The Best Tools for Managing Remote Teams

Leading a remote team as a coach, consultant, or service provider comes with its own set of challenges. You’re not sitting in the same office so staying organized, keeping communication clear, and making sure projects move forward requires the right systems.

The good news? With the right tools, managing a remote team doesn’t have to feel chaotic. You can create structure, accountability, and collaboration even if your team is spread across different time zones.

Here are some of the best tools for managing remote teams.

1. ClickUp – Project & Task Management

ClickUp is a one-stop shop for keeping your team organized. You can:

• Assign tasks with deadlines and priorities

• Track launches, content calendars, and client projects

• Create recurring task templates for routine work

• See progress at a glance (list, board, or calendar views)

Perfect if you want your whole team working from one “command center.”

2. Slack – Team Communication

Email isn’t always the best way to keep your team connected. Slack allows:

• Real-time conversations with channels for different projects

• Quick updates without flooding your inbox

• File sharing and tool integrations (ClickUp, Google Drive, etc.)

• Voice notes and huddles for quick check-ins

Great for teams that need fast, organized communication.

3. Google Workspace – File Sharing & Collaboration

Every remote team needs a central hub for documents and files. With Google Workspace, you can:

• Store client files in organized folders

• Collaborate in real-time on Docs and Sheets

• Share calendars for meetings and deadlines

• Keep everything accessible from anywhere

Ideal for building a shared knowledge base for your team.

4. Loom – Training & Feedback

Sometimes explaining something over text isn’t enough. Loom lets you record quick video walkthroughs. You can use it to:

• Train your VA on a new workflow

• Give feedback on designs or documents

• Record SOPs for recurring tasks

• Share updates in a more personal way

Saves you from endless Zoom calls while still keeping communication clear.

5. Dubsado – Client Management & Automation

Managing clients smoothly is a team effort. Dubsado helps by:

• Automating contracts, invoices, and reminders

• Streamlining client onboarding and offboarding

• Keeping communication and forms in one place

• Allowing team members to assist with client workflows

Essential if part of your team handles client-facing tasks.

Example: Managing a launch team

Let’s say you’re launching a group program with a VA, a copywriter, and a designer. Here’s how these tools work together:

• ClickUp → tracks tasks, deadlines, and launch progress

• Slack → quick updates and clarifications

• Google Drive → stores copy drafts, graphics, and launch materials

• Loom → you send feedback on the sales page without a live call

• Dubsado → handles client onboarding once the program sells

The result? Everyone knows what to do, and you’re not stuck micromanaging.

Quick checklist: Do you have these set up?

• ✅ Task management (ClickUp/Asana/Trello)

• ✅ Communication hub (Slack or MS Teams)

• ✅ File sharing system (Google Workspace)

• ✅ Training tool (Loom or SOP library)

• ✅ Client management system (Dubsado or HoneyBook)

If not, choose one to start with you don’t need them all at once.

Managing a remote team doesn’t have to be stressful. With the right tools, you can create clear systems, delegate with confidence, and focus on the CEO work that moves your business forward.

Ready to set up the right systems for your team? Let’s build them together. Book a discovery call today.