Working from home isn't going anywhere; most people wouldn't want it to. At the same time, remote work can be a mess without the right tools. You've probably been there: trying to collaborate on a project through a chain of confusing emails, losing files in the digital void, or sitting through yet another video call where half the team sounds like they're speaking out of a tin can.
Effective collaboration among virtual teams requires functional, reliable tools that hopefully don't break your budget. This guide breaks down 10 tools that make remote work... well, *work*. These are the remote collaboration tools to get ahead and stay productive in 2025.
What Makes a Good Remote Work Tool?
What separates useful virtual collaboration tools from those that add more chaos to your day? The answer is a remote work tool that should solve problems, not create new ones.
The best team collaboration software tools share something in common: each does one thing extraordinarily well. Added bonuses are if they integrate with your other work tools and applications, and it doesn't require a computer science degree to get the hang of. Your remote team members shouldn't have to spend three weeks on training tutorials.
What to Look for in Remote Work Tools
Here's what matters when you're evaluating tools for your remote staff:
- Ease of use – Is the software easy to learn, or is there a steep learning curve? Depending on how long your team takes to learn and use the tool, it may not be worth the time and effort. These are factors to weigh carefully.
- Communication features – Nothing kills productivity more than "Can you hear me now?" Working remotely relies on clear and continuous communication between remote and hybrid teams. Apps that work effectively and are reliable are essential, whether it concerns communication software or anything else.
- Mobile apps – If your team isn't always at their desk, and they shouldn't have to be.
- Integration capabilities – Tools that work together save you from juggling twelve different apps.
- Reasonable pricing – Especially important for smaller teams who can't afford enterprise-level costs.
- Solid customer support – When things break (and they will), you need real help, not just a chatbot.
Best Tools for Remote Teams and Workers
1. Slack
Base plans start at $7.25 per person/month. Pro plans start at $17.25 per month per person (billed annually), with Business+ at $15 monthly.
Slack is a cloud-based team communication platform with direct messaging functionalities and group chats known as "channels," which you organize by topic. Since its launch in 2013, Slack has been the uncontested choice for remote work communication, with most remote employees using it even in 2025.
All chat content (e.g., files, conversations, links) is searchable within the platform. You can create private and public channels, with public channels accessible to everyone in the workspace. Emojis can be added to messages, which is a game-changer.
Apart from its core functions, Slack integrates with various applications and software, including Google Drive, Trello, Dropbox, Zapier, GitHub, and more. They're continuously developing the software and introducing new features, like "Huddles", an audio and video chat feature for quick, impromptu calls.
- Channels keeps team conversations organized and easily accessible.
- Tons of integration options with other tools.
- Seamless file sharing, storing, and locating files or information through the advanced search.
- Custom emoji (trust me, this matters more than you think)
- It can get overwhelming with too many channels.
- The free version limits message history to 90 days.
- Notifications can get out of hand if not properly managed.
If you Google search "What are the best instant messaging tools for remote workers?" The results are a single word and syllable known as Slack. The consensus is that Slack is the go-to for instant messaging and communication, whether remote or not.
Beyond that, some report that not all features are equally ironed out or as developed as the instant messaging. Relatively newer features like Huddle (which came out in 2021) could use further development work to resolve kinks or issues, as this Reddit review describes: "Approximately a third of our entire company reports issues with Slack's Huddles in one way or another in the last month. It's usually the audio input, or output, or both."
Teams that want an instant messaging tool to stay in touch, whether on the go or from your home office.
2. Zoom
Zoom is another remote work communication tool, except that instead of instant messaging, Zoom's core feature is video teleconferencing. In addition to video meetings, Zoom handles audio conferences, webinars for online presentations, and has a live chat.
The video meeting platform integrates tools that allow you to collaborate through screen sharing, recording, and live chat features. Rather than frantically taking notes during meetings, Zoom can record meetings and automatically transcribe them through its integration with Otter.ai.
For remote video calls, Zoom is by far the preferred choice. The real-time meeting features and call quality are superior to similar platforms and distinguish Zoom from the alternatives. The free version allows up to 100 concurrent participants in a meeting; this increases to 1,000 participants on their paid plan.
- Excellent call quality and reliability.
- Easy screen sharing and recording.
- Breakout rooms for smaller group discussions.
- Works well even with poor internet connections.
- The free version has a 40-minute time limit on group calls.
- Can feel impersonal for smaller team check-ins.
- Some security concerns (though they've improved significantly)
Zoom handles voice and video calls better than most alternatives. The interface is straightforward and doesn't require much technical skill. Users appreciate the breakout rooms feature for larger team meetings, the recording feature, and how easy it is for new people to join.
Any video meetings, calls with your remote staff, or virtual conferences with larger audiences.
3. Notion
Notion is a productivity and note-taking app, but it's also an all-around Swiss Army knife of work tools. It's an online-only application that, in addition to its note-taking capabilities, includes project and task management features like Kanban boards, centralized file and data management, and the ability to set scheduled reminders.
Particularly for remote work teams, Notion's centralized workspace incorporates seamless collaboration features, like real-time commenting, sharing pages, and mentioning or tagging colleagues. Using Notion, everyone works from the same live document, can access the most updated information, and communicate in the same location. It's undoubtedly the "Jack of all trades" for remote work applications.
- Incredibly flexible and customizable.
- Great for both individual and team use.
- Excellent templates to get started.
- Works well for everything from simple notes to complex project management.
- It can be overwhelming at first.
- Performance can be slow with large documents.
- The mobile app isn't quite as smooth as the desktop version.
Some find a learning curve, but once you get the hang of it, it will become your team's central work hub for remote collaboration. Notion users tend to either love it or find it overwhelming. Those who stick with it appreciate the flexibility and how it replaces multiple tools. The main complaints are about the learning curve and occasional slowness, but people who invest the time usually become big fans.
The most versatile all-in-one workspace for remote collaboration.
4. Google Workspace
The modern workplace would not be the same without Google Workspace. Most likely, you and your team already use Google Workspace, or at least some of its applications. We're talking about Gmail, Google Drive, Docs, Sheets, and Meet in one space, ready to access.
Many teams opt for Google Docs for real-time, collaborative editing that is easy to use and familiar to almost everyone. Commenting on shared documents means there's no need to email files back and forth titled "Final_Draft_v12_FINAL_actually_final.docx." Instead, we can refine, edit, and *work together* from the comfort of home.
- Centralizes all Google products and tools in one place.
- Real-time collaboration that works.
- Generous storage space.
- Familiar interface for most people.
- It can feel basic compared to specialized tools.
- Privacy concerns for some organizations.
- Limited offline functionality.
- Customer support can be lacking for smaller businesses.
Most people like Google Workspace because it's reliable and everything works together smoothly. Users love how they can collaborate in real time and appreciate the generous storage space. Sure, some wish it had fancier features and specialized tools, but teams find it covers all the basics without major headaches.
It's the best for everyone, unless your business uses Microsoft.
5. Asana
Asana is project and task management software that allows you to create, plan, track, and manage projects and associated tasks in one platform. The software's interface is one of its greatest assets: clean, intuitive, and highly user-friendly. You can customize and view projects in whatever format makes sense—lists, Kanban boards, timelines, or a calendar view.
For newer and smaller businesses, Asana's free version is comprehensive, has many features, and is one of the best free subscriptions available. Whether it's because of this or for some other reason, Asana is one of the most popular choices for project and task management tools among smaller or newer companies that work virtually or not.
- Multiple project views (list, board, timeline, calendar).
- Easy task assignment and tracking.
- Good integration with other tools.
- Custom fields and templates.
- Can become complex with larger projects.
- Limited reporting on the freemium plan.
- Learning curve for advanced features.
Asana keeps everyone on the same page without micromanaging. You can see what everyone's working on, monitor real-time progress, and spot potential bottlenecks before they become problems. Users like Asana's clean interface and different view options. People appreciate how it helps with project coordination without being too complicated. Some mention it can get overwhelming with larger projects, but the free plan is generous and scales well for growing teams.
The project management tool that keeps remote workers organized without the headaches.
6. 1Password
What initially began as a solution to avoid remembering your passwords has evolved into a tool used by over 150,000 businesses worldwide.
Password security becomes a real issue when you have employees across continents and devices. This is why password management apps that allow you to securely store and share passwords are essential, whether you work virtually or not.
Aside from the annoyance of remembering passwords, 1Password bolsters your security and information storage efficiently and instantly. Everyone can access what they need without compromising security or having to send passwords to every person on the team.
- Excellent security with a user-friendly interface.
- Easy password sharing for team accounts.
- Works across all devices and browsers.
- Travel mode for international team members.
- They don't offer a freemium plan or option.
- Can be overkill for very small teams.
- Requires some setup time to get everyone on board.
Security-focused teams generally like 1Password because it makes password management less stressful. Users appreciate the autofill features and password generator. The main complaint is the cost compared to free alternatives, but most feel the security and convenience are worth the price.
Teams (remote or other) require a password manager to strengthen company security and data, and, mostly, to avoid persistently sending people the login details.
7. Figma
The Professional plan costs $15 per user per month (or $12 per user annually). The Organization and Enterprise plans are billed annually and cost $45 and $75 per user per month, respectively.
Figma is essentially the Google Docs of web and graphic design. It's a collaborative web application for anything related to UI/graphic design and has become the go-to for all things visual. With a single link, everyone can participate, comment, and suggest real-time changes. It's intuitive and user-friendly, especially if you're already familiar with design tools.
Figma works online, so you won't have to install additional software. However, offline features are available through desktop applications for macOS and Windows. You can create designs and work on projects in design, prototype, and developer modes.
- Real-time collaboration with commenting, tagging team members, and other features.
- Browser-based; no additional software necessary.
- Mobile device accessible through their app.
- User-friendly; suitable for both design professionals and beginners.
- Can be slow with complex designs.
- Limited offline functionality.
- Free version restrictions can be limiting for larger teams.
Figma comes on top regarding visual collaboration tools for design teams, marketing, or graphic projects. The simplicity of sending a link URL so others can join and collaborate on a project, whether in progress or brand new.
People appreciate its ease of use and the fact that you don't need a degree in graphic design to learn Figma. It's the perfect digital space to keep projects organized, track progress, and get creative.
Some mention slowdowns with large files, but most find it one of the only tools for enhancing productivity and workflow stages for design projects.
Marketing and design agencies, or any businesses with ongoing collaboration on visual assets and creative projects.
8. Loom
Sometimes you just need to show, not tell. Loom is an online screen recording tool that makes recordings quick, easy, and ideal for instant video explanations. It's perfect when typing instructions takes forever, or maybe your hands and fingers need a break (this is a real thing).
A quick two-minute video sometimes does the trick and gets the point across with minimal effort. Loom deserves a place on this list for the best remote collaboration tools. It does one thing very well, and people love it for that.
- Super easy to record and share videos.
- Great for explaining complex processes.
- Adds personality to remote communication.
- Automatic transcriptions.
- It adds a personal touch to remote chats and often saves hours of back-and-forth messaging.
- The free plan has time and storage limits.
- Can create a lot of video files to manage.
- Not great for formal presentations.
People like how Loom makes explanations clearer than long emails and adds a personal touch to remote communication. Users appreciate the simple recording process and automatic transcriptions.
Impromptu video recordings for quick communication or, most likely, to clarify something.
9. Toggl Track
Time tracking might sound like micromanaging, but it’s about understanding where your time goes. Toggl Track is a comprehensive online time-tracking tool that makes it extraordinarily easy to track time with a simple start and stop button. It also creates reports so your team can spot areas of inactivity and bottlenecks, and boost productivity.
It integrates with most project management tools, so you won't have to switch between apps. Its features include time tracking (with a timer), manual time entry, calendar integration, and detailed reporting.
- Unobtrusive and straightforward time tracking.
- Good integration with other tools.
- Helpful reporting and insights.
- Works across devices.
- The free version is limited to 5 users.
- It can feel like surveillance if not implemented thoughtfully.
- Requires discipline to use consistently.
Users appreciate Toggl's straightforward application for time tracking and its ability to generate insights without invading your team's privacy. They also like the simple interface and detailed reports. The main challenge is remembering to track time consistently, but those who stick with it find the data helpful.
Remote/virtual teams that want a reliable tool to monitor progress and efficiently track employee time.
10. Microsoft Teams
What started as Microsoft Teams' response to Slack has evolved into something more ... *complex*. Microsoft Teams is not strictly a messaging platform: it's a messaging tool that combines workplace chat, video meetings, file storage, and application integration.
If your business uses Microsoft 365 and is already in the Microsoft ecosystem, adding Microsoft Teams to the mix makes sense. As you'd expect, Teams integrates smoothly with other Office 365 products and conveniently centralizes tools like Word, Excel, and PowerPoint in one place. The platform has co-editing functionality, document storage, and everything saves automatically to SharePoint. The team chat works well, though it has a more corporate vibe than Slack.
- Convenient for teams already using Microsoft apps.
- Strong security and compliance features.
- Built-in video calling and screen sharing capabilities.
- With many Microsoft 365 subscriptions.
- It can feel overwhelming with too many features.
- The interface isn't as intuitive as dedicated tools.
- Performance can be sluggish with large teams.
- Limited customization compared to other platforms.
Teams users appreciate the Microsoft Office integration and security features, especially how files automatically save to SharePoint. The interface can initially feel overwhelming, but teams that stick with it like having everything in one place. It works well for organizations already using Microsoft products.
Businesses that use and are already set up with Microsoft 365's product suite (e.g., Outlook, Excel, Word).
Pro tip! Most of these tools offer free trials and subscriptions. Try a few combinations to see what works best for your team's workflow and communication style. What works for one team might not work for another, and that's to be expected.
