long synchronization between remote computers, a complex and saturated interface, not fast enough file downloads.
Price is attractive and ranges from $6 for one user per month, who is provided with 1 TB for use.
Google Cloud Storage
One of the most powerful data storage tools today. Google offers another way to make the work of remote teams more convenient and efficient. The range of GCS functions is impressive. Here you can not only store large volumes of data, but also analyze, group, train artificial intelligence, make backups and archives.
The price of this product is very flexible and depends on the amount of storage required, as well as additional services. The service has a convenient calculator that will generate the final cost individually for each remote worker.
Google Cloud Storage is a large volume for storage, very simple organization of folders, convenient interface, reliability and security, but at the same time it is also problems with the integration of other task managers, slow work.
Amazon Drive
Google’s direct and main competitor in the data storage sector. Amazon offers a similar range of functions, but of course with its own features.
It is also a cloud storage, it also has rich and modern functionality, automatic file synchronization, access from any device, very fast file uploads.
The free version offers 5GB of storage and fairly limited features. Therefore, to fully work in a remote team, you need to buy a subscription that starts at $1.99 per month, which gives you the opportunity to work with 100 GB of cloud storage.
Google Meet
We separated video conferences from instant messengers, because in these programs, more attention is paid to images and videos, and the exchange of messages recedes into the background.
Google once again offers its high-quality and reliable product. It is popular among outsourcing companies. A very convenient tool for virtual team collaboration that allows you to keep in touch with clients or team members regardless of their location.
High-quality image, rich additional functionality, stable connection and fast technical support. Google Meet is a free tool, so it can be considered in budget remote teams. Call duration is not limited, very easy access to the service, integration with other Google services.
Big Marker
Firstly, this platform works in the direction of organizing high-quality webinars and online meetings. But of course, the potential of the service can be adjusted to the needs of a specific team and project. Among the main advantages of BigMarker are a large selection of customized designer templates, a convenient text chat, the ability to virtually raise your hand to answer, as well as managing the process in the “Question-Answer” (Q&A) format.
After visiting their site, you can immediately see the list of main functions offered by the service. Conveniently and quickly, we learn about the many opportunities (see the image above) that the remote team will receive for their effective work on both small projects and large ones that require significant effort and attention.
Do you want an intuitive interface, easy setup, stable operation, fast and effective technical support? Then you can try BigMarker.
The service has a bunch of different subscriptions and plans, so you can find the most convenient solution for any tasks and virtual teams. The price for each of them varies depending on individual needs. Find more information on the BigMarker official website.
Hibox
Another modern platform where you can combine communication with remote team members, as well as manage tasks and workflows.
Convenient and quite useful integration with Google Drive, Dropbox, Box, Email.
As you can see for yourself on the main page, the service offers a wide range of different services: task and project management, team chat, group video chats, personal AI assistant, global search, integration with repositories, file sharing, high level of security, convenient mobile application.
Price for team use starts at $4.50 per month per worker, and there are several plans.
If you have doubts about whether Hibox is exactly what your remote IT department needs, you can try a free trial period, comparing this service with other competitors.
Zoom
Probably everyone has heard about this program, but not everyone knows all its advantages and possibilities. In order to fully learn the capabilities of Zoom, you need to actively use it for a long time and unlock the potential in teamwork, this is especially true for remote workers, because video communication is the main factor in this service.
As they write on the website, Zoom is the only platform that is needed for communication. It is one of the most popular programs in the world. Due to its high level of security and reliability, it is chosen in many areas and for a wide range of tasks, from small companies to global corporations.
Among the declared services and amenities of Zoom, we highlight the following: virtual meetings, team chat, VoIP phone system, online whiteboard, conversational intelligence, e-mail and calendar.
This may be enough for comfortable work at a distance, but it may not seem enough to someone. This issue is resolved individually, depending on the needs and tasks of a specific remote team.
Regarding the payment for services, Zoom allows you to use the service for free, but with many restrictions, so it is better to choose a convenient plan, of which there are many offered. Paying for quality in the 21st century is a normal phenomenon, so for effective remote team work, you don’t need to save on similar services related to communication.
A high level of communication has a positive effect on the final result, which is why our company recommends using Zoom. But before the final decision, it will not be superfluous to look at the proposed subscription options and prices.
Metro Retro
Moving on to whiteboards, we can’t help but mention this wonderful program that allows you to quickly and conveniently draw, stick stickers, create various plans, lists, etc.
Metro Retro is an online platform that allows you to use yourself as a flip chart and whiteboard for working notes. Here you can explain something, brainstorm, arrange retrospective meetings.
Among the advantages of the service, we note a simple, intuitive interface, a minimalist design, and reliability in operation. According to users, there are some problems with the integration of graphics and layers, but in general, these are minor remarks that cannot stand in the way of using this platform.
You can try Metro Retro for $0, but with limited functionality, or pay a subscription starting at $6 per month for one remote worker.
Jamboard
This service was acquired by Google and is now successfully part of it. The board allows you to draw, but has very limited functionality. It is free, but if you wish, you can write to Google and try to expand the possibilities. But our company advises you to pay attention to other offers in this segment, even if you have to pay.
Jamboard can be used for quick sketches, unscheduled explanations with other colleagues at a distance, but the functionality for serious work on large projects is too limited.
Diagrams.net
It is a very powerful tool for creating diagrams, flowcharts, UML diagrams, project decomposition structure, etc. If you want to have maximum possibilities in terms of visual presentation, then this service can successfully cope with it.
