21 Best Collaboration Tools for Remote Teams Reviewed for 2024
Best collaboration tools for remote teams Shortlist
Here’s my pick of the 10 best software from the 21 tools reviewed.
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Choosing the right collaboration tools for remote teams is tough. You want to improve communication and productivity but need to figure out which tool fits best. In this article, I’ll make things easy, leveraging my years of managing digital projects and using various tools to bring you this shortlist of best collaboration tools for remote teams.
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How To Choose Collaboration Tools For Remote Teams
You'll want to ensure the best fit possible when choosing collaboration tools for remote teams for your business. Here are the questions you should be asking yourself before making a purchasing decision:
⬜ What are your goals for employing collaboration tools for remote teams?
⬜ Have you ever used collaboration tools for remote teams before?
⬜ How many users will need access to the tool? And how often?
⬜ What are 3 key software features you can't live without?
⬜ What unique or niche needs does your company have?
⬜ What channels does it need to connect to? Email, Slack, other?
⬜ What's your budget for collaboration tools for remote teams?
It could be helpful to write down the answers to these questions before you start reading the reviews below. That way, you can measure each tool against the features, functionality, and flexibility you actually need.
Best collaboration tools for remote teams Summary
| Tools | Price | |
|---|---|---|
| Zoom | From $149.90/year/license | Website |
| Trello | From $5/user/month (billed annually) + free plan available | Website |
| Microsoft Teams | From $4/user/month + free version available | Website |
| Happeo | Pricing upon request | Website |
| ProofHub | From $79/month (billed annually) | Website |
| Basecamp | From $15/user/month | Website |
| Around | From $7/user/month (billed annually) | Website |
| Google Workspace | From $6/user/month | Website |
| Notion | From $10/user/month (billed annually) + free plan available | Website |
| HubSpot | From $45/user/month | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare Software-
ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best Collaboration Tools for Remote Teams Reviews
Here’s an in-depth analysis and overview of various collaboration tools for remote teams. This will walk through the pros and cons of each tool, their features, and their best use cases
Zoom is a comprehensive video conferencing tool that supports remote team collaboration through high-quality video calls and webinars. It is known for its robust video conferencing capabilities, making it ideal for hosting large meetings and webinars with ease.
Why I Picked Zoom: I chose Zoom for its unparalleled video conferencing and webinar capabilities, which stand out in the crowded market of remote collaboration tools. Zoom's ability to host large-scale meetings with high-quality video and audio, along with its user-friendly interface, makes it a top choice for remote teams. Its extensive feature set, including breakout rooms, screen sharing, and recording, ensures that it meets the diverse needs of remote teams.
Standout Features & Integrations:
Features include high-definition video and audio, breakout rooms for smaller group discussions, screen sharing, meeting recording, and virtual backgrounds. Zoom also offers robust security features such as end-to-end encryption and waiting rooms to ensure secure meetings.
Integrations include Slack, Microsoft Teams, Google Calendar, Outlook, Dropbox, Salesforce, HubSpot, Asana, Trello, and Zapier.
Pros and cons
Pros:
- User-friendly interface
- Extensive integration options
- High-quality video and audio
Cons:
- Limited features in free plan
- Occasional security concerns
Trello is a project management tool that allows remote teams to collaborate and manage projects effectively. Its visual task management capabilities help teams to see the progress of tasks at a glance.
Why I Picked Trello: I chose Trello for its intuitive interface and visual task management, making it easy for remote teams to collaborate. The tool stands out due to its user-friendly design and flexibility in organizing projects. Compared to other collaboration tools, Trello’s card, list, and board system offers a unique way to manage tasks visually.
Standout Features & Integrations:
Features include boards, lists, and cards that help teams organize tasks and projects visually. Trello also offers automation through Butler, which allows users to automate repetitive tasks and workflows. Additionally, Trello's Power-Ups enables teams to integrate their favorite tools directly into their Trello boards, enhancing functionality and collaboration.
Integrations include Slack, Google Drive, Dropbox, Microsoft Teams, Evernote, GitHub, Salesforce, Jira, and Confluence.
Pros and cons
Pros:
- Customizable workflows
- Easy to use
- Visual task management
Cons:
- Can become cluttered with many cards
- Limited reporting features
Microsoft Teams is a collaboration platform that integrates chat, video meetings, file storage, and application integration to facilitate teamwork. It helps remote teams stay connected and productive through a unified interface.
