Telecommuting is frequently lauded as the way of the future for work: a streamlined and pragmatic approach to conducting business while saving resources, expenses, and minimizing environmental impact. However, recent events have unfortunately made remote work more crucial than ever before. It is no longer an optional lifestyle or a business strategy. It is an absolute requirement, not to reduce expenses or save time, but to safeguard lives and sustain economic activity amidst the most significant public health emergency in a century.
Toptal was founded on the principle of remote work, and our dispersed team has been utilizing a wide array of remote working tools and methods for many years. Since this isn’t the norm for most companies, we’re taking this chance to impart our knowledge to assist everyone in making the switch to telecommuting.
This piece will introduce you to a variety of collaborative tools, video conferencing platforms, management suites, and other non-essential tools and services that you may find beneficial.
Note: Seasoned freelancers are likely already well-acquainted with the tools we’ll be exploring today, as this compilation is geared towards individuals who are new to remote work.
Indispensable Tools for Remote Work
Thanks to the swift advancements in collaborative software and the cloud infrastructure that forms the foundation of most modern services, working remotely has never been more straightforward. Nevertheless, the availability of increased broadband bandwidth and sophisticated software solutions doesn’t guarantee a seamless transition to remote work or simplify the selection of suitable tools.
We could simply provide a list of all the tools utilized by Toptal and our teams, as they are all reliable, robust, and have our endorsement. However, diverse sectors and businesses have unique requirements, so we can’t recommend the same services for everyone. What proves effective for us might not be the optimal fit for you.
Let’s delve into your options.
Remote Collaboration and Communication Tools
Slack
Slack is a widely used and highly regarded collaborative software solution. Introduced in 2013, Slack stands out as the only major collaborative suite not developed by an industry giant like Microsoft or Facebook. It’s feature-rich, dependable, and accessible across all major operating systems.
Slack is primarily targeted towards freelancers and small to medium-sized enterprises, but that doesn’t mean it isn’t commonly employed by large corporations as well. Toptal utilizes it to connect hundreds of core team members and thousands of freelancers, and Slack is also used by numerous Fortune 100 companies. By 2019, Slack had amassed over 12 million daily users, and that figure has continued to grow in recent weeks.
Microsoft Teams
Microsoft Teams was launched in 2016 after Microsoft abandoned its plans to purchase Slack. Its initial rollout and reception could have been smoother, but eventually, Microsoft implemented changes to differentiate it from the company’s existing products, specifically Skype for Business and Office 365.
In 2018, Microsoft began offering a complimentary version of Teams, which, despite some limitations, still provides a comprehensive set of features. Earlier this month, Microsoft reported that Teams had reached 44 million daily users. The company asserts that 93 Fortune 100 companies currently utilize Teams, with Accenture boasting over 440,000 users.
Facebook Workplace
Introduced in 2016, Facebook Workplace marked the social network’s foray into the enterprise software market. Despite some initial skepticism, Facebook successfully created a comprehensive solution that offers distinct advantages, particularly for smaller users.
The pricing structure is noteworthy and sets Workplace apart, as its privacy policy guarantees that all data belongs to the clients, not Facebook. Given the criticism Facebook has faced regarding its privacy practices, this policy is quite logical.
Which One Should You Choose?
Slack emerges as the most prevalent and arguably the most well-rounded tool for dispersed teams, but this might not hold true for every team. Teams heavily reliant on Microsoft products and services might find Microsoft Teams a better fit, while others might prefer to stick with conventional apps they already use, with Skype being a prime example of a widely adopted platform.
Video Conferencing Platforms
Zoom
Zoom is generally considered the default platform for video conferencing. Toptal employs Zoom for nearly all our meetings, including those with a large number of participants. Zoom Basic is free to use, although it comes with certain limitations that might not be suitable for all situations and sectors (e.g., a 40-minute cap on call duration). Pro subscriptions cost $14.99 per host monthly, while Business and Enterprise plans are priced at $19.99.
Jitsi Meet
Jitsi Meet serves as a free and open-source substitute for Zoom and similar services. As such, it lacks certain features like screen sharing, although these can be added through extensions. Despite its limited feature set, it still offers a lot of functionality. Jitsi Meet is compatible with all major operating systems and can be accessed through a web browser without the need for downloading or installing an application. Ultimately, its most compelling feature is that it’s open-source and free to use.
Google Hangouts Meet
Google Hangouts Meet is a robust platform with features comparable to Zoom, although Zoom still holds an advantage in some areas.
Pricing could be a drawback, as Google Hangouts Meet doesn’t offer a free tier. However, prices start at $6 per user if you subscribe to Google’s G Suite services. This is considerably less expensive than Zoom’s Pro plan, but it’s important to note that Zoom is available at no cost if you can work within the constraints of 40-minute meetings.
Note: Google is presently providing complimentary access to the Enterprise Edition for all G Suite subscribers.
Skype/Skype for Business
Skype has been around for a long time and remains a popular platform for many. That’s why we’ve included it here, as numerous businesses and individuals already use Skype and are likely to continue doing so.
Skype for Business, on the other hand, was mainly targeted towards users of Microsoft products, although it can be used on other platforms as well. The service never really gained traction, and Microsoft announced its intention to phase out Skype for Business by mid-2021, migrating users to Microsoft Teams instead. However, for the time being, Skype for Business remains a viable option for existing Microsoft users (e.g., Office 365 Business Premium subscribers). It differs slightly from Zoom or Google Hangouts Meet, as it still retains a lot of its Skype heritage, making it less specialized for video conferencing compared to its competitors.
Remote Desktop Software Options
Remote access software empowers users to access and control one computer from another, making its importance paramount in situations where physical access is restricted.
While some desktop operating systems come equipped with built-in remote desktop solutions, these might not be the ideal choice for every use case. Let’s explore some of the available solutions.
TeamViewer
TeamViewer is one of the longest-standing and most recognizable remote desktop suites available. It’s a mature product boasting cutting-edge features such as 4K desktop support, VPN support for enhanced security, and compatibility with the majority of platforms in use today. A free version is available for personal users and non-commercial purposes, but business subscriptions don’t come cheap, particularly if you require multiple simultaneous sessions involving several licensed users.
RemotePC
RemotePC is a cloud-based remote desktop solution catered towards both personal and business users. It’s slightly more affordable than TeamViewer, and being cloud-based allows it to be accessed through a web browser, which can be highly advantageous in certain circumstances. While there’s no free option, a free trial is available. Prices begin at $22 annually for the Consumer tier, while SOHO and Team plans are priced at $52.12 and $187.12, respectively.
Apple Remote Desktop
Accessing your Mac remotely should be fairly simple thanks to Apple Remote Desktop. All you need to configure remote access is your Mac’s IP address and username. For the sake of brevity, you can refer to this step-by-step guide. While there are a few extra steps involved if you’re using a VPN or require FTP access, setting up Apple Remote Desktop is straightforward and essentially boils down to ticking a few boxes and adjusting preferences. The basic license will cost you $79, and it’s worth noting that the suite isn’t receiving glowing reviews from users.
Windows Remote Desktop
Windows users have a wider selection of remote access options compared to their Mac counterparts. In contrast to Apple’s solution, Windows Remote Desktop is rather well-regarded due to its user-friendly interface, and since it’s integrated into Windows, it doesn’t require much setup time. The most apparent drawback is that it’s intended for Windows users, so if your team utilizes multiple operating systems, it might not be the optimal choice, although a Mac client can be obtained as well.
Bonus: Chrome Remote Desktop
Google’s contribution is Chrome Remote Desktop, a handy extension for Chrome. It’s a viable option if you don’t anticipate numerous remote sessions, as it’s free of charge and easy to set up. The catch? Chrome needs to be running on both ends, which somewhat limits its practicality.
Determining the Right Fit for You
The best choice ultimately depends on your specific needs, but if we had to pick an all-around solution, we would recommend TeamViewer. It’s a mature product, compatible with multiple operating systems, and reasonably priced. In fact, the free version might be sufficient for many small teams and users who don’t require lengthy conference calls with a large number of participants.
Project Management Software Solutions
The surge in project management tools over the past decade has been driven by substantial demand and rapid development. Consequently, today you can choose from a wide range of solutions tailored for various project types, different industries, and both small and large teams. We won’t cover them all here, but you can find a comprehensive comparison of the most popular ones on our Project Management Blog.
Let’s examine three commonly used products that represent three distinct categories of project management tools.
Trello
One of the most widely used options, Atlassian’s Trello, is a lightweight project management tool designed for short-term projects and teams with less complex processes. Trello is often described as a Kanban board, although it offers a bit more than that.
It’s easy to set up, team members can be onboarded quickly, and even the free version should be sufficient for most projects. However, Trello’s lightweight design also means that it’s not exactly feature-rich. While we wouldn’t call it a full-fledged project management application, it can certainly serve as one depending on the size and scope of your project.
Asana
Initially developed for internal use at Facebook, Asana is a more comprehensive project management tool with a wider array of features than Trello. It’s arguably better suited for more intricate projects thanks to its advanced search options, task owner tracking, and other capabilities. Unlike Trello, there’s no free plan, but at $10 per user per month, it’s not expensive either.
Jira
Jira is another offering from Atlassian, but it’s more elaborate than Trello and geared towards larger organizations handling multiple agile projects concurrently. It also integrates seamlessly with Confluence, Atlassian’s powerful data management tool, as well as Salesforce, GitHub, Outlook, and others. Jira can be customized and tailored to your specific requirements, although this can be time-consuming and may require some training.
Version Control Systems
With communication and management addressed, let’s briefly touch upon version control systems. At this point, there’s not much to be said about GitHub, GitLab, and Bitbucket, as most developers are already familiar with one or more of them. Nevertheless, in case you’re (very) late to the party, let’s delve into them in a bit more detail.
GitHub
GitHub hardly needs an introduction, as it’s practically synonymous with open-source repository hosting. It can be integrated with Jira, Jenkins, and Confluence. You can choose to install it on your own server or not, as it works seamlessly with virtually any cloud provider out there. It’s essentially the industry standard, especially for open-source projects.
GitLab
GitLab is more of a mixed bag, but it has a lot going for it. It could be a better choice for users operating on a limited budget, while still providing practically all the features most users would ever need. It’s not merely a version control system, but a comprehensive DevOps platform. The downside could be its performance, particularly when handling large projects (especially if it’s not self-hosted). However, if you choose to self-host it, performance shouldn’t be a major concern.
Bitbucket
A few years ago, Atlassian’s Bitbucket seemed very promising, as it allowed for private repositories at a time when GitHub didn’t, making it an appealing alternative for private projects involving smaller teams. Unfortunately, Bitbucket also gained a reputation for sluggish responsiveness, and open-source enthusiasts didn’t exactly flock to it since it’s primarily designed for business clients and integration with other Atlassian products.
Non-Essential Software and Services for Remote Work
Working from home can quickly become less appealing if you encounter technical issues, as you’ll be responsible for your own IT support. Therefore, utilizing diagnostic software or web services such as Speedtest could prove beneficial, and you might need to perform a traceroute to assist your ISP in diagnosing problems.
Moreover, many individuals will require time tracking applications such as Toggl](https://toggl.com/) or our internally developed solution, [TopTracker. If you want to track and celebrate your team’s accomplishments, you could try WooBoard, which can serve as a morale booster.
Collaborating with team members spread across different time zones can be challenging, particularly when daylight saving time comes into play, so a world clock app or widget could also be helpful.
If you’re accustomed to working in an office environment and rely on taking notes and using sticky notes, now would be an opportune time to adapt your habits and embrace note-taking apps like Evernote or Google Keep.
A Note on Pricing
We’ve refrained from including specific pricing details for some services, as these are subject to constant change due to the ongoing crisis. Certain vendors are offering complimentary access to their otherwise paid platforms and services, while others are upgrading existing subscribers to more comprehensive plans at no additional cost.
It’s important to note that most, if not all, of these offers are time-limited, although they might be extended. Therefore, you’ll need to verify the pricing if and when you decide to subscribe to any of these services.