How we work has transformed dramatically over the past few years, and remote teams is quickly becoming a new standard for small and medium businesses (SMBs). This shift allows companies to tap into talent worldwide, reduce office costs, and give employees more flexibility. But keeping teams connected, organized, and productive from afar requires using the right tools and technologies. From communication to project management, the following guide will help you set up a remote work tools that supports a thriving, productive team.
Why Remote Work Matters for SMBs
With fewer physical office demands, SMBs save on rental space, utilities, and commuting costs. Remote work allows employees to enjoy a better work-life balance, often leading to increased satisfaction and retention rates. However, working remotely also presents challenges—communication barriers, time zone differences, and the potential for feeling disconnected from teammates. Fortunately, technology offers many solutions to keep everyone on the same page, making succeeding in a remote-first environment easier than ever.
Key Tools and Technologies for a Remote Work Strategy
To create a successful remote work environment, it’s essential to have tools that handle communication, project management, file sharing, and employee well-being. Here are some of the top tools and technologies to consider:
1. Communication Tools
Clear communication is the foundation of remote work success. Without face-to-face conversations, you need digital alternatives, replicating office interactions as closely as possible. Some top options include:
- Slack: Known as a “virtual office” for remote teams, Slack allows employees to chat one-on-one or in group channels. You can create channels for specific projects, departments, or even social groups, allowing quick exchanges without needing a formal meeting. (Website: https://slack.com/)
- Microsoft Teams: Teams integrates seamlessly with Microsoft Office products and provides instant messaging, video calls, and file-sharing capabilities. It’s an excellent option if your team already uses Microsoft Office tools. (Website: https://www.microsoft.com/en-us/microsoft-teams/group-chat-software)
- Discord: Originally designed for gamers, Discord has gained popularity among remote work teams due to its voice and video chat capabilities. Channels for different topics make it easy to organize discussions, and it’s a more informal option that helps teams bond. (Website: https://discord.com/)
- Google Chat: Part of the Google Workspace suite, Google Chat allows easy messaging and integrates well with other Google tools like Google Drive and Calendar, making it convenient for teams that are already using Google products. (Website: https://chat.google.com/)
2. Video Conferencing Tools
For remote teams, video calls are the next best thing to meet in person. They help build rapport and understanding among team members and can make long-distance collaboration feel more personal. Some effective video conferencing tools are:
- Zoom: Zoom has quickly become a household name, known for its reliability, screen-sharing capabilities, and options for recording meetings. Zoom offers various plans and is widely used across all types of businesses. (Website: https://www.zoom.com/)
- Google Meet: Google Meet is included in Google Workspace, and it is a simple and effective tool for video meetings. Its integration with Google Calendar makes scheduling and joining meetings easy with a click.
- Microsoft Teams: In addition to chat, Microsoft Teams also provides video calling, making it a one-stop shop for communication. (Website: https://meet.google.com/)
- Cisco WebEx: Known for its secure connection and high-quality video, WebEx is favored by businesses with high security and compliance needs. It’s a great option if security is a primary concern for your company. (Website: https://https://www.webex.com/)
3. Project Management Tools
With remote work, keeping everyone organized can be a challenge. Project management tools help teams break down tasks, set deadlines, and track progress so nothing falls through the cracks.
- Asana: Asana is an intuitive platform that allows teams to create projects, assign tasks, set deadlines, and track progress. Its visual layout, including kanban boards and task lists, makes it easy for everyone to see what’s happening. (Website: https://asana.com/)
- Trello: This card-based system is great for teams that want a simple, visual way to track projects. Each project is represented by a board filled with task cards that can be moved from “To-Do” to “In Progress” and “Done.” (Website: https://trello.com/)
- Monday.com: Known for its flexibility, Monday.com is a great choice for teams that like customizable workflows. It can adapt to various styles, from list views to Gantt charts, and integrates with many other apps. (Website: https://monday.com/)
- ClickUp: This platform combines the features of various tools and offers task tracking, document collaboration, time management, and goal tracking. It’s a great choice for businesses looking to reduce the number of apps they use. (Website: https://clickup.com/)
4. File Sharing and Collaboration Tools
Working remotely means accessing files from anywhere. A good file-sharing tool ensures team members can access, edit, and collaborate on documents without the hassle of emailing attachments back and forth.
