The most effective remote teams are connected, collaborative, and constantly communicating.
But what tools do you use to make sure your team is getting the job done?
In this blog post, we’ll explore some of the best collaboration tools for remote teams.
Free Collaboration Tools For Remote Teams
Many are calling 2022 the year of working from home. That being the case, it’s essential that you have the right remote collaboration tools. We’ve taken the liberty of listing out 15 of the best tools that you can use when collaborating remotely.
We would’ve made this a list of 30-50 tools but we know that you don’t have the time to read a 5,000-word long article. While the coverage may not be as wide as a 50-tool roundup, we’re confident that the solutions featured here will be of great use to our readers.
The tools on the list are a compilation of tools that we use personally as well as some suggestions from our readers. If you feel like we missed any, then be sure to tweet at us and share some of your favorite online tools with the hashtag #RemoteCollab.
Without further, let’s get right into it!
1. Monday.com
Monday.com is one of the top project management solutions currently on the market. Despite being newer than some legacy platforms, it has quickly become a favorite for those who work remotely due to its rich feature pool and overall versatility.
It’s worth noting that Monday isn’t the cheapest project management software, but what it lacks in affordability it makes up for in function. If your team isn’t too large then the pricing should still be within reach. A team of five will pay $49/month on the basic plan.
2. ProofHub
Despite the fact that Monday.com is arguably the best project management in terms of features, there are some businesses that are too large to afford such prices. This is where a solution like ProofHub would be ideal.
ProofHub charges a flat subscription fee for the whole team. Once you’ve paid it, you can add as many users as you want. The essential plan will cost you $50/month while the ultimate control plan will run you twice as much at $99/month.
Tip: you can get a 10% discount on the monthly price if you let ProofHub bill annually.
3. Instagantt
Not everyone needs a full-scale project management suite. In fact, feature overload can even make the learning curve steeper for more users. If you’re looking for a user-friendly Gantt chart solution then Instagantt is the software for you.It comes with essential features such as timelines, subtasks, and version tracking.
Instagantt even lets you add clients to the chart in a read-only fashion so that they can keep track of the progress without accidentally editing any important information.
4. Trello
Of course, no remote collaboration list would be complete without Trello — the king of Kanban boards. Trello is one of the simplest ways to collaborate and keep track of who’s doing what in a specific project. Teams that don’t need bells and whistles tend to favor its minimalistic style.
One reason why Trello is so popular is that it’s free to use and doesn’t put non-paying users under strict limitations. In fact, those on the free plan will be able to create as many boards as they want without committing to a paid subscription.
5. Chanty
Chanty is a popular pick for those who want a team chat solution that’s both simple and intuitive. A neat feature that you’ll find when chatting is that you have the ability to turn any message into a task and assign it to an individual in the group.
Developers also tend to favor the platform since it supports code snippets. This saves a lot of time since devs who are using the tool will be able to share their latest scripts directly through the team chat without having to upload it to a third-party platform beforehand.
6. Todoist
Todoist is another great tool that focuses on simplicity and user-friendliness. Our favorite thing about Todoist is the fact that you can use it on virtually any platform. Your account syncs automatically across devices, enabling worry-free usage regardless of what platform you’re on.
Personally, we use the Chrome extension and the Android widget. The fact that Todoist is never more than a couple of clicks or taps away makes it very convenient to use. The business plan only costs $5/month for each user and lets you add up to 50 people to a single project.
7. Zoom
Ever since working from home became the new norm, Zoom has seen a giant spike in its user growth. That’s not to say that it wasn’t popular before the societal shift since it’s been an industry leader in the video conferencing space for years.
The free plan of Zoom is pretty forgiving of users who don’t want to upgrade — with the only main limitation being a 40-minute time limit on group meetings. One-on-one meetings have no such time limit though, regardless of which plan you’re on.
Tip: Zoom’s enterprise plan only costs $1/month for each host if you have 1,999 hosts or more.
8. Nextiva
Speaking of online communication, let’s take a detour over to the VoIP space. Collaborating really comes down to being able to stay in touch with coworkers — but this can be tricky when working remotely.
For only $22/month you can use the Nextiva mobile app to make unlimited calls to anyone in the US and Canada. You can also have audio conference calls that will help you run group projects from the comfort of your own home.
9. HelpCrunch
Collaboration is far easier when everything is on a single platform. That’s why we recommend HelpCrunch for remote teams who want to communicate with their customers on all platforms. This saves you from having to hop between half a dozen different apps just to reply to tickets.
Prices start at $15/month for each team member that you add. That being said, we’d recommend that you go for the premium plan at $25/month since it lets you add your own custom branding to the platform. Teams with 20 or more users can take the enterprise route.
10. G Suite
If we’re talking about raw functionality in the context of remote collaboration then nothing beats G Suite. Whether you’re using Docs, Sheets, or Forms, it will be significantly more convenient to collaborate with those on your team if G Suite is the center of operations.
You can even use G Suite to set up company email addresses that end with your web domain. This will boost your credibility when emailing prospects. At only $6/month for each user, G Suite is an absolute steal.
11. Better Proposals
Getting legally binding digital signatures is no easy task, and without it, clients could run out on you after the work is completed. Fortunately, Better Proposals offers a robust and affordable solution for companies of all sizes.
There are three plans but we’d recommend the premium tier since it only costs $49/month. Those on the premium plan can add up to three users and send 50 proposals per month to their clients. Those who send proposals en masse may want to consider the enterprise plan.
Tip: those on the premium plan can add project management integrations to Better Proposals.
12. Airfocus
Roadmaps can help you take your remote collaboration to the next level. Airfocus lets you create roadmaps in Kanban and timeline styles. It also makes sharing super easy and even lets you choose which areas of the board you want the recipient to see.
You can add an unlimited number of viewers to your roadmaps which is why this solution is so ideal for companies with a large client base. Prices start at $29/month but you can also get in touch with the Airfocus sales team if you want to explore their enterprise options.
Tip: install the Airfocus Chrome extension to add items in just a couple of clicks.
13. Toggl
Time tracking tends to be trickier when you’re not physically in the office. Luckily, software like Toggl removes that obstacle so that you can seamlessly collaborate with your coworkers while still keeping track of your billable hours.
You can create a different timer for each project so that you know how much each client owes you and which projects you spent the most time on. We’d advise creating an extra timer to track how much time you spend working out since exercise can stave off heart and lung diseases.
Tip: getting the premium plan will make setup easier since Toggl will send you a consultant.
14. GitLab
GitLab prides itself on being an all-in-one DevOps platform that provides essentially every feature that developers need. Those using a free subscription will get a monthly allowance of 2,000 CI pipeline minutes per group which is enough for most teams.
If all you’re looking for is a solid project issues board then you won’t really need to upgrade beyond the free plan. However, those looking for extended functionality such as roadmaps, merge approvals, pipeline graphs, and container scanning should consider an upgrade.
15. Mailtrap
The last tool that we have on this list is Mailtrap. What exactly is Mailtrap, you ask? It’s a fake SMTP testing server that lets you put your emails through a trial run before sending it out to real customers.
It also uses its algorithm to rank your emails and give them a spam score. A lower spam score means your emails are less likely to get caught by spam filters. If your email has a high spam score then Mailtrap will advise you on how to improve it. Lastly, it has an eternal free plan.
Conclusion
As you can see, there’s a wide variety of remote collaboration tools that you can choose from. Working from home is easier than ever been before thanks to the valiant efforts of the software community. We hope that this list has benefited you in some capacity.
There are still countless collaboration tools out there that we’re yet to cover so be sure to let us know if you’d like to see a sequel article. If you ended up using one of the tools on this list then be sure to share the piece with a friend or two and pay the help forward.
Collaborating will be far more efficient for everyone once they have the right solutions for the job. That’s all for now but we hope you have a great experience while working remotely and use your newfound free time in productive — not to mention healthy — ways.
best communication tools for remote teams
As remote work evolves, the friction that comes with distributed work should become less painful, not more.
It shouldn’t take 20 minutes trying to find a conversation you had with a co-worker a few weeks ago in one of 50 channels. Remote work is becoming permanent, and there are better communication tools now in place.
“COVID-19 has broken through cultural and technological barriers that prevented remote work in the past, setting in motion a structural shift in where work takes place,” McKinsey Global Institute shares in an article. Remote or hybrid work is the new normal for many.
“According to FlexJobs’ 10th Annual Survey (conducted between July and August 2021), 58% of respondents report wanting to be full-time remote employees post-pandemic, while 39% want a hybrid work environment.” Totaled together, that means 97% of workers are seeking some form of remote work. Read more here about the new hybrid working model.
High Fidelity’s team has worked remotely for years now, and we’ve experimented with many popular communication tools out there. While there’s a few that can actually make remote work more challenging, we’ve used a few tools successfully and find that they can make distributed work easier.
The 10 Best Communication Tools for Remote Teams in 2022
The best collaboration tools for remote teams are fresh, innovative, and support simple but meaningful communication. They offer advanced virtual and audio capabilities. With these tools, you can seriously limit friction that comes with remote work, such as messaging fatigue, communication lag, and virtual clutter.
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- Zoom
Zoom is a web videoconferencing platform that a lot of teams use to hold meetings. It’s one of the better substitutes for face-to-face interactions, and it’s free to get started. You can also record and store meetings.
Features:
Videoconferencing + in-conference chat
Screen-sharing
Call recording
Best For: Zoom is ideal for distributed and in-house teams that require larger conferences, webinars, or meetings.
Pros: With Zoom, you can create custom meeting links, host webinars, and hold larger conferences.
Cons: Users say that there are notable glitches in recording and playback, as well as occasional low video and audio quality.
Cost: $14.99 – $19.99 monthly
CommunicationToolsForRemoteTeams
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- Microsoft Teams
Microsoft Teams, which is similar to Slack, is a collaborative communication tool where you can chat, create channels, and run your day-to-day correspondence.
Features:
Integrations with other Microsoft tools
Chat and messaging
Audio calling
Meeting scheduling (links to Outlook)
Best For: Microsoft Teams works well for companies and startups that primarily use Microsoft products and need one central messaging app.
Pros: Users love that Microsoft Teams integrates with MS 360, making it easy to keep everything connected.
Cons: However, Microsoft Teams is difficult to use alongside any tool that isn’t by Microsoft, such as Google Docs.
Cost: Free to sign-up
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- Google Hangouts
Google Hangouts is a popular platform for communication. It’s easy to start using, especially if you’re already using Gmail and other Google Apps.
Features:
Messaging and video calls
Google application integrations
Best For: Google Hangouts is a good instant messaging tool for all team sizes, in-house or remote.
Pros: Since Hangouts integrates with most Google apps, you can access it right in your Gmail inbox. Many users have it for professional and personal use, installing it as a plug-in on desktop and downloading the app to their phone.
Cons: Hangouts is too similar to instant messaging or texting and is only designed for casual conversations.
Cost: Free to sign-up
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- Slack
Slack, one of the best communication tools out there, is known for its intuitive UX. Many teams use it as a virtual HQ, and where they primarily share files and integrate tools.
Features:
One-line messaging
Ability to use integrations and plug-ins
File-sharing
Create separate channels
Best For: Slack is a great tool for all team sizes, whether they are working in-house or remote.
Pros: Slack has a sleek, modern interface that users love. It’s easy to install and get started with. You can add apps and integrations such as Zoom, Github, and Google Drive. Teams can also create channels for everything from marketing communication to somewhere to share memes.
Cons: Slack is designed for one-line-at-a time communications, so users get overloaded with messages, experience notification fatigue, and important context is lost.
Cost: Free to sign-up
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- GoToMeeting
GoToMeeting is a web conferencing tool specifically built for business. Users can collaborate effectively with clear audio, visual, and on-screen drawing tools, then later, use automatic transcripts for meeting notes.
Features:
Video conferencing with 25 high-definition video feeds per session
Chat
Toll-free calling
Personal meeting rooms
Best For: GoToMeeting works for all team sizes, in-house or remote.
Pros: GoToMeeting is designed for companies, so it’s great for meetings. One of their newest features, Smart Meeting Assistant, also transcribes calls automatically.
Cons: Users report sporadic issues with audio and inconsistencies between using GoToMeeting on Macs versus PCs that can add complications for users.
Cost: $14 – custom pricing
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- Basecamp 3
Basecamp (version three), is a massively popular project management tool. It’s great for large teams with a lot of ongoing projects and tasks.
Features:
Task management
Chat and messaging
File sharing
Document management
Milestone tracking
Best For: Basecamp 3 is a good fit for medium to large teams working in-house or remotely.
Pros: If you need to improve your team’s ability to organize projects and provide updates on deliverables, Basecamp is great for managing milestones and tracking timelines.
Cons: Users report challenges with transferring and maintaining documents.
Cost: $99/month
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- Dialpad (Previously UberConference)
Dialpad is a minimal videoconferencing tool for teams that need a no-frills, easy to use platform.
Features:
Conference calling
Screen-sharing
Record and playback
Mobile access
No pins required to join calls
Best For: Dialpad is good for both mid-size to large in-house and remote teams.
Pros: The platform is intuitive to use. You can easily to log on and start a meeting right away.
Cons: Users report that there can be connectivity issues, such as screen-sharing not working properly. You also must use Chrome to screen-share.
Cost: $15/month
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- FreeConference
Similar to UberConference, FreeConference is a pretty straight-forward web conferencing tool. You can get a link and join a meeting immediately, which makes it an ideal tool for people looking for something simple.
Features:
Conference and video calls
No hidden charges
Best For: FreeConference is a useful resource for small teams and freelancers.
Pros: For users that want a no fuss web conferencing tool, FreeConference is a good fit. You can log in and launch a meeting for free.
Cons: If your team needs something more robust, FreeConference will be too limited with features.
Cost: Free
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- Join.me
Join.me is another straight-forward web conferencing tools with minimal features. You don’t need to download any software — log in from your web browser and get started.
Features:
Easy conference and video calling
Screen-sharing
Customizable URL and background
Best For: For small to mid-sized teams, Join.me is a decent option.
Pros: Join.me is simple to use and has an intuitive interface, so no training or onboarding is needed.
Cons: Users report that there are issues with video and audio, and the tool is difficult to integrate with Google Calendar.
Cost: $12/month for lite
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- Gather
Gather is a video chat platform designed to make virtual interactions more human. It is browser-based.
Features:
Users are able to build their own customized spaces
Whiteboards and shared documents
Games are available to play with your team
Best For: Smaller to medium sized teams who want to really connect and collaborate in a virtual space together.
Pros: Easy to have impromptu meetups with colleagues in your virtual space together, or enjoy happy hours. “Easily pop over to your teammate’s desk to ask a quick question or just say hi.”
Cons: Some reported audio breaking up, and customization being difficult.
Cost: Free up to 25 participants, then between $2-7 based on user or time period.
What Will the Best Communication Tools in the Future Sound Like?
All of these communication tools are fine for remote teams that want to stay connected, although none are a perfect substitute for the kind of fluid conversations that happen in an office.
Thankfully, as remote work evolves, so is technology — and now there is one specific component that could be integrated into many of the above platforms (and more) that would your team feel like they’re actually in the same room.
And what is that component? Spatial audio.
“Popularized by the rise of virtual reality, spatial audio is the technique whereby sounds are processed to make them appear to come from their real location in space.” Read more about spatial audio technology here.
More importantly… why does that matter? As spatial audio mimics sound in real life, it actually decreases cognitive load while improving speech intelligibility. It turns out that Zoom fatigue can be lessened when video is turned off, too — making (immersive) audio all the more important.
And how close is it to becoming widely used? Very. Companies like Apple, Netflix, Amazon Music, and Clubhouse already support it.
Conclusion
Let us know your thoughts in the comment section below.
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