The top 34 tools for managing your virtual team landscape

The Top 34 Tools for The Top 34 Tools for Managing Your Virtual Team

2Page

The Top 34 Tools for Managing Your Virtual TeamThe Top 34 Tools for Managing Your Virtual TeamThe Top 34 Tools for Managing Your Virtual TeamThe Top 34 Tools for Managing Your Virtual Team

Let’s say, for instance, that you already hired your chosen virtual team for your expandingbusiness operations. Imagine shelling out your money on these people along with yourfrustrations of not having any idea of what they’re actually doing from afar. The dreadfulcuriosity shakes you every time. It’s exactly the last thing you want to think about in thisharrowing situation.

WWW.MYVIRTUALWORKFORCE.COM.AUWWW.MYVIRTUALWORKFORCE.COM.AUWWW.MYVIRTUALWORKFORCE.COM.AUWWW.MYVIRTUALWORKFORCE.COM.AU

“Help, what should I do?”

I can hear your distress. The fact that you’re reading this suggests that you’re in luck. I’vecompiled the most commendable, if not the best tools in communicating and managing yourvirtual team. Plus, I’ve also provided the tools to use during the implementation stage of yourprojects.

3Page

These tools are software, hardware, and processes that the pros are already using in the trade andof which made management easier for employers who outsource. The tools are categorized in 3types: toolstoolstoolstools totototo communicate,communicate,communicate,communicate, toolstoolstoolstools totototo manage,manage,manage,manage, andandandand toolstoolstoolstools totototo implementimplementimplementimplement....

ToolsToolsToolsTools totototo CommunicateCommunicateCommunicateCommunicate

The importance of communication dates back to the time when the Tower of Babel failed to reachthe tip of the sky. Though it’s a fanciful account to associate my point, it tells us that communicationshould be the foundation of a united and successful workforce. It’s the attempt of man to bridge


should be the foundation of a united and successful workforce. It’s the attempt of man to bridgetogether distant lands and minds.

These communication tools are to provide better job descriptions to virtual staff, communicatebetter feedback, and supply more details about the projects to save time and production cost.

4Page

SCREEN ANNOTATIONSCREEN ANNOTATIONSCREEN ANNOTATIONSCREEN ANNOTATION

Jing ProjectJing ProjectJing ProjectJing Project

When you’re working with designers and developers, Jing is anamazing free collaboration tool to put annotations or requestchanges into their mock ups. You can also record your voice whileyou explain how you want things to be done. It captures what yousee on your desktop while recording it.

Jing provides the basic visual elements in making your suggestions


Jing provides the basic visual elements in making your suggestionsas clear as possible to your designers. You can directly uploadyour capture to screencast.com where your staff can view it easily.

Though Jing is a free tool, there are some paid features that youcan also exploit to gain better advantage. The good thing is, it alsoworks both for PC & Mac.

VISIT THEIR SITEVISIT THEIR SITEVISIT THEIR SITEVISIT THEIR SITE

5Page Claim your Complimentary GiftClaim your Complimentary GiftClaim your Complimentary GiftClaim your Complimentary Giftof of of of $250$250$250$250 worth of worth of worth of worth of FREEFREEFREEFREE

Virtual Assistant ServicesVirtual Assistant ServicesVirtual Assistant ServicesVirtual Assistant Services


Visitwww.mvwGift.com or call 1300 618 936

Call within 14 days of downloading this report, mention

certificate code MVW1and secure your free gift.

6Page

SkitchSkitchSkitchSkitch (Mac)(Mac)(Mac)(Mac)

Skitch is an easy-to-use screen capture, markup, and annotationtool from Evernote. It has a very simple user interface that evennon tech moguls can use conveniently when pointing outsomething.

Skitch uses limited and traditional image annotation tools found atthe left side of the screen. It’s straightforward without any swanky


the left side of the screen. It’s straightforward without any swankytool that only distracts your recorded captures.


7Page

ScreenHunterScreenHunterScreenHunterScreenHunter (PC)(PC)(PC)(PC)

Like Skitch, ScreenHunter is also easy to use in capturing objects,images, entire screens, webpages, and more. It’s clean andsmoothly runs on and after launching.

Though ScreenHunter features a number of screenshot tools withartistic effects, its quick toolbar lets you work with any capturedimage efficiently. You can also import files from other sources to


image efficiently. You can also import files from other sources toannotate in the same software.

If you often forget to record or capture the progress of your work,you can benefit from the software’s screenshot timer. This auto-capture your shots at recurring intervals or at any frequency youwant while you attend to more important things.


