Communication Tools for Remote Teams

In case a corporation has chosen to function in a distributed manner, meaning that it lacks a centralized location like the HQ, the core cells in the body of the corporation have already switched from physical to digital forms. Hence, all spontaneous conversations that happen in a workplace or at the desks must be deliberately designed in a digital format.

Nonetheless, most corporations are misled in terms of considering a chat application to solve all issues related to the alignment of its staff members. To become an efficient and properly aligned distributed workforce, one has to deliberately design a company’s communication strategy and set communication standards regarding the urgency of particular communications.

1. Real-time text-based chat (virtual office)

Text-based real-time communication platforms are perfect for the purpose of alignment and for cross-team updates. The goal of modern remote real-time messaging solutions is to organize communication streams according to different projects or active accounts of clients in order to avoid losing important decisions in unstructured messages.

Slack: The go-to tool for corporate communication across the globe. This platform divides interactions between teams into several channels, making it possible to structure communications according to particular projects or clients the company is working with. Slack also features a threaded message option allowing teams to discuss bugs or design aspects in depth without flooding the main feed.

Microsoft Teams: The ultimate console for corporations working within the framework of the Microsoft 365 system. The combination of a messaging tool, cloud-based file storage solution, and organizational diagram makes it the ultimate business communication solution. Moreover, Microsoft Teams is capable of providing a business-class security protocol.

2. High-Fidelity Video-Conferencing Application (Meeting Rooms)

While real-time communication is effective for daily updates, a little more complex situation can only be handled with the help of high-fidelity video communications, which allows the members to discuss a particular issue and see one another’s facial expressions.

Zoom: This is the perfect platform for organizing and conducting video meetings and calls. This application is able to handle multiple video streams and provide seamless screen sharing opportunities. In addition, Zoom has a recording feature making it possible to save video records in the cloud and share them with absent teammates later on.

Google Meet: An absolutely browser-based video-conference application, requiring no installation at all. Being integrated with the Google workspace, remote workers would always be able to add a video-conferencing link to any Google Calendar appointment.

3. Asynchronous Video Updates (Time Blocker)

Once again, going one step further and replacing regular meetings with pre-recorded videos could be quite a helpful solution. Inviting a person into a meeting to get an update from them costs too much time and creates an unnecessary interruption. Instead, pre-recorded videos may be uploaded anytime and seen by other people.

Loom: The most appropriate platform for reducing the number of live meetings. With the help of Loom, one can record their screens, webcams, and voices simultaneously. This feature becomes extremely useful in cases where an engineer wants to explain some bugs in his/her code while designer does the same with regards to product design.

Vidyard: A powerful platform providing a means of sharing video updates with your in-house sales prospects as well as with your remote team. This platform also allows analyzing the process of viewing video updates.

4. Visual Collaboration (Virtual Whiteboard)

Usually, in offices, teams would use whiteboards for designing their workflows. Hence, in a remote setting, this need must also be addressed with the help of a specialized platform.

Miro: This tool helps remote teams design architecture of their products, plan future launches or map out the user flow. There are various visualization methods like sticky notes, mind maps, charts, and wireframes. Everything happens in real time providing the illusion of physically working in one place.

Quick-Scan Communication Tools Comparison Matrix

FAQ Section

1. What measures can remote teams take to prevent distraction caused by instant text chat messages?

To avoid unnecessary distractions caused by notifications, teams must introduce asynchronous communication practices. All notifications in the chat must be disabled and chat windows must be muted. Instead of having a chat window open all the time, it is suggested to check it once in a while at certain intervals, for example once every hour.

2. Are Slack and Zoom safe to use when sharing sensitive documents?

Yes, these tools use corporate-grade security protocols for protecting their clients. Nonetheless, apart from this, there is another thing that corporations should pay attention to: security of your accounts. In this regard, multi-factor authentication must be introduced across the software ecosystem of a corporation.

3. Which communication tool must I choose to share particular information?

When communicating with remote teams, people have to go through the following hierarchy of decision-making. In case the situation is not urgent, one must use either asynchronous text or email. In case something has to be discussed and presented visually, choose Slack or Loom for that. Otherwise, opt for Zoom or Google Meet.

4. How can a remote corporation maintain its unique culture?

Maintaining culture in the remote setting can be achieved with the help of creating certain channels for discussing non-work-related issues. In this regard, creating special fun channels, like #water-cooler, #book-club, or #pet-pics can be a good start. Apart from that, hosting informal coffee chat via Zoom or Miro is another brilliant idea.