The Best Technology for Managing a Remote Team

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Review these popular applications for video conferencing, messaging, file sharing and storage, and project management.

The ability to work remotely is a necessity these days. And many companies had already rolled out flexible work schedules before the COVID-19 crisis, as they realized gains in worker satisfaction without a drop in productivity.

Some preparation is required, however, to make flexible work a reality. And the essential demand is providing the technology to maintain productivity and effective communication. Here are some of the most commonly used strategies and platforms in several distinct categories:

Hardware needs

Let’s start with the basics. Computers, phones, and internet access are, of course, an absolute necessity for remote work. If you are asking employees to meet the same goals they would be expected to reach in the office, you need to set up a plan for getting them the hardware they need to do it. Typically, this issue revolves around choosing to provide all necessary equipment or implementing a BYOD (“Bring Your Own Device”) policy.

The latter has advantages in flexibility but involves security drawbacks, especially given access to sensitive material in the legal field. If a BYOD program is implemented, managers must work with IT to craft clear, rigidly enforced security and use policies. Relevant items may include how to guarantee that software and hardware updates are completed to patch security vulnerabilities and the mandatory use of virtual private networks (VPNs) to encrypt communications when accessing an unsecured network.

Video conferencing and messaging tools

  • Zoom

    Zoom is a flexible video conferencing software that works well for teams of all sizes. There is a free version that allows calls up to 40 minutes long. The paid versions vary from $15.99/month to $19.99/month per user.

    It has simple features like recording, scheduling, chat, and screen share, as well as more advanced tools like editing and webinars. Zoom also has a full dashboard with sharing, editing, and storage capabilities. Users can host meetings with up to 1,000 participants.

  • Skype for Business (Microsoft Teams)

    Skype for Business was recently replaced by Microsoft Teams. Teams has most of the same features of Zoom, but its interface is not quite as user-friendly. It's an excellent option for companies already using Office 365 products, as it integrates easily with most Microsoft applications.

    You can host up to 250 people per call and present to over 10,000. There is a free version that is already included in Office 365 subscriptions. Paid versions range up to $12.50/month per user.

  • Slack

    Slack is one of the most robust and widely used instant messaging and file-sharing tools available. Teams employ it to discuss projects, work on daily tasks, or just chit-chat. You can communicate to teammates one-on-one or collaborate as a larger group.

    All conversations are searchable and divided into organized spaces called Channels. The idea is to turn cluttered inboxes and post-it notes into easy-to-follow updates.

    Slack also integrates with a variety of applications to bring everything into one hub. You can connect your email, website platform, and video conferencing software to Slack to make it a one-stop-shop. Prices range from $6.67 to $12.50/month per user.

Project management tools

  • Trello

    Trello is ideal for smaller projects or businesses that value simplicity. The platform is organized around boards, lists, and cards that team members can easily move around to prioritize projects. You can comment on items, add attachments, and assign due dates. The ability to visualize what needs to get done and in what order is a productivity booster.

    For organizations that need a more robust project management platform, however, Trello may not be the best option. Prices range from free to $20/month per user.

  • Asana

    Asana is a true project management tool in the sense that it allows users to map out projects in great detail from beginning to end. You can assign specific tasks to certain people and mark their progress as tasks are completed.

    Similar to Trello, Asana allows you to create boards and map out projects in a visually appealing way. However, Asana has some deeper capabilities like workflows, forms, and timelines.

    This platform is very robust, so it’s a great option for teams who are used to working in a structured manner with high levels of detail. Asana also has a free version, but business packages range up to $24.99/month per user.

Some other project management tools to consider are Basecamp, Monday, ClickUp, and Podio.

File sharing and storage tools

  • G Suite (Google)

    G Suite for business provides users with a creation, storage, and sharing platform all in one place. The storage options can scale with your business in a secure, cloud-based environment that employees can access from anywhere.

    Users can easily manage permissions and identify collaborators to work together in real-time. Organized storage options let everyone stay on the same page. Google Suite also offers a Microsoft Office plug-in if Google applications like Docs and Sheets aren’t your preferred way of creating documents.

    Google Suite may serve as a comprehensive package for companies that can exclusively work within Google’s applications. Plans start at $6/month per user and range up to $25/month per user.

  • Dropbox

    Dropbox has evolved to be more than just a file-storage platform. It can still create teams, share files, and organize documents, but its functionality has dramatically improved.

    Dropbox Paper is the platform's document creation and editing software. Similar to Google Suite, the idea is for users to create, collaborate, and store their information in one location. Dropbox also has a helpful dashboard to monitor activities as well as thousands of third-party app integrations to bring in your other projects. Plans range from $12.50 to $20/month per user.

Set your team up for success

This is by no means an exhaustive list of the available tools and resources for remote teams. The needs and functionality of your organization will determine which applications will work best for you.

It’s important to remember that your remote team will only be as good as the tools they have. Align your expectations for them with what your company can realistically provide. As long as your group is communicating and collaborating effectively, immense offsite productivity is possible.

Carrington Legal Search is celebrating 20 years in business: we were in the trenches with our clients during 9/11 and 2008. We partner with our clients to identify leaders and mission-critical talent to shore up and grow companies even during the most challenging times. We are here for you! To make our nationwide network work for you, get in touch at 512-627-7467 or email carrie@carringtonlegal.com.