What to Look for When Selecting a Remote Collaboration Tool
It’s not easy sifting through all the remote collaboration options for your organization. Experts agree that no single feature can solve all remote work issues. Instead, the choice depends on your budget and culture, as well as the unique factors your company faces.
科比Galindois the Founder ofCollabsHQand has worked with large-scale organizations and startups in conflict resolution, online training, and leadership development. He stresses that finding the perfect tool might require trial and error, and you might have to try multiple options. “Just as you had to learn how someone works in real life, finding the right piece of software that works best for your team and its intended goals is a process of experimentation,” he says.
Sergey Konoplich, COO ofSmart IT, echoes this sentiment. His take on the best approach to picking a collaboration tool: “Trial and error, unless you know what you are looking for and have a clear picture of what that tool can do.”
That said, there are some features that any top collaboration tool should support.
Layne Levine is the President ofWindstream Enterprise, an award-winning enterprise communication solution. When looking for a tool, he says, “conference capabilities are essential, but don’t limit this to audio conferencing. HD videoconferencing can improve productivity and enhance collaboration versus standard conference calls.”
此外,莱文建议优先考虑符合lowing features and capabilities:
- Host large-scale meetings (think about your largest meetings, such as, all-hands and new hire trainings)
- Record meetings
- Screen-sharing and chat
- Easy connectivity (avoid long meeting ID codes, etc.)
- Cloud-based software (if you use a cloud-based network)
Additionally, he says, “Don’t forget about security. With everyone working remotely, there will be new challenges to protecting your company’s data. Firewalls can ensure that no one can access your company’s network [except for] authorized employees. And if you’re planning to take orders online, you need PCI compliance to protect credit card numbers.”
Finally, Levine recommends looking for a network provider with 24/7 support. “Having everyone working remotely means a whole new set of challenges. Don’t go with a budget provider that offers limited service: You want 24/7, always-on service from a reputable, stable network provider.”
Regardless of your chosen features, budget, culture, and needs, experts agree that for large-scale (especially company-wide) remote work, tools are essential — not only for your employees, but to retain relationships with clients and potential customers.
“Tools are mission critical,” says Konoplich of Smart IT. “If we didn’t use [collaboration tools], we would lose a vital tether between teams and clients. It [is] vital that we use a tool that helps … provide as much transparency to clients as possible.”
For a deep dive and best practices on remote collaboration, read “How to Effectively Build Remote Team Collaboration.” To find more information about the keys to effectively managing remote teams, read thisarticle.
Remote Collaboration Tools
Remote collaboration tools are online applications. They enable teams and organizations to work together — whether through messaging, video, or other virtual methods — to accomplish work successfully, despite not being co-located.
因为需要不同的团队和组织,信用卡诈骗罪r the budget, team size, and capabilities you require in a tool. Be aware that the solution should support and integrate with all messaging, file sharing and editing, calendar, process management, and other functions you rely on in your day-to-day activities. And your current systems must support the application.
To meet all of these needs, you may opt for multiple platforms or apps to target specific collaboration functions (file sharing, instant messaging, security, etc.). You’ll find tools grouped by function in the sections below. (Note: All costs listed in the forthcoming tables are as of December 2020.)
General Collaboration Tools
The tools in this section are intended as general collaboration and communication tools, as well as virtual office spaces to make remote collaboration easier and improve team productivity.
| ob欧宝娱乐app手机下载 | Key Utility | Deployment | Cost |
|---|---|---|---|
| Batterii |
|
|
Request demo to learn more |
| Bizy |
|
|
Free |
| Conceptboard |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| Evernote |
|
|
Free trial available; free version available; tiered pricing |
| FlatFrog |
|
|
Free web app; tiered pricing |
| GroupMap |
|
|
Free trial; tiered pricing; contact for custom solution |
| Ideaflip |
|
|
Free |
| Ideation 360 |
|
|
Free version; contact to learn more |
| Limnu |
|
|
Free version available; tiered pricing |
| Milanote |
|
|
Free |
| Mindnode |
|
|
Free |
| Miro (formerly Realtimeboard) |
|
|
Free version; tiered pricing; contact for enterprise solution |
| Post-it App |
|
|
Free |
| Scribblar |
|
|
Tiered pricing |
| Scribble |
|
|
Free |
| Twiddla |
|
|
Free guest version available; tiered pricing; contact for enterprise solution |
| Whiteboard Fox |
|
|
Free version available; tiered pricing |
| Ziteboard |
|
|
Free version available; tiered pricing; contact for enterprise solution |
Mind Mapping and Visual Workflow Tools
The products in this section are good choices for more generative collaborative brainstorming. They are especially useful for creative teams or teams in the early stages of planning and design.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Coggle |
|
|
Free version available; tiered pricing |
| iObeya |
|
|
Tiered pricing depending on product; custom solution |
| Kumu |
|
|
Free and enterprise solutions; contact to learn more |
| MindMeister |
|
|
Free version available; tiered pricing |
| MindMup |
|
|
Free version available; tiered pricing |
| XMind |
|
|
Free trial available; tiered pricing |
Visual Collaboration Tools
These tools provide a virtual visible workspace designed to approximate the experience of being in an office setting. They also include typical collaboration functions, making it easy for teams to work together on specific projects, documents, or brainstorming.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| MURAL |
|
|
Tiered pricing; contact for enterprise solution |
| Popplet |
|
|
Free version available; tiered pricing |
Remote Team Communication Tools
Remote team communication tools are web-based applications specifically designed to aid teams in interacting with each other, despite geographic or other distance.
When looking for a solution, you need to first understand the type(s) of communication that need support, such as video, conference calls, messaging, etc. Different types of work require different modes of communication, so choose a tool that’s in line with your work. For example, a tool that is useful in construction won’t necessarily be useful for software development teams. Additionally, select software that will integrate with your existing systems or applications to minimize clunkiness and expedite the rollout time.
One challenge with remote communication is boundary-setting: when transitioning to new remote tools (that inevitably require more time from employees), set expectations for when to use each (i.e., no email after 5 p.m.), as well as standards on response time for each mode. Doing so will help you avoid communication breakdowns and excess communication.
For more information on the trend toward a remote workforce, read “Digital Nomads: Setting a Course for Success in Today’s Workplace.” For top strategies, best practices, expert tips, and real-world examples to help you stay connected and productive, read our article onremote team communication.
Messaging Apps
These are the most popular messaging apps, many of which in-person teams already use. For remote work, messaging apps are a lightweight, time-saving alternative to email, video, or phone.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Chanty |
|
|
Free and paid business versions available |
| Discord |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| Fleep |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| Flock |
|
Free version available; tiered pricing; contact for enterprise solution | |
| Front |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Glip (from RingCentral) |
|
|
Free and paid versions available |
| Mattermost |
|
|
Free version available; tiered pricing; contact for enterprise cloud solution |
| Slack |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| Telegram |
|
|
Free (open source) |
| Troop Messenger |
|
|
Free trial available; tiered pricing |
Videoconferencing Apps
Use the tools in this section to host video meetings with a remote team. In many cases, video is the best way to reproduce the face-to-face meeting experience and ensure clear, succinct, and connected communication.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| BlueJeans |
|
|
Tiered pricing; contact for enterprise solution |
| ChromaCam (by Personify) |
|
|
Free version available (ChromaCam Lite); tiered pricing |
| Daily.co |
|
|
Free version available; tiered pricing |
| Google Meet |
|
|
Free |
| GoToMeeting |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Highfive (by dialpad) |
|
|
Tiered pricing for web conferencing plans; contact for all-in-one meeting room hardware |
| Jitsi Meet |
|
|
Free version available; contact for scalable options |
| Join.me |
|
|
Tiered pricing |
| MeetSpace |
|
|
Free trial available; tiered pricing |
| Pexip |
|
|
Free trial available; contact to learn more |
| RemoteHQ |
|
|
Paid version available; contact for enterprise solution |
| Shindig |
|
|
Contact for pricing information |
| Zoom |
|
|
Free version available; tiered pricing; contact for enterprise solution |
Meeting Apps
These tools are a good option if you want an app specifically designed to host meetings. They include useful features, such as whiteboarding and brainstorm help, that can make the virtual experience seem more realistic.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Amazon Chime |
|
|
Pay-as-you-go service; contact to learn more |
| Jell |
|
|
Tiered pricing; contact for enterprise solution |
| MeetingSphere |
|
|
Paid version available; contact to learn more |
CRM, Customer Support, and Chat Apps
These tools are designed to help facilitate online customer service, whether by providing a portal, dashboard, or even phone and email support.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
Clio |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
Groove |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
Help Scout |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
Voice Recorder and Transcription Apps
Use these tools for audio transcription, voice recording, and other speech-to-text needs you may face as a result of transitioning to a remote team.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
Claro AudioNote |
|
|
Contact to request a quote |
Otter.ai |
|
|
Free |
Temi |
|
|
Free trial; pay per minute |
Calendar and Scheduling Apps
Clear scheduling takes on renewed importance in a remote work environment. Use these tools as calendars, to schedule meetings or employee shifts, or to identify team members’ availability.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Doodle |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Google Calendar |
|
|
Free (need Google account |
| Outlook Calendar (Microsoft) |
|
|
Free (need Outlook account) |
Project Management Tools for Remote Teams
Project management (PM) tools can help remote teams meet project goals in a variety of ways, including providing scheduling and timeline management, task management, and more.
