23 Online Collaboration Tools for Your Remote Team

Just because you are working remotely doesn’t mean the collaboration can stop. On the contrary, you may need to collaborate more than ever, given the state of rapid change and flux at the moment. The good news is that there are so many online tools that can help you feel that great communication, file sharing, project planning, etc is right at your fingertips. The bad news is that there are so many tools, that it can be difficult to know where to start. That’s where we come in. The following article looks at 24 great online collaboration tools that can keep your business going from your home office, and improve collaboration and connectivity. A brief guide, with the essential information, features, and uses that you can use now and in the future. Check out the latest prices, there is huge competition right now for obvious reasons, and suppliers are reducing prices, increasing limits, and giving promotional offers to capture their share of the market.

1. Tools for Communication
2. Tools for File Sharing
3. Tools for Project Management and Planning
4. Other Useful Apps and Tools

Tools for Communication

Communication platforms are an absolute godsend in times of remote work, whether enforced or not. Quite a few platforms are well known and well used, and it is an advantage to be able to use a familiar system for both you and the person you are trying to communicate with.

One of the best-known is

1. Slack

Increasingly popular and well-used Slack is more than just a communication tool. With more than 12 million daily users, it is a full online collaboration hub that brings people, information, and tools together in one place. It has the usual video and messaging service but also 1000’s integrated apps,  enhanced security, and dedicated channels for different projects or conversations. It is also cloud-based so you don’t have to download it onto every device. Used by Airbnb, EA, AutoDesk, and Oracle.

2. Microsoft Teams

Part of the versatile Office 365 suite, Microsoft Teams is the communication and business collaboration section which will replace Skype business in 2021.  You can utilize cool features like document collaboration, one-on-one chat, team chat, and more.  Microsoft Teams is also fully integrated with many other Office 365 services, such as Skype, SharePoint, Exchange, Excel, OneNote, and PowerPoint. It needs to be installed on your device, desktop, tablet, or mobile.

3. Cisco WebEx

WebEx is virtual conferencing software that allows its users to collaborate not only communicate in an online environment as opposed to face-‐to-‐face. Meeting Center conveniently works inside your web browser so there is no program to download, install, or configure. There are separate versions for business and education and healthcare.

4. Rocket.Chat

Rocket.Chat is an open-source team collaboration platform that enables businesses, organizations, and community groups to have their own chat tool, and also to customize its look and feel, choose their users, and securely manage data all either free or at a very affordable price. You can use Rocket.chat on your own server or the cloud. You can communicate and collaborate with your team, share files, chat in real-time, or switch to video/audio conferencing. Used by Zibtek, Unicomm, Curvestones, and others.

5. Speakap

More than 300 organizations around the globe, especially in the fields of retail and hospitality use Speakap. Easy to use software with good features to be able to set up structures in line with organizational hierarchy, and specialist groups for specific content types. The employee set-up process is easy and easy to post news items on the timeline. There are the usual features plus useful features for private messaging. It also allows customized company branding.

6. TeamViewer

Another collaboration and communication platform is TeamViewer, it has the usual video and calls communication, file sharing, etc but also offers remote control, and desktop sharing.

7. Chanty

User-friendly and easy to use interface, Chanty is a communication and collaboration tool used by some big players such as Upwork, GoDaddy, HubSpot, and Foundr. Its free version is great for small businesses and there is a relatively cheap paid version if you need to expand.

8. GoToMeeting.com

GoToMeeting is a web-hosted service, that combines online meetings, desktop screen sharing, and video conferencing software package allowing communication and collaboration. Featuring a whole host of video conferencing tools and collaboration integrations it is used by Marketo, Make a Wish, and Solidworks.

Tools for File Sharing

In the online collaboration and communication tools, we’ve talked a lot about file sharing, this is quite simply a way of sending your document to the person or people you are in conversation or a group with. Could you email an attachment- yes you could, but this way you don’t have to open separate windows or have multiple applications open you do it directly from your chat room. There are options for editing in real-time and remote access. The advantage of these systems is also that you have access to your own documents from other machines, not just your home PC.

9. Office 365

An easy way to share files is if you have the Office 365 suite.
Go to the OneDrive admin center.
1. Select the file or folder you would like to share. …
2. Click on the drop-down and choose anyone, people in your organization, or specific people with whom you would like to share the document or folder.
3. Enter the name or email address of the person you would like to share the document or folder

10. Google Drive

You can share files individually or create a shared drive, to which all the groups have access. You can use Google Drive with any free Gmail account, you do not need the full G Suite.

1. On your computer, go to drive.google.com.
2. Click the folder you want to share.
3. Click Share.
4. Under “People,” type the email address or Google Group you want to share with.
5. To choose how a person can use the folder, click the Down arrow.
6. Click Send.