Minimalistic, simple, but clear interface. A mass of different tools covering almost all requests in this sector.
The integration with GitHub, Dropbox and One Drive is nice, but there are no cloud storage.
A huge advantage is that Diagrams.net is a completely free tool that is constantly supported, developed and updated.
Complex solutions. Tools for remote teams that can replace all the services mentioned above
We cannot advise you to use them, because many factors affect the decision. But we also cannot be silent about such tools, because many IT companies use exactly similar solutions, and very often they are developed individually. Next, we will consider the most popular universal tools for organizing productive work at a distance.
if.team
if.team is a company that specializes in providing All-in-one ERP (Enterprise Resource Planning) software solutions tailored for project-focused companies. Their software includes features for project management, time tracking, task management, project cost tracking and CRM.
The company aims to streamline various business processes, improving efficiency and productivity for businesses that operate on a project basis. Their ERP solutions are designed to integrate seamlessly with different aspects of project management, offering comprehensive tools to handle the entire lifecycle of a project, from planning to execution and monitoring.
For more detailed information, you can visit their official website or their profile on LinkedIn.
Full use of the service will cost from $100 and up. Among the features that the client will receive for this money: AI manager assistant, 200 team members, Unlimited projects, 50 GB disc space, Custom modules & integrations, White label partnership, Client’s server.
ProofHub
As you can easily guess, this is an online platform that solves most of all the work needs of colleagues. Whether they are located in the same office or there are remote workers, ProofHub organizes effective online project management and makes work convenient for each participant.
Key features of the platform include: online review, discussion, feedback chat, remote project management, monitoring, communication, deadlines, and reporting. According to statistics, this service is used by such companies as Netflix, Google, NASA, Nike and Pinterest.
Such comprehensive solutions require separate reviews and more detailed study, but we advise you to pay attention to this service and at least try the free test period. If you are satisfied with the proposed conditions, prices, functionality, then you can start paying from $89 per month and enjoy working in such a wonderful place.
Nuclino
A state-of-the-art online space where it is possible to replace almost all known tools in remote work. All knowledge, documents, projects will be concentrated here. All communication, interaction, project monitoring – in Nuclino.
Nuclino offers a platform for creating company wikis, managing projects and tasks, collaborating on documents in real-time, and connecting remote employees. This eliminates the clutter of files and folders and the need for context switching and isolation.
What sets Nuclino apart from others is its simple, concise interface, user-friendly design and performance. It provides all the features you need to get things done without overwhelming users with excessive menus or rarely used options. As a result, it’s a great choice for people who prefer simplicity and speed over a variety of features.
Nuclino is also incredibly user-friendly and easy for new users to get started.
Basecamp
Basecamp is a widely used project management and team collaboration software thanks to its easy-to-use interface, functionality, and clean design. It is popular among managers, teams, freelancers and agencies because it helps manage projects and facilitates communication with clients.
The software offers a variety of features and tools to share ideas, organize conversations, and maintain project alignment among team members.
However, there are some limitations, such as no time tracking, no ability to archive topics, subtasks, professional team hierarchy, and limited external integration. That’s why many organizations, especially those with growing teams, are looking for alternatives to Basecamp.
It’s important to note that no software tool is perfect, and choosing the right one depends on the specific needs of your business. If the features of Basecamp meet the requirements of your IT team and the nature of the projects, you should try this service.
Price for the services will vary depending on the chosen plan, but there is also a 30-day trial period, which will be enough to make an informed final decision.
Instagantt
It is a robust project management software that offers tools for visual project planning, monitoring and scheduling. It is not limited to just a Gantt chart generator, but instead provides access to software that has a user-friendly and intuitive interface that allows users to create accurate project illustrations.
In addition to project management, Instagantt emphasizes communication and collaboration within team members, making it a great choice for remote work.
It provides various features such as creation of tasks and subtasks, project templates, instructions, milestones, alerts, baselines, critical path and automatic project planning, which contribute to building confidence in the project management process.
The software offers several advantages, but its ability to track key project details such as deadlines, risks, priorities, estimated hours and costs is one of its most important advantages. Instagantt is also flexible enough to adapt to different types of projects, clients and teams, and track individual workloads. Overall, Instagantt is a valuable project management tool and worth exploring.
The free trial period, as with many similar services, gives you the opportunity to evaluate the potential and decide whether you need a subscription for $5 per worker per month.
Online tools set used by outstaffing at Webnauts
Our workers are familiar with most of the mentioned tools and can adapt to the client’s needs. Learning this or that service is not the most difficult thing in remote work. The main thing is how well the selected programs will work for the benefit of the team and the individual project.
If we talk about work processes within our team, we can create our own set of tools we use: if.team, Google Calendar, Google Cloud Storage, Zoom, Jamboard. You can add Telegram here, but this tool is more suitable for individual communication than for teamwork.
Resume
Forming your own set of online tools is a long and difficult task for managers of remote teams. And we wrote this article precisely in order to facilitate this choice and make the formation of a successful set of services as soon as possible.
Outstaffing and outsourcing requires additional funding for communication programs, but without it significant results cannot be achieved, without modern tools it is practically impossible to implement a technically perfect project.
The online services mentioned above will help make remote work not only comfortable for remote employees, but also improve overall results even in offline teams.
Choose from our list of 25 remote team management tools that are best for your individual tasks and implement as soon as possible into the workflows of 2024!
Our company advises not to hurry with the selection and payment of subscriptions, it is better to first try the test periods of several offers, and only then make final decisions at the general meeting. As many regular employees as possible, primarily remote ones, should take part in the discussion.