Essential Toolkit: The Best Tools for Managing a Remote Company

With remote work on the rise, company leaders surely agree that effectively managing distributed teams can be quite challenging.

Luckily, by leveraging the right tools and best practices, you can build a productive and collaborative remote work environment.

In this comprehensive guide, we will explore the essential toolkit for managing a remote company covering communication apps, project management platforms, data security measures, HR solutions, sales and marketing tools, and more.

Introduction to Managing a Remote Company

Remote work has become increasingly popular, leading to the rise of digital nomads and remote teams. While this provides flexibility, it also comes with unique management challenges.

This article will provide an overview of the essential tools and strategies to effectively manage a remote company.

The Rise of Remote Work: Embracing Digital Nomads

With advancements in technology and shifting cultural norms, remote work has moved into the mainstream. An estimated 4.7 million Americans worked remotely in 2020. The remote workforce is expected to grow to 36.2 million people by 2025, representing a near doubling from pre-pandemic numbers.

This rise in remote work has given birth to digital nomads – remote workers who have the freedom to travel and work from anywhere. Embracing remote talent allows companies to reduce overhead costs and access a global talent pool. However, it requires adapting management strategies for distributed teams.

Remote Work Tips for Success

Managing remote teams comes with unique challenges. Here are some tips for success:

• Invest in collaboration tools like Slack, Zoom, and Asana to enable seamless communication
• Set clear expectations through documented processes and asynchronous updates
• Build trust and relationships through regular video calls and team check-ins
• Support work-life balance by avoiding rigid 9-5 schedules and encouraging self-care
• Measure productivity based on output rather than time logged or online activity

Following remote work best practices helps managers empower teams for independent success.

Remote Company Management: Challenges and Solutions

Common pain points in managing a remote company include:

• Communication barriers from time zone differences and asynchronous work
• Limited visibility into work progress or team member availability
• Technical difficulties from unstable internet connections or software incompatibilities
• Loneliness that comes with isolated remote work

This article outlines solutions in areas like collaboration software, project management platforms, communication protocols, and more.

By implementing the right tools and strategies, companies can reap the benefits of remote work while overcoming its hurdles.

What are the essential tools for remote work?

Remote work relies on technology to enable collaboration, communication, and productivity for distributed teams. Here are some of the most essential categories of tools:

Video Conferencing

Platforms like Zoom, Microsoft Teams, and Google Meet are critical for meetings, presentations, training, and more. Features like screen sharing, recording, and breakout rooms facilitate engagement.

Cloud Storage

Services such as Google Drive, Dropbox, and Box centralize files, documents, and other assets for access across locations and devices. Built-in collaboration features streamline remote work.

Project Management

Tools like Asana, Trello, and Jira give structure to workflows with task boards, timelines, dashboards, and notifications to align distributed teams. Integrations connect the systems teams already use.

Communication

Chat apps like Slack and Microsoft Teams enable persistent chat channels, private groups, threaded conversations, and more to discuss projects and ideas in real-time.

With the right essential stack of remote work tools in place, companies can work productively and securely regardless of location. The key is choosing solutions tailored to your teams’ needs and workflows.

What is the best practice for managing remote employees?

Managing remote teams requires establishing clear expectations upfront about communication norms, availability, and productivity metrics. Here are some best practices:

Set Clear Guidelines

Document guidelines for communication channels, response times, core hours for meetings/calls, and key policies. Ensure everyone understands expectations for collaboration and accountability.

Choose Effective Tools

Invest in tools like Slack, Zoom, and Asana to enable seamless communication and task management across locations. Integrate tools where possible for maximum efficiency.

Schedule Regular Check-ins

Set up 1-on-1s and team meetings on a consistent cadence to align on priorities, address roadblocks, and strengthen relationships. Short daily standups build camaraderie.

Track Goals and Results

Use tools like Jira to define and track OKRs, milestones, and success metrics. Celebrate wins big and small to keep motivation high.