11. Dropbox Paper

Another option is a dropbox account for free with a 2GB limit. Create an account and open Paper docs. If you share a Paper doc with someone who doesn’t have a Dropbox account, they’ll receive an email with a link prompting them to create a Dropbox account. Once they create an account, they can access your Paper doc.

1. Open the Paper doc you want to share.
2. Click the blue Invite button at the top of the doc.
3. Type the email address of the person or people you want to share with. You have the option to include a message.
4. Click Can edit to choose the permissions access you’d like invitees to have:
4.1. Can comment allows others to leave comments on your content
4.2. Can edit allows others to directly add to, edit, or delete your content, and to invite others to the doc
5. Click Send.

12. Quip

Quip is a collaborative software suite that allows groups of people to create and edit documents and spreadsheets as a group, typically for business purposes. It’s free for personal use but limited, so you’ll need to subscribe for larger groups.

1. Click the “Share” button from within the nested sub-folder.
2. Select “Advanced Options” from the drop-down menu
3. Select “Add People to this Folder Only” and type in as many individual names or email addresses as you’d like.

Tools for Project Management and Planning

If you are looking for something more than a communication, file-sharing tool then there are specialist Project Management and Project planning tools that could be right up your street.

13. Trello

Trello – an easy, flexible, and visual way to manage your projects and organize anything, with 19 million users worldwide and a free version. It lets an unlimited number of participants work on a series of boards, lists, and cards. It is used by Google, British Red Cross, National Geographic, Kickstarter, and others.

14. Bitrix 24

Bitrix24 provides a complete suite of social collaboration, communication, and management tools for your team, including CRM, file sharing, project management, calendars, and more. It is available in the cloud and on the premises. With everything in one place, it is an all-encompassing system.

15. WorkZone

A project management software that is used by HealthAdvocate, Allianz, WellsFargo, and others. WorkZone is an easy-to-use, cloud-hosted project management and document collaboration application. You can manage projects by tasks (and subtasks), assign responsibilities, and notify when a task is due. You can also connect tasks together to see how a change in a single area impacts the rest of the project.

16. ProofHub

ProofHub is a cloud-hosted project management solution. It has scalable features that can work with the requirements of any business size from small startups to large enterprises. It has excellent reviews and is used by Artisan Ink, Lu Racing, Fractal Fox, and others.

17. Asana

Asana is a web and mobile application designed to help teams organize, track, and manage their work. It is a software-as-a-service designed to improve team collaboration and work management. It helps teams manage projects and tasks in one tool. Teams can create projects, assign work to teammates, specify deadlines, and communicate about tasks directly.

18. clarizen.com

Clarizen is an online project management software that helps teams and organizations simplify work and accomplish goals. It is an enterprise collaborative work management solution that allows users to share goals and increase accountability. Used by such companies as Moss Adams, De Beers, Xtrac, and M Squared.

19. RedBooth.com

Redbooth is a web-based workplace collaboration tool and communication platform. It is a flexible team management solution that eases communication for faster project conclusions with proprietary artificial intelligence (AI) technology and includes video conferencing integrations It gives you multiple tools to help you organize projects, tasks, and people. It’s used by  Leidar London, LabStarts, and ONeil interactive.

20. MindMeister

For something a little different, MindMeister is an online mind mapping application that allows its users to visualize, share and present their thoughts via the cloud. Suitable for more creative projects and sharing. Used by Tesco, CNN, and Vodafone amongst others

21. Wrike

Wrike is an online project management and work collaboration platform that enables teams to deliver work with speed and efficiency. it has tools that allow users to simplify project planning, centralize communication, and streamline workflow. The key is simplicity. Used by Airbnb, TGI Fridays, and Kelly Services.

Other Useful Apps and Tools

You may be interested in some other remote work apps, that can help in various specialist ways. Here is a couple that will think fit the brief perfectly.

22. LastPass

LastPass is a freemium password manager that stores encrypted passwords online. The standard version of LastPass comes with a web interface, but also includes plugins for various web browsers and apps for many smartphones.

23. Loom

Loom is free screencasting software available via Chrome extension or a desktop app.  Loom allows you to record your camera and screen with audio. You can then download your video, embed it on your blog, or share it via social media or email, etc. There is a free version too.

Conclusion

Remote working is not a new thing but it has certainly gained momentum in the last few weeks, often not through choice. As you can see from our brief but informative guide, there are many, many options available often frighteningly similar. It’s a competitive market and every platform is desperate to catch this wave, so keep checking the prices and special promotional offers. Make the most of free trials, you know yourselves what you really need and what is essential; for your own work. There are opportunities in this new world of work, and you may find new possibilities and avenues out of desperation and necessity. These Apps aren’t just for now, they will continue into the future as the world keeps changing. Get on board.

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