Top 10 Tools to Work Effectively With a Virtual Team
Rianna M. Hill | Rianna@PancakeDigitalSolutions.com
Working remotely with a virtual team either full-time, part-time, or temporarily brings a new set of challenges and opportunities. While the workspace may not include desks and common breakrooms, there are other ways to connect employees to each other and build a team culture virtually. Good news, There are several online tools to do this with! In fact, we have compiled the Top 10 Tools to Work Effectively With a Virtual Team here:
Here is a list of ten effective tools for virtual teams by function with various examples and recommendations from the experience of our team.
1 . Task Management System
Whether you have a virtual team or everyone working together in an office, project management is a critical part of daily operations. Every team operates better with a functional task management system. The key to successfully using a system is to find something everyone can use and commit to it, from adding due dates to check-ins and various forms of accountability.
For Pancake Digital Solutions we use Trello both as a task management system and as a virtual office for us to communicate in and share wins. The layout and lists along with mobile integration work well for our team.
Other project management systems include: Monday.com and Asana. Here is a full list with reviews.
2. Time Tracker
A time tracking tool for your virtual team has several benefits from understanding which projects are taking the most time to paying hourly team members. Having your team track their time by project and sorting projects by client provides data on how much time the project takes. In the long run, this is a great insight to help in pricing adjustments or figuring out ways for your team to run more efficiently.
What we use: Our team uses Toggl to keep track of our time by project and by client.
Other options: Many tools such as Monday.com as well as And.Co come with time trackers included, there is also Everhour and Clockify.
3. Money Management
Money is the lifeblood of a business and keeping an eye on this pulse of your organization is key. Many systems are already online for bookkeeping, payroll, and accounting.
What we use: Quickbooks for Payroll, Invoicing, Bookkeeping, and Accounting
Other options: Wave, Zero, Gusto
4. Google Suite
While there are potential other alternatives such as Office 365 Business or Zoho, there are few systems that provide the complete solutions of tools that Google Suite has, all of which are key for virtual teams. Starting with an email address @yourURL.com to video conferencing, team calendars, and storage space the suite of tools is an essential part of many online businesses and can be key for productivity in virtual teams.
There are dozens of apps that come with the suite, such as docs, sheets, and slides, that provide virtual teams with the basic tools they need. Additionally, a Google account will connect to your Google Business. Google Analytics and Google+ providing ease of use of these sites.
5. Video Conferencing
When teams are not able to meet in conference rooms or lean over to the other desk to ask a question, video conferencing becomes an essential part of the list of effective tools for virtual teams. When used properly, video conference is a great way to help build team culture as well as get work done that would otherwise be dozens on emails. Additionally, team lunches, virtual coffees, or other team building activities can be translated to the online space through video conferencing.
Calls can also be recorded as well as screens shared to provide tutorials or troubleshooting services.
What we use: Google Hangouts, Zoom, & Loom
Other options: Skype, GoToMeeting, Webex
6. Communication Channel
Think about this as a virtual water cooler, elevator, and break room. Where can your team members chat about their weekend or catch up on project notes? Creating a space for this helps build stronger relationships within a team as well as a digital space for company culture to grow. With a virtual team, it is important to be continuous and intentional with this. A few coworkers who may have taken a break to walk to get coffee together to blow off steam can build a connection and be more productive at work. A similar situation can be created online with a vent channel or time for virtual coffee together.
What we use: Slack, G-chat
Other options: Skype, Messanger
7. Social Media Scheduler
Whether working with a virtual team or not, every business could benefit from a social media scheduler. This becomes especially true if employees that manage the social media sites are not able to be onsite in situations like the 2020 stay-at-home orders. However, including social media content scheduling into a marketing plan can make a big difference. Learn more about creating a posting schedule here.
What we use: Sendable & Tailwind for Pinterest
Other options: Hootsuite, Later, Sprout Social, Buffer
8. Graphics Tool
Having branded, quality graphics for your website, social media, and various digital communications is easier than ever – and somewhat expected. This is a simple step organization can take to create an overall more professional appearance online. For example, creating branded graphics signatures for emails. For virtual teams, this can help create a coherent experience that one would feel in an office setting. Don’t underestimate the power of this; it can make a big difference for helping employees be in the work mindset even while not in the office.
What we use: Canva
Other options: Adobe Spark, Photoshop, Pic Monkey
9. Password Sharing System
A solid and secure password sharing system is one of the key effective tools for virtual teams, especially if they have previously been used to working in an office with a secure internal system or intranet. A good system will allow people to share login information without having to share the actual password. For virtual teams when you cannot be sure of the security or privacy of individual computers or networks, this is a great way to protect company and client data.
What we use: LastPass
Other options: Dashlane, Enpass, Bitwarden
10. CRM System
CRM is short for customer relationship management, meaning a CRM system is a tool to help an organization manage relationships with their customers. This is similar to a complex, interactive, multiperson Rolodex. A company can manage emails, see all communications with a contact, keep notes on calls, automate sending birthday emails or weekly newsletters as well as keep track of a contact’s status and where they are in the sales pipeline. This is a key tool for any team, yet becoming more vital with virtual teams as in-office meetings or in-person client meetings and less common.
What we use: Hubspot
Other options: Active Campaign, Lawmatics, Salesforce, Zendesk, Hatchbuck
On The Table…
As more and more organizations transition to include a virtual workforce, there are several simple steps that can be taken to ensure a smooth and successful transition. One of these steps is to include a set up of some of these effective tools for virtual teams listed here. Many of these tools Top 10 Tools to Work Effectively With a Virtual Team also work great for the office!
Want to connect with more people working virtually? Join our group here.