Prioritize Company Culture

Foster social connections through remote coffee chats and virtual events. Keep culture alive by encouraging watercooler conversations and social channels.

With the right systems and culture of trust in place, distributed teams can thrive. Consistent, compassionate leadership is key.

Which two tools are most useful to remote employees and co workers?

When working remotely, having the right tools for communication and collaboration is essential. Based on the context provided, two of the most useful tools for remote teams are video conferencing and screen sharing software.

Video Conferencing

Video conferencing tools like Zoom, Google Meet, or Microsoft Teams allow for face-to-face communication regardless of location. Being able to see your colleagues helps build connections and have more natural conversations. Features like screen sharing and recording meetings are also extremely valuable.

Of the video conferencing options, Zoom stands out for its reliability, call quality, and extensive feature set including breakout rooms, polling, and whiteboarding. Zoom has become an indispensable platform for remote work.

Screen Sharing

Pairing a dedicated screen sharing tool like TeamViewer or Zoom with video conferencing amplifies productivity. Screen sharing lets remote teams collaborate on documents, presentations, or applications in real-time.

Having the ability to visually guide someone through a task or get instant feedback on work makes screen sharing a remote worker’s best friend. TeamViewer offers robust remote access and control functionality across devices while Zoom provides built-in screen sharing.

With the right video and screen sharing software, location becomes irrelevant. Remote teams can communicate and collaborate as efficiently as being in the same room. Investing in these tools pays dividends for a remote organization’s productivity and culture.

How do you manage a remote business?

Managing a remote business comes with its own unique set of challenges, but with the right tools and systems in place, it can be done efficiently and effectively. Here are some key tips for setting up and running a fully remote operation:

Choose the Right Communication and Collaboration Tools

Having robust communication channels is essential for keeping everyone aligned and working together smoothly. Some top tools to consider include:

• Video conferencing like Zoom or Google Meet for meetings and collaboration
• Team chat apps like Slack or Microsoft Teams for quick conversations
• Project management software like Asana or Jira to organize tasks and track progress
• File sharing and cloud storage through Box, Google Drive or Dropbox to access shared files
• Screen sharing tools like Zoom screen share or TeamViewer for troubleshooting issues and collaboration

Integrating these solutions early on ensures your team has clarity on projects and priorities.

Create Detailed Processes and Guidelines

With a remote team, you lose the ability to micromanage and watch over employees’ shoulders. That’s why having clearly defined guidelines, expectations, and processes is vital. Consider creating:

• A remote work policy covering your rules, culture, expectations, and more
• Documented systems and processes for communication, meetings, reporting, etc.
• Guidelines for availability and response times so issues don’t slip through the cracks

Having this infrastructure empowers your team to be self-sufficient and productive.

Focus on Output Over Activity

The key to managing remote employees is shifting your focus from monitoring activity to tracking tangible output and results. Set clear objectives and key results, then provide the autonomy for your team to determine how to best achieve them. Conduct regular check-ins on progress and course-correct quickly if things go off track.

With the right foundation in place, you can build a highly effective remote organization positioned for long-term success.

Communication and Collaboration Tools

Remote work relies heavily on communication and collaboration tools to connect distributed teams. Choosing the right apps and software can make all the difference in creating an engaging and productive work environment. Here we explore some top options for team chat, video conferencing, screen sharing, and AI assistants.

Best Team Chat Apps: Slack and Microsoft Teams

Slack and Microsoft Teams lead the pack when it comes to the best chat apps for remote teams.

Slack stands out for its wide range of integrations, allowing teams to centralize workflows by bringing other apps and services into Slack conversations and channels. Some highlights include:

• Robust API for custom integrations
• Native integrations with popular apps like Google Drive, Salesforce, HubSpot and more
• Flexible notifications and messaging options

Microsoft Teams is ideal for teams deeply invested in the Microsoft ecosystem. Benefits include:

• Tight integration with Microsoft 365 apps like SharePoint, OneDrive, Outlook and others
• Built on Azure for security and scalability
• Voice, video, chat and document collaboration features

Both tools allow for group and private conversations, file sharing, searchability, and more to keep teams connected.

