10 Collaboration Tools for Remote Teams to Boost Productivity

1. Introduction

Working from afar is nothing new, but in light of the current pandemic, it has become the standard for many companies. Working remotely, however, has its own unique set of difficulties, particularly for teams that require close interaction to complete their tasks. Fortunately, there is a wide variety of communication solutions that can keep distributed teams connected and productive. This post will discuss 10 different collaboration tools that might facilitate and improve remote work.

1.1. Definition of remote teams

Teams of people who work together on a project despite being in different physical locations are called “remote teams.” Despite not being in the same physical location, they are able to collaborate efficiently because to the use of numerous online tools and platforms for communication and collaboration. In recent years, remote teams have gained popularity as technology has made it easier for employees to collaborate remotely, regardless of their physical location.

1.2. Benefits of remote teams

Thanks to technological improvements that have made it possible for people to operate remotely, remote teams have grown in popularity in recent years. Employers and workers alike can reap several benefits from this trend. Companies benefit from remote teams since they have more options in terms of hiring employees. Because of this, they have access to a considerably bigger talent pool than they would if they were restricted to only their own location. Because of the advantages of working from home, remote teams are also more efficient. With the flexibility to work from home or other locations, remote teams provide employees with a better work-life balance. This frees them up to spend more time with loved ones or pursuing interests outside of work.

1.3. Challenges of remote teams

There are various difficulties associated with managing a remote staff. Communication is a major obstacle. Misunderstandings may happen because of a lack of direct eye contact, which is essential for conveying nuance and purpose. Another difficulty is keeping the group united and focused. The psychological and emotional bonds between team members can weaken while they are physically apart. Finally, when team members are located in different time zones and on different schedules, logistics can become a real pain.

1.4. Importance of collaboration tools

Especially for distributed teams, collaboration tools are becoming fundamental to the modern workplace. The importance of good communication and teamwork has only increased with the growing popularity of working remotely. With the use of collaboration technologies, members of a team can work together effectively despite their geographical dispersion. They allow for real-time collaboration on projects, communication, and the exchange of ideas. The use of collaboration technologies not only increases output, but also boosts morale and participation within a group. This post will discuss 10 different collaboration technologies that might improve the efficiency and effectiveness of remote teams.

1.5. Overview of collaboration tools

Tools for working together are a must for distributed groups. They contribute to enhanced interaction, higher output, and smoother operations. Countless new collaboration solutions have emerged in response to the proliferation of remote work. Here, we’ll take a look at 10 collaboration technologies that can help distributed teams work more efficiently.

2. Communication Tools

When working in a distributed team, communication is crucial. Without direct contact, it’s crucial to have means of communicating clearly and effectively. In order to assist remote teams be more productive, here are ten collaboration tools:

2.1. Video conferencing

In order for distributed teams to successfully interact, video conferencing has become indispensable. Team members are able to interact face to face, which can lead to better communication and increased productivity. Virtual happy hours and other social gatherings are just the beginning of what video conferencing can do for distributed teams. Tools that allow team members to readily share ideas and refer back to earlier discussions, such as screen sharing and recording, can also boost productivity. When it comes to increasing productivity and maintaining a sense of unity among members of a distributed team, video conferencing stands out as a clear winner.

2.2. Instant messaging

Instant chat is a great way for distributed teams to stay in touch. Team members can now communicate and work together in real time. Teams may more efficiently collaborate on projects, debate ideas, and make decisions via instant messaging. Slack, Microsoft Teams, and Google Chat are just a few of the many IM platforms that are widely used by distributed teams. Group chat, file sharing, and interaction with other productivity apps are just some of the services offered by these platforms. Instant messaging facilitates communication and collaboration between members of a distributed team.

2.3. Email

When working remotely, email remains one of the most popular and reliable methods of communication. Team members are able to openly speak with one another and discuss things of significance. In addition to facilitating communication, email is a trustworthy record-keeping tool. Guidelines for when and how to use email, including expected response times and the use of descriptive subject lines to improve organization and searchability, can help remote teams make the most of this form of communication.

2.4. VOIP

Voice over Internet Protocol (VOIP) is a method of transmitting voice calls digitally over the internet. In recent years, this technology’s popularity has skyrocketed, especially among remote groups. Using VOIP, distant groups can talk to one another as if they were all in the same room. Because of its low price and ease of use, this technology is a must-have for distributed teams. VOIP is a flexible method of communication for distributed teams due to capabilities like call recording, call forwarding, and voicemail.

2.5. Project management software

Project management software can include a variety of communication capabilities to promote effective remote team cooperation. Team members may stay in touch and work together in real time with the use of tools like instant messaging, video conferencing, and file sharing. Remote teams can overcome the obstacles of distance and function as efficiently as if they were all in the same location by adopting project management software with robust communication tools.

3. Document Collaboration Tools

In order to maximize efficiency, distributed teams need reliable document collaboration solutions. Team members no longer have to resort to lengthy email chains or working with different versions of the same document thanks to these solutions, which facilitate real-time document sharing and editing. Google Drive, Dropbox, and Microsoft OneDrive are just some of the most well-liked options for teamwork on documents. With these programs, everyone on the team may work on the same documents in the same place at the same time. The document sharing features of other collaboration platforms like Trello and Asana make it simple to work together on projects and monitor development. Remote teams can improve efficiency and output by using these document collaboration solutions.

3.1. Google Docs

When it comes to sharing and collaborating on documents online, Google Docs is a top choice. It facilitates real-time document collaboration between distributed teams, facilitating idea sharing and development. Google Docs makes it simple for team members to collaborate on documents by editing, commenting, and suggesting changes; these interactions are all saved automatically. Because of this, it is useful for teams working apart who need to constantly collaborate on papers.

3.2. Microsoft Office 365

For distributed teams wanting to increase output, Microsoft Office 365’s range of document collaboration features is indispensable. SharePoint, OneDrive, and Teams allow distributed teams to effortlessly share, edit, and comment on documents in real time. SharePoint facilitates coordinated document management, and OneDrive gives team members private cloud storage and access. With Teams, members of a team can have real-time chat-based communication and document collaboration. The overall suite of document collaboration tools in Microsoft Office 365 helps distributed teams stay connected and productive.

3.3. Dropbox

When it comes to sharing and collaborating on documents, Dropbox is a top choice. It facilitates simple file sharing and access between team members at any time and from any location. Users can collaborate on documents in real time by using Dropbox to create, modify, and share files. Password protection and two-factor authentication are only two of the security tools offered by Dropbox to ensure the safety of your files. When it comes to document collaboration across distributed teams, Dropbox is a solid and user-friendly option.

3.4. Box

Remote teams can’t function as efficiently or effectively without document collaboration solutions. Some of the most helpful resources are as follows:

One of the most well-known cloud storage platforms is Google Drive, which enables groups to easily save, access, and edit many file types, including documents, spreadsheets, and presentations.

Two more cloud storage platforms that work well for distributed teams are Dropbox and Google Drive. File sharing, teamwork, and revision tracking are all possible with this tool.

Trello is a visual board that helps teams set priorities and manage their projects. It also has many tools for working together.

Asana is a popular project management platform that allows users to assign tasks to one another, leave comments on each other’s work, and share files.

Slack is a wonderful messaging platform for distributed teams. Group conversations, video calls, and file transfer are all possible with this tool.

Zoom (pronounced “zoom”) is a video conferencing technology that facilitates online meetings between groups of people. Screen recording and sharing are two other advantages it provides.

The seventh tool is Microsoft Teams, a platform for group communication that includes a chat room, video conferencing, and a shared file space. In addition, it works together with other Microsoft software, like Word and Excel.

In the eighth place, we have Notion, a platform for group work that includes a to-do list, a wiki, and a database. It works wonderfully for groups who need to store and exchange a lot of data.

The ninth tool is Evernote, a note-taking app perfect for distributed teams. It has note-taking capabilities, as well as reminders and to-do lists, which users may share with one another.

Basecamp is a project management and team communication application that includes calendars, to-do lists, and file sharing, to name a few of its many useful features. It’s perfect for distributed teams who need to maintain efficiency and consistency.

3.5. Zoho Docs

To facilitate real-time collaboration across distributed teams, Zoho Docs is a cloud-based document management system. Zoho Docs allows team members to collaborate on documents, spreadsheets, and presentations at any time, from any location. To guarantee that all users are working with the most recent version of each document, the platform provides tools like commenting, version control, and document locking. To further improve efficiency, Zoho Docs may be linked to other Zoho programs like Zoho CRM and Zoho Projects.

4. Virtual Whiteboard Tools

Tools like virtual whiteboards are crucial for distant teams to successfully communicate and collaborate. Team members may now communicate, collaborate, and generate new ideas in real time thanks to these tools. Teams may collaborate as if they were in the same room thanks to virtual whiteboards, increasing communication and productivity. Miro, Conceptboard, and Lucidchart are just a few examples of popular virtual whiteboard technologies. It’s possible to add sticky notes, make diagrams, and work together on documents with the help of these programs. Using a virtual whiteboard can help remote teams work more efficiently and effectively.

4.1. Miro

Miro is a popular choice as a virtual whiteboard for distributed teams. Miro is a visual collaboration and project management tool that allows teams to work together in real time on projects. The software has several useful functions, such as the ability to create sticky notes, mind maps, diagrams, and more. To further facilitate teamwork, users can import files from services like Google Drive and Trello. If your team works remotely and needs to keep organized and productive, Miro is a fantastic tool to use.

4.2. Conceptboard

Conceptboard is an efficient online whiteboard for real-time collaboration between distributed teams. Conceptboard’s user-friendly design facilitates collaboration by facilitating the exchange of ideas and information among team members. Digital sticky notes, sketching tools, task management, file sharing, and commenting are just some of the functions this program provides. Because of Conceptboard’s compatibility with other popular project management tools, such as Trello, Asana, and JIRA, it can be easily integrated into the workflow of any distributed team.

4.3. Stormboard

Stormboard is an adaptable digital whiteboard that facilitates real-time collaboration among distributed teams. Stormboard’s user-friendly interface and robust set of features make it a useful tool for teams engaged in ideation, project management, and progress monitoring. Mind maps, flowcharts, and sticky notes are just some of the organizational and visualization tools available on this platform. Stormboard also has integrated video conferencing and chat services, which facilitate conversation amongst team members while they work together on projects. Stormboard is a powerful and easy-to-use virtual whiteboard that is a great option for distributed teams.

4.4. Limnu

Limnu functions as a real-time collaborative whiteboard for distributed teams. Team members can share a same canvas, edit it collectively, and collaborate effectively by adding text, photos, and drawings. Limnu also has a chat option, so your team may talk and brainstorm together while using the whiteboard. Limnu ensures that distributed teams, no matter their physical location, can maintain constant communication and productivity.

4.5. Aww App

Aww App is a virtual whiteboard that facilitates real-time communication and collaboration among distributed teams. With Aww App, distributed teams may collaborate visually through drawing, writing, and ideation. The app’s user-friendliness and wide selection of annotation options—including pens, shapes, and text—make teamwork a breeze. The ability to share one’s screen through Aww App also facilitates team members presenting their thoughts and collaborating on projects. In sum, Aww App is a fantastic resource for distributed teams seeking to increase output and foster closer collaboration.