8Page

SCREEN VIDEO CAPTURESCREEN VIDEO CAPTURESCREEN VIDEO CAPTURESCREEN VIDEO CAPTURE

Jing ProjectJing ProjectJing ProjectJing Project

Jing can be collaborated with Screencasts in sharing recordedcaptures or videos to your staff. It lets you select any window orarea in your screen that you would like to record. Jing thenrecords everything that’s happening in the chosen area; anythingyou see or do for that matter to produce tutorials or instructionalvideos in a limited time of 5 minutes.



9Page

CamtasiaCamtasiaCamtasiaCamtasia (PC)(PC)(PC)(PC)

Camtasia is a professional and comprehensive screen-basedrecording and video editing tool. It captures anything on thescreen to produce a full featured education/information videotool. It’s effortless to use but still produces state-of-the –artresults.

It has intelligent yet simple navigation interface that you can work


It has intelligent yet simple navigation interface that you can workwith creatively in less than no time. Camtasia’s capture mechanicshas improved to generate high-definition videos and can record30 frames per second.

You can also import videos, music, photos, and a lot more fromother sources with different formats in its video editing tool. Thisimpressive editing software has built-in ready-to-use themes,animated backgrounds, graphics, and much more. Also, itsimproved version features interactive videos through clickablehyperlinks, giving its audience an engaging user experience.


10

Page

ScreenflowScreenflowScreenflowScreenflow(Mac)(Mac)(Mac)(Mac)

Screenflow by Telestream is a screen recording and editingsoftware for Mac. It produces high quality recording that evenplays on Retina Displays.

It has an impressive compression system that allows full screencapture while keeping file sizes low. It also has a powerful videoediting tool that lets you put annotations on videos, edit with


editing tool that lets you put annotations on videos, edit withmultiple layers, add callouts and many more.

Like ScreenHunter, you can also use its built-in recording timer ifyou don’t want to undergo the hassles of manually recording whatyou’re doing. ScreenFlow also stops recording as the recordingduration time stops. With its pause screen recording, you canpause your lengthy screencast recording during breaks andresume the recording process after.


1

AUDIO COMMUNICATIONAUDIO COMMUNICATIONAUDIO COMMUNICATIONAUDIO COMMUNICATION

iPhoneiPhoneiPhoneiPhone

This is called a smart phone for a reason. With iPhone’s digitalvoice recording called Voice Memo, you can record everythingfrom random ideas popping into your head to your cat’s littlepurring.

The good part is that you can cut through the nonsense ramblesof your recording with its editing tool. Just use the trim audio tool


of your recording with its editing tool. Just use the trim audio toolto shorten your recording. But beware; all edited files arepermanent so you might want to make sure first that you got theright part saved from trimming.


2AudacityAudacityAudacityAudacity

Audacity is a cross platform audio recording and editing software.It’s definitely free and easy-to-use with its codes readily availablefor anyone to use or study.



3

WIREFRAMINGWIREFRAMINGWIREFRAMINGWIREFRAMING

WordWordWordWord

Yes, Microsoft Word. The simple word processor can also be used to make wireframes for your web designs. To create the elements of your proposed web layout, simply use MS Word’s textboxes and label each boxes to your desired element such as a banner, header, navigation bar, body, etc.



4GliffyGliffyGliffyGliffy

You can create almost any web-based blueprint in Gliffy such asdiagrams, organizational charts, floor plans, processes, andwebsite wireframes among many others.

Its drag and drop user interface allows you to easily add elementsinto your website design. Various collections of shapes andbuttons are readily available for use or you can import your own


buttons are readily available for use or you can import your ownimages for a more visualized mock up.


5MockflowMockflowMockflowMockflow

A web-based app wireframe tool, Mockflow has a minimalistic andsystematised interface and an extensive editing set.

You can also drag and drop elements to create your wireframeand choose from a wide array of components available such ascharts, ads, menus, and dropdowns. It also has the ability toimport your own images to add into your web design.


import your own images to add into your web design.

Mockflow lets you share and annotate your design with othersthrough its design collaboration service. This helps you reviewyour design concepts with the team to simplify the decisionprocess and efficiently finish the web layout.


6

VISUAL + AUDIO COMMUNICATIONVISUAL + AUDIO COMMUNICATIONVISUAL + AUDIO COMMUNICATIONVISUAL + AUDIO COMMUNICATION

LiveScribeLiveScribeLiveScribeLiveScribe Smart PenSmart PenSmart PenSmart Pen

It’s a note-taking and recording innovation in a body of a smartpen. LiveScribe has a microphone and a little laser that recordseverything you write and draw on paper. You can sync or transferyour recordings with the computer using either the wifi or USBcable.



7

Tools to ManageTools to ManageTools to ManageTools to Manage

Managing your virtual team from far-flung places is like taking a walk in the park with thesemanagement tools designed to make you oversee their day to day operations.


These are everyday tools to help you monitor and manage their tasks and projects, as well as tocommunicate better feedback regarding their progress.

8

DATA STORAGEDATA STORAGEDATA STORAGEDATA STORAGE

DropboxDropboxDropboxDropbox

Dropbox is a cloud storage host that keeps your documents,photos, and videos for easy file storage, access, and sharinganytime and anywhere. You can access Dropbox through yourcomputer or mobile device as it automatically synchronizes yourfiles when saved.

It offers free premium package when you sign up for its services,


It offers free premium package when you sign up for its services,allowing you to store up to 2GB of free storage space for yourfiles. If you want more storage capacity, you have to avail first itspaid subscription.


9Google Docs + Google AppsGoogle Docs + Google AppsGoogle Docs + Google AppsGoogle Docs + Google Apps

If Microsoft has Microsoft Word as their basic word processor,Google also has Google Docs. The two things that separate thelatter from the former are that Google Docs is web-based andusers can collaborate in creating a Google Docs document online.

Google Docs is part of Google’s office applications within GoogleDrive. When you create a document, it’s automatically saved in


Drive. When you create a document, it’s automatically saved inGoogle Drive, Google’s own free cloud storage where you can viewand share your files anywhere.

Google Apps on the other hand is a Google service that providesyou with professional email for your business, cloud storage(Google Drive), shared calendars, word processors (Google Docs),and so much more. It’s an all-in-one business solution thatpromotes team collaboration and better businesscorrespondence.


0Amazon S3Amazon S3Amazon S3Amazon S3

Large scale files like websites, web applications, or any big andcritical data should be stored in Amazon S3 or otherwise calledAmazon Simple Storage Service.

Amazon S3 is a cloud-based storage for the internet. It’s built anddesigned for web designers for them to take advantage upon.Files of considerable size can be easily scaled in Amazon S3 for


Files of considerable size can be easily scaled in Amazon S3 forbetter file handling and access. Or if you don’t want to touch ortweak your data, you can simply put it as it is in Amazon S3.


1SkypeSkypeSkypeSkype

Since its release in 2003, Skype has become the most widely usedfree instant messaging and video call software to date.

Skype uses the internet to get you connected to other peoplearound the globe. You can also call telephones and mobilephones but with a competitive charging rate.


What makes Skype the ultimate communication and managementtool is that it allows you to share your screen with your contactsfor collaboration purposes. Whether you’re in a hurry to finish adesign project with your team or simply giving instructions as tohow to use an application, you can use Skype to communicatewith your virtual staff in real time.


2GmailGmailGmailGmail

Gmail is a free email service by Google that runs on a simplifieduser interface; thus, making it the most popular email host in theweb. Signing up to Gmail also entitles you to automaticallyassociate your email account with Google’s other services.

Gmail is fast when it comes to displaying newly-arrived emailsthan any other webmail services. This also automatically filters


than any other webmail services. This also automatically filtersspam messages and submerges unimportant emails through itsGmail Archive feature.

Currently, the webmail host has a built-in instant messenger(Hangout) so you can chat with your staff instantaneously.


3

PROJECT MANAGEMENTPROJECT MANAGEMENTPROJECT MANAGEMENTPROJECT MANAGEMENT

BasecampBasecampBasecampBasecamp

Basecamp is a comprehensible project management tool thatencourages transparency and collaboration with your team andwith other people involved. You don’t need to be an all out ITexpert to use this management tool. It’s effective, efficient, andless complex than its competitors.

You can simply create multiple projects, to-do lists, and share


You can simply create multiple projects, to-do lists, and sharethem to your virtual employees. It gives you insights to the taskthat needs to be done; the person behind its completion andwhich projects are gaining favorable momentum.


4TeamWorkPMTeamWorkPMTeamWorkPMTeamWorkPM

TeamWorkPM is a project management software that allows itsusers to actively collaborate in teams in tracking issues, measuringproductivity, monitoring activities, scheduling of tasks andmilestones, and even resource management.

You can also take advantage with its risk management feature thatallows you to handle and determine which type of risk is worth the


allows you to handle and determine which type of risk is worth thegamble.

Through TeamWorkPM, you can also manage multiple projects atthe same time to reduce production cost and shorten time spenton a single task.


5activeCollabactiveCollabactiveCollabactiveCollab

Take a full view of your team’s productivity and team projects withactiveCollab’s all-in-one project management solution.

Aside from its valuable team collaboration feature and effectiveproject divider, activeCollab also provides time and expensesreports to keep you on track of your spending. It also saves youthe pain of billing with its customisable and easy invoicing.


the pain of billing with its customisable and easy invoicing.

Tired of manually putting your schedules on your calendar? Itsdrag-and-drop features make scheduling of tasks and eventshassle-free for you so you can concentrate more on importantthings.


6

CUSTOMER MANAGEMENTCUSTOMER MANAGEMENTCUSTOMER MANAGEMENTCUSTOMER MANAGEMENT

eSupporteSupporteSupporteSupport

eSupport sites let users access to a wide range of information from various topics online. You can


eSupport sites let users access to a wide range of information from various topics online. You cananswer customer inquiries by joining eSupport forums or simply create your own eSupport site thatoffers customer support solutions.

7DeskDeskDeskDesk

Offering branded self-service experience, Desk.com makes youopen and available for your customers when they need you themost.

This tool lets you easily set up and customize FAQs, contact forms,and support center in just a few minutes. It’s an all-in-onecustomer support app that your agents can fully utilize to answer


customer support app that your agents can fully utilize to answercustomer queries at the soonest possible time.


8

Tools to ImplementTools to ImplementTools to ImplementTools to Implement

It’s the phase that will determine the outcome of your daily team planning and deliberation. Theimplementation stage shapes the project into its actual and tangible form, or visible for that matter.And what’s more important than making a concept come alive is maintaining the momentum incarrying it out.


carrying it out.

The following tools greatly aide you in leveraging your team’s time during the implementation phaseby using a list of software and websites that automate processes. It speeds up the process whileproviding cost-effective resources in improving results.

9

VIDEO MARKETINGVIDEO MARKETINGVIDEO MARKETINGVIDEO MARKETING

Traffic GeyserTraffic GeyserTraffic GeyserTraffic Geyser

This is another recommended automatic distribution tool for yourcontent in the web. Traffic Geyser is mostly known for marketing,distributing, and promoting your videos online.

Currently, Traffic Geyser is also offering easy step-by-step processto set up your website with its Website Wizard, a marketingblueprint in building and widely publicising your site through SEO.


blueprint in building and widely publicising your site through SEO.Aside from that, it will help you craft shareable and interestingkinds of content for your website.


0TubeMogulTubeMogulTubeMogulTubeMogul

TubeMogul- the name already speaks for what this company is allabout and what the people in it can offer to you. The companydoesn’t just distribute your videos in the web, but they also makesure first that your online video content is distributed well throughthorough campaign planning (targeting), execution (optimisation),and measurement (video analytics).


TubeMogul wants transparency when it comes to making itscustomers aware of how their video ads are performing in theweb. It only affiliates with trusted and top class publishers andnetworks to strengthen their credibility and boosting yourviewability.


1BrightCoveBrightCoveBrightCoveBrightCove

Established and well-known brands have already used Brightcovefor their video advertisements. It’s a video platform that usescloud-based solutions for distributing and monetizing videocontent on almost all devices.



2

GRAPHIC DESIGNGRAPHIC DESIGNGRAPHIC DESIGNGRAPHIC DESIGN

iStockPhotoiStockPhotoiStockPhotoiStockPhoto

iStockPhoto used to only offer royalty-free stock photos in theweb and they were even free then. Now, the company also offersroyalty-free images, illustrations, videos, and even audio files. But,you have to pay for them now for a cheaper price.

Photographers and graphic designers from all over the worldsubmit millions of photos to iStockPhoto. They could only start


submit millions of photos to iStockPhoto. They could only startcontributing or selling their works for commissions after thecompany makes sure that their works are subjected to qualityassurance. It’s a guarantee that you’d get some of the best photosout there through iStockPhoto.


399designs/ 99designs/ 99designs/ 99designs/ LogoStoreLogoStoreLogoStoreLogoStore

If you’re having trouble creating your company logo and don’tknow someone who can better make it for you, 99designs wouldbe a good choice to go.

It uses the concept of crowdsourcing wherein you could host alogo-making contest and let a number of qualified graphicdesigners submit their logo proposals. .


designers submit their logo proposals. .

You choose the best design from the hundreds that relate to yourindustry and the winner takes home the cash prize that you’vepaid to 99designs. Of course, the prize pool depends on thepackage that you’ve availed.

However, if you like to save more, you can buy logos for only $99at 99designs Logo Store. Browse thousands of ready-made logosand their in-house team of graphic designers will tweak yourchosen logo template to add your company name.


4WooThemesWooThemesWooThemesWooThemes

Web designers and developers are graced by the existence ofWooTheme’s huge collection of incredible Wordpress themes,plug-ins, and e-Commerce templates.

You can access and get 52 awesome Wordpress themes for only$399. That’s already a great selection of your money’s worth!



5$20Banners$20Banners$20Banners$20Banners

The name ultimately suggests what this e-Commerce site is all about- website banners for $20 cheap. While a banner may not be priced at exactly $20 (price range $20- $49), you are guaranteed to get high-quality, scene-stealing flash banners that effectively directs people into your website.



6FiverrFiverrFiverrFiverr

It’s a bit ridiculous for some people to offer their creative servicesfor only $5 these days. I mean, what good can you get from thesetalents if they’re offering their services at such low price?

At Fiverr, you can find this type of people who are willing to doonline-based jobs for you at exactly $5! You can cheaplyoutsource graphic designers, voice-over talents, writers, web


outsource graphic designers, voice-over talents, writers, webdesigners, etc. at Fiverr. That is, if you’re willing to take the risk orhave limited resources on hand.


7

TRANSCRIPTIONTRANSCRIPTIONTRANSCRIPTIONTRANSCRIPTION

Casting WordsCasting WordsCasting WordsCasting Words

Most of the time, transcribing audio files that are difficult todecipher frustrates us. We need someone who is patient enoughto do the dirty work for us. Casting Words is one leading companythat provides audio transcription services for $1 per minute.

Their services have since expanded from transcribing podcastsaudio to a wide range of audio listings from different industries.


audio to a wide range of audio listings from different industries.


8OutscribeOutscribeOutscribeOutscribe

Outscribe is an Australian transcription services provider with itsservers only kept in Australia so to give its customers theassurance that uploaded audio files are secure.

The company boasts about their online WorkSpace whereinclients can upload their audio files, download the completedtranscriptions, and or monitor the progress of the job. Unlike


transcriptions, and or monitor the progress of the job. Unlikeother transcription services provider, you are given in-depth workreports so that you’d be confident enough to entrust your files tothem.


9

AUDIO/VISUALAUDIO/VISUALAUDIO/VISUALAUDIO/VISUAL

VideoHiveVideoHiveVideoHiveVideoHive

Much like iStockPhoto, VideoHive also offers royalty-free videofootage, motion graphics and the likes. It also has project filescreated via Adobe After Effects to improve your corporate videosand give them eye-catching graphics.



0Audio JungleAudio JungleAudio JungleAudio Jungle

Created by Envato Market, also the developer of VideoHive, AudioJungle sells royalty-free sound effects, music, and other differentaudio files.

You can choose cool sound effects from its categories or you canpurchase one of their music and sound packs to add the rightattitude for your video projects or radio jingles.


attitude for your video projects or radio jingles.


1

ConclusionConclusionConclusionConclusion

I hope the tools that I have featured make your virtual staffing experience profitable and enjoyable.While these tools can greatly intensify your overall operation and give you the eagle’s eye to seewhat’s happening out there, your innate ability to lead and manage staff still significantly weigh tosecure your business.


secure your business.

Choosing the best tools from reputable developers and service providers is a life-saving techniqueto survive in the present market scuffle. With more and more companies being technologicallybaptized and considering constant digital innovation as the holy grail to be on top, it’s hardlycomfortable to just sit back or simply saunter on the traditional path.

2

You decide what to outsource...You decide what to outsource...You decide what to outsource...You decide what to outsource...we do the rest!

Are you tired of outsourcing to unreliable home based staff?Are you confused about who to hire first and where to start?


Are you confused about who to hire first and where to start?Are your struggling to get more consistent productivity in your business?

Are you fed up with paying for overpriced digital marketing?

If you answered yes, to ANY of the questions above, then visitIf you answered yes, to ANY of the questions above, then visitIf you answered yes, to ANY of the questions above, then visitIf you answered yes, to ANY of the questions above, then visit

www.myvirtualworkforce.com.au

Thank YouThank YouThank YouThank YouThank YouThank YouThank YouThank YouVisit

w w w . m y v i r t u a l w o r k f o r c e . c o m . a u

The top 34 tools for managing your virtual team landscape

Documents

Transcript of The top 34 tools for managing your virtual team landscape