When selecting a PM tool, consider the type of project you need to execute. Think about the nature of the work and team size, as well as whether smaller work groups can accomplish their tasks in silos or need to collaborate often. Make sure the tool you choose integrates with your existing applications — if it doesn’t, you’ll likely cancel out any efficiency gains as you juggle multiple applications or manually export data. Additionally, you should be well-versed in your organization’s security needs (and if the specific project has additional privacy needs).
We’ve grouped the solutions in this section by traditional PM tools, task management, product/software design, and visualization apps.
Traditional Project Management Tools
The following typical PM tools allow you to plan, track, and manage work completed by multiple people over a period of time. These tools are most useful for large-scale, process-driven projects.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| 关键的追踪 |
|
|
Free trial available; free plan; tiered pricing; contact for enterprise solution |
| Proggio |
|
|
Free trial available; tiered pricing (based on number of users); contact for unlimited solution |
| ProofHub |
|
|
Free trial available; tiered pricing |
| ScrumDo |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Smartsheet |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Taskeo |
|
|
Free trial available; paid monthly subscription; contact for customized solution |
| Workamajig |
|
|
Tiered pricing based on team size (all features for all plans); contact for enterprise solution |
| Workzone |
|
|
Free trial available; tiered pricing; contact for demo |
| ZenHub |
|
|
Free trial available; free version of academic and other open-source repositories; tiered business pricing |
Task Management Tools
The tools in this section are ideal for smaller-scale projects or individual tasks that team members must complete, track, and share with others.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Hibox |
|
|
Free version available; tiered pricing |
| I Done This |
|
|
Free trial available; tiered pricing |
| Notion |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| Nozbe |
|
|
Tiered pricing |
| nTask |
|
|
Free version available; tiered pricing; contact for enterprise solutions |
| Todoist |
|
|
Free trial available; free version available; tiered pricing |
Product, Software, and Design Work Management Software
These project management tools are designed specifically to oversee product, software, and design endeavors.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Cage |
|
|
Free trial advertised; free version available; tiered pricing |
| Delibr |
|
|
Free trial available; paid version available; contact to learn more |
| InVision (from GitHub) |
|
|
Free version available; paid monthly version; contact for enterprise solution |
| Jira |
|
|
Free trial available; free version available; tiered pricing; contact for enterprise solution |
Visualization Project Management
These PM tools include many of the typical functions, but emphasize visualization. They might be particularly useful forScrumorKanban-drivenprojects that rely on visual work management.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Pricing |
|---|---|---|---|
Eylean |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
Podio (from Citrix) |
|
|
Free version available; tiered pricing |
Productivity Apps
Compare tools expressly created to improve personal and team productivity. When selecting a productivity app, ensure that it truly aids efficiency, rather than becoming an additional process hurdle.
Additionally, consider whether you are looking for a tool for personal or team use. If you’re looking for the latter, verify that it integrates with other project or task management, virtual workspace, or collaboration apps you are currently using.