Best Video Conferencing Apps: Zoom and RingCentral

Zoom stands out as an easy-to-use and reliable video meeting platform. Key features include:

• Virtual backgrounds, screen sharing and co-annotation
• Webinars and large meeting support
• Robust security settings
• Mobile app and desktop options

RingCentral offers an all-in-one phone and video solution designed for business. Benefits include:

• Cloud phone system with SMS/MMS, fax and audio conferencing
• Team messaging and HD video meetings
• Customizable roles and permissions
• Integrations with business apps like Salesforce, Office 365 and others

Together these platforms provide the video communication tools essential for connecting remote teams face-to-face.

Screen Sharing and Collaboration: Chrome Remote Desktop and TeamViewer

When it comes to accessing devices remotely and sharing screens between devices, Chrome Remote Desktop and TeamViewer are two leading options.

Notable features of Chrome Remote Desktop include:

• Cross-platform access between Windows, Mac, Linux and Chromebooks
• Easy remote assistance for troubleshooting
• Shared connections to allow multiple users to control a device

TeamViewer offers robust screen sharing perfect for IT support and online collaboration. Benefits include:

• Annotation tools for co-browsing and tutorials
• Remote device monitoring and management
• File transfer between devices or users
• Multi-platform with mobile device support

By enabling screen and device access remotely, these services facilitate collaboration for distributed teams.

Integrating AI Features and Chatbots for Enhanced Communication

Integrating AI features like sentiment analysis, task automation and natural language processing can help streamline communication for remote teams. Chatbots can serve as virtual assistants to handle common requests or workflows, reducing repetitive tasks.

For example, AI features in Slack and Teams can:

• Automatically translate messages between languages
• Suggest relevant files based on conversation context
• Summarize long messages and highlight key points

Meanwhile chatbots can:

• Facilitate new employee onboarding
• Field frequently asked questions
• Schedule meetings automatically

As AI and chatbots continue to advance, integrating these technologies will enable more efficient and meaningful communication for remote teams.

Project and Task Management Solutions

Project management software and task management platforms are essential for remote teams to stay organized and on track with work. Here are some of the best options:

Project Management Excellence: Asana and Jira Software Cloud

Asana and Jira Software Cloud are two leading project management tools that provide key features like:

• Task lists to break down projects into manageable pieces
• Due dates and reminders to keep everything on schedule
• File attachment and commenting to centralize all project communication
• Customizable workflows and boards to match each team’s process
• Powerful search and filtering to quickly find any project detail

These platforms help remote teams align despite physical distance. Their interfaces promote transparency on who is doing what and when.

Task Scheduling and Progress Tracking: Trello and Microsoft Planner

Trello’s Kanban boards give teams flexibility in managing tasks. Members can:

• Add cards for tasks and move them between lists as progress is made
• Set due dates, assignees, labels, and more for each card
• Comment and attach files to keep related info together
• Get notified when team members update a card

Similarly, Microsoft Planner provides a simple way for teams to:

• Create plans, assign tasks, and set due dates
• Update task progress for at-a-glance status visibility
• Receive notifications when team members modify plans or tasks
• Integrate with other Microsoft apps like Teams

Both Trello and Planner simplify task scheduling and progress tracking across a remote team.

Effective Use of Tables and Interfaces for Project Visualization

Tables and interfaces are invaluable for displaying remote project timelines, task status, and assigned resources.

For example, a Gantt chart interface can illustrate the schedule and dependencies of project tasks. Or a table view can list all deliverables with owners and deadlines.

Visualizing project components helps remote teams grasp scope and status despite distance. Interfaces also enable collaboration as members can leave comments and discuss right on the project visualization.

App Integrations: Streamlining Project Workflows with Zapier

A major advantage of web-based project management apps is their ability to integrate. This is where Zapier comes in – it can automate workflows by connecting project tools.

