Discover 130+ Remote Collaboration Tools to Fit Your Business Needs

Smartsheet Contributor Becky Simon on Jan 21, 2021 (Last modified on Oct 17, 2021)

As remote work becomes more popular, you need top tools that enable seamless collaboration. Here, you’ll find an in-depth guide to the best remote work tools, including options for collaboration, project management, and security.

On this page, you’ll find a comprehensive list of remote collaboration tools, including tools for remote team communication and remote project management, as well as productivity apps.


What to Look for When Selecting a Remote Collaboration Tool

It’s not easy sifting through all the remote collaboration options for your organization. Experts agree that no single feature can solve all remote work issues. Instead, the choice depends on your budget and culture, as well as the unique factors your company faces. 

Bryant Galindo

Bryant Galindo is the Founder of CollabsHQ and has worked with large-scale organizations and startups in conflict resolution, online training, and leadership development. He stresses that finding the perfect tool might require trial and error, and you might have to try multiple options. “Just as you had to learn how someone works in real life, finding the right piece of software that works best for your team and its intended goals is a process of experimentation,” he says.

Sergey Konoplich

Sergey Konoplich, COO of Smart IT, echoes this sentiment. His take on the best approach to picking a collaboration tool: “Trial and error, unless you know what you are looking for and have a clear picture of what that tool can do.” 

That said, there are some features that any top collaboration tool should support.

Levine Layne

Layne Levine is the President of Windstream Enterprise, an award-winning enterprise communication solution. When looking for a tool, he says, “conference capabilities are essential, but don’t limit this to audio conferencing. HD videoconferencing can improve productivity and enhance collaboration versus standard conference calls.”

Additionally, Levine suggests prioritizing the following features and capabilities:

  • Host large-scale meetings (think about your largest meetings, such as, all-hands and new hire trainings)
  • Record meetings
  • Screen-sharing and chat
  • Easy connectivity (avoid long meeting ID codes, etc.)
  • Cloud-based software (if you use a cloud-based network)

Additionally, he says, “Don’t forget about security. With everyone working remotely, there will be new challenges to protecting your company’s data. Firewalls can ensure that no one can access your company’s network [except for] authorized employees. And if you’re planning to take orders online, you need PCI compliance to protect credit card numbers.” 

Finally, Levine recommends looking for a network provider with 24/7 support. “Having everyone working remotely means a whole new set of challenges. Don’t go with a budget provider that offers limited service: You want 24/7, always-on service from a reputable, stable network provider.”

Regardless of your chosen features, budget, culture, and needs, experts agree that for large-scale (especially company-wide) remote work, tools are essential — not only for your employees, but to retain relationships with clients and potential customers.

“Tools are mission critical,” says Konoplich of Smart IT. “If we didn’t use [collaboration tools], we would lose a vital tether between teams and clients. It [is] vital that we use a tool that helps …  provide as much transparency to clients as possible.”

For a deep dive and best practices on remote collaboration, read “How to Effectively Build Remote Team Collaboration.” To find more information about the keys to effectively managing remote teams, read this article

 


Remote Collaboration Tools

Remote collaboration tools are online applications. They enable teams and organizations to work together — whether through messaging, video, or other virtual methods — to accomplish work successfully, despite not being co-located.

Since needs vary by team and organization, consider the budget, team size, and capabilities you require in a tool. Be aware that the solution should support and integrate with all messaging, file sharing and editing, calendar, process management, and other functions you rely on in your day-to-day activities. And your current systems must support the application. 

To meet all of these needs, you may opt for multiple platforms or apps to target specific collaboration functions (file sharing, instant messaging, security, etc.). You’ll find tools grouped by function in the sections below. (Note: All costs listed in the forthcoming tables are as of December 2020.)

General Collaboration Tools

The tools in this section are intended as general collaboration and communication tools, as well as virtual office spaces to make remote collaboration easier and improve team productivity.

Product Key Utility Deployment Cost
Batterii
  • Collaborative meeting space
  • Integration with other Batterii communities
  • Web-based
Request demo to learn more
Bizy
  • Whiteboard (lists, polls, results display)
  • Web download
Free
Conceptboard
  • Online collaborative
  • whiteboardAgile project management
  • Cloud-based
  • On-premises available for enterprise plans
Free version available; tiered pricing; contact for enterprise solution
Evernote
  • Shareable note-taking
  • Rich notes (audio, images, etc.)
  • Offline sync
  • Desktop app (Mac and Windows) 
  • Android and iOS mobile apps
Free trial available; free version available; tiered pricing
FlatFrog
  • Collaborative whiteboard
  • Web app
  • Download for use with InGlass display whiteboard
Free web app; tiered pricing
GroupMap
  • Online meeting whiteboard
  • Pre-built templates with customizable workflows
  • Hosted on Salesforce Heroku platform
Free trial; tiered pricing; contact for custom solution
Ideaflip
  • Online sticky notes
  • Brainstorm and collaborate in real time
  • Download from web browser
Free
Ideation 360
  • Brainstorming
  • Idea collection and organization
  • Web app, cloud-based
Free version; contact to learn more
Limnu
  • Online collaborative whiteboard
  • Sharing and security options
  • Web browser
  • iOS app
Free version available; tiered pricing
Milanote
  • Online task list
  • Image and file upload
  • Mobile and web app
Free
Mindnode
  • Brainstorming and mind mapping space
  • iOS app
Free
Miro (formerly Realtimeboard)
  • Meeting notes function
  • Collaborative whiteboard
  • Desktop
  • Mobile and tablet (Android and iOS)
  • Surface Hub
Free version; tiered pricing; contact for enterprise solution
Post-it App
  • Organize team thoughts, brainstorms, or to-do lists
  • Organize thoughts on task board
  • Share across team
  • Android and iOS mobile apps
Free
Scribblar
  • Virtual whiteboard designed for teaching
  • Online classroom
  • Web-based app

Tiered pricing

Scribble
  • Online whiteboard (add to conference calls)
  • iOS app
Free
Twiddla
  • Online whiteboard for teaching
  • Web-based
Free guest version available; tiered pricing; contact for enterprise solution
Whiteboard Fox
  • Online whiteboard
  • Web-based
Free version available; tiered pricing
Ziteboard
  • Collaborative online whiteboard
  • Designed for tutoring/teaching
  • PDF export and import
  • Android app
Free version available; tiered pricing; contact for enterprise solution

 


Mind Mapping and Visual Workflow Tools

The products in this section are good choices for more generative collaborative brainstorming. They are especially useful for creative teams or teams in the early stages of planning and design.

Product Key Feature(s) Deployment Cost
Coggle
  • Creative mind mapping/flowcharts
  • Web-based
  • On-premises version for enterprise plans
Free version available; tiered pricing
iObeya
  • Digital visual management
  • Cloud and on-premises
Tiered pricing depending on product; custom solution
Kumu
  • Creative mind mapping
  • Kumu platform (higher-security options for enterprise solutions)
Free and enterprise solutions; contact to learn more
MindMeister
  • Online mind mapping
  • Sharing capabilities
  • Cloud-based
Free version available; tiered pricing
MindMup
  • Online mind mapping
  • Document attachment supported
  • Cloud-based
Free version available; tiered pricing
XMind
  • Mind mapping software
  • Mobile and web-based
Free trial available; tiered pricing

 


Visual Collaboration Tools

These tools provide a virtual visible workspace designed to approximate the experience of being in an office setting. They also include typical collaboration functions, making it easy for teams to work together on specific projects, documents, or brainstorming.

Product Key Feature(s) Deployment Cost
MURAL
  • Collaborative visual workspace and rooms
  • Unlimited visitors
  • Cloud-based
Tiered pricing; contact for enterprise solution
Popplet
  • Highly visual whiteboard for education
  • iPad app
Free version available; tiered pricing

 


Remote Team Communication Tools

Remote team communication tools are web-based applications specifically designed to aid teams in interacting with each other, despite geographic or other distance. 

When looking for a solution, you need to first understand the type(s) of communication that need support, such as video, conference calls, messaging, etc. Different types of work require different modes of communication, so choose a tool that’s in line with your work. For example, a tool that is useful in construction won’t necessarily be useful for software development teams. Additionally, select software that will integrate with your existing systems or applications to minimize clunkiness and expedite the rollout time. 

One challenge with remote communication is boundary-setting: when transitioning to new remote tools (that inevitably require more time from employees), set expectations for when to use each (i.e., no email after 5 p.m.), as well as standards on response time for each mode. Doing so will help you avoid communication breakdowns and excess communication. 

For more information on the trend toward a remote workforce, read “Digital Nomads: Setting a Course for Success in Today’s Workplace.” For top strategies, best practices, expert tips, and real-world examples to help you stay connected and productive, read our article on remote team communication

 

Messaging Apps

These are the most popular messaging apps, many of which in-person teams already use. For remote work, messaging apps are a lightweight, time-saving alternative to email, video, or phone.

