After a few weeks of forced remote working modes, we might have already adapted to some changes in our routine. Some of you will still need to think about what kind of systems you want to use when keeping in touch with fellow employees, entrepreneurs or team members.
Here is a list of things that might be helpful to get an overview of some handy tools easy to use for everybody aside from phone and email:
1. Video Streaming Services
When it comes to connecting and conducting meetings there are a ton of programs and apps out there that support this tool to not only hear but see each other. Thanks to technology we are continuously improving the ability to connect face to face from our own couch.
For business purposes, it is recommended to choose an app that keeps you virtually safe while exchanging confidential content. Some apps have a pretty tremendous security issue, whereas others are 100% encrypted and prevent hack-attacks through constant software updates.
Some apps vary in how they distribute traffic and are something you should know.
Zoom and (Canada based) Callbridge, for example, distribute data and audio point-to-point and only use one connection port to a Zoom or Callbridge server. Other streaming services don’t use point-to-point but send video and audio data through many of their own servers in multiple locations places around the world. By using point-to-point encryption for video and audio, Zoom is able to provide better audio and video quality, especially when sharing the screen for visuals. Zoom now also forces all your meetings to be password protected. As added security, know and monitor attendees so that you always are aware of who is in attendance.
2. A Shared Cloud
If you intend to share and exchange documents with team members and colleagues while being isolated, there is a great way to do that for free. Google, Apple and Microsoft are providing cloud systems that allow you to share everything you want from your computer with others you grant access to. No need to send emails with tons of data volume and everyone getting confused about when what email had been sent.
Before installing a cloud, it is recommended to research which one would be the best for your purpose to use. My personal go-to is Microsoft One Drive. It is a reliable cloud that is supported by Microsoft and it is easy to share content with a link-access. Depending on the platform you are using, Windows users may opt for OneDrive and MacOS users, iCloud. Other cloud sharing options that work well on both platforms are DropBox or Google Drive, to name but a few. Find an option that works best for you and your team.
Also, larger companies may have VPN’s in place for their users to remote-in to the office server which makes working on and sharing files just like being at the office.
3. Online Whiteboards
Time to brainstorm, create and edit content among team members? You can do that even in real-time.
This tool provides possibilities to draw and write in real-time so that other participants can immediately get creative on that board as well. Numerous kinds of whiteboards are available online and some are for free.
Best to use on Tablets if you want to be able to draw or write more detailed (e.g. Whiteboard Fox)
4. Group Chats
WhatsApp and Co might be handy and funny when it comes to personal chats between friends and colleagues, but in terms of professional use, I would recommend an app that you can use for business purpose only. A system that is simply dedicated to working purposes and allows you to shut down when work is done. We don’t want to be available 24/7 for work with constant access.
Slack or Microsoft Teams, for instance, are great apps to create and gather groups for specific purposes. Installed on your computer it allows you to start it in the morning with your workday as an additional way of communicating when it comes to comments, questions, sharing documents and organization in a quick way. After work is done it shuts down with your systems. We still want to keep personal and business life separated, as well when we love our job. 😉
There are endless opportunities for systems to use and the choices are terrific. It makes working from home really easy, since you are still connected, and it would not hinder your team’s or co-working’s productivity.
It is only a question of what tools do you prefer for what purpose.
This list should simply give you an overview of what to consider when it comes to managing a team remotely without getting valued information lost in the lack of communication tools. Systems for having each involved person up-to-date, even without physical presence and meetings.
These tools are easy to use, which makes it handy for generations which were not used to deal with lots of technology at work.
This shift from a sometimes interrupting, attention-seeking society towards the – from now on – selected connection and remodeled business operation lets us create simple ways for continuing work with a different mindset and rethinking priorities.
>> What are your preferred systems to use? Get in touch with me and let me know.