How software can be used during virtual projects in order to make communication easier, and how to choose the right tool ?

1. Tools For Managing A
Virtual Team
Which tools can be used during virtual projects in order to make
communication easier ?
Rosanna Damois

2. Communication challenges
Projects developed by a geographically-disperse team can present huge management challenges. In fact, For
virtual teams to work effectively and improve productivity, nothing is more essential than communication.
There are many tools out available for improving communications among a virtual team. The important thing is to
determine the right tools for your project and your team, and to set up rules for using them effectively.
Top Project Challenges According to
Members of Virtual Teams
Source : “Survey: How Team Members Prefer to
Communicate on Virtual Projects” by Noel Radley, 2014

3. Summary
1. Collaboration Tools
2. Project Management Tools
3. File Sharing Tools and Co-creation Tools
4. Meeting and Video Conferencing Tools
5. Scheduling Tools
6. Social network Tools
7. Instant Messaging Tools

4. 1. Collaboration Tools
There are interactive tools to make communication easier : you can organize your team
conversations in open channels, reach a colleague directly, send them a Direct Message, drop files …
-> Websites and apps like Slack, ChatGrape, Campfire, Redbooth, ActiveCollab , Sqwiggle
How to use them ?
Team manager will registrar on the website or app with an email address and create a profile. Then
he or she will have to add the other team members by sending them an invitation to join by email. At
the first connection, tutorials are available to help users picking up the tool.
The advantage of those collaboration tools is that they help to
communicate and organize the information flow between the
team members, but they are not destined to manage the
team’s work strictly speaking.

5. 2. Project Management Tools
How to use them ?
As with collaborative tools, you have to create an account and add team members. But those
management tools, due to the large number of functionalities proposed, are paying.
Tools that help you to manage and plan your projects with your team through task assignments
and scheduling
Basecamp exemple : Basecamp is an online
collaboration tool which can be used to effectively
manage projects, tasks lists and team communication. It
allows you to create various projects, share information
and collaborate with your team and with vendors and
clients. Plus it features to-do lists, messages, file uploads
and more.
Other online project management tools : Zoho project, Smartsheet, Wrike, teamwork…

6. 3. File Sharing Tools and Co-creation Tools
Tools that help you store and share your files securely among your team
• Dropbox : Dropbox is a tool for teams who need to access documents, photos and videos anywhere
they are. Whether from a laptop, desktop or mobile phone, with Dropbox you drag and drop files into
one shared folder that’s accessible anywhere there’s a Web connection.
Advantages of those tools :
- You can take your docs anywhere
- You can work on docs together : Edit a presentation with
teammates, without emailing files back and forward. When
you edit a file, everyone gets the update automatically.
- Back-ups are automatic
• Google Drive (or google Docs) : it allow team members to
collaborate on documents in real time. They can leave
comments on their team’s work or chat while they work
together.

7. 4. Meeting and Video Conferencing Tools
They are tools that help you to make meeting with your team through web conferencing. The basic function
of online conferencing tools is to provide an online “meeting room.” Some tools require first-time users to
download an application.
• GoToMeeting , Fuze, Join.me, Meeting Burner, ClickMeeting, Adobe Connect, Skype

8. 6. Social network Tools
5. Scheduling Tools
Tools that help you to schedule common meeting times with your team members, making easier the
creation of appointment slots : Doodle - Timebridge - ScheduleOnce…
7. Instant Messaging Tools
Tools that allow you to chat in real-time with your team members : Google Talk - Lync - Jabber -
Sametime - Hipchat
Tools that allow you to collaborate and interact with your team members through a social network
Yammer : A social network for business. Yammer provides a platform for you to communicate and
collaborate privately with your colleagues. Employees sign in with a company email address and can use
the platform via web, desktop or mobile to chat openly or privately, and share documents
Others : Chatter - Jive

9. Thanks for watching !