Do you feel like you're constantly inundated with new tools to learn and use in your digital workspace? Having the right tools is the best way to stay productive and organized while working from home, but with so many options out there, it can be tough to know which ones are right for you and your team.
In this post, we'll help you sort through the clutter and find the right tools for your unique workflow. So, read on to get started!
How To Choose The Right Communication Tools
Working remotely can be great, but it can also be challenging to stay productive when there are no team members around to bounce ideas off. Luckily, there are numerous communication tools that can help you stay connected with your team and stay on track. Tools like video conferencing and messaging apps can help you stay connected even when you're not in the office, and they can help you quickly receive feedback and approvals on projects.
When it comes to communication, the first thing you must consider is whether the topic should be addressed on the phone or via written communication channels. Normally, a combination of oral and written communication can result in fewer misunderstandings. Good old email is still the safest option for sharing confidential information, while if you want to keep the entire team up to date while saving time, tools such as Microsoft Teams or Slack may be a better choice.
Slack is a pioneer in the area of communication tools. The platform allows team members to have conversations, organize them in threads, and stay informed. Depending on the size of the company, the conversations that take place through this tool can be viewed by everyone. This transparency guarantees that employees have a good overview of what is going on in the company and provides them with a sense of orientation and belonging. In addition, conversations and topics can be arranged according to priorities and you can set daily virtual meetings to inform all team members about the activities planned for the day. Learn everything you need to know to get started with Slack in this video.
Similarly, Microsoft Teams, included in Microsoft Suite, offers functionalities that go from video chats to virtual meetings for employees to communicate with each other and stay in sync. In this video, you can learn how to use the basic functionalities of Microsoft Teams.
If you want to discuss something directly with your team, the number of people that take part in the conversation is the key to choosing the right tool. For only two participants, a simple phone call or video call is enough. For up to ten participants, Microsoft Teams, Slack, or Fairmeeting will do a better job. However, due to its outstanding connection and good quality, Zoom is an essential tool for virtual meetings that include more than ten people. It is a straightforward tool that enables businesses to arrange virtual conferences, meetings, and webinars for up to a hundred participants (and even up to 500 with the Large Meeting add-on). Thanks to Zoom’s intuitive functionalities and stable connection, virtual meetings almost feel like face-to-face conversations. Furthermore, its whiteboard feature allows for interactive elements to help participants be active and share their thoughts. Zoom has had some security issues over the last few months and although most of them have been solved, we recommend you to read this article. You can find detailed and up-to-date information about Zoom's ups and downs to decide if this is the right tool for you and your team. This video gives you an overview of Zoom’s benefits and functionalities.
Staying Organized With The Right Project Management Tools
Project management tools are a necessary part of any successful business. They help keep projects organized and on budget by allowing us to track our projects and tasks in one place. Each tool has its own set of features, so how do you know which ones you need? There are different factors you need to consider when choosing the right project management tool. First of all, take into account the average number of people that work on your projects. If it is a one-person project, planning will be much easier. You can work with your usual tools and then make the documents accessible to everyone using either Google Drive, Dropbox, or SharePoint.
For projects that involve several people working together, it is important to have a channel where everyone can communicate more casually. This channel represents the ‘coffee break’ concept for teams that are working remotely and strengthens their cohesion. Some elements from Office 365 and G-Suite are suitable for collaboration. Miro, Mural, and Mindmaster are helpful tools for visualization and are particularly suitable for creative collaboration such as brainstorming sessions.
The most important aspect of project management is to maintain an overview of the project’s progress, so please consider the question "Do you need an overview" in our decision tree as a rhetorical one – because you most probably do. Trello, Asana, or MS Planner are the best tools for this matter. Trello is a collaboration platform that is very helpful for organizing and coordinating different projects. It is like a pinboard where employees and managers can share their current tasks with the team and also assign tasks to other team members. Trello is a very user-friendly tool that provides an overview of all ongoing tasks. This video shows you Trello’s benefits and functionalities.
While there are many different types of communication and project management tools to choose from, the best way to find the right ones for you and your team is to test drive a few and see which works best.
Tools are necessary for our remote and hybrid work atmospheres, but it’s important to note that the most important element that your sales team needs to stay productive when working from home is an outstanding remote leader. There are many other resources available to help you become an effective remote leader. For more information on how to become an outstanding remote leader, check out our blog post on the subject.
PDAgroup has been helping companies implement digital learning and digitization strategies for years. Our consultants can help you develop a digital strategy and find and implement the tools that are most suitable for you and your team.
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