The COVID-19 coronavirus outbreak and the call to stay at home whenever possible have prompted many companies to consider the need to incorporate remote work into their strategy. For those companies considering adopting this method, even temporarily, today we want to focus on the best tools for working from home as if you were in the office.
At B2 Performance, we are not only concerned with the health and well-being of our employees and clients, as well as our environment, but we also seek methods to maintain quality despite remote work. Furthermore, we know from experience that it is possible to work just as efficiently, if not more so, from home or another location than the office. The formula is simple: a quiet place, a computer, the same — or compatible — software as the company, an internet connection, a VPN when accessing a computer remotely… and the necessary resources to work remotely in a coordinated and networked way. This is all possible thanks to technology.
So, what are the best tools for remote work? Although the market offers endless options, we will show you some programmes that will make working from home more pleasant, comfortable, and effective.
Instant Messaging and Voice Call Tools
We begin our review of tools for working from home with instant messaging channels, essential for staying in touch with colleagues quickly and efficiently, without necessarily interrupting ongoing tasks (unlike a call to a landline or mobile phone).
Slack
One of the remote work tools we use at B2 Performance is Slack, a messaging service equipped with all the functionalities for collaborative and effective work, including the ability to hold video conferences. If you still need additional functions, other extensions can also be incorporated. Typically, small businesses use the free version of Slack. However, companies that need to hold conferences with more participants can opt for the paid option, starting from €6.67 per active user per month.
Microsoft Teams
Today, Microsoft Teams is Slack's biggest competitor. In recent months, this tool has become very popular, especially following the health emergency situation that began in March 2020. While it is part of Microsoft's Office 365 suite, its premium version is available from €12.50 per user per month. Its main strength is its direct integration with other common office services, such as the Outlook email platform or Word. Up to 300 people can use it simultaneously for free, but with some limited functions, such as voice or video calls.
Google Suite Hangouts
Another excellent ally for remote work is Google chats. Its main advantage is its complete integration and interfaces with other Google Suite tools, such as Gmail or Google Drive, which integrates Google Docs, among other applications, and the Meet video calling service. However, to enjoy this, the basic rate is €6 per user per month, and the Business rate is €12 per person per month. The former provides 30 GB of storage, while the latter has no limit.
Our experience tells us that none of these tools, with their advantages and disadvantages, is significantly better than the rest. Therefore, the choice of one or the other will depend on the preferences of those who have to use it.
Video Call and Conference Tools
Working from home doesn't have to mean isolation. In fact, there are numerous options for holding face-to-face meetings remotely, which makes isolation more bearable. For this, we have easy-to-use, intuitive, and economical video call and conference tools.
In addition to those mentioned above, there are two tools that we regularly use at B2 Performance and that give us good results.
Zoom
Zoom is a video conferencing tool for businesses with real-time messaging and content sharing, across any device, whether from a desktop computer or mobile phones. It can be used for both internal and external communication, incorporates integrated HD video and audio, and allows up to 1,000 participants in video conferences and up to 49 videos on screen. It also offers the option to simultaneously share screens and make interactive annotations, which fosters communication among professionals. For complete security, restrictions and control functionalities are offered based on assigning roles, access protection, and password functions, without forgetting waiting rooms and the possibility of putting a participant on hold. Furthermore, options can be recorded locally or in the cloud, AI-generated transcripts can be viewed, etc. Additionally, meetings can also be accessed from Outlook, Gmail, or iCal.
Skype
This is the star application worldwide for chat conversations and video conferences. This software allows access for a maximum of 50 participants without any problems. One of the main reasons for its popularity? Without a doubt, Skype is free. A fee only applies if it is used to call real phone numbers. Until recently, Skype for Business was still available for companies, but it has now been replaced by Microsoft Teams. In any case, it is a must for communicating any information or news.
Project Planning and Management Tools
Many companies already use project management tools, whether they offer remote work or base their operations on in-person work. However, working remotely makes communication less direct, which makes these tools even more important when employees are away from the office. Let's look at some of the most effective solutions in this area.
Trello
It remains a classic in project management meetings, especially if you work together in small teams and therefore don't need a large number of functionalities. The free version, also available for desktop, works quite well for small teams of up to 10 people. Beyond this, a price of $9.99 per user per month applies. An advantage: Trello can be integrated into Slack.
Asana
When it comes to coordinating projects, Asana is a very useful system. And not by chance. The programme, which has become the great benchmark in task management, allows virtual control of all projects the company has underway. Therefore, it is especially suitable for organisations with large ongoing projects and a large team of workers, while integrating everything essential for sales and marketing planning. Basic functionalities are free for groups of up to 15 people. Beyond this number, Asana can be used from €10.99 per user per month.
Airtable
Airtable goes where traditional spreadsheets cannot reach. That's why it's ideal for those who regularly work or have worked with Excel. The tool incorporates numerous project management functions in table form, but with more features than Microsoft's complex programme. The highlight is the possibility of integrating tables with each other. Airtable can be used for free, but for more features, the version from $10 per person per month is ideal.
Jira Software
Jira Software is a tool designed to allow all members of a work team to plan, monitor, and publish a software project (for example, creating a website). With it, it is possible to monitor user history and incidents, plan sprints, and distribute tasks among the involved individuals. It also allows the supervision of these projects, analysing the team's work with a global vision.
Cloud Storage
If company employees are connected and coordinated, they can work together seamlessly, using multiple documents at once. In remote work conditions, files must be managed and edited by more than one user and, often, moved between folders, which is essential for organising tasks. This is much easier when a solution with online storage and associated tools is available. Let's take a look at some of the most practical and effective ones.
Google Cloud's G Suite
One of the most widespread storage solutions is Google G Suite. If you have a Google account, you can use free tools from Google Drive such as documents, spreadsheets, presentation slides, Gmail, and Google Drive cloud storage, with 15 GB of capacity in its free version. However, if you need more space and want to use the premium version of Hangouts, you will need to subscribe to the paid option.
Dropbox
In addition to classic online storage and software for document management, Dropbox now also has basic project planning functions, making it a good alternative for data and information storage. Its free version has 2 GB of storage space available for sharing Office documents with colleagues, which should be sufficient for work teams of up to three people. Beyond this, this capacity can be increased to 100 GB for €9.99 per month, as well as other storage options. Thanks to a timeline function, you can also do basic project planning on paper.
To work as quickly and simply as possible, we recommend that you use the services already employed in the corporate sphere.
Bonus Track: Solutions for Working Without Noise and With Breaks
For companies whose employees are not accustomed to working remotely regularly, it is easy for the home to quickly feel overwhelming. To prevent this, here are two software solutions that can become your best ally.
Noisli
Your pet complains, you're not sure if your computer has a fan or a nuclear reactor built-in, there's construction in the street… Working from home can be noisier than performing assigned tasks in the workplace. When this happens, using Noisli can give us a break. In addition to nature sounds, it also allows you to listen to silence at different frequencies. This can not only promote concentration while you work, but also help you fall asleep after a long day of remote work. Give it a try!
Stretchly
Taking a break at work is extremely important, there's no doubt about it. In many offices, walks to the coffee machine, meetings, or in many offices, these small breaks ensure regular rest, essential for maintaining concentration and work performance. However, when work piles up, many are likely to overlook the need to stop. Is this your case? Then Stretchly is for you, as this tool reminds you of the need to stop every X minutes, five-minute breaks every half hour. It also gives you tips on how to spend them effectively and relaxingly. Therefore, it is ideal for a virtual break.
At B2 Performance, your marketing agency in Barcelona, we have the best tools for working from home as if you were in the office, ensuring that your digital marketing projects will always move forward with the highest quality and productivity, whatever the circumstances. Want to know more? In that case, write to us at [email protected] or call us without any obligation on your part at (+34) 93 532 93 78. We will be delighted to assist you and help you increase your sales!