Why I Picked Microsoft Teams: I picked Microsoft Teams for its seamless integration with Microsoft 365, making it ideal for organizations already using Microsoft's ecosystem. Its extensive features, including real-time messaging, video conferencing, and file sharing, make it an indispensable tool for remote teams. Microsoft Teams excels in providing a unified platform for communication and collaboration, integrating smoothly with other Microsoft applications, and offering advanced security to safeguard sensitive information.
Standout Features & Integrations:
Features include real-time messaging, video conferencing, file sharing, and integration with Microsoft 365 applications. Teams also offer advanced meeting capabilities, such as collaborative notes, intelligent message translation, and customizable meeting options.
Integrations include Outlook, Word, SharePoint, OneDrive, PowerPoint, Excel, Trello, GitHub, Adobe Creative Cloud, and Zoom.
Pros and cons
Pros:
- Advanced meeting capabilities
- Robust security features
- Integrated with Microsoft 365
Cons:
- Requires Microsoft 365 subscription
- Can be complex to set up
Happeo is an intranet and collaboration platform designed to help remote teams communicate, collaborate, and stay connected. It integrates various tools and resources into one cohesive platform, facilitating effective teamwork.
Why I Picked Happeo: I chose Happeo for this list because it excels in creating a unified digital workspace that addresses the complexities of internal communications. Its ability to integrate tools and provide a central source of truth makes it stand out from other collaboration tools. Happeo cuts through the noise with structured channels and delivers relevant messages to the right people at the right time.
Standout Features & Integrations:
Features include a robust intranet system, enterprise AI search, and automated knowledge management. Happeo's intranet serves as a digital home for employees, while its AI-powered search functionality ensures quick access to information. It also automates knowledge management, identifying gaps and helping to close them.
Integrations include Slack, Miro, Confluence, Jira, Asana, Dropbox, Trello, hiBob, YouTube, and Google Workspace.
Pros and cons
Pros:
- Effective internal communication
- Comprehensive search functionality
- User-friendly interface
Cons:
- Limited customization options
- Requires training for full utilization
ProofHub is a project management and team collaboration software designed to streamline work processes and improve productivity. It consolidates all project-related activities, communication, and documentation into one platform, making it easier for teams to stay organized and aligned.
Why I Picked ProofHub: I chose ProofHub for this list because it offers a comprehensive suite of project management and collaboration tools that cater to various team needs. Unlike other tools, ProofHub centralizes tasks, chat, and files, which simplifies workflows and enhances team productivity. Its ability to bring all project elements into one accessible location reduces the need for multiple tools.
Standout Features & Integrations:
Features include task management with boards and table views, Gantt charts for project timelines, real-time chat, discussions, file proofing, and time tracking. These features collectively ensure that teams can manage their projects from start to finish within a single platform.
Integrations include Google Drive, Dropbox, OneDrive, Box, FreshBooks, QuickBooks, Google Calendar, iCal, Outlook, and Slack.
Pros and cons
Pros:
- No per-user fee
- Comprehensive features
- Flat pricing
Cons:
- No native mobile app
- Occasional slow performance
Basecamp is a project management and team collaboration tool that helps remote teams organize projects, communicate, and stay on track. It offers a unified platform for task management, file sharing, and team communication.
Why I Picked Basecamp: I chose Basecamp for its simplicity and effectiveness in project management. Unlike other tools, Basecamp consolidates all project-related information on a single page, making it easy for teams to stay organized and focused. Its unique features like Hill Charts and The Lineup provide intuitive insights into project progress, setting it apart from other collaboration tools.
Standout Features & Integrations:
Features include card table for Kanban-style tracking, Mission Control for a big-picture view of multiple projects, and Hill Charts for visual progress tracking. Basecamp also offers built-in chat, to-do lists, and file storage, eliminating the need for multiple apps.
Integrations include Slack, Google Drive, Dropbox, Zapier, Trello, Asana, GitHub, Microsoft Teams, Evernote, and Outlook.
Pros and cons
Pros:
- Built-in chat
- Unique Hill Charts
- Simple interface
Cons:
- No advanced reporting
- Limited customization
Around is a video call platform designed to enhance collaboration for hybrid-remote teams. It ensures all participants are equally heard and seen, eliminating the feeling of being 'far from the mic.'
Why I Picked Around: I chose Around for its unique approach to making hybrid-remote meetings more inclusive. Unlike traditional video conferencing tools, Around uses advanced audio technology to ensure everyone is heard clearly, which is crucial for effective collaboration.
Standout Features & Integrations:
Features include advanced echo prevention, dedicated spaces for different teams, and the ability to use your device for a more personalized experience. These features make it easier for remote team members to feel included and engaged.
Integrations include Slack, Google Calendar, Microsoft Teams, Trello, Asana, Notion, Figma, Miro, Zoom, and Dropbox.
Pros and cons
Pros:
- Personalized device use
- Dedicated team spaces
- Advanced echo prevention
Cons:
- No built-in scheduling tool
- Limited to video calls
Google Workspace is a suite of cloud-based productivity and collaboration tools designed for remote teams. It combines essential applications like Gmail, Google Drive, Docs, Sheets, and Meet into a single platform, enhancing team collaboration and productivity.
Why I Picked Google Workspace: I chose Google Workspace for its robust integration of productivity tools that cater to various business needs. Its seamless combination of email, cloud storage, and collaboration apps sets it apart from other tools. It offers a unified experience that simplifies workflows and enhances team efficiency.
Standout Features & Integrations:
Features include custom business email with Gmail, shared calendars, cloud storage with Drive, video and voice conferencing with Meet, and real-time collaboration on documents with Docs, Sheets, and Slides. These features ensure that teams can work together effectively, regardless of their location.
Integrations include Salesforce, Slack, Trello, Asana, Zoom, DocuSign, Dropbox, Zapier, HubSpot, and Microsoft Office.
Pros and cons
Pros:
- Strong security features
- Real-time collaboration
- Comprehensive tool suite
Cons:
- Learning curve for new users
- Requires consistent internet connection
Notion is a versatile workspace that combines note-taking, project management, and task management into one tool. It helps remote teams collaborate by offering a unified platform for various workflows.
Why I Picked Notion: I chose Notion for its versatility and comprehensive feature set that makes it stand out from other collaboration tools. Notion's ability to serve as an all-in-one workspace, combining project management, documentation, and collaboration, makes it uniquely suited for remote teams. Its customizable pages and dynamic community support further enhance its appeal.
Standout Features & Integrations:
Features include customizable project organization, a vibrant community for support and learning, and multilingual support. Users can create and customize their own pages, communicate ideas, and track information in a way that suits their needs.
Integrations include Slack, Google Drive, Trello, Asana, GitHub, Figma, Zapier, Typeform, Intercom, and Jira.
Pros and cons
Pros:
- Multilingual support
- Integrated AI assistant
- Customizable pages
Cons:
- Limited offline access
- Steeper learning curve
HubSpot is a comprehensive platform that offers integrated marketing, sales, and customer service tools, unifying these functions into a cohesive system. It's ideal for combining CRM, marketing automation, and sales pipeline management, enabling smooth collaboration and data sharing across teams.
Why I Picked HubSpot: I chose HubSpot for this list because it stands out with its all-in-one approach to marketing, sales, and customer service. Unlike other tools that focus on a single aspect of business operations, HubSpot integrates multiple functions, making it a versatile choice for remote teams. HubSpot offers robust CRM capabilities and comprehensive marketing automation features, which streamline workflows and enhance team collaboration.
Standout Features & Integrations:
Features include HubSpot's collaboration sidebar, which allows team members to comment on assets, review tasks, and manage approvals directly within the platform. The conversations tool enables teams to manage and reply to messages from multiple channels in a unified inbox, creating a communication experience.
Integrations include Slack, Salesforce, Zapier, Google Workspace, Microsoft Office 365, Shopify, WordPress, Zoom, Mailchimp, and Facebook Ads.
Pros and cons
Pros:
- Unified inbox
- Marketing automation
- Comprehensive CRM
Cons:
- Limited customization options
- Complex setup process
Other Collaboration Tools For Remote Teams
Below is a list of additional collaboration tools for remote teams that we shortlisted, but did not make it to the top list. Definitely worth checking them out.
- ClickUp
Best for customizable project management
- monday.com
Good for visual project management
- Asana
Best for goal-oriented project management
- Kantata
Good for resource management
- Scoro
Good for business management
- Slack
Good for real-time team communication
- Miro
Good for collaborative whiteboarding
- Staffbase
Good for internal communications
- Wrike
Good for task management
- Mattermost
Good for secure messaging
- Stack Overflow
Good for developer collaboration
Collaboration Tools For Remote Teams Selection Criteria
Selecting collaboration tools for remote teams involves evaluating functionality and meeting specific use cases that matter most. Criteria relate to software buyer needs, pain points, and the intended use of the software. Having personally tried and researched these tools, I focus on the following criteria:
Core Collaboration Tools for Remote Teams Functionality: 25% of total weighting score
- Real-time messaging
- Video conferencing
- File sharing
- Task management
- Calendar integration
Additional Standout Features: 25% of total weighting score
- Integration with third-party apps
- Advanced security features
- Customizable workflows
- AI-driven insights
- Mobile app functionality
Usability: 10% of total weighting score
- Intuitive interface
- Drag-and-drop functionality
- Customizable dashboards
- Minimal learning curve
Onboarding: 10% of total weighting score
- Availability of training videos
- Interactive product tours
- Pre-built templates
- Webinars and live demos
Customer Support: 10% of total weighting score
- 24/7 support availability
- Multi-channel support (chat, email, phone)
- Dedicated account managers
- Comprehensive help center
Value For Money: 10% of total weighting score
- Competitive pricing
- Flexible subscription plans
- Free trial availability
- Transparent pricing structure
Customer Reviews: 10% of total weighting score
- Overall satisfaction ratings
- Feedback on ease of use
- Comments on customer support quality
- Insights on feature effectiveness
Trends For Collaboration Tools For Remote Teams In 2024
Remote work is evolving, and so are the tools that support it. Here are some key trends shaping collaboration tools for remote teams.
- AI-Powered Project Management: AI is being integrated into project management software to automate routine tasks. This allows teams to focus on more strategic activities. It also provides predictive analytics to foresee risks.
- Virtual Reality Meetings: Virtual reality is making remote meetings more immersive. Teams can interact in a 3D space, which enhances engagement. This technology is particularly useful for creative brainstorming sessions.
- Asynchronous Communication Platforms: Asynchronous communication tools are gaining popularity. They allow team members to contribute on their own schedules. This is crucial for teams spread across different time zones.
- Integrated Workflow Automation: Workflow automation tools are becoming more integrated with other software. This reduces the need for manual data entry. It also ensures that information flows smoothly between different platforms.
- Enhanced Security Features: Security is a growing concern for remote teams. Collaboration tools are now offering advanced encryption and multi-factor authentication. These features protect sensitive information from cyber threats.
These trends are shaping the future of remote team collaboration.
What Are Collaboration Tools For Remote Teams?
Collaboration tools for remote teams is software designed to facilitate communication, coordination, and cooperation among team members who are not physically co-located. These tools are commonly used by remote workers, freelancers, and distributed teams to share information, manage tasks, and collaborate on projects.
Components of collaboration tools for remote teams include messaging platforms, video conferencing, file sharing, task management, and collaborative document editing. These features help team members stay connected, organized, and productive, regardless of their physical location.
Features Of Collaboration Tools For Remote Teams
Collaboration tools have become essential for bridging the physical divide, fostering effective communication, and streamlining project management across dispersed workforces. Here are some of their key features:
- Unified Communication: Consolidates emails, chats, documents, and calendar events into a single platform. This feature eliminates the need to toggle between multiple applications, enabling seamless access to all relevant information and communication from a centralized hub.
- Real-Time Collaboration: Allows team members to share updates and provide instant feedback. This fosters a dynamic, interactive environment that transcends geographical boundaries, enhancing productivity and team alignment.
- Calendar Integration: Connects calendar events with broader communication contexts. This helps users stay apprised of team activities, track deadlines, and plan meetings with a comprehensive understanding of relevant discussions and documentation.
- Voice Calling and Screen Sharing: Facilitates engaging, face-to-face interactions within distributed teams. These capabilities, combined with contextual awareness, elevate the quality of team discussions and decision-making processes.
- Security and Privacy: Ensures strong security measures to protect sensitive data and maintain privacy. Features like data encryption, secure access controls, and regular security updates are crucial for safeguarding user information.
- Integration with Third-Party Apps: Enhances collaboration by integrating with popular applications like project management tools, file storage platforms, and productivity apps. This allows users to streamline their workflow and consolidate communication efforts within a single platform.
- Customization and Personalization: Allows users to customize their collaboration experience by choosing themes, setting preferences, and organizing their workspace. This promotes productivity and provides a personalized and enjoyable user experience.
- User-Friendly Interface: Features an intuitive and user-friendly interface that enhances the overall user experience. A clean and simple layout makes it easy for users to navigate and access features, minimizing the learning curve.
- Presence and Status Indicators: Shows the availability and status of team members, indicating who is online, busy, or away. This feature helps in efficient and timely communication by allowing users to choose the most appropriate mode of interaction based on availability.
- Live Updates & Notifications: Ensures that changes made by one user are propagated to all other users instantly. This feature is essential for maintaining data integrity and preventing conflicts during collaborative work.
Integrating these features into collaboration tools not only enhances the user experience but also drives data-driven decision-making and automates routine tasks, empowering teams to focus on high-impact work.
Benefits Of Collaboration Tools For Remote Teams
Collaboration tools have become essential for maintaining productivity and communication among team members in the digital and remote work environment. Below are five primary benefits of collaboration tools for remote teams, highlighting how they can benefit both users and organizations.
- Improved Communication Collaboration tools facilitate real-time communication through features like video conferencing, instant messaging, and discussion channels. This ensures that team members can easily share ideas, provide updates, and stay connected, regardless of their physical location.
- Increased Productivity By automating routine tasks and streamlining workflows, collaboration tools free up time for more critical activities. This allows team members to focus on high-value tasks, thereby boosting overall productivity and enabling faster project completion.
- Enhanced Flexibility These tools provide the flexibility to work from anywhere, at any time. This not only accommodates different time zones and personal schedules but also helps in attracting and retaining top talent who prefer remote work options.
- Better Project Management Collaboration tools often come with project management features such as task assignments, progress tracking, and deadline reminders. This helps in keeping projects on track and ensures that all team members are aligned with the project goals and timelines.
- Cost Savings By reducing the need for physical office space and minimizing travel expenses, collaboration tools can lead to significant cost savings for organizations. Additionally, the efficiency gained through these tools can result in better resource allocation and reduced operational costs.
By leveraging these tools, organizations can ensure that their remote teams operate as effectively as possible, leading to improved outcomes and a more engaged workforce.
Costs And Pricing Of Collaboration Tools For Remote Teams
Choosing the right collaboration tool for remote teams can be a crucial decision for businesses. It’s essential to understand the different plan options and their associated costs.
Below is a table outlining the different plan types, average prices, and common features for collaboration tools for remote teams.
Plan Comparison Table for Collaboration Tools for Remote Teams
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic messaging, limited file sharing, limited integrations, basic task management |
| Personal Plan | $5 - $10 per user/month | Enhanced messaging, file sharing, basic project management, limited video conferencing, priority support |
| Business Plan | $10 - $20 per user/month | Advanced messaging, extensive file sharing, project management, admin controls, video conferencing, integrations with other tools |
| Enterprise Plan | $20 - $30 per user/month | All features from Business Plan plus advanced security, compliance, custom integrations, dedicated support |
Considering these plans, buyers should evaluate their specific needs, team size, and budget to select the most suitable option for their remote collaboration requirements.
Collaboration Tools for Remote Teams FAQs
Still figuring out how collaboration tools for remote teams can enhance your team’s productivity and communication? Here are some answers to frequently asked questions that should help clarify their benefits and functionalities:
How can we ensure data security while using collaboration tools?
To ensure data security, choose collaboration tools that offer end-to-end encryption, multi-factor authentication, and compliance with industry standards such as GDPR or HIPAA. Regularly update software to patch vulnerabilities and train team members on best practices for data security.
What are the best practices for integrating collaboration tools with existing systems?
Best practices include conducting a thorough needs assessment, ensuring compatibility with current systems, and involving IT teams in the integration process. Use APIs and third-party integration platforms to facilitate seamless data flow between tools. Regularly review and update integrations to maintain efficiency.
How do we measure the effectiveness of collaboration tools?
Measure effectiveness by tracking key performance indicators (KPIs) such as project completion rates, team productivity, and user satisfaction. Use built-in analytics features of the tools to gather data and conduct regular surveys to get feedback from team members.
What strategies can we use to encourage team adoption of new collaboration tools?
Strategies include providing comprehensive training, offering ongoing support, and involving team members in the selection process. Highlight the benefits and improvements the tools bring to their workflow. Create a culture of open communication where feedback is encouraged and acted upon.
How can we manage different time zones effectively with collaboration tools?
Use tools that offer features like shared calendars, time zone converters, and asynchronous communication options. Schedule regular check-ins at times that are convenient for all team members and record meetings for those who cannot attend live. Encourage flexibility and respect for different working hours.
What are the common challenges faced when using collaboration tools, and how can we overcome them?
Common challenges include tool overload, lack of user engagement, and technical issues. Overcome these by selecting a few essential tools, providing adequate training, and ensuring reliable technical support. Regularly review tool usage and gather feedback to make necessary adjustments.
How do we handle version control and document management in collaboration tools?
Choose tools that offer robust version control features, such as automatic saving, version history, and the ability to revert to previous versions. Implement clear document management policies and ensure all team members are trained on how to use these features effectively.
What are the best ways to maintain team morale and engagement using collaboration tools?
Maintain morale and engagement by using tools that facilitate regular communication, recognition, and social interaction. Schedule virtual team-building activities, celebrate achievements, and provide platforms for informal conversations. Encourage a positive and inclusive team culture.
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