The Remote Worker's Toolbox: 15 Tools You Need for Remote Work

Working in remote locations presents a number of unique challenges, and that means you need a unique set of tools to overcome them. At Zapier, over 300 people working remotely, and they've tried every app to find out what works best when working remotely.

Here we'll walk you through the types of remote working tools you need and show you the best tools in each category;

• Mobile hotspots
• Remote Desktop Software
• Team chat applications
• Screen sharing software
• Tools for screen recording
• Applications for video conferencing
• Online office suites
• Cloud storage
• Task list applications
• Project Management Software
• Apps for taking notes
• Whiteboard and mind mapping tools
• Focus Applications
• Security Tools
• Automation Tools

Mobile hotspots

Working remotely depends on reliable Internet access. If you work mainly from your home office, you probably already have the fastest Internet you can reasonably afford (if not, the project is number one). But as a good measure, everyone on your team should have a mobile hotspot.

Mobile hotspots are not just for accessing the Internet on the road, they also serve as a backup in case the power or Internet goes down.

Hardware devices, like Karma, are pocket-sized Wi-Fi access points that you can connect to wirelessly. Devices typically cost between $80 and $150, with separate charges for data. The Karma has no activation fees, and it's relatively inexpensive - you can pay as you like, with a monthly fee of $2.95 and data costs of $10/GB or less (data never expires). In most cases, at least for the US market, it's cheaper than alternatives like MiFi, where you have to pay for a more expensive monthly plan. For paper, we all use Verizon Jetpack's MiFi, which serves us well given the number of people in our plan.

You can also use your phone as a hotspot. This feature - called Personal Hotspot on iOS and Mobile Hotspot on Android - is included in most newer iOS and Android phones and tablets (see the Wireless & Network settings on Android or the settings in iOS). Just remember that using your phone as a wireless modem drains the battery faster, and your wireless service provider may also require you to purchase a hotspot plan (sometimes called "tethering"), which usually costs about $15/month.

Remote Desktop Software

Remote desktop applications securely connect you to a computer in another location so you can work on it as if you were sitting in front of that computer's keyboard. It's a convenient way for remote workers to access computers located at headquarters or at another remote worker's home. As a bonus, it also allows you to resolve your parents' email problems from the comfort of your sofa.

If you're a telecommuter connecting to your office computer, your IT department should help you set up remote access to your home computer. Microsoft's Remote Desktop client is built into Windows, available as a Mac download, and easy to use (you just need to press Connect to start working remotely on your computer). Apple offers its own version called Apple Remote Desktop, but it costs $79.99.

Other options include TeamViewer, which works on virtually any device for both remote access and screen sharing, and Chrome Remote Desktop, which runs in the Chrome browser and requires only a few clicks to set up and use. TeamViewer has more features, but Chrome Remote Desktop is probably the easiest option for remote file access or quick troubleshooting.

Team Chat Applications

When you work remotely, you want a way to chat with your team asynchronously, instead of having to set a time to call every time you have a question. You could use email, but that's not a good way to have a normal, human conversation.

Screen sharing software

Sometimes it's easier to show than tell. With screen sharing, you can show others your desktop and the files and applications you open-and they can watch you work on your computer. That means virtual team members can essentially look over each other's shoulders without having to be in the same room.

Slack has built-in screen sharing - your colleagues can even annotate on your screen - and it's an easy choice when you use Slack to chat.

Screen recording tools

What if you just want to take a short screenshot or record your screen to send it asynchronously to someone? In this case a screenshot tool is very useful. You can  use Zappy. It's super fast and allows you to make annotations on the spot, so you don't have to play around with your computer's built-in tools.

Applications for video conferencing

Sometimes you still want to have a little face-to-face conversation. Video calls can make you feel like you're in the same room with your virtual teammates, and seeing other people's facial expressions and gestures and hearing their voices helps make conversations more effective.

You can use zoom because we believe it's reliable for hundreds of participants on a video call or a quick slack video call.

Online office suites

Over the past decade, office suites have evolved away from installed software packages to networked, online applications. In both Microsoft Office Online (the web-based versions of Word, Excel, PowerPoint and OneNote) and the corresponding Google offering, the G Suite (with docs, sheets, slides and more), you can easily share a file with others and have them add inline comments or make their own edits - and you can track everything in real time.

You can use the G Suite, but if you're a Microsoft-oriented team, you might want to consider Microsoft Office Online.

Cloud storage

A cloud storage application that you can access from any device is critical for remote collaboration. And it doesn't have to be complicated: just save a file in the shared folder, and you and your other employees have the latest changes at your fingertips.

To-do list of applications

Some people use their inbox as a task list. Others use a spreadsheet. And some people still rely on pen and paper. In the end, the best to-do application is the one you'll actually use.

Project Management Software

Task lists can only record so much. For projects with a large number of tasks that need to be completed in a certain order, or for workflows with more complex time management requirements, you should consider a full-fledged project management tool.

For paper, most teams use Jira, but some teams use Trello or Airtable depending on the context. But you must find the application that works best for you.

Apps to take note

Note-taking applications, many of which feature web clipping to quickly save what you want to read, help you stay organized so you don't end up with a desktop full of sticky notes.

Microsoft's Evernote and OneNote are the most popular, and you can read what we think about how they compare.

Whiteboard and mind mapping tools

Working from a distance means brainstorming from a distance. One way to do this is to use an online whiteboard to mimic the whiteboard experience in the office.

Mind mapping tools can help with virtual collaborative brainstorming, and they can also help you plan projects more visually. GTD guru David Allen himself uses mind maps to get a bird's eye view of everything that goes on in his life. And if you use MindMeister, you can turn your mind maps into project tasks with just a few clicks.

Focus Applications

If you can resist the temptation to constantly check your e-mail or visit time-consuming websites, there are apps and browser extensions that can temporarily block certain websites and programs or limit your time. Very helpful to avoid getting caught in a Wikipedia rabbit hole.

A popular strategy for staying focused is the Pomodoro technique, where you work in concentrated, timed 25-minute sprints with a 5-minute break in between. You can use a real kitchen timer for these sprints.

Security Tools

Information security is not the most exciting topic, but it is just as important as Internet connectivity for remote workers - especially since you often store business information on laptops and smartphones.

File and disk encryption

Encryption software encrypts data so that even if it falls into the wrong hands, thieves cannot read your files without the encryption key or password.

You can encrypt your entire hard drive with tools like Windows-integrated BitLocker (available only in Pro and Enterprise versions) or the FileVault in Mac OS X (included with every Mac). In general, encrypting your entire hard disk is more secure, but you can more conveniently manually encrypt the folders and files on your computer that contain sensitive information. These include files that contain personal information such as account numbers or social security numbers, or confidential company information such as customer names and proprietary information. No one wants to be the type to lose a company laptop with unprotected files and expose customers' personal information.

Open source 7Zip makes it easy to compress a file or set of files and encrypt the archive with a password. The Disk Utility in Mac OS X can also create an encrypted disk image (basically a folder) with password protection.

Online backup

Telling people to back up their files and make sure their passwords are safe is probably the equivalent of your mother telling you to sit up and eat your broccoli. But mom's always right. Unlimited Backup Service Backblaze is an online backup software that you can set and forget and it costs only $6 per month per computer. It is Wirecutter's recommendation for online backups and the best option for most people.

Password Manager

Hardly a week goes by these days without news of another security breach involving stolen passwords, credit cards and other sensitive data. Hackers are becoming more and more sophisticated, we all have too many passwords to remember, and most of us would rather clean the toilet than change our passwords again. This is where a password manager comes in. It reduces one of the biggest security risks - using the same password in multiple locations - by storing all your (unique) passwords in an encrypted database secured by the only password you need to remember. Just make this master password as long and complex as possible ("12345" does not qualify).

You can use 1Password because the application does not require you to store the password database on another server - but you can store the database in Dropbox and synchronize it through your devices.

Two-Factor Authentication (2FA)

Password leaks will still occur, but you can add an additional layer of security by enabling two-factor authentication for all services that provide it. With two-factor authentication, even if someone has stolen your password when they try to log into your account from an unknown device, the service will ask them to verify their identity with a unique, randomly generated code from an authentication device or application. Check the websites that use 2FA at Twofactorauth.org. Enable at least 2FA for your email and financial accounts.

VPN

Whenever you use an insecure network - such as free public Wi-Fi at the airport or in a café - you can use a VPN. Virtual private networks create encrypted tunnels to send and receive data, so sensitive files you send to the office (or the content of the website you visit) can't be seen by others. It's surprisingly easy to steal information from the air when people aren't using a VPN.

Tools for automation

Remote workers already have a productivity advantage: we have fewer distractions in the office and can avoid unnecessary face-to-face meetings. Automation takes your productivity to the next level. Reduce repetitive tasks or delegate smaller tasks to others, and you save your energy for the more important things that only you can do best.

Text enhancement tools automatically complete frequently typed phrases, such as frequent email replies or code snippets. You can also quickly insert data such as the current date and time, and automatically correct spelling mistakes, saving you hours of typing (and your wrists).

If you're looking for an HRIS system to increase productivity of your remote employees, we suggest you IceHrm which is one of the best HRIS systems which has so many HR functions automated into one system.