Time Tracking and General Productivity Tools
Time tracking tools can keep a team accountable for completing work efficiently and on time. Use the tools in this section to monitor your daily time and help stay on track to meet deadlines and due dates.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Actioned |
|
|
Free |
| Clockify |
|
|
Free |
| FunctionFox |
|
|
Free demo available; tiered pricing |
| Harvest |
|
|
Free trial available; free individual plan available; paid team plan available; contact for custom quote |
| Hubstaff |
|
|
Free trial available; free version available; tiered pricing for business plans |
| Noko (formerly Freckle) |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Scrumile |
|
|
Free version available; paid plan available; contact for enterprise solution |
| Serene App |
|
|
Free trial available; paid monthly plan |
| Time Doctor |
|
|
Free trial available; paid plan available |
| Toggl Track |
|
|
Free trial available; free plan available; tiered pricing; contact for enterprise solution |
| Tomighty |
|
|
Free |
Team and Employee Scheduling Tools
The tools in this section are designed to alleviate some of the difficulty in scheduling (meetings, shifts, etc.) with a remote team. Many of the options also include time tracking functions.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Paymo |
|
|
Free trial available; tiered pricing |
| Teambook |
|
|
Free trial available; tiered pricing |
| Timezone.io |
|
|
Contact for pricing information |
| When I Work |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| World Time Buddy (WTB) |
|
|
Free |
Team Reports
一个团队报告提供可见性你的团队embers’ time tracking, productivity, and achievements. This tool gives you insight into performance data so that you can access team members’ contributions.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Status Hero |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
Editing Tools
The apps in this section can foster collaborative editing across devices. See “Document Collaboration Tools” section above for additional options.
Writing and Editing Tools
These apps provide online editing assistance, which is crucial for writing any internal or public-facing documents.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Draft |
|
|
Free |
| Etherpad |
|
|
Free |
| SMASHDOCs |
|
|
Free version available; contact for tiered pricing |
Collaborative Video Editing Tools
Use these tools to collaborate on a video project from a remote work environment. These products are extremely useful for editing teams that want to work together as a distributed team.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Adobe Team Projects |
|
|
Part of Adobe Creative Cloud; contact for pricing information |
| cineSync (from ftrack) |
|
|
Tiered pricing; contact to learn more |
| Frame.io |
|
|
Free trial available; free version available; tiered pricing for business plans; contact for enterprise solution |
| MASV |
|
|
Pay as you go (per GB); contact to learn more |
Password Management Tools
In the transition to a remote-first workforce, you may find that you need to put in place additional security measures. These password manager tools are lightweight options that teams and employees can incorporate across devices in order to access work when contributing remotely.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| 1Password |
|
|
Free trial available; tiered pricing; contact for enterprise solution |
| Bitwarden |
|
|
Free trial available; free version available; tiered business pricing |
| Dashlane |
|
|
Free trial available; free version available; tiered pricing for business |
| LastPass (from LogMeIn) |
|
|
Free trial available; tiered business pricing; contact for enterprise solution |
| LessPass |
|
|
Free |
|
|
Free account (standard); monthly or annual paid memberships available | |
| RoboForm |
|
|
Free trial available; tiered business pricing |
Tools to Build Company Culture Remotely
Remote work often poses a challenge to building company culture. When team members can’t see each other in person to form bonds, it can be hard to gain trust, maintain morale, and support the company ethos. These tools can help build team culture.
Read our “Ultimate Guide to Remote Company Culture” to gain tips and learn about companies that have successfully done so. For more ideas (many of which don’t require tools), visit our page with over50 team-building games for remote workers.
Tools for Team Member Recognition
When working remotely, it can be difficult to show appreciation for or give credit to your employees’ achievements. These tools provide insight into team member performance and make receiving remote recognition fun.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
Cheers for Peers (by TINYpulse) |
|
|
Contact for quote (through TINYpulse) |
WooBoard |
|
|
Free trial available; paid monthly plan; contact for enterprise solution |
Tools for Mindfulness
As mindfulness gains traction in the work sphere, many companies have created apps or programs specifically designed to improve work culture. These tools provide a business-minded approach to building mindfulness.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Calm for Business |
|
|
Free trial available; tiered pricing based on team size; contact to learn more |
| Headspace for Work |
|
|
Free trial available; contact for enterprise solution |
Tools for Social Networking and Community Building Games
In a remote setting, maintaining social connection is vital to team morale and, by extension, team performance. These apps offer fun ways to stimulate team energy, build company culture, and stay connected while working remotely.
| ob欧宝娱乐app手机下载 | Key Feature(s) | Deployment | Cost |
|---|---|---|---|
| Icebreaker |
|
|
Free version available; tiered pricing; contact for enterprise solution |
| Kahoot! for Business |
|
|
Free trial available; tiered pricing |
| Talkspirit |
|
|
Free trial available; tiered pricing; contact to learn more |
| WorkStyle |
|
|
Sliding scale based on team size; contact to learn more |
Collaborate Effectively and Drive Results with Work Management in Smartsheet
Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change.
The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.
When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.Try Smartsheet for free, today.