Tools to Support Remote Work in the Company - Part 2/3

Key information:

• Entrepreneurs looking to streamline remote teamwork are using modern tools for collaboration, file storage and project management.

• With Google Workspace, several people can work on the same document at the same time, using chat and comments.

• Google Forms is great for creating surveys and tests, automatically collecting and analyzing responses.

• Google Drive stores files in the cloud, allowing you to securely access them from any device.

• Dropbox allows you to conveniently share large files, such as photos or videos, and you can get additional space by inviting new users.

• MeisterTask helps organize projects, set goals and transfer files directly within tasks.

More details about these tools later in the article, feel free to read on!

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

In remote work, the most common missing aspect is communication with others. Talking with colleagues or being able to get advice when one has a problem are just some of the aspects. The obstacle also arises when you want to work on a particular file together with others - to exchange comments live, give comments and change content.

• Google Tools

Google's tools allow us to communicate this way in four types of files - text documents, worksheets, presentations and forms. In all cases, we do not 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 there at the moment, we leave them a comment. What's more, during a presentation, you can use the phone as a remote control and use it to move 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, another addition is available - 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.

Free/Payable?

This entire package is free. All 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

Google Drive is one of the tools that allows you 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 in a readable, commentable or editable version. Everything we have on disk is in the cloud, so even if we flood our company 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.

Free/Payable?

The disk in its basic version is free. If the files we store take up more than 15 GB - we can buy GSuite. It is an offering for companies and organizations that gives us unlimited disk space, as well as better administration mechanisms and tools to help us collaborate with other employees.

• Dropbox

Another such drive is Dropbox. This web 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 of photos and videos.

Free/Payable?

Dropbox is available in a basic version up to 2GB capacity, but rest assured - you don't have to pay later. You can increase your disk by, for example, inviting new users or installing an official application. These actions can increase the package by as much as 16GB. However, if this capacity is also not enough for your needs, you should buy the enlarged version.

• MeisterTask

A slightly different tool is MeisterTask. In it, you can create a project, set the main goals, set time limits for completing them and invite the team. Everything is clear and well organized. When a co-worker wants to send a file to another person, they load it in their task and redirect 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.

Free/Payable?

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 assistance 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!