![Search icon](https://hackernoon.imgix.net/search-new.png?w=19&h=19)
36.2 million people will be working from home by 2025! This is according to a report from Zippa.
Interesting times, right?
Well, thanks to the COVID-19 pandemic, remote working has slowly become the new normal. And it seems it's only going to grow from here.
Moreover, many companies have realized that their employees can be just as productive - if not more - working from home.
Besides, this shift has allowed employees to have a better work-life balance while helping employers save on office space.
That's a win-win situation, right?
But then there's a catch – communication.
Effective communication is that glue that holds everything in place especially in a virtual environment.
And because you don't get to have those physical team meetings, casual desk chats, and hallway conversations, it is easy for your team to feel disconnected or isolated, leading to misunderstandings.
As one remote worker shared their experience on Reddit:
“I have faced some significant hurdles with communication at my remote job – from misunderstandings to getting my points across effectively. It's been super frustrating and career-limiting.”
Sadly, many remote workers are in their shoes.
They face communication and collaboration difficulties, feelings of isolation, and challenges of team bonding – all of which often stem from not having reliable communication tools.
That's why having a robust communication platform is non-negotiable.
So, what's the best communication platform for remote teams?
In this blog post, I'll cover some of the best communication tools for remote teams, along with their pros and cons, to help you make an informed decision. Walk with me!
Here's a list of some of the best virtual communication solutions you should try:
COMMUNICATION TOOLS |
PRICE |
BEST FOR |
---|---|---|
Slack |
Free, paid plans start at$4.38/month |
Instant messaging and team communication |
Microsoft Teams |
Free, paid plans start at $4.00/month |
Team communication and collaboration within the Microsoft 360 |
Zoom |
Free, paid plans start at $15.99/month |
Video conferencing and webinars |
Google Meet |
Free, paid plans start from $6.00/month |
Virtual meetings and integration with Google Workspace |
Loom |
Free, paid plans start from $12.50/month |
Creating and sharing video messages |
Trello |
Free, paid plans start from $5.00/month |
Kanban-style project management |
Asana |
Free, paid plans start from $10.99/month |
Project management and task tracking |
Discord |
Free, premium plans start at 9.99/month |
Voice, video, and text communication |
Skype |
Free, paid plans start 13.99/month |
Video calls and virtual communication |
|
Free |
Quick messaging and small group communication |
Starting strong with a popular option, Slack has become the go-to virtual communication solution for many remote teams, and it's easy to see why.
As a cloud-based messaging platform, Slack facilitates real-time conversations among users thus suitable for remote team building.
Think of it as a virtual office where all your team members and work tools reside under one roof.
Amazing, right?
With its sleek, beginner-friendly UI, Slack provides a smooth learning curve for first-time users. From setting up channels, onboarding team members, sharing files, scheduling, and attending meetings – all are as straightforward as they can get.
One standout feature of Slack you'll likely appreciate is how conversations are organized into various channels based on topics, team members, or projects. This helps to prevent distractions, allowing everyone to know exactly where to find relevant files or conversations.
Slack also allows hassle-free file sharing with your colleagues which can be quite convenient. It integrates with a wide array of third-party tools such as Trello, Zoom, Google Drive, and lots more – making remote communication and collaboration significantly easier.
User Testimonial:
“Slack is an incredible tool for staying in touch with colleagues. I absolutely love it! It makes communication so easy and efficient, whether you’re sending quick messages, sharing files, or having calls. The channels and direct messages keep everything organized and accessible. Plus, it’s genuinely fun to use. The emojis, GIFs, and reactions add a bit of personality and humor to our daily interactions, making work feel less formal and more engaging. Slack has definitely improved our team’s collaboration and connection. We use it daily.” (Merve S., Capterra)
Using Slack Video Explanation
Slack has a free version that offers basic features that could be ideal for small teams. However, for added advantage, paid plans start from:
Pro – $4.38/month
Business+ – $US15/mo
Enterprise Grid – Custom price.
Looking for a comprehensive communication hub? Microsoft Teams might be your answer.
This powerful tool enhances collaboration and communication for remote and hybrid teams, offering text, audio, and video conversations all in one place.
As part of Microsoft 365, this tool allows easy access to other Microsoft tools like Word, Excel, and SharePoint. This allows you to edit documents, share files, and collaborate with your colleagues – without having to switch between apps.
Additionally, its file sharing and collaboration features allow multiple members to work on the same document simultaneously – keeping everyone on the same page, literally.
Microsoft Teams also integrates with other essential tools like Trello, Asana, and Github, making it a versatile option.
What's more?
Microsoft Teams offers a user-friendly interface that simplifies the onboarding process of team members. Like Slack, you can create channels for different projects or teams, and even set up private ones for sensitive conversations.
User Review:
“With Microsoft Teams, I can easily share files, message colleagues, set up meetings, and schedule time off so everyone on the team sees who is out, even the call feature has helped us explain and clarify. It is easy to use and I use it every day, several times a day.
Our company stores project files there so everyone can find them easily. We've set up group chats to quickly communicate with everyone who needs to know. The collaboration available in real-time through Teams has allowed our company to stay on top of project deadlines and keep each other informed of expectations. Using Teams with SharePoint has made our global company seem like we're all neighbors in the same office.” ( Ronda R, G2 reviewer).
Using Microsoft Teams Video Explanation
Microsoft Teams offers a free plan with unlimited 1:1 meetings and group meetings that can hold 100 participants, making it ideal for personal use and small businesses. For more advanced features, consider the following paid plans:
Next up is Zoom. This is a renowned video communication software that comes with a recording tool, allowing users to save meetings locally or to the cloud.
Zoom enables you to host high-quality audio and video meetings, with a live chat feature for private or group text messages. Participants can also easily share files during meetings, making collaboration seamless.
One standout feature is how one can easily switch presenters mid-presentation, making it ideal for teams that host regular review meetings.
Additionally, Zoom includes several tools designed to improve your meeting experience such as “Vanishing Pen” for clearer explanations through drawings, “Focus Mode” to help retain participants’ attention, and “Immerse Mode” to make your team members feel more at “home”.
Zoom also has a feature called “Breakout rooms” which allows you to have more focused conversations with specific members during larger meetings.
What's more, Zoom integrates with other apps or tools such as Google Calendar, Slack, and SharePoint – making it an efficient communication medium worth considering.
But hey, don't just take my word for it.
User Review:
“Zoom Workplace is very easy to use and has a very simple user interface. All the functionalities like virtual backgrounds, screen sharing, etc. work very smoothly and there is very little disturbance. Zoom offers a seamless integration with existing office tools, enhancing real-time collaboration with its intuitive interface. Its robust features support frequent use and ensure easy implementation across teams, fostering a connected and productive work environment, even remotely. Also, customer support is fast to respond at all times.” Aman C, G2 reviewer
Using Zoom Video Explanation
Zoom offers a free version allowing access to basic features. To tap into advanced features, consider the following paid plan:
Pro – $15.99
Business + – $21.99
Business pro – $26.99
You’ve probably heard of or even used Google Meet — a household name among remote and hybrid workers.
This tool features a straightforward UI, enabling teams across the globe to connect via video or audio calls with just a few clicks.
But that's not all it offers…
Google Meet integrates perfectly with the Google Workspace tools including Google Docs for easy creation and editing of documents, Google Calendar for scheduling meetings and tracking tasks, and Google Drive for file storage.
Additionally, you can connect Google Meet with external software like Slack for more streamlined communication with your team members.
Another key advantage of Google Meet's mobile accessibility, it allows you to connect from anywhere – bridging the communication gap for virtual teams.
A User Shared:
“I use Google Meet for my 9-hour work-from-home sessions daily, and it has been incredibly smooth. The audio quality is excellent, making communication clear. The screen-sharing feature is seamless, allowing for effective collaboration. Its user-friendly interface and reliable performance ensure that my meetings run without a hitch. Google Meet has significantly enhanced my remote working experience, making it an indispensable tool for my professional needs.” Mannnav G. (G2)
Using Google Meet Video Explanation
You can access basic features such as a maximum of 100 participants per meeting with Google Meet's free plan.
Advanced features can be accessed by paying for the Google Workspace which starts at $6.00/month for the Business Starter plan.
Sometimes not everyone will be available for a “quick meeting.”
Why?
Probably because of other engagements or different time zones – the latter is a frequent factor, especially when running a remote team with members across the world.
Or maybe you prefer asynchronous team communication.
Whichever the case might be – Loom is an ideal messaging app for virtual teams. Loom is a video communication tool that allows you to record your face/voice alongside your screen.
Additionally, Loom has an easy-to-use interface that makes recording videos a breeze, even for first-time users.
Loom also connects seamlessly with other remote communication tools such as Slack, making it easier to distribute the video amongst team members.
The best part?
You can edit and process your video within a couple of minutes.
Also, your team can always rewatch the video without any hassle. So, whether it's a tutorial on how to use a new tool or project updates – they can always revisit the video for a better grasp.
A Loom User Said:
“Overall it's been amazing, I started on the free account then when I realized how much time it was saving me (with making tutorials for a remote team) it was an easy decision to start paying for it. They also roll out new features so I feel they really listen to feedback. I love how easy it is to use, even if you are not tech-savvy it's easy to use. It's easy to organize my recordings with folders and share them with team members and clients. It saves me so much time by creating short screen recordings versus having to have a meeting. It's also low-cost compared to other software solutions. I use it daily and have created hundreds of tutorials using it. The ease of use and integration is great too.” Sara L. (G2 reviewer)
Using Loom Video Explanation
Loom has a free version, which might be limiting. Paid versions are:
Looking for a platform that allows you to assign tasks and track their progress? Then, it's time to try out Trello.
Trello is a versatile, visual Kanban-inspired work management software that improves remote and hybrid team collaboration and project management.
One super attractive feature of this platform is its intuitive interface. This makes it easy to get started with team management even as a beginner.
Scheduling of tasks is also quite straightforward (you just need to drag and drop). This makes it easy to monitor the progress of each task assigned to team members, thereby hitting your targets or goals.
And there's more…
Trello is extremely versatile. It allows you to customize your entire workspace, including boards, lists, and cards representing projects, stage of execution, and individual tasks/ideas, respectively – allowing easier task tracking, hence improving cooperation among team members.
Additionally, Trello connects seamlessly with a range of external platforms, including Slack, Zoom, and Google Drive, hence improving your team's overall communication flow.
To Borrow the Words of Content Marketer Ted Bauer:
“I personally like Trello. It's easy and intuitive to organize, and you can leave various notes and iterations in there. I find that it works even with "older-school" clients.”
Therefore, it's no surprise how Trello has evolved to become an essential software for remote and hybrid work collaboration.
So, if you're running a small team, Trello might just be perfect especially because of its affordability and simplicity.
Using Trello Video Explanation
Trello has a free plan that can be perfect for small teams. The plan allows access to basic features such as unlimited lists and cards, and 10 team boards management, among others.
However, for added benefits, users need to look into the paid plans, which are as follows:
Are you a large team and Trello isn't just cutting it out for you? Time to look into Asana.
Asana is a web-based project management tool that offers advanced task management capabilities which makes it suitable for handling more complex projects.
With Asana, you can create tasks, subtasks, and projects and effectively track them ensuring they're properly executed and in time.
Additionally, you can view your projects through various lenses – lists, boards, calendars, and timelines. This allows your team to choose the best format that aligns with their workflow or preferences. The team also gets to view the same tasks from different angles, which is beneficial for effective collaboration.
Furthermore, Asana has strong integration with different tools, allowing you to execute more tasks and keep your team connected.
What's more, just like other tools I added in this article, Asana offers an uncluttered interface. Hence beginners may experience little to no difficulty getting started with the tool.
And no, you don't have to worry about storage – Asana is designed to accommodate numerous numbers of projects and tasks. But if you prefer a dedicated storage tool, simply connect it with Google Drive or Dropbox (it's that simple).
From A First-hand Experience:
“I work remotely, but it no longer feels like it with Asana. The customer support is great and I feel much more connected to the team. I'm finding it super easy to implement into my workflows, both personally and with the team. I use it every day so I am learning quickly while working. I'm yet to find anything it can't do!” Luci. L (G2)
Using Asana Video Explanation
Asana offers a free version ideal for individuals and small teams. However, paid plans are:
Originally designed for gamers, Discord has evolved into a communication platform used by a wide range of people, including distributed team members.
With Discord, your team can communicate via video, voice, and text within a single space – making it easy to switch modes of interaction based on the topic or project ensuring real-time communication.
Discord also allows you to create various servers and channels. These spaces can be public or private and dedicated to different interests, projects, or teams. This flexibility allows team members from around the world to bond and collaborate effortlessly.
Additionally, Discord connects with third-party tools like Trello, Asana, Google Drive, and Calendar, facilitating better communication, file sharing, and collaboration on projects with the team.
User Review:
“I was looking for a way to keep my remote team on the same page and decided to give Discord a try. It's very user-friendly and they've done a great job at making sure it's easy to use. I love the voice chat option and being able to call up the team on audio. It became our virtual office. Nice work!” ( Capterra, verified reviewer).
Using Discord Video Explanation
While Discord offers a free version, advanced features can be unlocked by paying for the paid version at $9.99/month.
Yes, some teams still use Skype for virtual communication.
Skype is a two-decade-old messaging platform that allows users to instantly communicate with one another regardless of their locations. It offers remote and hybrid teams a wide range of features that make it easy to stay connected when working remotely.
With Skype, remote teams can hold audio and video calls with their team members, making it easier to connect, hold discussions, and collaborate on projects in real-time.
Additionally, users can share their screens during video calls. This is beneficial for demonstrating or presenting projects better.
Furthermore, Skype supports text messaging. With this feature, you can ask questions, drop updates, or have casual chats to keep your team in the loop asynchronously.
And there's more…
Skype makes it easy to share documents, images, and other work files directly within the chat, making collaboration a walk in the park.
The reason why, even though the popularity of Skype (which once dominated virtual communication) might have declined a little, numerous teams still prefer this OG tool;
Hear it From a User:
“Skype is the most reliable video conferencing platform I've ever used. As someone who's been relying on it for both personal and professional calls, I can confidently say that the call quality is unbeatable. The user interface is incredibly intuitive, making it a breeze to connect with anyone, anywhere in the world. What I love most is the seamless integration with other Microsoft tools, saving me tons of time. Skype is simply the gold standard for virtual communication, and I would highly recommend it to anyone looking for a dependable video chat solution.” ( G2 Verified reviewer)
Using Skype Video Explanation
Skype has a free version, while the paid version is priced at $13.99/month.
Surprised? I was, too.
Turns out a lot of teams out there prefer WhatsApp for communication.
WhatsApp is a free, popular messaging platform that supports real-time communication.
With over 2 billion users, WhatsApp is widely accessible and a familiar tool for many team members, making it easy to adopt without any hassle.
It's also available via mobile and desktop devices, allowing it to serve as an effective communication software for remote teams.
Additionally, WhatsApp facilitates different modes of communication. Users can instantly send text messages, voice notes, and video messages to group chats or message team members one-on-one.
Furthermore, WhatsApp allows you to share media and files with colleagues directly within chat, saving you time sending emails back and forth.
What makes WhatsApp even more convenient for team communication is its support for both synchronous and asynchronous communication.
This allows your team to engage in real-time conversations through voice or video calls and instant messaging.
At the same time, users can send messages and media at their convenience and the recipient can also respond whenever they are ready, which is ideal if the team members are across different time zones and schedules.
Amazing, right?
From a User's Perspective:
“Using WhatsApp makes it very easy to communicate with my teammates. It allows me to upload it on my desktop and use it on my desktop as I'm working throughout the day. Communication is very clear and easy and allows me to use a full range of different messages and messaging types to share with my team. WhatsApp was very easy to implement into my business. It was easy to download the app onto my phone, and then from there to download WhatsApp onto my desktop computer was also extremely easy. Implementing it took maybe one minute and was worth every second that it was and has been very easy to use moving forward. It is free and very, very easy to use and very easy to implement whether you're using it with just friends and family and personal communication or to use across a team or a platform like that” (Eva F., Capterra)
Using WhatsApp Video Explanation
WhatsApp is a free messaging platform.
But…
In this article are some of the best virtual communication solutions out there. These tools have helped numerous teams worldwide ease their communication gap, collaborate better, and get more work done.
But then what works for team A might not work for team B, right?
And trial and error shouldn't be an option.
Reason why, it's important to analyze your team and ask yourself the following questions before opting for the ONE.
Define exactly what your team needs the most. Are you looking to collaborate on documents, have synchronous or asynchronous conversations, manage projects, or all of these?
Before signing up for any tool, it's wise to test it out. To get more work done, look out for features that are non-negotiable such as an intuitive UI, straightforward onboarding process, and minimal training. Depending on your team's size and preferences, you might have more tailored expectations. Figure and look out for them when testing the tools.
Confirm whether the tool connects seamlessly with other tools your team uses. For example, if your team utilizes the Microsoft suite, then Microsoft Teams might be ideal for your communication needs. Likewise when utilizing Google Workspace, Google Meet might be your best bet.
Visit review platforms such as G2 and Trustpilot to better understand other users' experience with the app. You can also get more insights about the platforms through communities like Quora and Reddit.
Your team likely has a budget before setting out to get an online communication tool. Therefore, confirm the pricing structure alongside any other charges and evaluate whether their services align with the budget.
As your team grows, it equals more responsibilities – hence additional employees. So, can the app accommodate such future expansion?
Analyze what the onboarding process is like. You can check for this by reading user reviews or assessing the platform yourself. To get your team up and running in no time, opt for a platform that offers a smooth and straightforward onboarding process.
Check whether you can personalize the tool to suit your team's preferences and processes.
So, by reviewing these questions, you'll be better equipped to select an ideal communication and collaboration tool that best aligns with your team's needs. Remember to also adopt workable, effective communication strategies for your remote employees for maximum productivity.
At this point, it's clear that effective communication plays a major role in the success of a team – whether remote or hybrid.
Reason why, adopting tools that'll support online collaboration, regular communication, team bonding, and virtual meetings, alongside employee engagement is non-negotiable to keep your business moving.
Thankfully, this article aims to guide you in selecting the best virtual communication tools to meet your team's expectations. Remember, to choose the ideal tools, start by clearly defining your team's needs. Then, try out the shortlisted options and pick the best fit for your workflow.
So, regardless of how your team is distributed across the world, I hope this guide makes communication a breeze for you all.
Meanwhile, have you tried any of these tools before? Please, share your experiences in the comments below and let me know which one works best for your team.