Many businesses have been surprised at how seamlessly remote work fits into their structure. Over the last decade, we’ve seen a culture shift as more and more companies embrace this new style of work to increase their productivity and worker satisfaction.
Part of the reason why remote work is so effective is because we have a plethora of modern technologies that allow us to communicate, collaborate, and manage our tasks effectively, even while out of the office.
In this article, we’re going to take a deep dive into all the common technologies businesses are utilizing to facilitate smooth and efficient workflows, even while having employees working from all around the world.
By the end of this article, you’ll have a clear understanding of all the available tools, what they offer, and which ones are most appropriate for your business.
Why Picking the Right Tools is Important
While we are quick to sing the praises of remote work, some challenges need to be overcome when it comes to ensuring workers are as productive as possible, and good team cohesion and communication are maintained. Without the traditional office structure, these areas can suffer. This is where carefully picking the right tools for your team comes into play.
We can divide these into the following categories:
- Communication tools
- Management tools
- Time Tracking applications
- Storage and backup solutions
- Power and energy backup tools
While this might seem like a lot of software to contend with, they are all designed with businesses and productivity in mind and you’ll be very impressed with how smoothly they integrate into your pre-established workflows.
Let’s take a deeper look at each of these tools and the benefits they offer your business.
Communication Tools
The single most important aspect of remote work is communication. This means keeping teams in contact with each other, having management understand what each worker is doing, and having workers provide updates as they perform their duties.
The catch is that it needs to be done in a way that’s fast and efficient. But thanks to modern technology, online meetings can be put together even faster than in-person ones.
The primary way in which people arrange online meetings is through video calls. There are a tremendous amount of options available, so here’s a quick roundup of the most popular platforms businesses use for their video-meeting needs:
Zoom: Arguably the most common online meeting platform around. It’s a cloud-based conferencing platform specifically designed for business meetings, webinars, and virtual events. It’s easy to use, has decent quality, and supports a large number of users, which is better for medium to large businesses.
Microsoft Teams: Another popular choice because it integrates with Microsoft 365. If your business already uses any of the 365 software platforms, then this is an obvious choice. It has great sharing and collaboration features, allowing you to view and work on documents together during a call. It’s also one of the most secure platforms around, as it’s been built with enterprise-level businesses in mind.
Google Meet: Google Meet is great because it’s lightweight and just works in the browser. There’s no installation, and it integrates well with Google's other systems, such as Google Docs and Sheets. Although it does lack some more advanced features, for smaller businesses (less than 10 users), it’s ideal.
Discord: The new kid on the block. While it doesn’t quite have the notoriety of platforms like Zoom and Teams yet, Discord has become an attractive option as many users are already using the platform in their personal lives. It facilitates both voice and video calls, and it’s free to use.
|
Platform |
Best For |
Key Features |
Pricing |
|
Zoom |
Medium to large businesses |
Easy to use, supports large meetings, webinars, and virtual events |
Free with limited features; Paid plans available |
|
Microsoft Teams |
Businesses using Microsoft 365 |
Integration with Office apps, enterprise-level security, and collaboration tools |
Included with Microsoft 365 subscriptions |
|
Google Meet |
Small businesses (less than 10 users) |
Browser-based, easy to use, integrates with Google Docs |
Free with a Google account |
|
Discord |
Teams with existing Discord users |
Free to use, supports both voice and video calls, growing user base |
Free with optional paid features |
But not everything can be managed through real-time calls. Tasks also need to be tracked, which is where task management tools come into play.
Management Tools
Task Management Tools
Collaboration apps are more than just ways for teams to communicate. They allow projects to be visualized, streamlined and worked on by multiple people at the same time. These are great for hybrid work environments as they allow users to stay up-to-date in real-time about how a project is going.
Slack
Slack is a messaging and collaboration tool designed for teams to communicate efficiently. It organizes conversations into channels, making it easy to separate topics, departments, or projects. Slack also supports direct messaging, voice and video calls, and integrates with hundreds of third-party apps like Google Drive, Zoom, and Trello.
Pros:
- Organized communication with channels and threads.
- Strong integrations with various productivity tools.
- Fast, responsive, and easy to use for both small and large teams.
Cons:
- Can become overwhelming with too many notifications.
- The free plan has message history limitations (only 90 days of messages).
- No built-in task management or project planning features.
ClickUp
ClickUp is an all-in-one productivity tool that combines task management, document collaboration, goal tracking, and time tracking on one platform. It’s highly customizable and can act as an all-in-one option to replace your other tools.
Pros:
- Extremely customizable for different workflows.
- Combines tasks, documents, goals, and communication on one platform.
- The free plan is generous compared to competitors.
Cons:
- Can be slower or buggy with large data sets.
- Not as intuitive as simpler tools like Trello.
Other notable platforms include Notion, which has a bit of a learning curve, but all the functionality a business could want is there.
|
Platform |
Best For |
Key Features |
Pricing |
|
Slack |
Teams needing real-time communication |
Organized channels, third-party integrations, messaging, voice, and video calls |
Free with limitations; Paid plans available |
|
ClickUp |
Teams need an all-in-one tool |
Task management, docs, goal tracking, time tracking, highly customizable |
Free with generous features; Paid plans available |
|
Notion |
Teams needing flexibility and custom workflows |
Document collaboration, databases, task management |
Free with limited features; Paid plans available |
Task management tools are super helpful in managing day-to-day tasks. But this deals more with the micro. For larger projects that need to track goals over months or even years, we will use a project management platform.
Project Management Platforms
Staying on top of what everyone is up to and maintaining a good overall picture of how your project is doing is vital. This is where project management software comes into play. It allows you to keep a solid overall picture of how a project is progressing without getting lost in the weeds of micromanagement. This makes hitting deadlines and assigning tasks much easier, thanks to their pleasing visual interfaces and intuitive way of task tracking.
Trello
Trello is a visually driven task management tool based on a Kanban board system. It allows users to create task cards, move them through different columns (e.g., To Do, In Progress, Done), and assign them to team members. Ideal for teams that need a simple and intuitive way to manage tasks.
Pros:
- Extremely easy to use, even for beginners.
- The visual approach makes task tracking simple.
Cons:
- Not ideal for highly detailed workflows.
Monday.com
Monday.com is a more advanced project management platform that allows teams to create customizable workflows, track project progress, and collaborate in real time. It supports multiple views, such as Kanban, calendar, timeline, and Gantt charts.
Pros:
- Great for both small teams and large enterprises.
- Integrates well with various third-party tools like Slack, Zoom, and Google Drive.
Cons:
- More expensive than simpler alternatives.
- Some features are locked behind paid plans.
|
Platform |
Best For |
Key Features |
Pricing |
|
Trello |
Small teams or simple workflows |
Kanban board system, task cards, simple interface |
Free with limited features; Paid plans available |
|
Monday.com |
Teams needing advanced workflows |
Customizable workflows, multiple views (Kanban, Gantt, calendar, timeline) |
Free with limited features; Paid plans available |
Now that you have a better idea of how larger projects are managed, let’s take a look at some helpful tools individual workers can use to keep track of how much time they’re putting into each task.
Time Tracking Applications
Time tracking is a tool type that becomes particularly important when you have clients that you bill by the hour. It allows you to understand how long a job has taken and generates various reports using analytical data so you can stay abreast of how your team's productivity is going.
Toggl Track
Toggl is a lightweight and user-friendly time-tracking app that helps individuals and teams log their work hours, generate reports, and analyze productivity trends.
Pros:
- User-friendly interface
- Customizable reports
- Supports team collaboration and productivity analysis
- Mobile app available for on-the-go tracking
Cons:
- The free plan has limited features
- Can become expensive as the team grows with premium plans
Clockify
Clockify is a free time-tracking tool that allows users to log work hours, categorize tasks, and generate detailed reports. It's particularly popular among freelancers and remote teams.
Pros:
- Free with unlimited tracking
- Offers task categorization and detailed reports
- Popular among freelancers and remote teams
Cons:
- Premium features are locked behind a paid plan
- Interface may feel basic for teams with complex needs
RescueTime
RescueTime is an automated time-tracking tool that runs in the background and monitors how much time is spent on different applications and websites. It provides insights into productivity habits.
Pros:
- Automatic time tracking in the background
- Provides in-depth productivity insights
- Tracks time spent on apps and websites for personal productivity analysis
Cons:
- Doesn’t have manual time entry for tasks
- Premium features can be expensive for full functionality
|
Platform |
Best For |
Key Features |
Pricing |
|
Toggl Track |
Individuals and small teams |
User-friendly, customizable reports, productivity analysis |
Free with basic features; Paid plans available |
|
Clockify |
Freelancers and remote teams |
Free, unlimited tracking, task categorization, detailed reports |
Free with premium features available |
|
RescueTime |
Individuals looking for automatic tracking |
Tracks time spent on apps/websites, offers productivity insights |
Free with premium features available |
We’ve covered all the common tools and applications businesses will use to keep on top of their tasks and projects. But all that data needs to be stored somewhere, which is where cloud storage comes into play.
Cloud storage Solutions
This is a broad term for any online form of storage.
