Switch to Payboy now for only $3 
Switch to Payboy now for only $3 Say goodbye to expensive HRMS
Find out now
Unlock exclusive funding for Payboy with 50% on PSG and up to 80% on NCSS!

Top 10 collaboration tools for remote teams

Remote teams are becoming increasingly common in today's global workforce, and it can often be challenging to effectively communicate and collaborate with team members who are spread out across different time zones and geographies. Fortunately, there are a number of powerful collaboration tools that can help remote teams stay connected and ensure that everyone is on the same page. Here are some of our top picks, whether you need real-time chat capabilities to quickly connect with your colleagues or specialized project management systems to keep your team on track!


Best for: Knowledge Sharing, Project Management 

Notion is one of the top collaboration tools available for remote teams, designed to help improve team communication and efficiency. Some of the key features of Notion include task management, file sharing, team chat, and real-time collaboration. With task management tools like to-do lists and kanban boards, remote teams can easily keep track of what needs to be done and who is responsible for each task. File sharing makes it easy to share documents and other files with team members, while team chat allows for real-time communication and collaboration.

Notion also makes it easy to create remote team workspaces, which can help remote teams stay organized and on track. With features like project dashboards, task boards, and file sharing, remote teams can work more efficiently and effectively together. Whether your remote team comprises employees from different locations, members of the same organization who work remotely, or just friends and family who live in different parts of the world, Notion can help you improve communication and collaboration.

Pros of using Notion:

  • Easy to use
  • Great for collaboration
  • Intuitive
  • Flexible
  • Affordable

Cons of using Notion:

  • Does not have a built-in chat function
  • Difficult to keep track of changes made by team members
  • Requires some learning to get started


Best for: Knowledge sharing, Project Management

Confluence is a collaboration tool that helps teams organize and share information. It’s perfect for remote teams because it provides a central place for team members to access information and work on projects together. With confluence, we can capture project requirements, assign tasks to specific users, and manage several calendars at once with the help of Team Calendars add-on.

Pros of using Confluence:

  • All members of the team can easily access and contribute to the same body of knowledge
  • Makes it easy to track changes and edits over time
  • Fully searchable database means that you can always find the information you need
  • Can be used to create templates or start from scratch
  • Documentation can be easily exported

Cons of using Confluence:

  • Some users may find the interface confusing or challenging to use 
  • Can be expensive for larger teams


Best for: Knowledge Sharing, Project Management 

Basecamp is a project management tool that helps teams keep track of tasks, deadlines, and files. It’s perfect for remote teams because it makes it easy to manage projects and communicate progress with team members, with features such as to-do lists, file sharing, message boards, and calendar views. 

Using Basecamp can help remote teams stay connected and organized. Basecamp makes it easy to see what needs to be done, when it needs to be done, and who is responsible for doing it. 

Basecamp also makes it easy to share files and keep track of conversations. All of this makes Basecamp an essential tool for any remote team.

Pros of using Basecamp:

  • Basecamp is very affordable, especially compared to other project management software options. 
  • It is easy to use and understand, even for people who are not tech-savvy. 
  • Basecamp has a lot of features that can be really helpful for coordinating work among a team, such as to-do lists, calendars, file storage, and more.

Cons of using Basecamp:

  • Basecamp can be a little too simple for some teams, and it might not have all the features that you need.


Best for: Knowledge Sharing, Project Management 

Trello is a web-based Kanban-style project management application. It is a flexible and easy to use tool that can be used for managing projects of any size. Trello provides a simple, visual way to track and manage projects. It is perfect for remote teams as it makes communication and collaboration easy.

Using Trello for remote teams has several benefits. First, it allows you to keep all of your team's communication in one place. This makes it easy to reference old conversations and stay up-to-date on the latest news. Second, Trello provides an easy way to visually organize your work. This can be helpful when trying to prioritize tasks or keep track of deadlines.

