A Robert Half survey found 88% of companies offered some form of remote work, 25% offer hybrid, 24% of new job postings include remote-work language, and 11% are fuly remote. With the trend toward steady and even increasing remote work situations, there has been a flood of apps and tools designed to facilitate collaboration.
We've selected 25 of our favorite collaborative tools for remote working, categorized them by functions: collaboration in general, video conferencing, project management, task management, file sharing, and customer relationship management.
What Are Team Collaboration Tools?
Team collaboration tools are digital platforms that help people coordinate work, communicate clearly, and stay aligned no matter where they’re located. These tools go beyond basic messaging or email — they centralize conversations, files, tasks, and project workflows so teams can share information, make decisions, and move work forward in a structured, transparent way. Additionally, the best collaboration tools offer remote team managers a centralized view of what their teams are doing.
Top Team Chat Tools for Remote Teams
Email has its place, but remote teams need real‑time communication. Phone calls can interrupt deep work, while chat lets people ask quick questions and respond when they’re available. It keeps conversations moving without derailing work (in theory -- this takes practice!).
Choosing the right chat platform matters just as much as how you implement it. Compare a few options, pick the one that fits your team’s workflow, and make sure everyone knows how to use it effectively.
Here are a few of our favorite virtual chat tools, as well as tips to help your team make the most of them.
1. Slack
Slack is a cloud-based platform that's designed to shift conversations out of email and into a real-time, collaborative chat-like environment. Conversations can be organized into channels by teams, topics, or whatever suits your organization. In-app conversations can quickly convert to VOIP or video huddles with a click of a button. Slack offers free and paid versions. This guide to working with Slack explains how to get started.
2. Google Chat
Google Chat is a messaging platform within Google Workspace that supports real‑time communication through direct messages, group conversations, and topic‑based spaces. It integrates seamlessly with Gmail, Google Meet, and the rest of the Workspace suite, making it easy to move from a chat thread to a video meeting or shared document. It offers text messaging, file sharing, and voice or video calls through Google Meet, with both free and paid options available depending on your Workspace plan.
3. Microsoft Teams
Microsoft Teams is a communication and collaboration platform that brings chat, video meetings, file sharing, and team workspaces into one hub. You can move seamlessly from a group message to a video call with a single click, making it easy to shift between quick conversations and more in‑depth discussions. Teams integrates with Microsoft 365 apps, allowing users to co‑edit documents and manage projects without leaving the platform.
4. Discord
Originally built for communities, Discord has become a flexible collaboration space for teams that want persistent voice channels, organized text threads, and lightweight video chat. It’s especially useful for teams that need always‑on audio or fast, informal communication.
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Read MoreTop Video Conferencing Tools for Remote Teams
Clear communication is harder when teams can’t meet in person, which makes reliable videoconferencing essential for remote work. The right platform lets teams meet face‑to‑face, share screens, and collaborate in real time. With a few simple guidelines in place, video meetings can keep distributed teams aligned and connected.
1. Zoom
Zoom has become one of the most popular videoconferencing tools for a reason. Team members can easily join a meeting, whether they’re on a computer or mobile device, and the free version allows meetings of up to 100 participants.
2. Google Meet
Google Meet is a videoconferencing platform built into Google Workspace, making it easy for teams to connect from anywhere. You can schedule meetings directly through Google Calendar, join from a browser or mobile app, and collaborate using features like screen sharing and live captions. Meet integrates seamlessly with other Workspace tools, offering a straightforward option for teams already using Google’s ecosystem.
3. Skype
Skype remains a well‑known option for video calls, and its Group Video Chat feature supports up to 50 participants for free. It’s a straightforward tool for teams that need simple video meetings, screen sharing, and quick check‑ins without a lot of setup. We compare Zoom versus Skype in a separate post.
Top Project Management Tools for Remote Teams
Project management tools give teams a shared place to organize work, track tasks, and stay aligned. The best platforms surface deadlines, send reminders, and make progress easy to monitor—while someone on the team keeps the workflow moving. For more on boosting productivity in the workplace, see our list of 53 workflow automation tools.
1. Basecamp
Basecamp is an all‑in‑one project management platform designed to keep everything a team needs in one organized place. Each project includes message boards, to‑do lists, file storage, scheduling, and real‑time chat, so team members can quickly see discussions, tasks, and documents without jumping between tools. Its simple, centralized layout makes it easy for everyone to stay aligned and follow progress as it happens.
2. Asana
Asana helps teams organize projects, tasks, and workflows in one place. You can create teams for different departments or work areas, assign tasks, set deadlines, and track progress with clear visual timelines and boards.
3. Flow
Flow is a project and task management tool that uses visual workflows to keep teams organized. You can create projects, attach detailed checklists to tasks, and track progress from a clean, centralized dashboard that highlights what needs attention.
4. Jira
Jira is a project management platform built for software development teams, offering Scrum and Kanban boards, issue and bug tracking, and tools tailored to agile workflows. It helps teams plan sprints, track progress, and manage technical work in one place.
5. Monday
Monday is a visual project management platform that uses customizable boards to help teams track work. Its automations streamline repetitive tasks, making it easier to manage projects and keep workflows moving.
6. ProofHub
ProofHub is an all‑in‑one project management platform that brings tasks, workflows, discussions, and file reviews into a single space. Teams can assign work, set deadlines, collaborate in real time, and use built‑in markup tools to review and approve files efficiently.
The Best Team Chat Apps for Remote Work
The way employees communicate has changed. That applies whether you’re working in an office or spread out across the world.