- Google Drive: Part of Google Workspace, Google Drive provides cloud storage and document editing tools (Docs, Sheets, and Slides). Multiple team members can work on documents in real-time, making it a favorite for collaboration. (Website: https://workspace.google.com/products/drive/)
- Dropbox: Known for its user-friendly interface and extensive integrations, Dropbox allows teams to store and share files with ease. It’s particularly useful for sharing large files that are too big to email. (Website: https://www.dropbox.com/)
- Microsoft OneDrive: Ideal for teams that use Microsoft Office, OneDrive provides cloud storage that integrates seamlessly with Word, Excel, and PowerPoint. It’s a great choice if you’re already using Microsoft 365. (Website: https://www.microsoft.com/en-us/microsoft-365/onedrive)
- Box: Offering more advanced security features, Box is preferred by SMBs that handle sensitive data. With options for document approval and compliance controls, it’s ideal for regulated industries. (Website: https://www.box.com/home)
5. Time Tracking and Productivity Tools
Remote work can make tracking time spent on tasks challenging, especially when you can’t see who’s at their desk. Time tracking and productivity tools can help managers see where resources are going and give employees insights into their work patterns.
- Toggl: Toggl is a simple and effective time-tracking tool that allows employees to track their time on various tasks. It provides insights into productivity and helps managers see where time is being spent. (Website: https://toggl.com/)
- Clockify: Similar to Toggl, Clockify is a time tracker that offers a free version for small teams. It’s an excellent choice for teams that need to manage hours and billable time. (Website: https://clockify.me/)
- RescueTime: A productivity tool that tracks time spent on various activities, RescueTime helps employees understand how they’re using their work hours. It’s useful for individuals looking to improve focus and productivity. (Website: https://www.rescuetime.com/)
- Hubstaff: Hubstaff is a time-tracking tool that also takes periodic screenshots, making it a good fit for teams that need more accountability. (Website: https://hubstaff.com/)
6. Tools for Employee Engagement and Well-Being
Staying connected is more than just meeting deadlines—it’s about keeping employees engaged and happy. Remote work can be isolating, so tools that foster employee engagement can help build team spirit and reduce feelings of isolation.
- Donut: This Slack app randomly pairs employees for virtual coffee chats, helping them get to know each other better. It’s a fun way to replicate the casual conversations that would normally happen in an office. (Website: https://www.donut.com/)
- 15Five: This platform allows employees to set goals, give feedback, and check in with their managers regularly. It’s a valuable tool for teams that want to maintain alignment and keep everyone motivated. (Website: https://www.15five.com/)
- Lattice: A people management platform, Lattice provides tools for performance reviews, employee feedback, and engagement surveys, making it easy to keep a pulse on team morale. (Website: https://lattice.com/)
Creating a Remote Work Culture that Thrives
Beyond using the right tools, it’s essential to establish a culture that supports remote work. Here are some key practices:
- Encourage Regular Check-ins: Regular check-ins help team members stay aligned. Whether it’s a weekly team meeting or one-on-one check-ins, regular contact goes a long way in maintaining productivity.
- Promote a Healthy Work-Life Balance: Remote work can blur the line between home and office. Encourage your team to set boundaries, take breaks, and avoid working outside regular hours.
- Celebrate Wins and Milestones: Don’t let achievements go unnoticed. Recognize hard work and celebrate big wins to keep morale high.
- Invest in Training: Many remote work tools have unique features that require training. Invest time in helping employees get the most out of these platforms to make the transition smoother.