Because workers are each in their respective homes, it’s not a good idea for vital company data to be stored locally at each employee's house. Files need to be regularly backed up and stored online so that you can keep everything safe and sound.
A common cloud storage platform is Google Drive, which works great if you’re using Google Docs, as it always saves in real-time, meaning you’ll never lose any work no matter what.
Dropbox is another popular option. While it doesn’t quite have the same integration features that Google Drive has, many businesses have come to rely upon Dropbox, and it’s well-respected as a secure storage option.
For businesses both small and large, we recommend Google Drive, as their service can cater to businesses of all sizes, and they have robust and reliable infrastructure, meaning your data is as secure as possible.
Power and Energy Backup
An often overlooked yet equally important area of remote work is ensuring you have a good backup power supply.
Power outages are an unfortunate reality of life, and having employees spread all over the country can exacerbate the issue even more. But by keeping a reliable power station nearby, you ensure workers can keep their devices charged and continue working through even lengthy power outages.
What about Data Security?
With remote work becoming more popular, it means that sensitive data is often being sent back and forth in quick succession on unprotected networks. So, businesses must keep themselves safe and reduce the risk of cyber threats by making use of industry-standard protection tools.
Here’s a rundown of the main security tools you should look into.
VPN
A VPN (Virtual Private Network) encrypts the user's traffic and routes it through a secure server, hiding both the user's location and the data being transferred.
While this is less of an issue if a worker is at home on their private network, if they like to work from public Wi-Fi networks—such as those found in cafes—you’ll definitely want to use a VPN.
There’s an overwhelming amount of VPN providers out there, but we recommend staying with trusted options like ExpressVPN or NordVPN. Both of these providers use AES-256 encryption and a no-logs policy to ensure your data remains as anonymous as possible.
NordVPN also features advanced tools like Double VPN and CyberSec, which block harmful ads and malware.
Encryption Software
It’s possible for people to intercept files and data sent over an unprotected network. Encryption software converts files into unreadable code, which is then reassembled once it reaches the recipient. This ensures that even if a file is intercepted during transfer, the thief won’t be able to open or use it.
VeraCrypt is a strong option for encryption, as it supports both file-based and full disk encryption with AES, Serpent, and Twofish algorithms. It's highly regarded and completely free!
Another popular choice is BitLocker, which is praised for its ease of use. It requires minimal configuration and is an excellent option if you're looking for something simple and convenient and don’t want to get bogged down in technical details.
Multi-Factor Authentication (MFA)
MFA adds an extra layer of security by requiring multiple forms of verification before granting access to accounts. This typically includes a password plus a one-time code sent via SMS, email, or an authentication app.
Even if a password were to be compromised, it’s still impossible for anyone to access the data unless they also have the other authentication method.
Google is the most widely used authentication app, which generates one-time passcodes. It’s free to use and integrates with almost all online services. What’s even better is it works offline, so even if a worker is left without an internet connection, they can still access secure data.
Portable Energy Solutions
For anyone who has to work from an area that’s prone to power outages, having a reliable backup option to keep computers and devices up and running without interruption is invaluable. This can prevent the loss of data and ensure that the team continues operating smoothly without any important pieces dropping out due to a power failure.
One of the best options available to ensure you’ll never run into power outage issues is the Bluetti Elite 200 V2 Portable Power Station. This advanced unit is designed for efficiency, portability, and high power output, making it an excellent choice for those needing dependable backup power.
Why Choose the Bluetti Elite 200 V2?
Massive Battery Capacity: With a high-capacity lithium battery, this station can power multiple devices for extended periods. Multiple Output Options: Includes AC outlets, USB ports, and DC outputs, ensuring compatibility with laptops, phones, appliances, and even small medical devices. Fast Charging Capabilities: Recharge the unit quickly via solar panels, wall outlets, or even a car charger. Compact and Portable: Designed for easy transportation, making it ideal for home use, camping, RV trips, and emergency situations. Eco-Friendly Energy Source: Supports solar charging, reducing reliance on traditional power grids.
When selecting a portable power station, consider battery capacity (Wh), number and type of outlets, recharge speed, and portability. The Bluetti Elite 200 V2 excels in all these areas, providing a robust, reliable solution for anyone needing a dependable power source.
Empower Your Remote Work: Stay Connected, Productive, and Secure
Remote work tools are essential for ensuring you can facilitate remote working smoothly and productively.
Task management platforms like Trello and communication tools like Slack keep teams connected, ensuring everyone stays on track.
Technology is the backbone of successful remote work. It enables seamless collaboration, ensures constant connectivity, and allows workers to stay productive no matter where they are.
By combining the right tools with power solutions, remote teams can work efficiently and effectively, making remote work a viable option for the future.