Read MoreTop Task Management Tools for Remote Teams
To‑do lists help teams stay organized, but managing them across a distributed workforce can be challenging. The right task management app keeps priorities clear, syncs work across devices, and makes it easy for everyone to stay on track.
1. Evernote
Evernote is primarily a note‑taking app, but its built‑in task lists make it easy to tie action items directly to your notes. Teams can organize information, create tasks, and keep related content in one place for quick reference.
2. Habitica
Habitica turns task management into a game, letting you complete to‑dos to earn rewards and level up. You can team up with coworkers or friends for added accountability and motivation.
3. Microsoft To-Do
Microsoft To Do gives teams a simple way to create lists, break tasks into steps, and share items with others. It syncs with Outlook Tasks, making it easy to keep everything organized across your Microsoft 365 tools.
4. Notejoy
Notejoy is a collaborative notes app that supports checklists, color‑coding, and image attachments for added clarity. You can mention teammates to loop them into tasks and discussions, keeping everything organized in one shared workspace.
Top File Sharing Tools for Remote Teams
Remote teams need a reliable place to store and access shared documents. Cloud‑based file‑sharing platforms give employees a central hub for saving, organizing, and retrieving files from any device, while also providing built‑in backup and security.
1. Dropbox
Dropbox gives teams a central place to store, share, and organize files. Features like Dropbox Paper and built‑in commenting make it easy to collaborate, gather feedback, and keep documents up to date in one shared workspace.
2. Box
Box is a cloud‑based file‑sharing platform that supports documents, presentations, videos, and other file types. Teams can share content, leave comments, and collaborate securely in one centralized workspace.
3. Onehub
Onehub helps teams move existing file structures to the cloud with minimal disruption. It preserves your folder hierarchy during migration and gives teams a secure space to access files, share content, and collaborate in real time.
4. Wistia
Wistia is a video‑hosting platform that helps teams store, organize, and share large video files. It creates a searchable video library for internal or external audiences, and its customizable player makes it easy to embed content on your website or internal portal.
Top CRM Tools for Remote Teams
A strong CRM helps remote teams keep customer information organized and accessible. Modern platforms centralize contacts, track every interaction, and integrate with your communication and project‑management tools so teams always have the full picture. With the right CRM, distributed teams can collaborate smoothly and avoid duplicate work.
1. Salesforce
Salesforce is a highly integrative CRM that connects seamlessly with communication, collaboration, and financial tools. It centralizes customer data and activity, making it easy for remote teams to track interactions and manage relationships across the entire organization.
2. 1CRM
1CRM is designed for small and midsize businesses that need an all‑in‑one customer management system. It supports lead tracking, daily activity summaries, product and inventory management, appointment scheduling, and customizable web forms to help teams capture and organize new business.
3. HubSpot
HubSpot brings marketing, sales, and customer service tools together in one CRM platform. It helps teams attract leads, track outreach, and manage customer relationships, making it a strong fit for organizations that want an integrated approach to growth.
4. SugarCRM
SugarCRM tracks every customer interaction to give teams a complete view of the customer lifecycle. Its insights help remote teams strengthen existing relationships, identify new opportunities, and manage the entire sales and service process with clarity.
Tips for Remote Teams Using Collaboration Tools
The right tools only work when teams use them intentionally. Remote collaboration depends on clear expectations, consistent communication habits, and shared rhythms that keep everyone aligned. A few simple practices can make your tools and your team far more effective.
Here are some quick, high‑impact habits for remote teams:
- Daily stand‑ups: Short, structured check‑ins help everyone stay aligned on priorities, blockers, and progress. They keep work visible and reduce the need for constant status updates.
- Clear goals and OKRs: Shared objectives and key results (OKR) give remote teams a common direction. When everyone knows what matters most, tools become a way to support the work, not a distraction from it.
- Defined communication norms: Agree on where conversations happen (chat vs. email vs. project tools), expected response times, and how to escalate urgent issues. Consistency reduces friction.
- Document everything: Remote teams thrive when decisions, processes, and updates are written down. It keeps information accessible and prevents knowledge from getting stuck with one person.
- Scheduled virtual connection time: Casual interaction doesn’t happen naturally when you’re not in the same space. Light, intentional social time helps teams build trust and stay connected.
Tips for Managing Remote Teams
A few simple habits can make a big difference in how smoothly your team operates. Here are some practical tips for managing remote teams:
- Communicate with purpose: Set clear expectations for how and when your team communicates. Regular check‑ins, transparent updates, and open channels for questions help prevent misunderstandings and keep work moving.
- Stay organized and visible: Use shared calendars, project boards, and documentation to make priorities and progress easy to see. When information is accessible, teams can stay aligned without constant follow‑ups.
- Equip your team with the right tools: Choose collaboration, communication, and project‑management tools that support your workflows. The right setup reduces friction and helps everyone stay productive, no matter where they’re working.
- Assign channel managers: Designate people to oversee the setup, structure, onboarding, and user management for your collaboration tools. Clear ownership keeps channels organized, ensures new team members get oriented quickly, and prevents tool sprawl (eliminating redundancies across tools, for example).
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Read MoreCollaborating Remotely with Shift
Staying organized is essential to remaining on track when you’re managing a remote team. With the right tools, you can take your business to the next level, whether you’re in the office or working from home. Once you have the lineup of tools you need, Shift can bring it all together in one place, making it easy to move from one application to the next. Find out how Shift can help your business work remotely.
