By Jill Romford on Saturday, 23 November 2024
Category: Blog

Remote Team Management Software: Best App for Team Management For 2025

​Remote teams have become the norm rather than the exception in today's ever-evolving workplace landscape. By 2025, effectively managing remote teams will be crucial for organizational success. 

This article delves into the challenges of managing remote teams, Remote Team Management Software, highlights essential tools and best practices, showcases leading software providers, and offers key leadership strategies. 

It also features top tools, including those offered by AgilityPortal, designed to streamline remote team management and monitoring, this is our list of Best App for Team Management For 2025 keep reading to learn more.

What is Remote Team Management Software?

Let's start by defining Remote Team Management Software. 

This software encompasses a comprehensive suite of tools designed to enhance remote teams' communication, collaboration, and productivity. 

These tools replicate the ease and efficiency of working in a physical office by offering features like video conferencing, instant messaging, file sharing, and task tracking. Many also include advanced functionalities such as time tracking, scheduling, and project management to support seamless workflows.

As far as why businesses are using remote team management software, well, this is because those tools have skyrocketed as companies adapt to the growing prevalence of globally distributed teams or work-for-home policies. A recent study revealed that 74% of companies plan to maintain or increase remote work options, making these tools indispensable for managing employees across distances and time zones. 

Also, businesses using remote work software report a 20–25% boost in productivity, highlighting its impact on teamwork and efficiency. With mobile-friendly accessibility, these tools empower employees to stay connected and productive from anywhere, driving organizational success in today's increasingly remote world.  Learn more on What Great Remote Managers Do Differently?

Example of Remote Team Management Software Free

Here's a quick overview of each remote working software, highlighting their ideal use cases and standout features. 

Also, screenshots are included to provide a glimpse of their user interfaces. We'll delve deeper into their functionalities later in the article, take a look at some of the best team management software.

​Feature ​AgilityPortal ​Hubstaff ​Wrike
​Core Focus ​Communication, teamwork, and performance monitoring ​Remote employee monitoring ​Project management and collaboration
​Project Management​Create, assign, and track projects with deadlines and objectives​Plan, schedule, and monitor project development​Task management using Gantt charts with deadlines and schedules
​Employee Engagement​Built-in surveys and feedback systems to evaluate staff engagement and satisfaction​Not included​Not included
​Performance Analytics​Comprehensive data to identify trends and areas needing improvement, it can also be used as a remote team monitoring tool.​Productivity trends through time trackingAutomatic tracking of hours worked and activity levels
​Time TrackingTracking of hours worked and activity levels​Automatic tracking of hours worked and activity levels​Not included
​GPS Tracking​​Not included​GPS tracking for field staff responsibility​​Not included
​Real-Time Collaboration​Real-time document sharing and collaboration to reduce communication obstacles​​Real-time document sharing and collaboration to reduce communication obstacles
​Ideal Use Case​Enhancing team productivity and simplifying remote management processes​Gaining insights into time allocation across projects and tasks​Effectively managing tasks and teamwork with robust scheduling and collaboration tools
​Unique Features​Surveys, feedback systems, and performance analytics, options for staff to checking to locations using google maps, real time chat. Perfect for managing remote teams effectively.​GPS tracking and detailed time tracking​Gantt charts for scheduling and comprehensive task management

Here Are Some Remote Team Management Tips 

To effectively manage remote teams and drive productivity, it's essential for the manager to play a pivotal role in implementing a few key strategies. 

Start by setting clear expectations for every team member, outlining roles, responsibilities, and project goals to ensure alignment and reduce ambiguity. 

This guidance will make the team feel supported and clear about their tasks. Creating accountability is equally essential—establishing measurable benchmarks and deadlines while fostering a culture of ownership to encourage individual and team commitment. Providing the right tools is critical for success; invest in robust team management platforms that enable seamless communication, collaboration, and task management. 

Also, overcommunicate to bridge the gaps inherent in remote work, using frequent check-ins, updates, and feedback to maintain transparency and connection. Finally, adopt tools that enhance these efforts, ensuring they are user-friendly and tailored to your team's needs, enabling them to stay engaged, efficient, and aligned with organizational objectives, we hope you found those remote team management tips useful.

Key Drivers for Remote Work Shift

The shift toward remote work continues to gain momentum, driven by technological advancements, changing workforce expectations, and globalization. 

By 2025, it is projected that 70% of the workforce will work remotely at least five days a month, underscoring the growing importance of flexible work arrangements. 

Companies are embracing remote work to access a wider talent pool, reduce overhead costs, and promote work-life balance, which has become a top priority for employees. It also worh mentioning, advancements in cloud computing, high-speed internet, and collaboration tools have made remote work more seamless and efficient, encouraging organizations to adopt hybrid or fully remote work models. As businesses navigate this shift, they increasingly rely on technology to bridge communication gaps, ensure accountability, and maintain productivity.

The adoption of team management tools is expected to accelerate as businesses adapt to the challenges of managing geographically dispersed teams. By 2025, the market for collaboration software is estimated to reach $23 billion, driven by the demand for tools that enhance connectivity, streamline project management, and foster employee engagement. 

Features like AI-powered task prioritization, real-time analytics, and immersive virtual meeting environments will redefine how teams collaborate and innovate. Furthermore, companies will focus on integrating tools that promote asynchronous communication, ensuring that global teams can work effectively across different time zones. 

As organizations prioritize remote work, team management software will become a cornerstone of business operations, enabling companies to thrive in the evolving workplace landscape and managing remote teams effectively.

Why it's hard to Manage a Remote Team

Managing remote teams presents unique challenges, especially when trying to get the best work out of individuals you may never meet face-to-face. One common issue is confusion. Unlike in-office settings where quick clarifications are easy, remote employees often rely on emails or messages that may need more clarity. 

Misunderstandings about processes or expectations can arise, and not everyone feels comfortable speaking up when uncertain. It's the manager's responsibility to ensure communication is clear, detailed, and invites questions to avoid confusion, fostering a proactive and responsible approach.

Another challenge is accommodating various work preferences. Remote teams are often spread across different time zones and consist of individuals at varying life stages. Some employees may be recent graduates, while others juggle work with parenting responsibilities. Flexibility in scheduling and understanding diverse working styles are essential to maintaining productivity and morale.

Communication also requires special attention in remote settings. Each team member may have their preferred mode of interaction. While some may thrive on Zoom meetings, others might find Slack messages more effective. Forcing everyone into a single communication style can hinder collaboration. Instead, offering multiple options and being adaptable to individual preferences fosters better engagement.

Loneliness is another hurdle for remote workers. Without the social interactions of a physical office, employees can feel isolated, even if family surrounds them at home. Spending long hours alone in front of a computer can take a toll on mental health. Managers play a crucial role in creating opportunities for connection, such as virtual team-building activities or regular check-ins, making them feel more involved and integral to the team's success.

Finally, remote employees are at a higher risk of burnout. Without clear boundaries between work and personal time, they may feel compelled to stay "on" all day, logging in early and responding to emails late into the evening. It's crucial for managers to establish remote work guidelines and promote work-life balance, showing care and consideration for their team's well-being and long-term productivity. 

Reddit: As a remote employee, what tools/software do you use the most?

What Challenges Do Team Management Tools solve for business

Team management tools address various challenges businesses face in managing teams, particularly in remote and hybrid work environments.

Here are the key issues that Remote Team Management Software and tools for managing distributed teams, remote team help solve:

1. Communication Gaps

Since the pandemic, disconnected teams have often faced miscommunication and a lack of real-time updates, which can lead to confusion and workflow inefficiencies. 

Businesses are looking for Team management tools to address this issue, and those tools do this by offering centralized communication platforms that streamline teams' interaction. 

With features like instant messaging, video conferencing, and discussion threads, these tools ensure that team members remain connected and informed, fostering clear and consistent communication across the organization.

2. Collaboration Barriers

Now, let's get into collaboration. Collaborating effectively on projects can be challenging when team members are spread across different locations and time zones. 

This often leads to delays, misunderstandings, and fragmented workflows. Team management tools address this problem by providing shared workspaces, file-sharing features, and real-time document collaboration. 

These capabilities enable team members to contribute seamlessly, regardless of their geographic location, fostering a more cohesive and efficient approach to teamwork.

3. Task and Workflow Management

Another issue with managing remote teams challenges to look out for, such as tracking task progress, setting priorities, and meeting deadlines can be significant business challenges, especially in fast-paced or remote work environments. 

