Tools to support remote working in the company - part 2/3
In part two of the series Tools to support remote working in the company we will present examples of programs that make it possible to work with colleagues on a single document in real time and without leaving home. The other solutions described, on the other hand, can help you efficiently conduct a project and exchange documents.
1. real-time interaction a way to work remotely
When working remotely, the most common missing aspect is communication with others. Talking to co-workers or being able to get advice when you have a problem are just some of the aspects. The obstacle also arises when you want to work on a particular file together with others - live exchange comments, give feedback and change content.
Google's tools allow us to communicate in this way in four types of files - text documents, worksheets, presentations and forms. In all cases we don't have to install anything, everything is done online. When editing, we can see who is working on the file with us, and all the changes they make are immediately visible. There is a chat room so that we can communicate in real time with others, and if someone is not currently there, we leave them a comment. What's more, during a presentation you can use your phone as a remote control and use it to move the slides. In addition, we don't have to worry about the format, because it's very easy to convert Google Slides into Power Point and vice versa. It works the same way with Excel and Google Sheets, as well as Word and Google Documents. For the latter, there is another addition - we can use Google Search without leaving our document. This allows us to find information/images without leaving the file. Another useful option is offered by Google Forms - creating surveys and collecting responses from respondents. These can take different forms, for example, like on a driving test, where the respondent sees a photo or YouTube video at the same time. The results are updated on a regular basis based on the collected responses and presented clearly in graphs.
The whole package is free of charge. The only thing you need to use it is an existing Google account.
2. easy sharing of documents
Wondering how to improve document sharing among team members? Below are described 3 solutions that allow you to store, freely transfer files and have unlimited access to them.
Google Drive is one of the tools that allows us to store and share documents. We can keep text files, spreadsheets, presentations, drawings, forms and much, much more in it. The privacy settings are useful, allowing us to share our documents with selected people as read, comment or edit versions. Everything we have on disk is in the cloud, so even if we flood our corporate laptop with coffee - we won't lose the results of our work so far. We can log on to any device (other than our private laptop) and regain access to our documents.
The disk in the basic version is free. If the files we store take up more than 15 GB - we can purchase GSuite. This is an offer for companies and organizations, thanks to which we have unlimited disk space, as well as better administration mechanisms and tools to help us collaborate with other employees.
Another such drive is Dropbox. This online application has been praised by users and professionals alike, and has already won awards for its functionality and ease of use. It specializes in transferring large-format documents, such as folders with photos and videos.
Dropbox is available in the basic version up to a capacity of 2GB, but rest assured - after that you don't have to pay. You can increase your drive by, for example, inviting new users or installing the official app. These actions can increase your package by as much as 16GB. However, if this capacity is also not enough for your needs, you should buy the enlarged version.
A slightly different tool is MeisterTask. In it, you can create a project, set main goals, set time limits for completing them and invite a team. Everything is clear and well organized. When a co-worker wants to send a file to another person, he loads it in his task and redirects it to the appropriate user. If you have an app for your phone, a notification comes to it right away that someone has given you a document. This way you know in real time what is going on in the project and how fast the process is going.
All functionality for up to 3 projects is free - you can add unlimited tasks and upload multiple files. The paid options are 3: Pro, Business and Enterprise. They give you access to new capabilities, such as creating more projects or combining them. In the most expensive version you will also get help in implementing MeisterTask in your company.
Get to it!
Do you already know which of the tools described is your favorite? The capacious Dropbox, MeisterTask, which will easily allow you to organize your team's remote work while giving you the ability to transfer files, or the multi-functional Google Drive and Tools? Maybe you'll be interested in solutions that allow you to remotely record employees' hours worked and manage and share responsibilities? These are described in first parts of the series Tools to support remote work in the company. You are welcome!