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Top Tools to Manage and Collaborate with Virtual Staff


Managing and collaborating with a virtual team is crucial for the success of your business, especially in today’s digital age. The ability to work remotely allows companies access to global talent and foments growth, flexibility, and efficiency. Implementing virtual staffing solutions can make this easier to handle. However, managing remote staff members can be difficult without the right tools. This article will cover some of the best tools available to help you manage and collaborate with your remote team effectively.

Communication Tools

A dependable line of communication is vital when managing a virtual workforce. Here are three highly-rated platforms specially designed for group discussions:

  • Slack: With an intuitive interface, Slack lets you create channels for different departments or topics within your organization. It also supports sharing all types of files that can be accessed by anyone in the workspace.
  • Microsoft Teams: A great option if you are already using Office 365 suite. Microsoft Teams provide chat functionalities as well as video conferencing features such as screen-sharing during meetings and presentations.
  • Google Chat & Spaces: Part of Google Workspace (formerly G Suite), this tool combines both text messaging and video conferencing, allowing seamless connectivity between team members through various channels called Spaces.

Project Management Tools

The use of project management tools ensures better organization, performance tracking, deadline adherence among employees, especially when handling multiple projects at once. Consider implementing some of these software solutions:

  • Trello: Trello is known for its customizable Kanban boards that allow teammates to create lists and move task cards across them. It supports due dates, checklists, labels/tags, and integrates with other platforms such as Slack and Google Drive.
  • Asana: Focused on goal-setting and action plans, it offers timeline view, calendar view, task assignment, portfolio management, and comprehensive reporting. Asana works well with tools like Slack, Microsoft Teams, Zapier, among others.
  • Basecamp: A comprehensive project management tool that offers to-do lists, file storage system to share documents and media files associated with projects. Basecamp has robust user permissions features and in-app chats for better team collaboration.

Time Management Tools

Keeping track of work hours or specific tasks completion is essential when working remotely. Time management tools help ensure your team remains productive while also providing accountability for time spent on their daily responsibilities.

  • Toggl Track: This time tracking application allows users to record the hours they dedicate to each task or project they are involved in. This facilitates easy synchronization between employees and employers so everyone can stay informed about their work status at any given time.
  • Clockify: Like Toggl Track but with additional features such as timesheet approvals for advanced monitoring of employee work hours or holidays. Users can either start/stop timers or manually input blocks of time assigned to certain tasks throughout the day.
  • Focus@Will: A productivity tool designed to improve focus using music scientifically tailored to your personality type & working style. This tool helps virtual staff maintain concentration during working hours & complete tasks efficiently.

File Sharing and Storage Tools

Seamless file sharing and organization are essential aspects of effective remote team collaboration. These platforms offer cloud storage solutions easing the processes of file sharing and backup between team members.

  • Google Drive: Part of Google Workspace, it offers a reliable cloud storage solution with real-time document editing and co-authoring features that can be accessed from any device connected to the Internet. Integration with other apps is convenient as well.
  • Dropbox: Dropbox is another popular file-sharing platform compatible across multiple devices. It provides a robust search function, integrates well with third-party applications like Zapier or Trello, and allows you to restore deleted files for 30 days.
  • Box: An enterprise-oriented platform designed for larger teams who require high levels of security & compliance with HIPAA, GxP, GDPR etc. Box offers customizable workflow management options alongside efficient file sharing & storing features.


Navigating the challenges of managing your virtual workforce becomes exponentially easier when you employ the right tools for communication, project management, time tracking, and file sharing. By utilizing some or all of these top tools discussed in this article, you will foster an environment where remote workers can collaborate effortlessly and promote productivity even in a highly-distributed setup across multiple geographical locations.

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