The past few months have seen a seismic shift in the way many of us live and work, as the coronavirus crisis has forced many businesses and teams to work remotely. While managing and staying connected with a remote team can be challenging, it is possible with the right tools. In this article, we explore the essential tools you need to successfully adapt to remote work during this new normal.
1. Understanding the Remote Work Environment
As the world continues to adjust to work from home environments, it is imperative to identify essential tools to effectively transition. There are numerous tools available that will help keep teams connected, informed, and productive.
- Video Conferencing Platforms – These platforms enable teams to stay in contact by allowing for face-to-face interactions with colleagues across distances. Tools such as Zoom, MS Teams, and Google Hangouts can be used to hold virtual meetings, conferences, and lectures.
- Collaboration and Project Management Software – With remote work comes the need for even better collaboration and improved communication. Tools such as Monday.com, Asana, Basecamp, and Slack help facilitate this.
- Time Tracking and Scheduling Software – When working remotely, it is important to have clear and concise expectations. Time tracking and scheduling software like Toggl can be used to create efficient schedules, and effectively manage time and tasks.
- File Sharing Solutions – These platforms give employees access to documents and other shared materials. Companies such as Dropbox, OneDrive, and Google Drive enable teams to collaborate in real-time on documents stored virtually.
- Content Creation Software – Being able to create digital and physical content easily is important for effective remote work. Tools like Canva, Mural, and Adobe Creative Cloud can help create engaging content that can be used for marketing or team communication.
The tools above are only a few of the options available for teams opting to work remotely. Researching the best solution for each organization is key to ensure the most productivity and the least disruption.
2. Establishing a Productive Home Office
- Furniture and Home Office Supplies
When adapting to remote work, having the right furniture and home office supplies can make all the difference. Invest in an ergonomic chair and desk that fit your body and help support your posture. With laptop choices growing more advanced and affordable, you may want to consider having one that can give you the added versatility for larger monitors. Make sure to also stock up on stationery, printer paper, files, and other basic supplies.
- Upgrading Your Tech Infrastructure
By having the right tech infrastructure in place, you can remain productive and collaborative in remote work. Invest in a quality WiFi router to get strong internet connection and reduce dropouts. With audio and video conferencing having become a necessity, having a high-quality webcam and a headset with a microphone is key. For additional audio enhancement, a noise-canceling microphone or an external USB audio card and mixer can be great investments.
- Digital Workspace Organization
Arrange your workspace digitally in a way that works best for you. This includes setting up a cloud storage that grants remote access and can be used to share files with your remote team. Use task-management tools to stay organized with deadlines and tasks and consider digital calendar solutions to stay up-to-date with schedule changes. Use a password manager to store and generate complex passwords and a VPN to encrypt data and protect online privacy.
- Collaborative Tools
For businesses to succeed in the digital world, the need for collaboration is essential. This includes using a unified communications platform and chat software to stay connected with colleagues. Consider frameworks like Zoom and Skype to enable face-to-face communication with video calls, while Slack, Microsoft Teams, and Google Applications can help collaborating teams to stay connected.
3. Making Remote Collaboration Easier
1. Videoconferencing: Many videoconferencing tools have emerged over the past few months, allowing us to stay connected with clients, colleagues, and partners and maintain the live and interactive communication we’re used to in an office setting.
The most popular tools are Zoom, Webex, and Microsoft Teams. Each one offers different features and has various advantages. Make sure to do a thorough research on each one in order to find the one that suits your needs best.
2. Cloud-Based File Sharing and Storage: Moving team files to the cloud allows members to access, share, and collaborate on projects online from different locations. This is a great way to improve workplace efficiency and send and receive large files quickly and securely.
Some of the most popular cloud-based file sharing and storage tools include Dropbox, Google Drive, and OneDrive. When choosing a cloud storage software, make sure to consider the size and speed of the files you want to store and whether you need extra security features.
3. Project Management: With so many of us now working remotely, having a reliable project management platform is essential. Knowing who is responsible for what, setting deadlines, and staying on track is vital for the success of any project.
There are many project management tools that can help teams stay organised and productive when working remotely. Some of the most popular are Trello, Asana, Basecamp, and Jira.
4. Time Tracking and Invoicing: Remote workers need tools that help them track time spent on various projects and tasks. Time tracking software is also necessary for generating invoices for clients. Some of the most popular tools include Harvest, Toggl, and FreshBooks.
4. Effective Communication Across Time Zones
Time Zones
Since remote work has become the new normal across different industries, it is important to effectively coordinate with colleagues, clients or partners in other time zones. Some solutions for scheduling calls, team meetings and organising tasks with remote colleagues include:
- Using time zone conversion tools like {LINK TO TIMEZONE CONVERSION TOOL} to easily refer to time numbers and accurately calculate the time difference (in hours) between time zones.
- Choosing a scheduling app that lets your other colleagues easily pick a suitable time and date for meetings or calls, regardless of their location. Examples include: {LINK TO SCHEDULING APP 1}, {LINK TO SCHEDULING APP 2}.
- Having regular brainstorming sessions to facilitate knowledge sharing in different time zones. If your team members have access to video conferencing applications, then this can allow greater collaboration and creativity.
In addition, being aware of cultural differences can also help bridge the gap between team members in different countries. For example, being mindful of what time others prefer to take a break for lunch or when is the best time to call someone.
By putting in place appropriate measures for remote work, team members can effectively collaborate and work together to achieve the best results.
5. Tools for Managing Files Remotely
1. TeamViewer – TeamViewer is one of the most popular remote access programs used by teams for secure access and security management. It supports file transfer, screen sharing, and two-way audio and video calls, allowing employees to collaborate remotely and stay up to date on important projects.
2. Webex – Webex is Cisco’s suite of tools, which allow remote teams to connect, screen share, communicate, and collaborate in real-time. It offers video calling, instant messaging, file sharing, online presentations, and more, making it an excellent choice for managing files remotely.
3. Google Drive – Google Drive is a cloud storage platform that enables users to save, share, and collaborate on documents, spreadsheets, and other files from any device, any time. It’s integration with G Suite makes it easy to create, store, and share documents with remote teams.
4. Dropbox – Dropbox is particularly useful for remote teams that need to send and receive large files quickly. It lets you store, share, and sync files in real-time, with access available from any device. It also offers industry-level security insights and robust administrative control for ultimate data security.
5. Box – Box is an excellent tool for remote teams wanting to keep their data secure while collaborating in the cloud. It enables users to store files online, share, and edit documents in real-time, and access files from any device. Box also features secure collaboration tools, and advanced security and analytics tools.
6. Staying Connected During Isolation
The growing world of remote work and distance learning has brought about a shift in the way we communicate and collaborate in the new normal. As businesses and educational institutions move to the online platform, staying connected is essential. Here is a list of some of the most useful tools designed to help bridge the gap and get teams working together as one:
- video conferencing: services such as Zoom, Skype, and Microsoft Teams allow virtual gatherings and conversations. Use this to maintain the human connection even when you’re apart!
- chat messaging apps: Slack is a great tool to enable conversations and sharing of documents. It allows everyone to stay updated with the latest developments without having to send separate messages for everyone.
- cloud sharing: Google Drive, Dropbox, and Apple iCloud can be used to store, organize, and share files between teams. These services make it easy to stay in sync with the work and access or edit documents.
- project management platforms: services like Asana can help streamline the workflow and make sure the team stays on the same page throughout the project. It also includes task management, priority lists and a centralized system to track the progress of each project.
Though the transition to remote work is not always smooth, the right tools can help bridge the gap and facilitate the process. Choose the best options to suit your needs and stay connected with your team.
Q&A
Q: What are some essential tools for adapting to remote work?
A: To adapt to remote work successfully, there are several essential tools that can greatly enhance productivity and collaboration. These include communication platforms, project management software, video conferencing tools, VPN services, and cloud storage solutions.
Q: Which communication platforms are recommended for remote work?
A: Communication platforms like Slack, Microsoft Teams, and Google Hangouts have become popular choices for remote teams as they facilitate real-time communication, file sharing, and team collaboration. These tools ensure that team members stay connected and informed.
Q: What are some project management software options for remote teams?
A: Project management software such as Asana, Trello, and Monday.com are highly recommended for remote teams. These platforms enable efficient task management, progress tracking, and seamless collaboration, ensuring everyone knows their roles and responsibilities.
Q: How important is video conferencing in remote work?
A: Video conferencing is crucial for remote work as it allows for face-to-face interaction even when team members are physically apart. Tools like Zoom, Microsoft Teams, and Google Meet enable video calls, screen sharing, and virtual meetings, fostering a sense of connection and enhancing collaboration.
Q: Why would a remote worker need a VPN service?
A: Virtual Private Network (VPN) services are essential for remote workers as they offer enhanced security and privacy when accessing company networks or sensitive information remotely. VPNs encrypt internet connections, protecting valuable data from security breaches and ensuring safe remote access.
Q: What advantages does cloud storage bring to remote work?
A: Cloud storage solutions like Dropbox, Google Drive, and Microsoft OneDrive are indispensable for remote work. They allow easy file sharing, simultaneous collaboration, and secure storage of documents and data, ensuring that remote teams can effortlessly access and work on shared files.
Q: How does remote work impact employers and employees?
A: Remote work offers benefits to both employers and employees. Employers can save on office expenses, access talent globally, and improve employee satisfaction and work-life balance. Employees enjoy greater flexibility, reduced commute time, and a better opportunity for work-life integration.
Q: What challenges may arise in remote work setups?
A: While remote work has its advantages, there are challenges to consider. These may include difficulties in maintaining work-life boundaries, potential feelings of isolation, communication hurdles, and the need for self-discipline and time management. However, with the right tools and mindset, these challenges can be effectively addressed.
Q: How can employees adapt to the new normal of remote work?
A: Employees can adapt to remote work by establishing a designated workspace, maintaining regular working hours, setting clear boundaries, leveraging relevant tools and technologies, participating actively in team communication, and prioritizing self-care and work-life balance.
Q: Can remote work become the ”new normal” after the COVID-19 pandemic?
A: It is highly likely that remote work will become more prevalent even after the COVID-19 pandemic. The experience gained during this period has shown both employers and employees the viability and benefits of remote work setups. Many organizations are likely to adopt a hybrid work model or offer flexible work arrangements to their employees in the future. Working from home or remotely has become part of our new normal, and with the right tools and techniques it can be an incredibly liberating experience. Making sure you have the right resources and know how to use them can help you make the most of it. With all that said, let’s make 2020 the year we make remote work work for us.