If you've never worked remotely, the number of tools can feel overwhelming. Slack, Zoom, Teams, Asana, Notion, Loom, Google Workspace. Every company uses a slightly different combination, and they all expect you to pick them up quickly.
The good news: most of these tools are intuitive. If you can use a smartphone and send emails, you can learn them. This guide explains what each tool does, when to use it, and how to come across as a professional from day one.
The Core Communication Stack
Most remote companies use some combination of these:
| Category | Common Tools | Purpose | |----------|-------------|---------| | Instant messaging | Slack, Microsoft Teams | Day-to-day team chat | | Video calls | Zoom, Google Meet, Teams | Meetings and face-to-face conversations | | Email | Gmail, Outlook | Formal communication, external contacts | | Project management | Asana, Trello, Monday.com, Jira | Task tracking and project coordination | | Documentation | Notion, Confluence, Google Docs | Knowledge base and shared documents | | File storage | Google Drive, Dropbox, OneDrive | Shared files and collaboration | | Async video | Loom, Vidyard | Recorded video messages and walkthroughs |
You won't need to know all of these. Most companies use 3-5 tools total. But understanding the categories helps you adapt quickly to any setup.
Slack: The Remote Worker's Office
Slack is the most widely used messaging tool in remote companies. Think of it as a professional WhatsApp for work.
How Slack Works
Channels: Group conversations organised by topic. A company might have channels for #general, #marketing, #engineering, #random, #customer-support. You join the channels relevant to your role.
Direct Messages (DMs): Private conversations between two or more people.
Threads: Replies to a specific message. Instead of cluttering the main channel, you respond in a thread to keep conversations organised.
Reactions: Emoji responses to messages. A thumbs-up means "acknowledged." Eyes mean "I'll look at this." A tick means "done." Every team develops its own emoji culture.
Slack Etiquette
Do:
- Use threads for replies (keeps channels clean)
- Set your status when you're away, in a meeting, or on lunch
- Respond within a reasonable time (same working day for most messages)
- Use @here sparingly (it notifies everyone in the channel who is online)
- Keep messages concise and clear
Don't:
- Send "Hi" and wait for a response. Write your full message in one go: "Hi Sarah, could you review the Q3 report by Thursday? Link: [URL]"
- Use @channel or @everyone unless it's genuinely urgent
- Send multiple short messages in rapid succession (it generates endless notifications)
- Treat DMs as urgent. If something is truly urgent, say so clearly or call
- Leave messages unread for days without acknowledging them
Slack Tips for New Remote Workers
- Customise notifications. Mute low-priority channels. Set "Do Not Disturb" hours for evenings and weekends
- Star important messages. You can bookmark messages you need to come back to
- Use the search function. Slack search is powerful. Before asking a question, search for it first
- Pin important documents. Each channel can have pinned messages with key links and resources
Zoom and Video Calls
Video calls replace face-to-face meetings. They're essential for building relationships, discussing complex topics, and making decisions.
Zoom Basics
- Mute when not speaking. Background noise is distracting. Unmute only when you have something to say
- Camera on by default. Unless the team culture says otherwise, turn your camera on. It builds trust and rapport
- Gallery view vs speaker view. Gallery shows everyone; speaker view focuses on whoever is talking. Use gallery for small meetings, speaker for presentations
- Screen sharing. You can share your screen to show documents, presentations, or your work. Practice this before your first meeting
- Chat function. Zoom has an in-meeting chat. Use it for links, questions, or comments without interrupting the speaker
- Recording. Many meetings are recorded for people who couldn't attend. Check if recording is on and be aware that your comments are being captured
Video Call Best Practices
Before the call:
- Test your audio and camera
- Close unnecessary tabs and applications
- Have relevant documents open and ready
- Join 1-2 minutes early
During the call:
- Look at the camera when speaking (not the screen)
- Speak clearly and at a measured pace
- Use the mute button when not talking
- Avoid eating on camera (it's louder than you think)
Google Meet and Microsoft Teams work similarly to Zoom. The interface is slightly different, but the principles are identical.
Microsoft Teams
Many UK companies, especially larger organisations, use Teams instead of Slack.
Key Differences from Slack
- Teams and Channels: Similar to Slack, but organised under "Teams" (departments or projects) with channels within each team
- Built-in video: Teams has video calling built in, so you don't need a separate Zoom account
- Office 365 integration: If the company uses Word, Excel, and PowerPoint, Teams integrates directly with these
- Files tab: Each channel has a shared files area where team documents are stored
Teams Tips
- Pin important channels to your sidebar
- Use @mentions to get someone's attention in a busy channel
- Schedule meetings directly from Teams (it syncs with Outlook calendars)
- The "Activity" feed shows all notifications in one place
Email: Still Important
Even in remote companies that use Slack heavily, email remains the tool for:
- External communication with clients, partners, and suppliers
- Formal internal communication (policy changes, HR matters)
- Long-form updates or proposals
- Anything that needs a paper trail
Email Etiquette for Remote Work
Subject lines matter. Be specific: "Q3 Budget Approval Needed by Friday" is better than "Quick question."
Keep emails concise. Get to the point in the first paragraph. Use bullet points for multiple items. Don't write essays.
Use CC and BCC appropriately. CC people who need to be informed. Don't CC your entire team on every message.
Response time expectations:
- Same working day for internal emails
- Within 24 hours for external emails
- If you need more time, acknowledge receipt: "Thanks for this. I'll review and come back to you by Thursday."
Project Management Tools
These tools track tasks, deadlines, and project progress. If you've never used one, they can look complicated. They're not.
Asana
What it does: Tracks tasks and projects. Each task has an owner, a due date, and a status.
How to use it:
- You'll be assigned tasks. Check your "My Tasks" view daily
- Update task status when you start or complete work
- Add comments to tasks for updates or questions
- Use the calendar view to see upcoming deadlines
Trello
What it does: Visual task management using boards, lists, and cards. Think of it as a digital whiteboard with sticky notes.
How to use it:
- Each board represents a project
- Lists represent stages (To Do, In Progress, Done)
- Cards represent individual tasks
- Drag cards between lists as work progresses
Monday.com
What it does: Similar to Asana but with a spreadsheet-like interface. Popular with operations and project management teams.
Jira
What it does: Task and project management used primarily in software development teams. More complex than Asana or Trello.
If you encounter Jira in a non-tech role: Don't panic. You'll likely only need to update the status of tasks assigned to you.
Documentation and Knowledge Management
Notion
What it does: An all-in-one workspace for notes, documents, wikis, and databases. Many remote companies use Notion as their internal knowledge base.
How to use it:
- Browse the company wiki for processes and information
- Create and edit pages for your work
- Use templates for recurring documents
- Collaborate with comments and mentions
Google Docs / Google Workspace
What it does: Cloud-based documents, spreadsheets, and presentations that multiple people can edit simultaneously.
Key advantage: Real-time collaboration. You and a colleague can work on the same document at the same time, seeing each other's changes live.
Tips:
- Use "Suggesting" mode when editing someone else's document (it shows your changes as suggestions they can accept or reject)
- Use comments for questions or feedback
- Share documents with specific people or via link
Confluence
What it does: Wiki-style documentation platform by Atlassian (the same company that makes Jira). Common in larger companies.
Async Video: Loom
Loom lets you record short video messages of yourself and your screen. It's transforming remote communication.
When to use Loom:
- Explaining something visual (a process, a dashboard, a document)
- Giving feedback that's easier to show than write
- Providing updates that don't need a live meeting
- Creating training content for your team
How it works:
- Click the Loom extension in your browser
- Choose to record your screen, your camera, or both
- Talk through what you want to share
- Loom generates a shareable link automatically
Why it matters: A 3-minute Loom video can replace a 30-minute meeting. The recipient watches it when convenient and can rewatch if needed.
How to Learn New Tools Quickly
When you start a new remote job, you'll probably encounter 2-3 tools you haven't used before. Here's how to get up to speed fast:
Day 1-2: Explore the interface
- Click around. Open menus. See what's there
- