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Hold brainstorms and client meetings, store and share documents, manage projects and have fun with these free remote work tools, perfect for collaboration.
As a result of the ever-changing landscape around COVID-19 (coronavirus), many businesses have made a quick shift to remote working. But there is more to effective remote working than having the right hardware. Co-workers need to talk, ideate, strategise and problem solve – together.
Here are the best free remote work tools (and tips on how to use them) to help your team collaborate, connect and stay productive while you can’t all physically be in the office.
Have a Gmail account? This account also gives you access to Google Drive for free online office apps, including Google Docs (word processor), Google Sheets (spreadsheet), Google Slides (presentations), as well as 15GB of free storage. The perfect (and free) way to facilitate remote access to working files.
Accessing these tools is simple:
There are many excellent, easy and free ways to connect with people online (hello, Skype!). However, if you are looking for a free tool to hold a streamlined conference call, then Zoom is an excellent option.
The benefit of Zoom over the free version of Skype is that you can generate a unique meeting link and users do not have to be on the platform already or have an account set up. This is one of the best communication tools on the market as it also allows you to not only share your screen but to create a shared “whiteboard” that any participants you allow can contribute to. And the participation limit of 100 should cover the needs of most teams.
The drawback The free version of Zoom has a time restriction of 40-minutes on group meetings. Review all their plan options to see what works best for your business.
WeTransfer allows you to send up to 2GB of files at a time to groups of people. It’s completely free and no account is required.
If you’re a Gmail user you can also take advantage of the Google Calendar functionality to create a shared diary to manage everyone’s schedules, meetings and tasks in one place.
To create a shared calendar:
Step 1 Log into your Gmail account.
Step 2 Click the icon with 9 dots in the upper right corner and select “Google Calendar”.
Step 3 Click the “hamburger” (three horizontal lines) icon on the upper left corner to ensure the main menu on the left side is open. Scroll to the bottom of this menu to “Other calendars”, click the “+” icon to the right and select “Create new calendar”.
Step 4 Give it a name and description and set the default time zone.
Step 5 This new calendar will now appear in the left Settings menu. Click on it here to access “Calendar settings”.
Step 6 In “Calendar settings”, scroll down to “Share with specific people”. Here, you can add all the email addresses of people you want to share the calendar with. You can also manage individual permissions for each user: they can view only, make changes to events or make changes to events and share. Note that other users will also need a Gmail account for access.
To manage and view different time zones:
Step 1 When you are in the main calendar view, click the widget icon in the top right and then click “Settings”.
Step 2 Scroll down to “Time zone”: here you have the option to add a secondary time zone which will show in the main calendar display.
Step 3 Scroll down to “World clock”. Tick the box to “Show world clock” and then select all the other time zones you would like to see from the dropdown below. You can select as many as you want. These will not show in the main calendar display but will appear as a list in the left hand menu.
The social element of work is very hard to replicate remotely. While you won’t be chatting to team members at the water cooler or meeting at the pub for after work drinks, you can easily host more casual online meet-ups with the Houseparty desktop and mobile app, available for iOS, Android, Mac and Chrome.
You can have up to eight people in one “room”, have multiple “rooms” going at once and easily move between rooms. This is your next pub quiz or Karaoke night, sorted.