For instance, Zapier could:

• Create Asana tasks automatically when new Jira tickets are opened
• Sync Trello card updates into a Google Sheet for an overview of real-time progress
• Post Slack notifications when changes occur in Microsoft Planner

App integrations boost productivity by removing manual processes around project updates. Zapier gives remote teams back time to focus on the work.

With the right platforms, remote work enables project collaboration and transparency. The key is choosing tools tailored to each team’s needs and using integrations to connect them. This allows organizations to manage initiatives smoothly even when workers are distributed.

Data Management and Security Measures

Best Free Cloud Storage Apps: Google Drive and Box

Google Drive and Box offer secure cloud storage solutions for companies managing data remotely. Both integrate seamlessly with common productivity suites like Google Workspace and Microsoft Office.

Key features of Google Drive include:

• 15GB of free storage per user
• File versioning and easy rollback to previous versions
• Real-time collaboration on Docs, Sheets, Slides
• Advanced search capabilities

Key features of Box:

• 10GB of free storage per user
• Customizable user permissions for secure access
• Box Notes for real-time content collaboration
• Box Shuttle for large file transfers up to 100GB

For most remote teams, Google Drive provides sufficient free storage and collaboration capabilities. Box offers more advanced security controls on a per-user basis.

Enhancing Data Security: VPN Use and Best Practices

Using a virtual private network (VPN) is critical for securing sensitive company data accessed remotely. A VPN encrypts internet traffic, preventing snooping or interference.

Best practices when using a VPN:

• Require all remote employees to connect through an approved VPN provider
• Enable two-factor authentication on the VPN for additional login security
• Regularly update VPN software to the latest version
• Set up VPN routers with firewall protection enabled
• Create a separate guest network for visitors

Following these measures safeguards confidential data in remote work environments.

Remote Desktop Clients: Apple Remote Desktop and Chrome Remote Desktop

Remote desktop software allows remote management of other computers. Apple Remote Desktop and Chrome Remote Desktop are leading options:

Apple Remote Desktop

• Seamlessly integrates with Mac devices
• Supports screen sharing, file transfers, remote shell access
• Launch scripts and tasks across multiple devices
• Real-time monitoring of system stats usage

Chrome Remote Desktop

• Simple screen sharing from any Chrome browser
• Cross-platform support for Windows, Mac, Linux
• Mobile apps allow remote access from smartphones
• Free with no client software downloads required

These tools enable administrators to remotely troubleshoot issues, transfer files, and manage updates for a fleet of devices.

Encryption and Data Backup Solutions: Backblaze and 7­Zip

Protecting data requires both encryption and automated backups. Backblaze and 7-Zip provide simple solutions:

Backblaze

• Unlimited cloud backup for $6/month per device
• File versioning with 30-day history
• Backs up documents, media, system files
• Mobile app allows restoring files from anywhere

7-Zip

• Open-source file archiver with 256-bit AES encryption
• Compresses files to save storage space
• Encrypts confidential files before sharing or storage
• Supports integration with Windows File Explorer

Using both tools allows companies to securely encrypt, compress, backup, and restore critical data accessed by remote staff.

Human Resources and Remote Team Building

Employee Engagement and Feedback: 15Five and BambooHR

Employee engagement and feedback are critical for companies with remote teams. Tools like 15Five and BambooHR can facilitate this process.

15Five allows employees to provide weekly status updates and helps managers gather feedback. Some key features include:

• Customized surveys to gather employee feedback
• 1-on-1 meeting agendas to facilitate manager-employee discussions
• Pulse surveys to quickly gather employee opinions

Similarly, BambooHR offers performance management features to align employee goals and provide feedback:

• Set OKRs to align on objectives and key results
• Conduct performance reviews and provide feedback
• Track employee progress over time

Both tools encourage two-way communication between managers and direct reports in remote settings. This leads to more engaged and productive employees.

Building a Remote Company Culture: Confluence and Canvas

Confluence and Canvas help remote companies build culture:

• Confluence company wikis – Create spaces for employees to interact and share knowledge. Includes team pages, user profiles, and document collaboration.
• Canvas for culture mapping – Visualize company values, behaviors, and attributes that define culture. Guide employees on living the culture.

With both tools, companies can:

• Communicate norms and expected behaviors
• Encourage collaboration and bonding between distributed employees
• Preserve tribal knowledge that might be lost in remote settings
• Strengthen culture that might weaken with less in-person interactions

This facilitates a thriving remote culture. Employees feel aligned on company goals and values despite physical separation.

Recruitment and Onboarding: Leveraging AI for Talent Acquisition

AI is transforming recruitment and onboarding for remote teams:

• Chatbots screen applicants – Automates screening questions and schedules interviews. Saves recruiters time.
• AI analyzes resumes – Identifies qualified applicants by scanning resumes for required skills and experience.
• Onboarding bots guide new hires – Answers FAQs and shares resources via chat to smooth onboarding.

Benefits include:

• Reduced time-to-hire with automated screening
• Eliminates human bias by focusing on skills vs demographics
• Scales recruiting and onboarding as company grows
• Provides consistent candidate and new hire experience

AI enables efficient, unbiased talent acquisition for remote teams.

Password Management and Security: 1Password and Best Password Managers

Robust password management is essential for remote company security:

• 1Password – Securely stores passwords, credit cards, secure notes, and identity documents. Offers organization-wide password control.
• Best password managers – Dashlane, LastPass, and Keeper also provide password storage, auto-fill, and password generation with two-factor authentication for multiple users.

Benefits include:

• Ensures password security by generating and storing complex passwords.
• Saves time with auto logins rather than manually entering credentials.
• Offers organization-wide visibility into password hygiene.

With distributed employees accessing data remotely, password tools provide an extra layer of protection across the company.

Sales and Marketing in a Virtual Environment

Managing sales, marketing, and customer support can be challenging for remote teams. However, with the right tools, it is possible to streamline these essential business functions in a virtual work environment.

CRM Platforms for Lead Management: Salesforce and Microsoft Dynamics CRM

Customer relationship management (CRM) software like Salesforce and Microsoft Dynamics CRM centralize lead and sales data to improve organization and pipeline visibility. Key features include:

• Contact management: Store lead contact details and activity history in one place.
• Lead scoring: Automatically grade leads to focus sales efforts on hot prospects.
• Sales automation: Set up workflow rules to automatically progress leads through sales stages.
• Forecasting: Predict future sales to set accurate targets.

With a 360-degree view of leads, sales teams can better prioritize the most promising opportunities. CRM systems also provide detailed analytics to optimize lead conversion rates.

Marketing Automation for Campaigns: HubSpot and Marketo

Marketing automation platforms like HubSpot and Marketo allow teams to execute multi-channel campaigns at scale. Benefits include:

• Email marketing: Send targeted emails and nurture leads with automated workflows.
• Landing pages: Create customized pages to convert visitors into leads.
• Analytics: Track campaign metrics to identify the most effective strategies.

By coordinating complex campaigns from a central dashboard, marketers can improve productivity and demonstrate ROI. Integrations with CRM data also help segment contacts and personalize messaging.

Customer Support and Engagement: Zendesk and Chatbots

Providing quality customer support is vital, even for remote teams. Zendesk is a popular help desk system with features like:

• Multi-channel ticketing: Manage support requests from email, social media, chat, etc.
• Knowledge base: Document solutions for customers to self-serve common issues.
• Customer portal: Let customers access previous tickets and self-service options.

Additionally, AI-powered chatbots can handle common inquiries to resolve issues faster. By integrating Zendesk, chatbots, and CRM data, support teams can deliver personalized experiences.

Analytics and Reporting: Measuring Campaign Success

Understanding campaign analytics is key for optimizing remote marketing. Relevant metrics include:

• Lead generation: Number of new leads acquired.
• Lead quality: Conversion rate of leads to sales.
• Engagement: Open and click-through rates for emails.
• Traffic: Number of site visitors from campaigns.
• Conversions: Sales, sign-ups, downloads, or other goals.

By regularly assessing these KPIs, marketers can fine-tune campaigns and demonstrate marketing ROI to leadership. Tagging campaign links and integrating analytics tools enables accurate tracking.

With the right platforms, remote sales, marketing, and support teams can execute critical initiatives smoothly. The tools and best practices outlined empower distributed teams to function cohesively and productively.

Productivity Enhancers and Time Management

Remote work provides flexibility but can also present productivity challenges. Utilizing the best apps and techniques helps remote teams stay organized, focused, and efficient.

Best To-Do List Apps: Organizing Daily Tasks

To-do list apps like Asana, Todoist, and Microsoft To-Do help remote workers:

• Create tasks with descriptions, due dates, reminders, priorities, and assignments
• Organize tasks in different projects and lists
• Collaborate by sharing task lists with team members
• Integrate with other tools like email and calendars
• Track progress on task completion

Asana provides robust project management features beyond a simple to-do list. Todoist excels at individual and team task management. Microsoft To-Do seamlessly connects with other Microsoft productivity tools. Evaluate your needs to choose the best daily task organizer.

Note-Taking Solutions: Evernote and OneNote

Evernote and OneNote help collect, organize, and share notes across devices:

• Clip web pages, screenshots, documents, and more into structured notebooks
• Tag notes for quick searching by topic or project
• Share notebooks securely with teams and set editing permissions
• Available as desktop apps with robust mobile versions for on-the-go access

Evernote offers optimal search and automation with integrations like Slack and Zapier. OneNote provides superior formatting options alongside deep Microsoft suite integration. Both solutions sync seamlessly across devices for continuous access.

Time Management Techniques: The Pomodoro Technique and Best Pomodoro Apps

The Pomodoro Technique breaks work into 25-minute focus sessions separated by 5-minute breaks. This method helps avoid distractions and mental fatigue. Top Pomodoro timer apps include:

• Pomodoro Timer – Simple and customizable with statistics
• Forest – Gamifies focus sessions by growing a virtual tree
• Focus Keeper – Tracks Pomodoros across projects and generates reports

Pomodoro apps boost productivity and keep remote teams on track. The timed intervals encourage taking regular breaks to recharge.

Distraction-Free Writing: OmmWriter and iA Writer

Apps like OmmWriter and iA Writer create distraction-free writing environments:

• Minimalist interfaces remove all formatting tools and options
• Ambient backgrounds and typewriter sounds promote focus
• Export documents to various formats like PDF and Word

These writing tools boost concentration, quality, and efficiency. The simplified interfaces allow writers to fully immerse in their work.

Investing in productivity enhancers builds effective remote work habits. Dedicated apps and techniques empower teams to minimize distractions and maximize outputs.

Conclusion: Integrating Tools for Optimal Remote Management

Managing a remote company requires the right set of tools to enable collaboration, communication, and productivity across distributed teams. By integrating software solutions purpose-built for remote work, companies can operate smoothly and efficiently.

Here are some key tips for choosing and implementing tools to optimize remote management:

• Conduct a needs assessment – Evaluate your teams’ workflows, collaboration requirements, security needs, and more to determine the must-have features for your stack. Getting stakeholder input is crucial.
• Prioritize integrations – Seek tools like Zapier that connect software and automate workflows. Integrations stitch together systems, prevent duplication of work, and provide a seamless experience.
• Offer single sign-on (SSO) – SSO allows employees to access all tools with one set of credentials. This saves time and makes it easy for workers to navigate the tech stack.
• Provide training and support – Adoption ultimately determines the success of new tools. Give ample training resources and IT/tech support access to smooth the transition.
• Monitor usage and gather feedback – Check dashboard metrics in tools to ensure adoption and look for where processes can improve. Frequently collect user feedback to refine the tech mix.

Choosing complementary tools that play well together is key for managing distributed teams. An integrated best-of-breed software stack with training resources and IT support empowers the flexibility, productivity, and innovation needed to lead remote organizations.

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