Working remotely has become the norm for millions around the world. In the US alone, there were 50 million freelancers in 2020, and that number may reach 90 million by 2028. Remote work is growing fast, and having the right tools makes all the difference.
In this article, we’ve gathered 6 software categories to help different types of remote workers stay productive, connected, and secure.
1. Communication Tools
Ideal for: remote teams of all sizes, project managers handling daily updates, and anyone who needs regular calls with clients or teammates.
Without in-person conversations, teams rely on the right tools to stay in sync and avoid confusion.
When choosing a communication tool, think about whether your team needs async messaging, live meetings, or both. It also helps to pick something that works well with the other tools you’re already using, like task managers or cloud storage.
I did a quick check through online forums to see what remote workers are actually using. Most people mentioned:
- From what I found in online forums, Slack is one of the most mentioned tools. People like it for its flexibility, easy async communication, and organized channels. It’s especially common in engineering teams.
- Zoom is often the go-to for video meetings and is frequently used alongside Slack for a complete communication setup.
- Microsoft Teams comes up a lot, too, mainly in companies where it’s the default option. Some users appreciate the all-in-one setup, while others find it clunky, but it’s still widely used, especially in larger or more traditional workplaces.
2. Cloud Storage & File Sharing
Ideal for: teams sharing documents regularly, content creators managing large files, and anyone working across multiple devices.
Cloud storage tools let you upload, organize, and collaborate on documents without the hassle of constantly emailing attachments.
It’s often suggested in articles and online forums to use Google Drive or Dropbox as your main storage solution. However, if you’re just getting started, it’s good to know a few details, especially when it comes to free storage limits.
Google Drive offers 15 GB of free space, compared to Outlook’s 5 GB and Dropbox’s 2 GB. This makes Google Drive one of the most practical and affordable options for everyday use.
In our team, we mainly use Google Drive because of its simplicitybuilt-in collaboration features, and smooth integration with tools like Docs and Sheets. But there’s something worth noting. If your Gmail account gets locked for security reasons, you could lose access to your Drive as well.
This has happened to us and others — in our case, Google blocked the Gmail account and asked for verification, like a phone number. For users who didn’t provide that info during sign-up, unlocking the account became difficult. The recovery process didn’t help, even when following Google’s account recovery guide.
As a result, we couldn’t access important Drive files linked to that account. To avoid that kind of issue, it’s a smart idea to give shared access to a second Gmail account or keep a backup storage option, especially if you don’t need much space.
3. Remote Access & System Tools
Ideal for: IT professionals, developers, remote support teams, and anyone who needs to work within a secure or company-managed system.
Sometimes, working remotely still requires direct access to physical office computers or internal systems that aren’t available in the cloud. That’s where remote access tools come in.
They let you connect to another device securely and control it as if you were sitting right in front of it — which is especially useful for IT support, software troubleshooting, or accessing licensed software installed on a specific machine.
Depending on your role, you might use:
- A VPN to securely connect to internal company tools or servers. It helps protect sensitive data and allows access to resources that are only available within the company network.
- SSH if you’re a developer accessing remote machines or staging environments. It allows secure command-line access for tasks like code deployment or server maintenance.
- Cross-platform tools for remote desktop access, useful when you need to control another computer from a different location.
- Or, if you need full control over a Windows environment, you can consider an RDP hosting that lets you work on a dedicated remote desktop from anywhere.
4. Password & Security Management
Ideal for: remote teams using multiple tools, agencies, and teams handling client credentials.
When working remotely, security becomes even more important, especially when your team is using dozens of tools, platforms, and logins across devices. You need to have strong, unique passwords for each account, not something simple or reused. Sharing them through chat or email isn’t safe, and trying to remember them all often leads to risky habits like using the same password everywhere.
That’s where password management tools come in. They help you generate strong, unique passwords and store them in a secure vault that can be accessed across devices. You can also share login details safely with team members without exposing the actual password.
Most users prefer tools like Bitwarden (free for personal use) or 1Password to store and generate strong passwords. They allow you to keep everything organized, share access safely with your team, and reduce the risk of security issues.
If your team works with sensitive information or switches between many tools daily, a password manager helps protect your accounts without slowing down your work.
5. Time Tracking
Ideal for: freelancers, hourly-based teams, and anyone who wants to stay focused and understand where their time goes each day.
Keeping track of time helps remote workers stay focused and organized — especially when billing by the hour or juggling multiple projects. Time tracking tools let you log hours, monitor how you’re spending your day, and improve your overall workflow.
If you’re working on platforms like Upwork, time tracking is built in, so you may not need a separate tool. But if you’re managing tasks outside those platforms or working with your own team or clients, it’s helpful to use a dedicated tracking tool.
In my quick research through productivity forums, Toggl and Clockify came up as the most preferred tools. Toggl is known for its clean, user-friendly interface and easy time logging across tasks and projects. Clockify is another popular choice, offering detailed tracking and reports, even in its free version.
We also prefer Toggl in our team. It’s simple to use and works well across devices.
Just one thing to keep in mind — if your internet goes out or you accidentally shut down your computer without stopping the timer, Toggl may keep running in the background until you manually stop it. It’s something to watch for so your tracked time stays accurate.
6. Virtual Whiteboarding & Brainstorming
Ideal for: designers and product teams, strategy sessions, and brainstorming workshops.
Virtual whiteboarding tools are built for real-time idea sharing, visual planning, and creative collaboration. They’re often used during early stages of a project — whether it’s outlining workflows, mapping user journeys, or gathering input from a team brainstorming session.
These tools are different from communication apps, cloud storage platforms, and even project management software. While communication tools keep conversations moving and project management tools track tasks and deadlines, whiteboarding platforms focus on how ideas come together visually. They help teams explore possibilities, organize thoughts, and structure plans before anything is assigned or scheduled.
For example, tools like Miro and FigJam allow you to add sticky notes, create flowcharts, sketch diagrams, and map out processes on a shared canvas — all in real time with others.
Final Note
Alongside the remote work tools mentioned here, you might also be interested in other tools that support your daily work, whether you’re collaborating with a team or working independently. If you’re looking for tools related to writing, design, content creation, or other areas, you can head over to Siteefy.
Use the search bar to look up specific tools and see their pros and cons, or browse through the categories to discover options you may not have considered yet. There’s a wide range of AI tools that can help streamline different parts of your work, even the ones you didn’t know you needed.
Hope you found this guide helpful, and feel free to share which tools you find most useful for remote work.
