The Best Tools for Managing Your Virtual Team as an Entrepreneur or Small Business

By Nate McCallister / a couple of weeks ago

Managing a virtual team can be hard! It can feel like managing a herd of cats at times.

Credit: jkstalent.com

Fortunately, there are a lot of great softwares out there that can make the process much easier. 

Unfortunately, there are way too many options and picking the right tools can be really hard. I've learned this first hand. This article includes the softwares that I've tested and have found to be best for managing a small to medium virtual team.

Managing a virtual team is hard but these softwares make it much more manageable! #outsourcing #management #entrepreneur 

Click to Tweet

Don't pinch pennies when it comes to investing in the tools that help you manage paid employees and plan important projects. "Expensive," is such a relative statement when it comes to these things. The ROI on great systems is unbelievable and almost always worth the investment. The best understand this. 

Software for Managing Payroll

If you decide to hire your virtual team off of the traditional 3rd party platforms like Upwork.com or Freelancer.com, you'll need a tool for managing your payroll and employee hours. 

My tool of choice is Hubstaff.

Hubstaff Transparent Logo

Hubstaff allows my virtual employees to clock in and clock out. I can also monitor the activity level of my team and see which pages they are spending the most time on.

You can technically use Hubstaff for full scale project management and task delegation, but I recommend using something in a addition to it.

Which brings me to the next set of software...

Software for Managing Projects and Delegating Tasks

Truth bomb: this is a preference decision!

Anyone who says, "Asana is the best," or "Basecamp is the only thing you should use," is only half right. Those tools are best for them, not everyone. The best project management software is the one that you actually use.

Having an endless number of features isn't going to do any good if you don't use them!

With that being said, here are the 5 most popular options.

Note: All of the big name project management softwares mentioned below will have integrations with other 3rd party apps that your team might use. Keep this in mind when making your decision.  The best choice for you may be the software that plays best with your other software!

Asana - Most popular premium project management software on the planet. You really can't go wrong with Asana and it isn't "break the bank" expensive. Integrates very well with Hubstaff, so it is what I currently use. 

Notion.So - Incredibly versatile. If anything, it does too much. It's as powerful as you want it to be, but I felt a bit overwhelmed when I first got into it. I recommend it more for personal work as an alternative to Evernote or Diigo

Notion.So

Basecamp - The intentionally minimalistic project management software with reportedly over 3 million users in 2019. $99/month but is free from per user fees that can add up on other programs. 

Side Note: The creators of Basecamp have actually authored two of my most recommended business books: Getting Real and Rework

Trello - Probably the most popular free/low cost collaboration software. 

Trello Example

PipeDrive - Best for linear processes. Step 1, Step 2, etc. Sales teams or businesses that have chains of processes that must be followed in a certain order will love this. 

Pipedrive

We used Pipedrive back in 2014 in my first service based business. It worked very well for what we needed.

I've dabbled with each of these. We are currently using a combination of Asana and Google Drive.

Software for Team Communication

Loom - Record your screen and share in the cloud. Unbelievably awesome value for the price. You can go far with the free plan, but a team plan is very affordable and worthwhile. You can also store your past recordings in folders for easy future reference.

Loom Logo

Snagit - A picture says a 1,000 words. Snagit allows you to take screen shots and annotate them. This is a lifesaver when a video is overkill. 

Snagit

Zoom - The industry standard live meeting software. 

Slack - The industry standard app for chats for large teams. Integrates with tons of other tools.

Software for Content Marketing

CoSchedule - Manage your content calendar, assign tasks, add deadlines and much more. 

Coschedule Logo

Buffer - My social media scheduling software of choice. Plans vary but this works very well for teams that require a strong social media prescense.

Sprout Social - Buffer on steroids. Overkill for most solopreneurs but brilliant for companies at scale.

Sprout Social

Software for Training and SOPs

SweetProcess - Create detailed SOPs. Very robust software and worth it if your business regularly adds new employees.

sweetprocess

Trainual - Similar to Sweet Process but better looking. This software feels more like a collection of mini courses related to your business.

Trainual

Additional Recommended Outsourcing Tools

Last Pass - Share account access with your team without ever sharing the actual passwords. Revoke access whenever you wish. 

LastPass Coupon

Text Expander - So much more than just a convenient keyboard utility, Text Expander allows for sharing of snippets (links, scripts, canned responses etc) among teams. 

TextExpander logo transparent

Zapier - This is the software that makes other software work together. It can help you and your team get much more out of many of the tools I've mentioned in this article.

Zapier

Google Drive -  The silent king of productivity resources for teams. Drive and the G-Suite of tools (Sheets, Docs, Slides, etc) are built for collaboration and are extremely customizable. Most people just lack the creativity to make it really sing and dance. 

Nate McCallister

‚Äč

What are your favorite tools for managing your virtual teams?  Any new ones I've missed? I reply to all comments and want to know!

About the author

Nate McCallister

Nate is the founder and main contributor of EntreResource.com. He is a lifestyle entrepreneur who spends his time building businesses and raising his two kids Sawyer and Brooks with his beautiful wife Emily. His main interests include copywriting, economics and piano.

3comments

Leave a comment: