As remote work becomes the norm, having reliable remote work software and systems in place is crucial for virtual teams to operate efficiently and effectively. These tools provide virtual teams with the infrastructure they need to thrive.
In this guide, we’ll cover essential remote work systems and discuss key factors to consider when choosing the right tools for your unique business needs.
Table of Contents
- Remote Work Systems for Communication
- Remote Work Systems for Collaboration
- Remote Work Systems for Project Management
- Document Storage & Organization
- Password Management
- Choosing Your Ecosystem
- Why Prialto Chose Microsoft 365
Remote Work Systems for Communication
For remote teams, communication is paramount. Choosing the right communication tools can significantly impact team cohesion and overall organizational productivity, especially in asynchronous work environments. When selecting a tool, consider ease of use, availability of integrations, pricing, and features that suit your team’s needs.
Slack
Slack is a channel-based messaging platform that has become synonymous with modern workplace communication. Starting at $7.25 per user per month for the Pro plan, Slack offers real-time messaging, file sharing, voice chat, and extensive integration capabilities.
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Pros |
Cons |
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User-friendly interface with channels for organizing conversations by topic or team. |
Higher pricing compared to some alternatives. |
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Extensive third-party integrations. |
Limited video conferencing features. |
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Powerful search function for tracking conversations and files. |
Servers can become cluttered in larger organizations. |
Teams
Microsoft Teams is a comprehensive collaboration platform that offers chat, video meetings, file storage, and native integrations with Microsoft apps. Teams subscriptions start at $4 per user per month for the Essentials plan.
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Pros |
Cons |
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Deep integration with the Microsoft Office suite. |
Interface can feel cluttered, creating a learning cure for new users. |
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Comprehensive video conferencing capabilities. |
Limited customization options. |
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Robust security and compliance features for enterprise use. |
Can be resource intensive. |
Google Meet
Google Meet is an easy-to-use video conferencing tool that’s part of the Google Workspace suite, available with Google Workspace subscriptions starting at $6 per user/month.
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Pros |
Cons |
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Integrated with Google Workspace for seamless scheduling via Google Calendar. |
Limited feature set compared to other video conferencing tools. |
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Simple interface, with no app download required. |
Requires Google Workspace subscription for extended functionality. |
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High quality video conferencing with live captioning and transcripts available. |
Limited third-party integrations. |
Zoom
Zoom is a leading video conferencing platform known for its reliability and ease of use. Pro plans start at $149.90 per user per year.
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Pros |
Cons |
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Superior video and audio quality. |
Meeting duration limits on basic plan. |
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Extensive meeting controls and feature set, including strong screen sharing capabilities. |
Bandwidth-intensive. |
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Scalable for large meetings. |
Has been subject of privacy concerns and occasional security issues. |
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Many third-party integrations. |
Requires installation of their app, which can be a barrier for some users or organizations. |
For a more in-depth comparison of the best remote work communication tools, check out our Meet vs Teams vs Zoom blog post.
Remote Work Systems for Collaboration
Collaboration tools help teams share ideas and work together on projects. One of the biggest areas of struggle is collaboration for remote teams. These tools help you overcome any potential hurdles with shared documentation, note sharing, brainstorming, and more. When selecting a collaboration tool, think about ease of integration, scalability, security, and ease of use.
Miro
Miro is a digital whiteboard platform that’s ideal for brainstorming and workshops. Plans start at $8 per user/month.
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Pros |
Cons |
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Infinite canvas, excellent for visual collaboration. |
Performance can lag with large boards. |
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Wide range of customizable templates. |
Limited offline capabilities. |
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User-friendly with drag-and-drop functionality. |
Can be expensive with higher pricing for more advanced features. |
Figma
Figma is a collaborative interface design tool that's becoming increasingly popular for both design and non-design teams. Professional plans start at $12 per editor per month.
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Pros |
Cons |
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Real-time collaboration on design projects. |
Primarily focused on design use cases, limiting its broader applicability. |
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Powerful prototyping and design tools. |
Steeper learning curve for non-designers. |
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Integrated version control. |
Higher cost for advanced features. |
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Limited offline functionality. |
Remote Work Systems for Project Management
Project management tools are essential for keeping remote teams aligned and projects on track. This remote team software is where you document workflows, track KPIs, manage project progress, and consolidate notes. Consider your team's project management methodology, reporting needs, necessary integrations, and desired level of workflow automation when selecting a tool.
Trello
Trello is a visual project management tool based on the Kanban methodology. Standard plans start at $5 per user per month. Tasks are typically managed in a card format that you move through the project journey.
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Pros |
Cons |
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Intuitive, card-based user interface with little-to-no learning curve. |
Limited reporting capabilities. |
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Flexible workflow customization. |
Basic feature set compared to other project management alternatives. |
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Strong mobile apps. |
Limited view options. |
Microsoft Planner
Microsoft Planner is a task management tool included with Microsoft 365 subscriptions, offering straightforward project organization capabilities.
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Pros |
Cons |
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Included with Microsoft 365. |
Limited customization options. |
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Easy to use. |
Basic reporting features. |
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Strong integration with Teams. |
Requires Microsoft 365 subscription. |
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Built-in task templates. |
Limited automation options. |
For a more in-depth Planner vs Trello comparison, check out this blog post.
Monday.com
Monday.com is a flexible, customizable work management platform. This type of project management software is more robust than a typical Kanban board, empowering teams to manage more complex projects with multiple stakeholders, milestones, and budgets. Basic plans start at $9 per user/month.
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Pros |
Cons |
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Highly customizable workflows |
Can be expensive for large teams. |
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Intuitive, visual user interface |
Learning curve and feature complexity can be overwhelming for new users. |
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Extensive automation options |
Limited functionality in lower-tier plans. |
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Strong reporting capabilities |
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Other Options
The project management software landscape is remarkably diverse, with solutions like Asana (from $10.99 per user/month), Jira (from $7.75 per user/month), and ClickUp (from $7 per user/month) offering their own unique approaches to task and project organization. While Kanban-style tools like Trello focus on visual workflow management, platforms like Jira excel at agile development processes, and tools like Asana strike a balance between simplicity and power features.
The key is matching your project management tool to your team's specific project methodology, whether that's an agile, waterfall, or a hybrid approach.
Document Storage & Organization
Efficient document storage ensures that teams can access the files they need at any time. The days of saving files to your device and emailing them are over, even teams that aren’t collaborating remotely need a powerful document management system. When choosing a document management system, focus on accessibility, security, collaboration features, and integrations.
DropBox
Dropbox is a cloud storage service focused on file sharing and synchronization. Plus plans start at $9.99 per user per month.
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Pros |
Cons |
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User-friendly interface. |
Limited storage on basic plans. |
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Highly reliable sync functionality. |
Higher pricing than competitors. |
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Strong version control. |
File size limitations. |
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Extensive integration options. |
Basic collaboration features. |
Google Drive
Google Drive is a cloud storage and collaboration platform integrated with Google Workspace. Business plans start at $6 per user per month.
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Pros |
Cons |
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Seamless integration with Google Workspace. |
Internet required for full functionality – limited offline access. |
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Real-time collaboration features. |
Not as secure as other enterprise options. |
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Generous storage options. |
Can’t natively display many file types. |
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Strong search functionality. |
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Microsoft OneDrive
OneDrive is Microsoft's cloud storage solution integrated with Microsoft 365. Pricing for OneDrive starts at $5 per user/month, or $6 per user/month for the lowest Microsoft 365 Business plan that includes OneDrive.
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Pros |
Cons |
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Natively integrated with Microsoft Office suite. |
Limited functionality outside of the Microsoft ecosystem. |
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Advanced security management options. |
Some users report sync issues. |
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Automatic file back-up. |
Storage limitations on basic plans. |
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Real-time co-authoring. |
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For a more detailed comparison of cloud storage solutions, check out our blog post on Dropbox vs. Google Drive vs. OneDrive.
Password Management
The modern workplace requires modern solutions. Password management tools are vital for remote teams to securely store and share login credentials. When shopping for password management solutions, consider ease of use, security features, integration options, and cost.
LastPass
LastPass is a well-known password manager with both free and paid options, with Team plans starting at $4 per user/month. Lastpass is effective for small to mid-sized teams.
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Pros |
Cons |
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Easy to set up and use right away. |
Security concerns due to recent breaches. |
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Secure password sharing. |
Mobile app limitations. |
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Cross-platform compatibility. |
Can be slow to sync. |
Okta
Okta is an enterprise-focused password and identity management tool, priced per module, with modules starting at $2 per user/month and total contract amounts starting at $1,500 per month.
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Pros |
Cons |
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Enterprise-grade security and access management. |
Higher cost for small teams. |
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Supports single sign-on (SSO). |
Setup and customization require IT expertise. |
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Integration with various applications. |
Limited flexibility compared to other tools. |
1Password
1Password is a robust password management solution known for its strong security architecture and user-friendly design. For business use, 1Password offers a Teams Starter Pack (up to 10 users) for $19.95/month, or a business plan at $7.99/user/month.
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Pros |
Cons |
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Intuitive user interface. |
Higher entry price point than some competitors. |
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Shared vaults for team collaboration and credential sharing. |
Advanced admin controls locked behind higher pricing tiers. |
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Cross-platform compatibility. |
Can become costly for larger organizations. |
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Extensive app and browser integrations. |
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Cost-effective starter plan for smaller teams. |
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Choosing Your Ecosystem
When selecting a remote work ecosystem, organizations typically choose between three main approaches:
- Google Workspace: Best for businesses looking for simplicity, real-time collaboration, and affordable pricing. Ideal for startups, small businesses, and teams prioritizing ease of use and a familiar user experience.
- Microsoft 365: Best for larger organizations or those that need enterprise-grade security, advanced features, and robust support for offline work. Its seamless integration with Office tools makes it a popular choice for established businesses.
- Hybrid Ecosystems: Best for companies that want to tailor their tech stack by combining best-in-class tools from multiple providers. While it offers flexibility, it can increase complexity and costs, requiring more resources to manage and maintain.
When choosing the right remote work software for your organization, consider factors such as cost, scalability, user experience (UX), specific features, security, and integration capabilities.
1. Cost
Your budget is often a deciding factor when choosing an ecosystem. Evaluate both the upfront and recurring costs of each ecosystem, keeping in mind that some platforms bundle a suite of tools into a single subscription cost, which may offer better value for money.
Ask yourself some key questions:
- How many of the tools in the ecosystem do you need?
- Do they offer bundles that make their software more cost effective when purchased together or for large teams?
- Will integrating your tools accrue additional costs?
- What contracts are you agreeing to?
Make sure to account for hidden costs, such as add-ons, training, or IT support.
2. Scalability
As your team grows, so will your needs. The ecosystem you choose should scale with your organization, whether you’re adding new users, expanding data storage, or requiring more advanced features.
- Google Workspace is great for startups and SMBs, with flexible plans that scale smoothly.
- Microsoft 365 excels for enterprises with advanced administrative tools and enterprise-grade security.
- A hybrid solution could work for anyone, as long as you know what you’re trying to achieve and identify how to get there!
Consider your long-term goals to avoid frequent transitions between ecosystems, which can disrupt your operations.
3. User Experience (UX)
A user-friendly platform encourages adoption and reduces the learning curve for your team. Look for intuitive interfaces, clear workflows, and strong customer support.
- Google Workspace is known for its simplicity and ease of use, particularly for those familiar with consumer-facing Google products.
- Microsoft 365 may have a steeper learning curve but offers a robust experience for users who rely heavily on Office tools like Word, Excel, and PowerPoint.
Hybrid systems often combine the best features of multiple platforms, but can result in a less cohesive user experience if not managed or adopted well. When choosing a hybrid system, think about how different systems will interact. Do they use the same definitions? How frequently does data flow between the two? What’s a must-have and what is optional?
4. Specific Features
Each ecosystem offers unique features tailored to different business needs. Assess your priorities to determine the best fit.
For example, consider Google Docs vs. Microsoft Word. Identify if the robust features of Microsoft Word are more important to you than the offline power of Google Docs. If you don’t want to buy into one system or another, hybrid systems allow you to combine niche tools like Slack for communication or Asana for project management. You can choose each system based on their best alignment to your feature needs.
5. Security
Security should be a top priority for remote teams, particularly when dealing with sensitive data. Both Google and Microsoft provide enterprise-grade security, but there are notable differences:
- Google Workspace: Provides built-in protections like encryption, two-factor authentication (2FA), and AI-powered threat detection.
- Microsoft 365: Offers more advanced security features like endpoint management, data loss prevention (DLP), and compliance tools.
Hybrid systems may require additional tools for security, increasing complexity and cost.
Why Prialto Chose Microsoft 365
At Prialto, we’ve opted for the Microsoft 365 ecosystem. It aligns perfectly with our needs for:
- Enterprise-grade security: Protecting sensitive client data is non-negotiable for us.
- Integration: Seamless connectivity between tools like Teams, SharePoint, and Power BI streamlines our workflows.
- Scalability: Microsoft 365 scales effortlessly with our growth and offers a predictable pricing model.
Choosing Microsoft 365 has enabled us to maintain high standards of productivity and collaboration while supporting a globally dispersed workforce.
Many organizations, including Prialto, have found success with the Microsoft ecosystem due to its comprehensive feature set, strong security, and seamless integration between tools.
Remember that the success of any remote work system depends not just on the tools themselves, but on proper implementation, training, and adoption across your organization. Regular evaluation and adjustment of your technology stack ensures it continues to meet your team's evolving needs.
Check out our in-depth resources on productivity tools and how to work faster for more insights on organizational productivity.