Product Key Feature(s) Deployment Cost
Chanty
  • Ease of use
  • View linked content in app
  • Code and dev-friendly formatting
  • iOS app
  • Desktop app (Debian, Fedora, Mac, Windows)
Free and paid business versions available
Discord
  • Invite-only “servers”
  • Topic-based channels
  • Intended for social/hobby use, as well as work
  • Android and iOS mobile apps
  • Desktop app (Linux, Mac, and Windows)
Free version available; tiered pricing; contact for enterprise solution
Fleep
  • Pinnable conversations/to-dos
  • Taskboards
  • File sharing and easily findable “File drawer” in each conversation
  • Android and iOS mobile apps
  • Desktop app (Linux, Mac, and Windows)
Free version available; tiered pricing; contact for enterprise solution
Flock
  • Searchable channel conversations
  • Videoconferencing
  • File sharing and productivity (polls, to-dos, etc.)
  Free version available; tiered pricing; contact for enterprise solution
Front
  • Customer communication channel
  • Automated common responses and workflows
  • Android and iOS mobile apps
  • Desktop app (Mac and Windows)
Free trial available; tiered pricing; contact for enterprise solution
Glip (from RingCentral)
  • Chat and video
  • Task management
  • File sharing and collaboration
  • Desktop and mobile app
Free and paid versions available
Mattermost
  • Messaging platform for DevOps
  • Self-hosted; maintain full control of company IP and customer data
  • Cloud and self-hosted options
Free version available; tiered pricing; contact for enterprise cloud solution
Slack
  • Searchable channel conversations
  • File sharing
  • Voice and video call
  • Integrations with Google Drive, Office 365, and more
  • Web browser 
  • Desktop app
  • Android and iOS mobile apps
Free version available; tiered pricing; contact for enterprise solution
Telegram
  • Emphasis on speed and security
  • File sharing
  • Voice calls
  • Android and iOS mobile apps
  • Linux, Mac, and Windows, Mac desktop apps
  • Web browser
Free (open source)
Troop Messenger
  • Group calling
  • Remote screen sharing and controlling
  • Audio messaging
  • Mobile and desktop app (Linux, Mac, and Windows)
Free trial available; tiered pricing

 


Videoconferencing Apps

Use the tools in this section to host video meetings with a remote team. In many cases, video is the best way to reproduce the face-to-face meeting experience and ensure clear, succinct, and connected communication.

Product Key Feature(s) Deployment Cost
BlueJeans
  • Mobile videoconferencing 
  • Mobile screen sharing
  • Safe driving mode for on-the-go workers
  • Android and iOS mobile apps
Tiered pricing; contact for enterprise solution
ChromaCam (by Personify)
  • Ideal for video presentations and teaching
  • Desktop app (Mac and Windows)
Free version available (ChromaCam Lite); tiered pricing
Daily.co
  • Videoconferencing for developers
  • Easy to add to any app or website
  • Link add-in to any website or app; needs a few lines of code to integrate
Free version available; tiered pricing
Google Meet
  • Video meetings
  • Better for small, quick meetings
  • Need Google account to start or join a call
Free
GoToMeeting
  • Business-grade video meeting solution
  • Screen sharing
  • Dial-in conference line
  • Desktop app
Free trial available; tiered pricing; contact for enterprise solution
Highfive (by dialpad)
  • Meeting room hardware and web conferencing software
  • Web app 
  • Android and iOS mobile apps
Tiered pricing for web conferencing plans; contact for all-in-one meeting room hardware
Jitsi Meet
  • No account needed to join a meeting
  • Integrate with calendar or Slack
  • Chrome extension
  • Android and iOS mobile apps
Free version available; contact for scalable options
Join.me
  • Best for audio meetings, but does allow video
  • Built-in scheduler
  • Custom meeting links
  • Free Android and iOS mobile apps
  • Desktop app
Tiered pricing
MeetSpace
  • Permanent rooms (no special links or invites)
  • Interruption control
  • Web app
Free trial available; tiered pricing
Pexip
  • Enterprise videoconferencing solution
  • Flexible deployment
  • Integrations with Google Meet or Skype
  • On-premises or cloud (choose your cloud instance)
Free trial available; contact to learn more
RemoteHQ
  • Video calls allowed within larger virtual office space (public and private meeting rooms)
  • Customizable layout
  • Cloud-based app
Paid version available; contact for enterprise solution
Shindig
  • Ideal for presentations
  • Up to 1,000-person audience; take questions in chat
  • Private video chats for audience Q&A, mingling, etc.
  • Livestream integration with Facebook Live or YouTube
  • Browser-based; no downloads
Contact for pricing information
Zoom
  • Video meetings and chat
  • Rooms and workspaces
  • Integrations
  • Browser extension
  • Android and iOS mobile apps
Free version available; tiered pricing; contact for enterprise solution

 


Meeting Apps

These tools are a good option if you want an app specifically designed to host meetings. They include useful features, such as whiteboarding and brainstorm help, that can make the virtual experience seem more realistic.

