Working away from the office can be so freeing, so fresh, and sometimes fraught with problems.
We love hybrid and remote work as much as you do, which is why we’ll be the first to admit it isn’t perfect. Non-traditional work setups can take a toll on collaboration and communication, making remote managers and businesses seriously consider a more traditional approach.
But what if that didn’t have to be your reality? What if you could enjoy all the benefits of a remote team while avoiding the most common pitfalls?
You can — with an online workspace.
Let’s take a look at what an online workspace is and explore six online tools you can (and should!) start using in your virtual office today.
Online workspaces are exactly what they sound like — virtual locations that connect employees, management, and even clients. They’re ideal for remote and hybrid teams who need effective ways to communicate, even when they can’t meet face-to-face (or when they’re too Zoom fatigued to handle one more Zoom call).
Virtual workspaces are convenient tools when it comes to collaboration, project management, and other essential business operations. Some online spaces can even go beyond the traditional document-sharing-and-project-tracking workspace by providing places to host virtual events, holiday parties, fundraisers, and more.
Online workspaces are either private or public. Public platforms are accessible by your organization as a whole, while private spaces require an invite to join.
Most platforms offer a variety of built-in tools and features (or allow you to integrate tools) to make it easier to connect with your team, track projects, communicate with co-workers and clients, and engage in fun, team-building events.
Best of all, many virtual offices mimic their real-life counterparts by providing real-time activity streams that make it easy to see what your team is accomplishing.
There are plenty of online workspace platforms out there, but before you settle on one, ask yourself these four questions:
To choose the perfect workspace, you need to know what you want out of it. What are your goals when it comes to your virtual office? Do you need to:
Facilitate meetings and communication
Share information and documents
Meet with clients
Organize and manage projects
Bolster your company culture
All of the above!
Once you know what functions you need from your platform, you can start narrowing down the options.
Your must-have features may look a little different depending on your overall workspace goals, but in general, you should look for a platform that has:
Strong communication opportunities (both synchronous and asynchronous)
A responsive design and can easily be accessed from various devices
Easy-to-use document management systems
There are plenty of online workspace options out there, but not all of them are created equal. Many platforms allow free trials, with added features for paid users.
Once you’ve narrowed down the options, you can start exploring your chosen online workspaces in earnest. Many virtual spaces offer a free trial so that you can get a good idea of the space before you commit to it. So, go ahead. Take some time to shop around, and be sure that you’re going to love logging into your online space every day.
With so many virtual workspace options to choose from, we thought you’d appreciate it if we highlighted some of the best. Here are six fail-proof collaborative online workspaces to consider.
Kumospace is a virtual office and events platform that’s changing the way you work online. With all the creativity of a video game, Kumospace does away with the boring old video chat format so that you can get excited about logging on every day. More engaging than traditional virtual workspaces, Kumospace is endlessly interactive, easily facilitates both large and small conversations, and is a cinch to use.
Pros:
Offers both private and public customizable spaces.
Facilitates organic conversations to build camaraderie while also making space for private collaborations between teammates.
Provides scalable pricing packages that grow with your business.
Number of productivity integrations including file sharing, collaborative documents, whiteboards, and many more.
Ideal for both work projects and fun events — truly an all-in-one online workspace.
Use it for: Video conferencing, team building, hosting meetings, fun virtual events, and more.
Get your workspace organized with Dropbox, a space that’s perfect for facilitating collaboration between teams. Dropbox makes it possible to create, store, and sync information between devices so that you can access your work whenever — and wherever — you need it. You can even integrate third-party apps for added convenience.
Pros:
Offers a free, 30-day trial with affordable plans thereafter.
Allows you to easily access and share your files with other members of your team.
Files are heavily encrypted and can only be seen by authorized viewers unless you choose otherwise.
Use it for: Storing information, sharing files with other Dropbox users, and collaborating on projects.
Perfect for project managers and hardworking teams, Trello is a virtual, visual whiteboard tool that will help you organize your projects. Members of your team can list tasks, add comments, share files, collaborate, and check tasks off as they’re completed. This tool is great for increasing productivity and ensuring that every member of your team knows what’s happening with your project.
Pros:
A visual format makes it easy for team members to see what still needs to be done and what’s been done.
Integrates with other platforms such as Slack, Gmail, Outlook, and more.
Available as both a desktop and a mobile app.
Use it for: Managing workflow or tracking projects or tasks.
Clinked is a virtual collaboration space that allows users to share files, collaborate with co-workers, manage projects, and more. This cloud-based client portal features heavy encryption to protect your work, customizable client portals, and various communication methods. Whether you use it internally or externally, Clinked is sure to help your business stay organized and feel more professional.
Pros:
Offers plenty of features such as task sharing, synchronized calendars, and more — all in one convenient place.
It’s easy to set up and even easier to use.
Makes it simple to organize information based on individual clients, employees, or teams to increase efficiency and productivity.
Use it for: Interacting with clients and file sharing and management.
Teams and businesses using Flock for messaging, collaboration, and organization will enjoy the easy-to-use platform that offers plenty of convenient tools and features. Flock offers customizable channels that make it easy for you to organize your projects and discuss them with your teammates.
Pros:
Offers in-platform video and voice calling systems to make it easier to collaborate, communicate, and offer feedback to your team.
Has features like file sharing, shared notes, reminders, to-do lists, polls, and more.
Comes pre-installed with useful apps and has the option to integrate dozens of others.
Use it for: Sharing info, managing projects, and communicating with other remote workers.
Monday makes project management easier by offering an all-in-one, collaborative online workspace for everything your team needs, including reporting services, email features, and more. It’s easy to view your project in real-time to see where your team is at and what needs to be done next.
Pros:
Provides project automation to help save you time and effort.
Customizable forms will help you keep track of your project, assign tasks, message co-workers, and more.
The visual interface makes it easy to use the tools and understand projects at a glance.
Use it for: Collaborating on and managing your projects and portfolios.
Online workspaces make task management more manageable. Plus, it’s easy to see where your team is at with a project and even easier to get in touch with your co-workers to discuss the job at hand.
A virtual space fosters team building and helps boost team morale, which will make your remote or hybrid team much more efficient and effective.
A dedicated online space helps connect your team. When your team is spread out across the U.S. — or even around the globe — it’s imperative to have a place where people can meet up to easily exchange information and ideas.
The best online workspaces help make your work more secure and accessible, saving you time, effort, and money.
With so many benefits, the question isn’t “Why should my team use an online workspace?” It’s “Why would I not use an online workspace?” (Our answer: You really can’t afford to skip out on this tool!)
Online workspaces are invaluable virtual tools that can take your business to the next level — but only if you choose the right one. As you try out different online spaces, keep in mind that most offer free trials that will allow you to get a feel for the space and decide if it’s right for you.
So, whether you’re searching for a task management dashboard or a creative and customizable virtual office like Kumospace, there’s a perfect space out there for you to enjoy.
An online workspace is a shared, web-based environment that allows your team to collaborate, exchange documents and information, track projects, and more. Some say that they’re the future of remote work — and we agree.
A must-have for any remote company, online workspaces make it easier for teams to communicate, manage tasks, share information, and store information. They’re a great way to improve efficiency, even if your team is spread out around the world.
Anything you can do at the office! From file sharing to spur-of-the-moment meetings, the right online workspace opens up worlds of possibility. Some virtual platforms like Kumospace even have the space for things like virtual game nights, team-building activities, and more!
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