Remote collaboration is the essential part of modern teams’ daily work routine. More and more businesses embrace the remote style of work, discovering effective ways to collaborate across distances and time zones – the inevitable new normal.
To drill down into the topic, we’ve put together a detailed guide on the basics of collaboration for remote teams, introducing the best practices and highlighting how to make the most of them.
Why are remote collaboration tools so important? They help teams stay connected, manage tasks efficiently, and maintain smooth communication, no matter where team members are based.
In this article, we’ll cover:
- What remote collaboration tools are and why they matter
- A comparison of some of the best solutions available
- How to choose tools that align with your business needs
What Are Remote Collaboration Tools?
Remote collaboration tools are the backbone of modern teamwork, designed to help distributed teams stay connected, productive, and organized. These tools make it easier to communicate, collaborate on projects, and keep workflows running smoothly, no matter where team members are located.
Here’s what they typically offer:
- Video calls for seamless face-to-face communication
- File sharing to exchange documents, images, and other important resources quickly
- Collaborative document editing to work on files together in real time
- Task and project management to keep everyone on track and aligned with deadlines
- Meeting and event scheduling to coordinate team calendars
The tools mentioned above do more than just support remote work – they help teams work smarter, not harder.
👉 Remote collaboration tools are software solutions designed to help teams work together, even when they’re not in the same physical space. They offer features like video calls, file sharing, collaborative editing, and project management, making it easier to stay connected and productive from anywhere. Essentially, remote collaboration software bridges the gap created by distance, making teamwork possible from anywhere.
Why Do Remote Teams Need Collaboration Tools?
Collaboration tools for remote teams bring loads of benefits. Here is how they help:
- Productivity boost: clear task assignments and transparent communication help teams work faster and more efficiently.
- Global connections: remote work collaboration tools connect teams, bringing everyone into the same virtual workspace.
- Better transparency: centralized tools give everyone a clear view of tasks, reducing mistakes, minimizing misinterpretations and improving coordination
- Enhanced communication: instant chats, video calls, and meetings ensure everyone stays in sync
- Faster decision-making: real-time updates and collaboration eliminate delays and keep projects moving forward, as well as speeds up approvals and makes workflows more agile
- Flexibility and work-life balance: remote collaboration tools support more flexible schedules, which enables specialists to balance work with personal life easier
- Breaking communication barriers: Tools for remote teams help bridge gaps in communication caused by distance or time zones, minimizing misunderstandings and allowing clear and open communication
With the right tools, remote teams can collaborate just as effectively as if they were working side by side.
👉 Effective collaboration with remote teams requires the right remote team collaboration software and clear communication. Use platforms for video calls, messaging, file sharing, and task management to stay connected and organized. Set clear expectations, hold regular check-ins, and foster a culture of trust and transparency. With these practices, remote teamwork becomes smooth and productive.
Explore Our Use Cases for Remote Collaboration
Best Collaboration Tools For Remote Teams
Finding the right collaboration tools for remote workers can make or break the productivity of a remote team—let’s dive into the best options that keep teams connected, organized, and thriving no matter where they are located.
Remote collaboration tools for business
Instant Communication & Video Conferencing Tools
For quick communication and virtual meetings, tools like Zoom, Microsoft Teams, and Google Meet are top choices. These platforms make it easy to connect, whether for quick chats or full team video conferences. Zoom’s breakout rooms, Teams’ integration with Microsoft Office, and Google Meet’s seamless integration with Google Workspace are just a few of their standout features.
Project & Task Management
When it comes to organizing tasks, platforms like Trello, Asana, Monday.com, and ProofHub help teams stay on track. These tools allow you to visualize tasks, set deadlines, and assign responsibilities, making project management easier for remote teams. They’re ideal for teams that prefer a visual, flexible approach to managing work and tracking progress.
👉 Curious for a deeper dive into Project Management with Office 365? Check our detailed guide.
Collaborative Document Editing
For teams that need to work on documents together in real time, Google Workspace and Microsoft 365 are the go-to solutions. They offer seamless document sharing, editing, and collaboration, ensuring everyone stays on the same page and up to date.
Team Chats
For fast, real-time communication, Slack, Google Chat, Microsoft Teams, and Basecamp offer simple, effective chat solutions. These platforms allow team members to connect instantly, share updates, and maintain smooth communication throughout the workday.
Scheduling & Time Management
To keep remote teams coordinated, tools like Google Calendar, Microsoft Outlook Calendar, and the Virto Calendar App for Teams are essential. These apps make scheduling meetings, managing time zones, and sharing calendars effortless.
Among these, Virto Calendar App stands out for its versatility and focus on teamwork within Microsoft Teams. Unlike traditional calendar tools, Virto Calendar App allows you to integrate multiple shared calendars into one central view. It’s perfect for tracking team schedules, project timelines, and meetings in real time—all without having to jump between platforms.
The app also offers advanced features like color-coded categories, custom filtering options, and flexible permissions, so you can tailor your scheduling process to match your team’s needs. Plus, it’s built directly into Microsoft Teams, so everything you need is in one place—streamlining collaboration and saving valuable time.
If you’re looking for a calendar solution that goes beyond basic scheduling, Virto Calendar App is worth exploring. It’s not just a tool—it’s a way to make your team’s time management smarter and more efficient.
Find more insights in our earlier articles:
- Mastering Group Calendars in Outlook
- Easy Steps to Share Your Outlook Calendars
- How To Manage Multiple Calendars
Best practices & examples of how they boost productivity
Companies across various industries have tested a range of tools to overcome specific challenges. Here are some examples of how different businesses take advantage of collaborative tools for remote working to boost productivity and streamline their operations.
Zalando: The German e-commerce company uses Asana to manage their product development projects. Asana helps the company break down complex workflows into manageable tasks, making it easier for teams to collaborate on new product launches while maintaining clarity on deadlines and responsibilities.
IBM: IBM has embraced Google Calendar for managing schedules and meetings for their remote employees spread across the globe. With team members in various time zones, the calendar helps avoid confusion when booking calls and meetings.
Slack Technologies: Unsurprisingly, Slack uses its own platform for day-to-day communication. With channels dedicated to specific projects, internal discussions, and social activities, Slack keeps teams connected even when they’re spread out across the globe.
Accenture: This global consulting firm uses Microsoft Teams for both communication and project collaboration. Accenture teams leverage Teams to share documents, chat in real-time, and collaborate on complex client projects, all within one integrated platform.
Best practices of introducing remote collaboration tools:
- use shared calendars (eg, Virto Calendar App) to manage time zones and schedule meetings
- use communication tools (eg, Slack, Basecamp) for more than just chat—integrate them with other platforms for quick file sharing, task updates, and even automating routine communication
- promote real-time document collaboration tools to speed up the process of creating and revising documents (eg, Google Workspace)
- use project management tools to break large tasks into smaller, manageable steps and keep everyone updated on progress (eg, Virto Kanban Board)
Tool comparison
Here’s a quick breakdown of popular remote tools, covering categories like video conferencing, task management, document editing, and calendar apps:
Tool | Features | Pricing | Integrations | Support | Pros | Cons |
Zoom | Video conferencing, Breakout Rooms | Free & Paid Plans | Google, Slack | 24/7 Support | Easy to use, great for large meetings | Free plan limits meeting time |
Trello | Visual task management, boards | Free & Paid Plans | Google, Slack | Email Support | Intuitive, customizable boards | Limited features in free version |
Google Workspace | Docs, Sheets, Drive, Meet | Free & Paid Plans | Gmail, Slack | 24/7 Support | Easy collaboration on documents | Limited features in free plan |
Virto Calendar | Custom calendar views, Teams integration | Free & Paid Plans | Microsoft Teams | Email Support | Seamless Microsoft Teams integration | Free plan has fewer customization options |
Free remote collaboration tools
When you’re running a remote team, finding the right tools that don’t break the bank is essential. Luckily, many popular platforms offer solid free versions that cover a lot of the bases for team communication, project management, and file sharing. Here’s a closer look at some of the best free tools and what you get (and don’t get) with each:
- Google Workspace (Free Version)
What it is: Google Workspace is packed with tools like Google Docs, Google Sheets, Google Drive, and Google Meet—basically everything a remote team needs to collaborate.
What you miss out on:
- Storage: You get 15GB of free cloud storage, which sounds decent, but it’s shared across Gmail, Google Drive, and Google Photos. So, if you’re dealing with lots of large files, you might run out pretty quickly.
- Support: No 24/7 customer service in the free plan. If something goes wrong, you’re left to figure it out yourself.
- Advanced features: Things like custom email domains and enhanced security controls are locked behind the paid plans.
- Trello (Free Plan)
What it is: Trello is a super simple project management tool that works like a digital bulletin board. You can create boards for different projects, add tasks (cards), and assign them to team members. Great for keeping tasks organized and tracking progress, especially if you prefer a visual approach.
What you miss out on:
- Integrations (Power-Ups): The free version lets you use just one Power-Up per board, so if you want to integrate with tools like Google Drive, Slack, or Calendar, you’re limited to only one per project.
- Automation: The free plan restricts you to just one automation command per board, which might not be enough if you need to automate regular tasks.
- Storage: The file upload size is capped at 10MB per file, which might be a problem if you’re working with larger documents or media.
- Microsoft Teams (Free Version)
What it is: Microsoft Teams is one of the most popular collaboration platforms for remote teams. The free version gives you unlimited chat, 1:1 calls, file sharing, and access to Microsoft Office tools (like Word, Excel, and PowerPoint).
What you miss out on:
- Meeting limits: For group video calls, you’re limited to 60 minutes. Once that time’s up, you’ll need to start a new meeting, which can be annoying during longer discussions.
- Storage: You get only 2GB of personal storage and 10GB of shared storage, which can run out fast if you’re sharing lots of files.
- Admin features: The more advanced administrative tools (like managing users and customizing app policies) are only available in the paid versions.
- Virto Calendar App for Teams (Free Version)
What it is: If you’re using Microsoft Teams and need a better way to manage your calendar, Virto Calendar adds extra features like shared calendars and event scheduling directly inside Teams.
What you miss out on:
- Limited features: While you can use the basic calendar tools, you don’t get the more advanced options like multi-calendar views or detailed event customization.
- Customization: You’re stuck with only the most basic settings for customizing how your calendar looks and behaves.
- Support: Like most free versions, there’s limited access to support, and you might need to upgrade to get help with technical issues.
How To Choose The Best Remote Collaboration Tools?
Undoubtedly, choosing the right remote team collaboration tools may feel challenging with so many options out there. However, focusing on a few key factors can help you make the best decision for your team’s needs. Here’s how to approach it:
1. Spot Your Team’s Needs
Before diving into any tool, it’s crucial to understand what your team really needs. Ask yourself:
- What tasks does our team need to collaborate on? Are you mostly sharing files, managing projects, or holding video meetings?
- How many people will be using the tool? A team of 5 will have different needs than a team of 50 or 500.
- What level of security is required? If your team handles sensitive information, you’ll need tools with advanced security features.
2. Compare Features
Not all collaboration tools are created equal. Some tools shine at video calls, others are great for managing tasks, and some are built for document collaboration. When comparing tools, look at:
Core Features: Does the tool offer what you need—chat, video calls, file sharing, etc.?
Ease of Use: Is it easy to get started with, or will your team need a lot of training?
Collaboration Features: How well can your team work together on documents, tasks, and projects? Look for real-time editing, task assignment, and commenting features.
Prioritise your teams’ needs and comfort and do not hesitate to rule out tools that are overly complicated or don’t meet your core needs.
3. Integrate Other Tools
For most teams, using one collaboration tool is never enough. You’ll probably need it to work alongside other software your team already uses, like CRM systems, project management tools, or time tracking apps. Make sure the tools you choose can integrate seamlessly with the platforms your team is already familiar with. The more integration options, the better—especially for automating tasks and avoiding duplicate work.
4. Consider Budget
Cost is always a factor. Look at the pricing models of the tools you’re considering:
- Free versions: Are they enough for your team, or will you need to upgrade?
- Paid plans: What are the key differences between the free and paid versions? Is the extra cost justified by additional features, storage, or support?
Don’t forget to factor in whether the tool offers flexible pricing for growing teams or the ability to scale as your business expands.
5. Take Trial Period
Most collaboration tools offer a free trial or a demo, and this is the perfect opportunity to test out the tool before committing. Use this time to:
- See how well the tool integrates into your team’s daily workflow.
- Get feedback from your team on whether the tool is user-friendly and meets their needs.
- Identify any issues that might arise, such as security concerns or compatibility with existing tools.
This step is crucial, as it gives you a real feel for how the tool works in practice, and whether it’s a good fit.
Improve Your Team Collaboration with Virto Apps
Virto Calendar
Consolidate events from SharePoint, Exchange, Google, and more into one calendar view for simplified planning.
Virto Kanban Board
This tool transforms team collaboration through visual task management for consistent stage-by-stage progress.
Gantt Chart
Crafted for clarity and control, it offers a comprehensive timeline view that keeps your project checkpoints aligned.