Product Key Feature(s) Deployment Cost
Amazon Chime
  • Meet and chat in and outside an organization
  • Pay-per-use pricing
  • Web app
Pay-as-you-go service; contact to learn more
Jell
  • Daily standup meetings for technical teams (especially Scrum)
  • Goal-tracking
  • Integrations with GitHub, Jira, Slack, Trello, etc
  • Sign up with Google, Microsoft, or Slack to integrate
Tiered pricing; contact for enterprise solution
MeetingSphere
  • Collaborative meetings via discussion, rating, and brainstorming features
  • Automatic documentation in Word
  • Intended for large organizations
  • Cloud
  • On-premises
  • Portable server (pre-installed)
Paid version available; contact to learn more

 


CRM, Customer Support, and Chat Apps

These tools are designed to help facilitate online customer service, whether by providing a portal, dashboard, or even phone and email support.

Product Key Feature(s) Deployment Cost

Clio
  • Client management for legal services
  • CRM software available
  • Mobile app (Clio for Lawyers and Law Firms)
  • Web app
Free trial available; tiered pricing; contact for enterprise solution

Groove
  • Customized customer support dashboard
  • Live chat and messaging
  • Create a knowledge base for support
  • Desktop app
  • Mobile app
Free trial available; tiered pricing; contact for enterprise solution

Help Scout
  • All-in-one customer service platform
  • Customer management aspect
  • Integrations with 40-plus workplace apps
  • Android and iOS mobile apps
  • Desktop version
Free trial available; tiered pricing; contact for enterprise solution

 


Voice Recorder and Transcription Apps

Use these tools for audio transcription, voice recording, and other speech-to-text needs you may face as a result of transitioning to a remote team.

Product Key Feature(s) Deployment Cost

Claro AudioNote
  • Text-to-speech software
  • Ideal for lectures, recorded classes/meetings, notetaking
  • Windows app
  • Chrome extension

Contact to request a quote


Otter.ai
  • Audio-to-text transcription
  • Can record directly or upload file
  • Upload to or record on website
Free

Temi
  • Audio-to-text transcription
  • Upload audio file directly to site
Free trial; pay per minute

 


Calendar and Scheduling Apps

Clear scheduling takes on renewed importance in a remote work environment. Use these tools as calendars, to schedule meetings or employee shifts, or to identify team members’ availability.

Product Key Feature(s) Deployment Cost
Doodle
  • Meeting scheduling
  • Schedule assistant/availability feature
  • Integration with Zoom
  • Web browser
Free trial available; tiered pricing; contact for enterprise solution
Google Calendar
  • Time management and scheduling app
  • Integrates with all Google Apps
  • Web browser
  • Android and iOS mobile apps
Free (need Google account
Outlook Calendar (Microsoft)
  • Calendar app within Microsoft Outlook email system
  • Windows
  • Synchronization with Apple calendar and Google Calendar
Free (need Outlook account)

 


Project Management Tools for Remote Teams

Project management (PM) tools can help remote teams meet project goals in a variety of ways, including providing scheduling and timeline management, task management, and more. 

When selecting a PM tool, consider the type of project you need to execute. Think about the nature of the work and team size, as well as whether smaller work groups can accomplish their tasks in silos or need to collaborate often. Make sure the tool you choose integrates with your existing applications — if it doesn’t, you’ll likely cancel out any efficiency gains as you juggle multiple applications or manually export data. Additionally, you should be well-versed in your organization’s security needs (and if the specific project has additional privacy needs).

We’ve grouped the solutions in this section by traditional PM tools, task management, product/software design, and visualization apps.

Traditional Project Management Tools

The following typical PM tools allow you to plan, track, and manage work completed by multiple people over a period of time. These tools are most useful for large-scale, process-driven projects.