Team management tools address these issues by offering features such as task assignment, progress tracking, and deadline management. These tools give managers and employees clear visibility into responsibilities and timelines, ensuring that projects stay on track and goals are met efficiently. 

This streamlined approach helps teams maintain productivity and accountability across all levels of an organization.

4. Accountability and Productivity Monitoring

Measuring performance and ensuring accountability can be challenging in remote work settings, where direct oversight is limited. 

Team management tools address this problem by offering features like time tracking, performance analytics, and activity logs. These capabilities provide managers with valuable insights into employee productivity and task progress, enabling them to identify areas for improvement and ensure that goals are consistently being met. 

These tools help maintain high-performance levels even in remote work environments by fostering transparency and accountability. 

5. Employee Engagement

Remote and distributed teams frequently need more engagement and cohesion, decreasing morale and productivity. 

Team management tools address this issue by incorporating features designed to foster community and connection. 

Tools like team chat channels, polls, and recognition systems encourage interaction, collaboration, and acknowledgement of individual and group achievements. Creating a more engaging and inclusive environment, these tools help improve team morale and strengthen the bonds within remote and distributed teams.

6. Access to Information and Resources

When information is scattered across multiple platforms, employees often face challenges locating essential files, documents, or project details. 

This can lead to wasted time, frustration, and decreased productivity. Team management tools solve this problem by providing centralized repositories where all essential resources are stored and organized. 

With integrated search functions, users can quickly find the information they need within a single platform, streamlining workflows and ensuring that teams remain efficient and focused. 

7. Scalability Challenges

Managing larger teams and more complex projects becomes increasingly challenging as businesses expand. 

The growing scale can lead to inefficiencies, miscommunication, and oversight difficulties. Team management tools are designed to address these complexities, offering scalable solutions that grow with the organization. 

With features such as customizable workflows, seamless integrations with other software, and robust data management capabilities, these tools enable businesses to adapt to their evolving needs while maintaining efficiency and organization. 

Strategies for Effective Remote Team Management

Here we list managing remote teams best practices and how leaders who want to overcome these difficulties have to implement efficient management plans that support involvement, communication, and output among distant workers.

1. Establish Clear Expectations​

Establishing clear expectations is among the most important components of running remote teams. This covers the early definition of roles, duties, and performance criteria. Use project management tools to create deadlines, task outlines, and key performance indicators (KPIs) allowing team members to monitor their own development.

Managers may establish well-defined project plans and guarantee that everyone knows their tasks by using tools like AgilityPortal. This openness makes staff members responsible and involved in their job. 

2. Foster Open Communication

The success of remote teams depends critically on open communication. Urge staff members to routinely discuss their ideas and difficulties. Create a culture where comments are appreciated and sought for. Set up daily or weekly check-ins to go over development and any challenges staff members could run across.

These exchanges may be facilitated by tools such as Slack, Microsoft Teams, and communication tools included in AgilityPortal. Frequent contact ensures that everyone feels connected and supported, therefore helping to close the distance between distant workers.

3. Utilize Remote Employee Tracking Software

Monitoring output and performance calls for investing in remote employee tracking systems. Good monitoring tools let managers learn about team member time allocation without resorting to micromanagement.

Remote employee tracking software features available from AgilityPortal include performance metrics, project management, and time tracking. Using such instruments helps managers keep an eye on output, spot problems, and provide quick assistance as required. This data-driven strategy may support better general performance and aid in keeping responsibility.

4. Prioritize Employee Engagement

Productive and content in their employment are more probable traits of engaged workers. Establish a culture of involvement by means of regular virtual team-building exercises, acknowledging team and individual achievements, and encouraging social contacts among team members.

Get comments on employee engagement and satisfaction using tools within AgilityPortal. Knowing employee mood will enable managers to modify their plans to better fit the demands of their teams

5. Encourage Work-Life Balance

Encouragement of a good work-life balance is crucial in avoiding burnout among distant workers. Urge team members to schedule frequent breaks and to create limits on their working hours.

Establish rules discouraging after-hours correspondence and pushing vacation days' usage. Managers who exhibit a good work-life balance will show the value of self-care and wellness.

Top 3 Tools to Watch for Managing Distributed Teams in 2025

​Here's a concise overview of each remote working software, highlighting their ideal use cases, key features, and advantages and disadvantages. Screenshots are also included to provide a visual glimpse of their user interfaces.

#1. AgilityPortal - Best for organizational management and building connection

Features​ 

Integrations​

Pros:

Cons:

LEARN MORE ABOUT HUBSTAFF:

#2. Hubstaff - Best remote working software for time and attendance tracking

Features​ 

Integrations​

Hubstaff offers various integrations to enhance functionality and streamline workflows across various business operations. Key integration categories include:

Additionally, Hubstaff supports connections with hundreds of other applications through Zapier, offering extensive customization to meet diverse business needs.

These integrations enable businesses to centralize operations, improve productivity, and maintain accurate records across various platforms.

Pros:

Cons:

LEARN MORE ABOUT HUBSTAFF:

#3. Wrike - Best remote working software for project management

Features​ 

Integrations​

Pros:

  • Comprehensive Task Management - Offers tools like Gantt charts, Kanban boards, and timelines to organize and track tasks effectively.
  • Real-Time Collaboration - Enables seamless team communication with file sharing, comments, and feedback directly on tasks.
  • Customizable Workflows - Adapts to various industries and project types with flexible workflow options.
  • Integrations - Supports a wide range of integrations with tools like Google Drive, Slack, Microsoft planner, and Salesforce.
  • Built-In Analytics and Reporting - Provides actionable insights to optimize project performance and identify bottlenecks.
  • Scalable Solution - Suitable for small teams, growing businesses, and large enterprises.
  • Cloud-Based Accessibility - Allows team members to work from anywhere, using any device.
  • Secure Platform - Includes user permissions, role-based access, and data encryption to protect sensitive information.

    • Cons:

  • Steep Learning Curve - The extensive features can be overwhelming for new users or small teams.
  • Cost - Pricing may be higher than competitors, making it less accessible for smaller organizations.
  • Interface Complexity - Some users report that the interface can feel cluttered, particularly for beginners.
  • Limited Offline Access - Requires an internet connection for most functionalities.
  • Overwhelming for Simple Projects - Smaller teams or straightforward projects may find Wrike's robust features unnecessary or overly complex.
    • LEARN MORE ABOUT WRIKE:

    Selection Criteria for the Best Remote Working Software

    You might be curious about how I curated this top remote working software list. To create this comprehensive top 3 roundup, I evaluated and compared a wide range of remote tools with consistently high user ratings. After narrowing down my options, I applied specific selection criteria to analyze how each platform performed relative to the others. I also relied on over three years of experience working remotely to identify the features that add significant value in real-world scenarios.

    Selection and Evaluation Criteria

    Here's a summary of the critical criteria I used to determine the best remote-working software for this article:

    This systematic approach allowed me to identify the most valuable remote working tools, balancing usability, functionality, and affordability while ensuring they meet the diverse needs of remote teams and organizations.

    The Role of Virtual Team Leadership

    The success of remote teams depends mostly on good leadership. These are important traits that effective virtual team leaders have to possess:

    1.Empathy​ 

    Now when manging remote teams virtual team leadership is imporant, knowing the difficulties team members have and offering encouragement builds loyalty and trust. Good morale and output follow from an atmosphere in which staff members feel appreciated and understood created by sympathetic leaders.

    2.Transparency​ 

    Open communication of organizational objectives, challenges, and performance criteria helps distant workers to have a common purpose. Frequent updates and honest conversations about expectations will assist to keeping everyone in line.

    3.Adaptability​ 

    For distant leaders, the capacity to change with the times is very vital. Adopting openness to fresh ideas and flexibility in work procedures might help to produce creative ideas and better team performance.

    4.Proactiveness​ 

    Maintaining team cohesiveness and output depends on the proactive handling of problems before they become more severe. Anticipating possible problems and putting plans into place to minimize them will enable leaders to properly negotiate the challenges of remote team management.

    Remote Team Management Software​: Frequently Asked Questions​

    1. What is Remote Team Management Software?

    Remote Team Management Software includes tools that help organizations manage distributed teams by facilitating collaboration, communication, and task tracking. 

    Popular solutions like ADP Workforce Now, Slack, and Wrike integrate seamlessly with human resources platforms, scheduling software, and enterprise resource planning (ERP) systems, ensuring streamlined workflows for teams of all sizes.

    2. Why is Remote Team Management Software important?

    With remote work becoming a norm, these tools ensure productivity and clear communication. They integrate key functions like human resource management, payroll software, and employee scheduling software to support independent workers, remote teams, and HR professionals. These platforms simplify management while fostering team engagement and collaboration.

    3. What features should I look for?

     Look for features such as employee work scheduling software, ATS (Applicant Tracking Systems), task management tools, real-time collaboration, and integrations with ERP enterprise resource systems. Also, ensure the software supports learning management systems (LMS), compliance tracking, and performance monitoring to meet modern workforce needs.

    4. What tools integrate with Remote Team Management Software?

    Top platforms integrate with major business tools, including Microsoft Teams, Google Workspace, ADP Workforce Now, Gusto Payroll, and Workday. Enterprise resource planning (ERP) software and learning management systems also sync effortlessly with remote team tools, creating a unified ecosystem for managing tasks, tracking performance, and ensuring compliance.

    5. Are these tools user-friendly?

    Yes, many tools like AgilityPortal, ADP Workforce, Trello, and ClickUp prioritize usability, featuring intuitive interfaces for HR managers, team leaders, and employees. These systems are designed for users with varying technical skills, making onboarding and navigation seamless.

    6. How much does Remote Team Management Software cost?

    Pricing varies based on features. Many tools, like Patriot Software, offer basic plans or freemium models, while advanced platforms like Workday or ADP Workforce Now charge per user or usage tier. Staff scheduling programs and employee schedule management software also provide flexible options for small businesses and enterprises.

    7. Can these tools improve worker motivation?

    Yes, features like performance tracking, team recognition tools, and integration with core values and corporate values platforms help boost team morale. Many software solutions even include motivational quotes for workers, encouraging productivity and alignment with organizational goals.

    8. Do these systems comply with labor laws?

     Modern tools like ADP Workforce Now Login and Gusto Payroll include compliance management, automated tax calculations, and HR pay salary tools to ensure organizations adhere to legal standards.

    9. How do these tools assist in recruitment? 

    With integrated candidate relationship management and applicant tracking systems, these platforms streamline recruiting, ensuring organizations attract and hire the best talent. Solutions like ATS tracking systems and cloud ATS simplify the entire recruitment process.

    10. Are these tools scalable for large teams?

    Yes, platforms like ADP Workforce, Workday, and enterprise resource planning (ERP) systems are designed to scale as organizations grow. They adapt to expanding teams and offer learning management solutions, HR scheduling apps, and enhanced organizational management structures to accommodate diverse needs.

    These tools simplify management, boost productivity, and empower HR professionals to focus on strategic goals, making them essential for the modern workforce.

    11. How can I tell which remote working software is right for my business?

    To determine which remote working software is best for your business, start by evaluating your team's unique needs and processes. Identify the tasks, workflows, and challenges that require support, such as project management, collaboration, scheduling, or payroll. Look for software that offers features tailored to these requirements, such as task tracking, real-time collaboration, or integration with tools like ADP Workforce Now. Additionally, consider your budget and scalability needs. Assess whether the software provides good value, with flexible pricing plans that align with your financial resources while supporting your business growth. Testing free trials or demos can also help you gauge usability and ensure the platform meets your team's expectations.

    12. Are there different types of remote working software?

    Remote working software comes in a variety of types, each designed to support specific functions that are essential for managing distributed teams. Popular categories include video conferencing tools like Zoom and Microsoft Teams, which facilitate virtual meetings, and project management software such as Trello and Wrike, which help organize tasks and track progress. For seamless file sharing and collaboration, platforms like Google Drive and Dropbox are widely used. Additionally, tools for time tracking and productivity monitoring, such as Hubstaff, provide insights into work hours and efficiency. Remote team management tools, Communication and messaging solutions like Slack ensure that team members stay connected and engaged, regardless of their location.

    Wrapping up

    Managing Remote Employees successfully in 2025 calls for a calculated strategy combining good leadership, suitable tools, and clear communication. Organizations may increase employee happiness and output by using best practices for team management and remote employee monitoring systems.

    Leaders trying to simplify their remote management systems will find great value in AgilityPortal. Its all-encompassing toolkit promotes performance monitoring, communication, and involvement, therefore enabling managers to properly assist their staff.

    Maintaining knowledge of the newest technologies and tactics can help leaders to change with the demands of their teams as remote work develops. For further insights and resources on managing remote teams, explore our AgilityPortal blog. 

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