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What tools do you use to stay organized while working in a virtual team?

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Working in a virtual team can offer many benefits, such as flexibility, autonomy, and diversity. However, it also poses some challenges, such as communication, collaboration, and coordination. To overcome these challenges and stay organized while working in a virtual team, you need to use some tools that can help you manage your tasks, projects, and workflows. In this article, we will share some of the tools that we use and recommend for virtual team organization.

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Riki Cohen

Sr Program Project Manager l Business Transformation l Strategy l Operations l SaaS l Business Messaging l ex-Meta l…
Yohan Pagnoux

Consultant/formateur en gestion de projet et gestion de produit - 100% à distance - Freelance
Shirley Lam

Design ways to connect people and make collaboration happen | Stryker Neurovascular | ESMT Berlin MBA’25

1 Task management tools

Task management tools are essential for keeping track of your individual and team assignments, deadlines, and priorities. These tools enable you to create, assign, update, and complete tasks, as well as to monitor your progress and performance. For example, Trello is a visual tool that uses boards, lists, and cards to organize tasks and projects. It allows you to add labels, checklists, attachments, and comments to each card, and integrates with other apps and tools. Asana is another tool that allows you to create projects, tasks, subtasks, and milestones. It also enables you to add comments, attachments, dependencies, and custom fields to each task. Lastly, Todoist is a simple and minimalist tool that lets you create and organize tasks using lists, labels, filters, and priorities. This tool also allows you to set due dates, reminders, and recurring tasks that can be synced across your devices.

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Riki Cohen

Sr Program Project Manager l Business Transformation l Strategy l Operations l SaaS l Business Messaging l ex-Meta l ex-Cisco
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I use a workplace room or space per project and or workstream and google collaboration tools (sheets, docs, slides) for live updates by project members. I would leverage multiple sources and vehicles to collaborate and gather input/updates, which would be incorporated into the project plan later.

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2 Project management tools

Project management tools can be incredibly useful for planning, executing, and controlling complex, large-scale projects that involve multiple stakeholders. These tools help define the scope, budget, schedule, and deliverables of your projects, as well as to manage the risks, issues, and changes that may arise. We use and recommend a few project management tools: Basecamp, which allows you to create projects and invite team members and clients to collaborate; Wrike, which enables you to create projects and tasks and assign them to team members; and Zoho Projects, which helps you create projects and tasks and assign them to team members. Each of these tools also have features such as dashboards, reports, Gantt charts, workflows, milestones, timesheets, invoices, and bug tracking to monitor and control project progress and performance.

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Yohan Pagnoux

Consultant/formateur en gestion de projet et gestion de produit - 100% à distance - Freelance
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En fonction de mon approche de réalisation du produit, je choisirai un outil. Tout dépend du projet, mais j'essaye toujours de bien décomposer les taches avec un W.B.S., que j'affine au fur et à mesure (sans être dans le détail). Ensuite, pour la gestion de tache, un simple Jira peut suffire si on est en itération, pour suivre l'avancement. Mais il devra être complété par un outil de suivi du projet plus avancé. En livrable, il vaut mieux utiliser un véritable outil de gestion de projet, type TimePerformance, ou Planisware.

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Pavel G. Stepanov

??Helping entrepreneurs scale their businesses with virtual assistant and outsourcing solutions.
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One popular option is Trello. With a simplistic view and intuitive interface, Trello can help your virtual team easily catch up with ongoing tasks, propose future projects, and adapt to your workflow processes.

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3 Workflow management tools

Workflow management tools can be useful for automating and streamlining your team's processes and workflows, particularly if they are repetitive, manual, or involve multiple steps or tools. These tools help you create and execute workflows that can trigger actions, send notifications, or integrate data across different apps and tools. For example, Zapier is a tool that allows you to create zaps, which are workflows that can connect and automate over 2,000 apps and tools. IFTTT is another tool that enables you to create applets, which are workflows that can connect and automate over 600 apps and services. Airtable combines the features of a spreadsheet and a database to create and manage workflows. With Airtable, you can use fields, views, forms, and blocks to create workflows that can perform tasks such as tracking inventory, managing events, or publishing content.

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Pavel G. Stepanov

??Helping entrepreneurs scale their businesses with virtual assistant and outsourcing solutions.
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ClickUp is a robust productivity management platform that can be highly customized to match how your team works on tasks. If you’re sure about the details of how you want to manage your virtual team, ClickUp can allow you to follow through with that and set up detailed steps and a workflow on how tasks should be handled.

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4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Shirley Lam

Design ways to connect people and make collaboration happen | Stryker Neurovascular | ESMT Berlin MBA’25
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Keep it as simple as possible and make sure it's inclusive for a broad audience. Working in a virtual team means you may be collaborating with people in different countries and time zones, and there is a range of digital literacy. Be aware of the learning curve when choosing a new tool. Evaluate the cost, including the time cost, of getting people to adopt a new tool. Sometimes it's not about the tools themselves, but rather how we align on their usage and understand each other's working styles. For example, use email for team updates, instant messages for daily communication, and phone calls for urgent issues.

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What tools do you use to stay organized while working in a virtual team?

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1 Task management tools

2 Project management tools

3 Workflow management tools

4 Here’s what else to consider

Virtual Teams

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What tools do you use to stay organized while working in a virtual team?

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4

1 Task management tools

2 Project management tools

3 Workflow management tools

4 Here’s what else to consider

Virtual Teams

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