Product Key Feature(s) Deployment Cost
Pivotal Tracker
  • Ideal for Agile PM
  • Project “Story” feature for prioritization
  • Automatic work planning
  • Cloud-based platform
  • iOS app
  • Hosted enterprise solution
Free trial available; free plan; tiered pricing; contact for enterprise solution
Proggio
  • Timeline view with project portfolio view capabilities
  • Jira and Proggio integration
  • Cloud-based app
  • Mobile version
Free trial available; tiered pricing (based on number of users); contact for unlimited solution
ProofHub
  • Calendar, dashboard, Gantt, Kanban, and table views
  • Group messaging to replace email threads
  • No per-user fees
  • Cloud-based software
  • Mobile app
Free trial available; tiered pricing
ScrumDo
  • Fully customizable to support continuous improvement
  • Ideal for Kanban, Scrum, and Scrumban teams
  • Cloud-based platform
  • On-site deployment available on demand
Free trial available; tiered pricing; contact for enterprise solution
Smartsheet
  • Full-scale PM platform (plan, track, automate, manage, and report on work)
  • Dynamic view (calendar, dashboard, Gantt, etc.)
  • Cloud-based platform
  • Android and iOS mobile apps
Free trial available; tiered pricing; contact for enterprise solution
Taskeo
  • Personal dashboard 
  • Activity tracker
  • Smart search capabilities
  • Cloud-based platform
Free trial available; paid monthly subscription; contact for customized solution
Workamajig
  • Built for agencies and in-house creative teams
  • Resource scheduling, client billing, time tracking
  • Web-based app
  • Cloud or on-premises storage
Tiered pricing based on team size (all features for all plans); contact for enterprise solution
Workzone
  • Project dashboard and Gantt chart (with task dependencies)
  • Document sharing
  • Automated request and approval processes
  • Cloud-based platform
Free trial available; tiered pricing; contact for demo
ZenHub
  • Project management designed inside GitHub
  • Ideal for Agile teams (sprint planning, user stories, etc.)
  • Cloud-based
  • On-premises deployment available for enterprise plan
Free trial available; free version of academic and other open-source repositories; tiered business pricing

 


Task Management Tools

The tools in this section are ideal for smaller-scale projects or individual tasks that team members must complete, track, and share with others.

Product Key Feature(s) Deployment Cost
Hibox
  • Create, assign, and add deadline for tasks
  • Company chat
  • Video calls
  • Search
  • Cloud-hosted
  • Android and iOS mobile apps
Free version available; tiered pricing
I Done This
  • Team progress tracking software
  • Daily status updates and in-depth reports
  • Web-based, cloud-hosted
Free trial available; tiered pricing
Notion
  • Team wiki
  • Document attachment
  • Desktop app (Mac and Windows)
  • Android and iOS mobile apps
  • Chrome and Firefox extension
Free version available; tiered pricing; contact for enterprise solution
Nozbe
  • Organized email and chat-esque function
  • Create and assign tasks
  • Document attachment
  • Web app
  • Android and iOS mobile apps
Tiered pricing
nTask
  • Flexible view (list, grid, calendar)
  • Scheduling
  • Task prioritization
  • Android and iOS mobile apps
Free version available; tiered pricing; contact for enterprise solutions
Todoist
  • Set recurring and one-off tasks
  • Delegation
  • Task and project comments
  • Desktop app for Mac (Windows in beta)
  • Android and iOS mobile apps
  • Chrome, Firefox, Safari browser extensions
  • Apple Watch and Wear OS
  • Gmail add-on and extension, Outlook extension
Free trial available; free version available; tiered pricing

 


Product, Software, and Design Work Management Software

These project management tools are designed specifically to oversee product, software, and design endeavors.

Product Key Feature(s) Deployment Cost
Cage
  • Ideal for design and asset management
  • Workflow capabilities
  • Dashboard and activity streams
  • Chrome extension
Free trial advertised; free version available; tiered pricing
Delibr
  • Ideal for feature refinement
  • Documentation tool for project managers
  • Integration with Jira
  • Web-based cloud
Free trial available; paid version available; contact to learn more
InVision (from GitHub)
  • Ideal for digital product design
  • Design, animation, prototyping functions
  • Web-based app
  • Desktop app (Mac and Windows)
Free version available; paid monthly version; contact for enterprise solution
Jira
  • Issue and bug tracking
  • Ideal for developers and Agile teams
  • Cloud and self-hosted options
Free trial available; free version available; tiered pricing; contact for enterprise solution

 


Visualization Project Management

These PM tools include many of the typical functions, but emphasize visualization. They might be particularly useful for Scrum or Kanban-driven projects that rely on visual work management.

Product Key Feature(s) Deployment Pricing

Eylean
  • Kanban board and Gantt view
  • Predefined Agile, Kanban, or Scrum templates
  • 16 Agile metric reports available
  • On-premises
Free trial available; tiered pricing; contact for enterprise solution

Podio (from Citrix)
  • Data visualization
  • Custom structure to support existing business processes
  • Mobile app
  • Web app
Free version available; tiered pricing

 


File Management Tools for Remote Teams

When making the decision to adopt a dedicated file management tool, you want to solve for version control. Rather than having multiple versions of the same document, pending or inconsistent edits, and incompatible file types, the goal is to streamline file consistency to improve overall document management. 

Look for a solution that supports all the file types you regularly use (Microsoft Word, PDF, Google Docs, etc.). While most file management tools need to be cloud-based in order to support real-time updates, you should (as always) also consider if you need a higher level of security.

Cloud-Based File Storage/Asset Management Tools

Use these tools to store documents and files and to share them with your team or outside stakeholders. These apps alleviate the hassle of server or hard drive-only saved materials, so you can access and update them in real time.

Product Key Feature(s) Deployment Cost
Box
  • Cloud storage and file management
  • Automate processes and workflows
  • Desktop app (Mac and Windows)
  • Android and iOS mobile apps
Free trial available; tiered pricing for business plans
Dropbox
  • Secure document cloud storage
  • Streamline workflows with Dropbox Business
  • Cloud-based
  • Android and iOS mobile apps
Free trial available; tiered pricing for individual and team plans
Google Drive
  • Access and sync all documents on any device
  • Cloud backup
  • Drive File Stream for teams (free up disk space from your Mac or PC)
  • Web app
  • Android and iOS mobile apps
Free for individual use; tiered pricing for business use; contact for enterprise solution
Microsoft OneDrive
  • Web version of Microsoft Office (cloud storage and management)
  • Ideal for teams that use Microsoft Outlook email system
  • Cloud-based
  • Android, iOS, and mobile apps
  • Desktop app (Mac and Windows)
  • Xbox 360 and Xbox One consoles
Tiered pricing for business plans
Onehub
  • Cloud storage and collaboration
  • Ideal for high-security teams
  • “Data Rooms” for file management and organization
  • On-premises for Mac and Windows
  • Cloud-hosted, web-based 
  • Android and iOS mobile apps
Free trial available; tiered pricing for business plans
Quip
  • Document management inside Salesforce
  • Version control and permissions
  • Cloud-based
  • Android and iOS mobile apps
Free trial available; tiered pricing; contact to learn more
Xtensio
  • Document creation and sharing
  • Ideal for highly visual documentation and client work
  • Drag-and-drop interactive content
  • Cloud-hosted, web-based app
Tiered pricing; contact for enterprise solution

 


Document Collaboration Tools

This section includes simple tools that allow you to collaborate on document creation and editing from a distributed work environment. Using these apps will save you time and money by eliminating version control issues that arise with static documents.

Product Key Feature(s) Deployment Cost
ContractAwesome
  • Contract creation and management
  • Ideal for companies that employ many contract workers and need database and collaboration on contracts
  • Cloud-based app
Free version available; tiered pricing; contact for enterprise solution
Google Docs
  • Real-time collaborative document creation and editing
  • Version history
  • Offline sync and editing
  • Cloud-based
  • Android and iOS mobile apps
Tiered pricing for business plans; contact for enterprise solution
Huddle
  • Secure file sharing and collaboration
  • Revision history
  • Client portal
  • Cloud-based
  • Android and iOS mobile apps
  • Tiered pricing; contact to learn more
Slite
  • Document creation and organization
  • Ideal for HR teams or other knowledge bases
  • On-premises for Windows and Mac
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Free version available; tiered pricing; contact for enterprise solution

 


Document Signing Tools

Use these solutions to fill and sign forms from anyone you may not be able to meet with in person. These tools automate the signature process to save time.

Product Key Feature(s) Deployment Cost
DocuSign
  • eSignature platform
  • Automate entire agreement process
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Free trial available; tiered pricing for personal and business plans; contact for custom solution
HelloSign
  • eSignature platform
  • Dashboard to track contract lifecycle
  • Integrates with (and now owned by) Dropbox
  • Web-based, cloud-hosted
  • Android and iOS mobile
Tiered pricing

 


Productivity Apps

Compare tools expressly created to improve personal and team productivity. When selecting a productivity app, ensure that it truly aids efficiency, rather than becoming an additional process hurdle. 

Additionally, consider whether you are looking for a tool for personal or team use. If you’re looking for the latter, verify that it integrates with other project or task management, virtual workspace, or collaboration apps you are currently using.

Time Tracking and General Productivity Tools

Time tracking tools can keep a team accountable for completing work efficiently and on time. Use the tools in this section to monitor your daily time and help stay on track to meet deadlines and due dates.

Product Key Feature(s) Deployment Cost
Actioned
  • Daily, prioritized action lists
  • Visibility into team members’ task lists and give feedback
  • Web-based app
Free
Clockify
  • Time tracking tool (clock and manual entry)
  • Separate by project, billable vs. unpaid, etc.
  • Dashboard and time-spending reports
  • Desktop app (Linux, Mac,  Windows)
  • Firefox and Chrome extension
  • Android and iOS mobile apps
Free
FunctionFox
  • Timesheet and PM tracking
  • Ideal for creative teams
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Free demo available; tiered pricing
Harvest
  • Online time tracking and invoicing 
  • Sister app Forecast to plan out team time into the future
  • On-premises (Mac only)
  • Web-based app
  • Android and iOS mobile apps
Free trial available; free individual plan available; paid team plan available; contact for custom quote
Hubstaff
  • Team time tracking
  • Time-saving automation (admin work, project updates, etc.)
  • Desktop and web app
  • Chrome extension
  • Mobile app
Free trial available; free version available; tiered pricing for business plans
Noko (formerly Freckle)
  • Ideal for tracking client and billable hours
  • Chrome app
  • iOS mobile app
  • Mac desktop app
Free trial available; tiered pricing; contact for enterprise solution
Scrumile
  • Time tracking for Agile teams
  • Integration with Jira (whether on-premises or cloud-based)
  • Cloud-based web app
Free version available; paid plan available; contact for enterprise solution
Serene App
  • Day planner, website and distraction blocker
  • Includes productivity enhancing features such as music and countdown timers
  • MacOS app
Free trial available; paid monthly plan
Time Doctor
  • Employee time tracking app
  • Reports on website usage, automated screenshots, and break tracking
  • Desktop app (Linux, Mac, Windows)
  • Chrome app
  • Android and iOS mobile apps
Free trial available; paid plan available
Toggl Track
  • One-click time tracking 
  • Calendar integration
  • Chrome and Firefox apps
Free trial available; free plan available; tiered pricing; contact for enterprise solution
Tomighty
  • Desktop timer
  • Designed for Pomodoro Technique
  • Desktop app (Mac and Windows)
Free

 


Team and Employee Scheduling Tools

The tools in this section are designed to alleviate some of the difficulty in scheduling (meetings, shifts, etc.) with a remote team. Many of the options also include time tracking functions.

Product Key Feature(s) Deployment Cost
Paymo
  • Team scheduling
  • Time tracking, task management, timesheet reporting
  • On premises (Mac and Windows)
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Free trial available; tiered pricing
Teambook
  • Ideal for managing resource scheduling
  • Great for consultant scheduling
  • Web-based, cloud-hosted
Free trial available; tiered pricing
Timezone.io
  • Time zone tracker to manage teams around the globe
  • Web-based, cloud-hosted
Contact for pricing information
When I Work
  • Employee scheduling app
  • Track time and attendance
  • Desktop and mobile app
Free version available; tiered pricing; contact for enterprise solution
World Time Buddy (WTB)
  • World clock and time zone converter
  • Ideal for scheduling meetings for teams among different time zones
  • Web-based
  • Mobile app
Free

 


Team Reports

A team report provides visibility into your team members’ time tracking, productivity, and achievements. This tool gives you insight into performance data so that you can access team members’ contributions.

Product Key Feature(s) Deployment Cost
Status Hero
  • Team reporting based on Agile-like daily standups
  • Activity stream and insights/analysis
  • Web-based, cloud-hosted
Free trial available; tiered pricing; contact for enterprise solution

 


Editing Tools

The apps in this section can foster collaborative editing across devices. See “Document Collaboration Tools” section above for additional options.

Writing and Editing Tools

These apps provide online editing assistance, which is crucial for writing any internal or public-facing documents.

Product Key Feature(s) Deployment Cost
Draft
  • Collaborative document for writers
  • Ideal for version control needs
  • Cloud-based, web-hosted
Free
Etherpad
  • Open-source online editor
  • Download for Linux, Mac, and Windows
Free
SMASHDOCs
  • Collaborative document creation, revision, and production
  • Import other word processing documents
  • Cloud-based, web-hosted
Free version available; contact for tiered pricing

 


Collaborative Video Editing Tools

Use these tools to collaborate on a video project from a remote work environment. These products are extremely useful for editing teams that want to work together as a distributed team.

Product Key Feature(s) Deployment Cost
Adobe Team Projects
  • Lock work sessions, save work, and open on another device
  • Ideal for dispersed video teams
  • Cloud-based; need Premiere editing software
Part of Adobe Creative Cloud; contact for pricing information
cineSync (from ftrack)
  • Review and approval system (for video editing)
  • High-resolution, high-frame-rate video
  • Desktop apps (Linux, Mac, and Windows)
Tiered pricing; contact to learn more
Frame.io
  • Collaborative creative platform
  • Integrations with other popular editing programs
  • Cloud-based
Free trial available; free version available; tiered pricing for business plans; contact for enterprise solution
MASV
  • Fast large-file transfer
  • Most secure way to quickly deliver video projects to clients
  • Desktop app (Mac and Windows)
  • New Cloud Connect feature to sync all files
Pay as you go (per GB); contact to learn more

 


Password Management Tools

In the transition to a remote-first workforce, you may find that you need to put in place additional security measures. These password manager tools are lightweight options that teams and employees can incorporate across devices in order to access work when contributing remotely.

Product Key Feature(s) Deployment Cost
1Password
  • Store and use passwords with fillable forms
  • One-click authentication
  • On-premises for Linux, Mac, and Windows
  • Android and iOS mobile apps
  • Chrome extension
Free trial available; tiered pricing; contact for enterprise solution
Bitwarden
  • Open-source password manager
  • Meets global security standards
  • Desktop app (Mac and Windows)
  • Android and iOS mobile apps
  • Browser extension for Chrome, Firefox, Safari, Opera, Edge, Vivaldi, Brave, and Tor Browser
Free trial available; free version available; tiered business pricing
Dashlane
  • Autofill password manager
  • Sync Dashlane data across devices
  • Desktop (Mac and Windows)
  • Android and iOS mobile apps
  • Browser extension for Chrome, Firefox, Safari, Edge
Free trial available; free version available; tiered pricing for business
LastPass (from LogMeIn)
  • Password manager
  • “Master Password” function
  • Fingerprint support
  • Browser extension
  • Android, iOS, and Windows mobile apps
Free trial available; tiered business pricing; contact for enterprise solution
LessPass
  • Password manager with “Master Password” feature
  • Offline sync
  • Android and iOS mobile apps
  • Chrome and Firefox extension
Free
Pocket
  • Password manager
  • Save content to Pocket
  • Integrations with 1,500-plus apps
  • Android, iOS, and Windows mobile apps
  • Mac desktop apps
  • Kobo e-reader app
Free account (standard); monthly or annual paid memberships available
RoboForm
  • One-click password manager
  • Automatic password save (while browsing)
  • Offline access
  • Desktop app (Mac and Windows)
  • Android and iOS mobile apps
Free trial available; tiered business pricing

 


Tools to Build Company Culture Remotely

Remote work often poses a challenge to building company culture. When team members can’t see each other in person to form bonds, it can be hard to gain trust, maintain morale, and support the company ethos. These tools can help build team culture.

Read our “Ultimate Guide to Remote Company Culture” to gain tips and learn about companies that have successfully done so. For more ideas (many of which don’t require tools), visit our page with over 50 team-building games for remote workers.

Tools for Team Member Recognition

When working remotely, it can be difficult to show appreciation for or give credit to your employees’ achievements. These tools provide insight into team member performance and make receiving remote recognition fun.

Product Key Feature(s) Deployment Cost

Cheers for Peers (by TINYpulse)
  • Data-driven employee recognition
  • Reports, insights, analysis 
  • Build incentives for high performance
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Contact for quote (through TINYpulse)

WooBoard
  • Employee and peer recognition platform
  • Gamified rewards and engagement
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Free trial available; paid monthly plan; contact for enterprise solution

 


Tools for Mindfulness

As mindfulness gains traction in the work sphere, many companies have created apps or programs specifically designed to improve work culture. These tools provide a business-minded approach to building mindfulness.

Product Key Feature(s) Deployment Cost
Calm for Business
  • Mindfulness app
  • Programs to relieve stress, improve sleep, etc.
  • Analytics to track employee engagement
  • Android and iOS mobile apps
Free trial available; tiered pricing based on team size; contact to learn more
Headspace for Work
  • Meditation app 
  • Research-backed program designed for work
  • Android and iOS mobile apps
Free trial available; contact for enterprise solution

 


Tools for Social Networking and Community Building Games

In a remote setting, maintaining social connection is vital to team morale and, by extension, team performance. These apps offer fun ways to stimulate team energy, build company culture, and stay connected while working remotely.

Product Key Feature(s) Deployment Cost
Icebreaker
  • Host online events for dedicated social time
  • Template library of activities, prompts, and games
  • Built-in “matching” to get to know new people
  • Web-based
Free version available; tiered pricing; contact for enterprise solution
Kahoot! for Business
  • Learning platform 
  • Creative quizzes and track engagement
  • Assign self-paced challenges
  • Web-based, cloud-hosted
  • Android and iOS mobile apps
Free trial available; tiered pricing
Talkspirit
  • Enterprise social network
  • Platform for internal communication
  • Desktop apps (Linux, Mac, and Windows) 
  • Android and iOS mobile apps
Free trial available; tiered pricing; contact to learn more
WorkStyle
  • Personality tests for teams
  • Create work profiles to build teams that work better together
  • Web-based, cloud-hosted
Sliding scale based on team size; contact to learn more

 


Collaborate Effectively and Drive Results with Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

 

 

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

Try Smartsheet for Free Get a Free Smartsheet Demo