Pros of using Trello:

  • Helps to keep track of tasks and deadlines
  • Easy to use
  • Can be accessed from anywhere
  • Can be used for free
  • Integrates with other tools

Cons of using Trello:

  • Not as robust as some other project management tools
  • Limited customization options
  • Not suitable for larger projects
  • Can be overwhelming for new users


Best for: Knowledge Sharing, Project Management 

Asana has many features that make it an ideal tool for remote teams. First, Asana lets you create Kanban boards, which are visual representations of your work tasks and progress. This makes it easy to see what needs to be done and who is responsible for each task. Second, Asana provides Gantt charts to help you plan and track your work progress over time. These charts let you see at a glance when each task is due and how much progress has been made on each task. Third, Asana offers a calendar view of your work so you can see what's coming up and plan accordingly. So if you're looking for a tool to help you manage your remote team, Asana is a great choice.

Pros of using Asana:

  • Asana is very user-friendly and easy to learn, even for those who are not familiar with project management tools.
  • It offers a lot of features and integrations that can help with team collaboration, such as the ability to add comments, due dates, and attachments to tasks.
  • Asana makes it easy to see what everyone on your team is working on at any given time.
  • It is a very popular tool, which means there is a large community of users and a lot of online resources available.
  • It has a free plan that offers basic features for small teams.

Cons of using Asana:

  • The paid plans can be quite expensive, especially for larger teams.
  • Some users find the interface to be overwhelming and too busy.
  • The free plan has some limitations, such as the number of projects you can create and the number of team


Best for: Video conferencing

Zoom is a cloud-based video conferencing service that allows remote teams to stay connected. Zoom offers high-quality video and audio, screen sharing, and collaboration features such as group chat and file sharing. 

Some of the benefits of using Zoom for remote teams include: 

  • Improved communication and collaboration: Zoom's video and audio quality ensures that team members can communicate clearly with each other, even when they're not in the same location. 
  • Increased productivity: With Zoom, team members can easily share their screens and collaborate on projects in real-time. 
  • Flexible working hours: Zoom makes it possible for team members to work from anywhere at any time. 
  • Cost-effective: Zoom is more affordable than other video conferencing solutions on the market. 

If you're looking for a way to improve communication and collaboration within your remote team, Zoom is definitely worth considering.

Pros of using Zoom:

  • Easy to use
  • Great video and audio quality
  • Very stable
  • Offers a variety of features

Cons of using Zoom:

  • Can be expensive for large teams
  • Free version has limits on calls and storage


Best for: Messaging and communication 

Slack is a messaging app for teams that lets you easily communicate with your colleagues. It's perfect for remote teams as it makes it easy to stay in touch with everyone and keep everyone up to date on what's going on. Slack also has a number of features that make it ideal for remote team communication, including: 

  • Threaded messages: This feature lets you reply to specific messages in a thread, making it easy to have conversations without getting lost in the shuffle. 
  • Channels: Channels let you break down communications into specific topics, which is perfect for large teams or teams with multiple projects going on at once. 
  • Mentions: Mentions let you get someone's attention by tagging them in a message. This is perfect for when you need to ask someone a question or get their input on something. 
  • Emoji reactions: Emoji reactions let you quickly respond to a message with an emoji, which is great for when you're short on time or just want to show your support for something. 
  • Search: Slack's search feature lets you easily find old messages and conversations, which is essential for when you need to reference something later on. 

Overall, Slack is an incredibly useful tool for remote teams. It makes it easy to stay in touch and keeps everyone up to date on what's going on. If you're looking for a messaging app that will make communication between team members easier, Slack is definitely worth checking out.

Pros of using Slack:

  • Helps team members stay connected
  • Easy to use
  • Can be accessed on mobile devices
  • Integrates with other tools
  • Has a search feature

Cons of using Slack:

  • Can be expensive for larger teams


Best for: Creating easy-to-use databases

Airtable is a cloud-based collaboration platform that enables remote teams to work together more effectively. It offers a variety of features that make it an essential tool for team productivity, including:

  • Real-time collaboration: Airtable allows users to work on documents and projects in real-time, so everyone is always on the same page.
  • Version control: Airtable automatically saves every change made to a document, so teams can easily track progress and go back to previous versions if needed.
  • Access control: Airtable gives admins the ability to control who has access to which documents and projects, ensuring that sensitive information is only seen by those who need it.
  • Data import/export: Airtable makes it easy to import and export data from a variety of sources, making it simple to keep all team members up-to-date.

Airtable is an essential tool for any remote team looking to increase productivity and collaboration. By offering features that facilitate real-time collaboration, version control, and data import/export, Airtable gives teams the ability to work together more effectively, no matter where they are.

Pros of using Airtable:

  • The ability to easily share information and collaborate with team members
  • A wide variety of integrations
  • A user-friendly interface
  • Flexible pricing

Cons of using Airtable:

  • It can be difficult to keep track of all the different tables and views
  • The learning curve can be steep for new users
  • Overall, it is a more expensive option compared to other similar tools.

Google Workspace

Best for: Collaboration and communication

Google Workspace is a set of productivity tools that includes Gmail, Calendar, Drive, Docs, Sheets, Slides, Meet and more. It's perfect for remote teams as it offers a variety of features that make collaboration between team members easy. 

Some of the features of Google Workspace that make it ideal for remote teams include:

  • Real-time collaboration: Google Workspace lets you work on documents, spreadsheets, and slideshows in real-time with your teammates. This is perfect for when you need to get something done quickly or want to get feedback on a project. 
  • Version history: Google keeps track of every change made to a document, so you can always go back and see who made what changes and when. This is helpful for keeping track of progress on a project or for troubleshooting if something goes wrong. 
  • Flexible sharing: You can easily share documents, spreadsheets, and slideshows with your teammates with just a few clicks. And, you can set different levels of permissions so that everyone can access what they need without seeing everything.
  • Video conferencing:  With Google Meet, team members can see and hear each other, share files, and chat via instant messaging. Google Meet also offers features like screen sharing and recording, making it a powerful tool for remote team collaboration. 

These are just some of the features of Google Workspace that make it ideal for remote teams. If you're looking for a way to improve collaboration and communication between your team members, Google Workspace is definitely worth considering.

Pros of using Google Workspace:

  • The ability to create and share documents, spreadsheets, and presentations
  • Real-time collaboration features
  • A wide range of integrations
  • Excellent customer support

Cons of using Google Workspace:

  • Can be expensive for businesses
  • Some features can be confusing to use
  • Limited storage space for free accounts


Best for: Automating tasks

Zapier is a tool that helps remote teams by automating tasks. It can be used to automate things like sending emails, creating tasks, or adding people to a project. Zapier makes it easy for remote teams to get work done without having to worry about the details. 

Zapier is especially helpful for teams that need to manage a lot of tasks or projects at once. By automating some of the work, Zapier frees up team members to focus on other things. 

Overall, Zapier is a valuable tool for any remote team. It can help team members stay organized and productive, while freeing up time to focus on other tasks.

Pros of using Zapier:

  • Zapier can save you a lot of time by automating tedious tasks.
  • It's easy to use and can be integrated with many different applications.
  • You can share Zaps with your team members so everyone is on the same page.
  • Zapier can help reduce errors and improve accuracy by automating manual processes.

Cons of using Zapier:

  • Zapier is a paid service, so there may be some upfront costs involved in using it. 
  • It can be difficult to set up Zaps if you're not familiar with the tool. 
  • Zapier may not be able to integrate with all the applications you use. 

We hope that you can find the right tools that will help to make a difference in your remote team’s productivity with our top 10 picks!

Manage your global team with Payboy HR & Payboy software!

Working with a team of remote freelancers or contract employees? You can now make seamless global and local payments to them with PayBeyond, which comes with really low transaction fee and high level of security. Keen to find out more? Find out 5 tips on how we manage our global team with our very own Payboy HR & Payboy software

Find out how you can do it all with Payboy

Reach out to us if you are keen for a free demo on how we can help you save hours and give you some peace of mind on payroll and other HR matters so that you can focus on your business and people.
Schedule Demo
here are some other news you might like: