Remote work has transformed from a perk to a necessity. With 42% of the workforce now working remotely full-time, having the right tools isn't just convenient—it's critical for business success.
This comprehensive guide covers the essential tools every distributed team needs to maintain productivity, foster collaboration, and build strong remote culture.
Remote Work by the Numbers
- 42% of the U.S. workforce works remotely full-time
- 82% of companies plan to allow remote work post-pandemic
- 13% increase in productivity reported by remote workers
- $11,000 average annual savings per remote employee
Communication & Collaboration
Video Conferencing
🏆 Zoom (Best Overall)
Best for: All team sizes, client meetings, webinars
Key features: HD video, screen sharing, recording, breakout rooms
Pricing: Free (40-min limit), Pro ($14.99/month), Business ($19.99/month)
Microsoft Teams
Best for: Microsoft 365 users, enterprise integration
Key features: Integrated chat, file sharing, app integrations
Pricing: Free, Microsoft 365 Business Basic ($6/user/month)
Google Meet
Best for: Google Workspace users, simple meetings
Key features: Gmail integration, live captions, dial-in numbers
Pricing: Free (60-min limit), Google Workspace ($6/user/month)
Team Chat & Messaging
🏆 Slack (Best Overall)
Best for: Teams of all sizes, app integrations
Key features: Channels, direct messages, file sharing, 2,000+ integrations
Pricing: Free, Pro ($7.25/user/month), Business+ ($12.50/user/month)
- Use channels for topics, not departments
- Set status updates to show availability
- Use threads to keep channels organized
- Create channel naming conventions
Microsoft Teams
Best for: Organizations already using Microsoft 365
Key features: Integrated video calls, file collaboration, app store
Discord
Best for: Creative teams, gaming companies, informal communication
Key features: Voice channels, screen sharing, community features
Project Management & Productivity
Project Management Platforms
🏆 Asana (Best for Growing Teams)
Best for: Project tracking, task management, teams 5-100
Key features: Multiple project views, custom fields, timeline, goals
Pricing: Free (up to 15 team members), Premium ($10.99/user/month)
Monday.com
Best for: Visual project management, custom workflows
Key features: Customizable boards, automation, time tracking
Pricing: Basic ($8/user/month), Standard ($10/user/month)
Trello
Best for: Simple projects, small teams, Kanban lovers
Key features: Kanban boards, Power-Ups, Butler automation
Pricing: Free, Standard ($5/user/month), Premium ($10/user/month)
Notion
Best for: All-in-one workspace, documentation + project management
Key features: Databases, wikis, notes, templates
Pricing: Free, Personal Pro ($4/month), Team ($8/user/month)
File Storage & Document Collaboration
Cloud Storage Solutions
| Tool | Free Storage | Paid Plans | Best For |
|---|---|---|---|
| Google Drive | 15 GB | $6/user/month (100 GB) | Google ecosystem users |
| Dropbox Business | None | $15/user/month (5 TB) | File sync and sharing focus |
| OneDrive | 5 GB | $6/user/month (1 TB) | Microsoft 365 integration |
| Box | 10 GB | $5/user/month (100 GB) | Enterprise security needs |
Document Collaboration
🏆 Google Workspace
Best for: Real-time collaboration, cloud-first teams
Key features: Docs, Sheets, Slides with real-time editing
Pricing: Business Starter ($6/user/month), Business Standard ($12/user/month)
Microsoft 365
Best for: Traditional Office users, enterprise features
Key features: Word, Excel, PowerPoint with cloud sync
Pricing: Business Basic ($6/user/month), Business Premium ($22/user/month)
Time Management & Focus
Time Tracking
🏆 Toggl Track
Best for: Freelancers, small teams, simple time tracking
Key features: One-click timers, project categorization, detailed reports
Pricing: Free (up to 5 users), Starter ($9/user/month)
RescueTime
Best for: Productivity analysis, distraction management
Key features: Automatic time tracking, productivity scoring, website blocking
Pricing: Free (limited features), Premium ($12/month)
Clockify
Best for: Teams needing free time tracking
Key features: Unlimited users on free plan, timesheet management
Pricing: Free (unlimited), Basic ($3.99/user/month)
Design & Creative Collaboration
Design Tools
🏆 Figma
Best for: UI/UX design, real-time collaboration
Key features: Browser-based design, prototyping, developer handoff
Pricing: Free (3 projects), Professional ($12/editor/month)
Canva for Teams
Best for: Marketing materials, social media graphics
Key features: Templates, brand kits, collaboration features
Pricing: Free, Pro ($12.99/month), Teams ($14.99/month for 5 users)
Adobe Creative Cloud
Best for: Professional creative work, established workflows
Key features: Full Adobe suite, cloud sync, collaboration features
Pricing: Individual ($52.99/month), Teams ($79.99/user/month)
Development & Technical Collaboration
Code Collaboration
🏆 GitHub
Best for: Code hosting, version control, open source projects
Key features: Git repositories, pull requests, issue tracking, actions
Pricing: Free (public repos), Team ($4/user/month), Enterprise ($21/user/month)
GitLab
Best for: DevOps, CI/CD, self-hosted solutions
Key features: Integrated CI/CD, issue tracking, wiki, security scanning
Pricing: Free, Premium ($19/user/month), Ultimate ($99/user/month)
VS Code Live Share
Best for: Pair programming, code reviews, debugging
Key features: Real-time code editing, shared debugging, voice calls
Pricing: Free with VS Code
Security & VPN
VPN Solutions
🏆 NordLayer (Business VPN)
Best for: Business teams, scalable security
Key features: Team management, dedicated servers, threat protection
Pricing: $7/user/month (annual billing)
Perimeter 81
Best for: Zero-trust security, growing companies
Key features: Cloud-based, automatic WiFi protection, 2FA
Pricing: $8/user/month
Remote Team Building & Culture
Virtual Team Building
Donut (Slack Integration)
Best for: Random coffee chats, team introductions
Key features: Automated pairing, icebreakers, standup meetings
Pricing: Free (limited), Pro ($3/user/month)
Kahoot!
Best for: Virtual games, training quizzes, team activities
Key features: Interactive quizzes, live games, learning content
Pricing: Free (basic), Pro ($7/month), Premium ($14/month)
Gather.town
Best for: Virtual office spaces, casual interactions
Key features: 2D virtual world, proximity audio, customizable spaces
Pricing: Free (up to 25 users), Paid ($3/user/month)
Tool Stack Recommendations by Team Size
Startup (2-10 people)
- Communication: Slack + Zoom
- Project Management: Trello or Asana (free plan)
- Files: Google Drive
- Documents: Google Workspace
- Code: GitHub
- Design: Figma + Canva
Monthly Cost: ~$50-200/month
Growing Team (10-50 people)
- Communication: Slack + Zoom Pro
- Project Management: Asana Premium or Monday.com
- Files: Google Workspace or Microsoft 365
- Time Tracking: Toggl
- Security: Business VPN
- Analytics: RescueTime
Monthly Cost: ~$500-2,000/month
Enterprise (50+ people)
- Communication: Microsoft Teams or Slack Enterprise
- Project Management: Asana Business+ or Monday Enterprise
- Files: Microsoft 365 or Google Workspace Enterprise
- Security: Enterprise VPN + SSO
- Analytics: Advanced time tracking and productivity tools
- Integration: Zapier or Microsoft Power Automate
Monthly Cost: ~$2,000+/month
Implementation Best Practices
Rollout Strategy
- Start with communication tools - Get everyone connected first
- Add project management - Establish workflows and accountability
- Implement file sharing - Centralize documents and resources
- Layer in specialized tools - Add design, development, or industry-specific tools
- Focus on integration - Connect tools to reduce context switching
Training and Adoption
- Provide tool training sessions for the entire team
- Create internal documentation and best practices guides
- Designate tool champions in each department
- Start with basic features and gradually introduce advanced functionality
- Regularly gather feedback and iterate on your tool stack
Build Your Remote Tool Stack
Ready to equip your remote team? Browse our detailed reviews of productivity and collaboration tools.
Explore Remote Work ToolsConclusion
The right remote work tools can make the difference between a struggling distributed team and a thriving one. Start with the essentials—communication, project management, and file sharing—then gradually add specialized tools based on your team's unique needs.
Remember: tools are only as effective as the processes and culture surrounding them. Invest time in training, establish clear guidelines, and regularly evaluate what's working (and what isn't) for your team.
The future of work is distributed, and with the right tool stack, your team can be productive, connected, and successful from anywhere in the world.