6. Implement Tools Gradually
Once you’ve chosen the best tool for your team, the next step is getting everyone on board. Here are some tips for smooth implementation:
- Train your team: Offer training sessions or resources to get everyone up to speed quickly.
- Set clear guidelines: Define how the tool should be used within your team—whether it’s how to organize projects in a task manager or how often to check in on a team chat platform.
- Monitor and adjust: After the tool has been in use for a while, check in with your team to see how it’s going. Are there any roadblocks or issues? Adjust the way you use the tool if needed to get the most out of it.
Challenges and Issues with Remote Collaboration Tools
Using remote team tools looks picture-perfect – until the reality of some common issues hits. While these tools are designed to improve teamwork, they often come with their own set of challenges. Here’s a look at some of the most common problems and how to deal with them:
1. Technical Issues
Tech problems are often the biggest headache when it comes to remote collaboration. You might run into things like:
- Connection issues: Slow or spotty internet can ruin a video call or cause files to upload at a snail’s pace.
- Device compatibility: Some tools just don’t play nice with every device or operating system. It can be frustrating when a team member can’t access the tool from their device, especially when everyone’s working on different platforms.
- Cybersecurity risks: With so much data moving online, cybersecurity is a real concern. Tools may not always be fully secure, leaving your team vulnerable to hackers or data breaches.
- Lack of data protection: Some tools might not offer the level of encryption and privacy your team needs, exposing sensitive company information.
How to Solve It:
- Make sure your team has a stable internet connection, and encourage them to use updated devices.
- Choose tools that are known for their cross-platform compatibility and high security (like end-to-end encryption).
- Regularly update software and train your team on best cybersecurity practices, like using strong passwords and multi-factor authentication.
2. The Human Factor
While technology can bridge the physical distance between team members, it can also create emotional and psychological distance. Some issues include:
- Lack of personal interaction: Working remotely means less face-to-face communication, which can lead to feelings of isolation or disconnection between team members.
- Tool overload: With so many platforms available, it’s easy for teams to end up with too many tools, leading to confusion and inefficiency. Too many notifications or channels can quickly become overwhelming.
- Distractions and burnout: Constant pings from messages or meetings can distract employees and make it hard to focus. Plus, working from home can blur the lines between work and personal life, causing burnout.
How to Solve It:
- Schedule regular video calls or virtual team-building activities to maintain personal connections.
- Use tools that offer flexibility, like task managers that keep things organized but don’t overwhelm your team with too many alerts.
- Encourage employees to set boundaries, like “do not disturb” hours, to help separate work from personal time and prevent burnout.
3. Learning Curve and Adaptation
New tools often come with a learning curve, and this can be a barrier to smooth collaboration:
- Training and adaptation: Some tools have complex features or require new workflows, meaning your team will need time to get comfortable.
- Resistance to change: Not every team member will be excited about switching to a new platform or tool, and some might resist adopting new ways of working.
How to Solve It:
- Invest time in onboarding and training your team on how to use the tools effectively. Many tools offer tutorials or customer support to help with this.
- Encourage an open-minded approach to change by explaining the benefits of the new tool, and involve team members in the decision-making process.
- Give specialists time to adjust and make sure the tools are user-friendly. If the team struggles, it may be worth reconsidering the tool in favor of something simpler.
Wrapping Up
The way teams collaborate has transformed, and tools for remote collaboration now play a central role in keeping workflows seamless and communication clear. But it’s not just about having tools—it’s about having the right remote collaboration solutions. Choosing the software that fits your team’s specific needs can boost efficiency, reduce friction, and bring your people closer, no matter where they’re working from.
Selecting the right remote collaboration tool is crucial, though. It’s not just about picking any tool—it’s about finding one that aligns with your team’s needs. This is where tools like Virto Calendar App shine, making scheduling and meeting planning within Microsoft Teams smoother and more efficient. Its ability to centralize and simplify planning ensures no detail falls through the cracks—something every team can appreciate in a busy, multitasking world.
Ready to take the next step? Virto Calendar App could be the solution you didn’t know you needed to fine-tune your scheduling process. And if you’re still exploring options, dive into resources like comparisons of top tools or guides for implementing collaboration solutions effectively. The tools you pick today could be the game-changer for your team’s success tomorrow.
👉 Looking to learn more about making remote collaboration seamless and productive? Don’t miss our other articles that cover everything from effective scheduling to enhancing team communication.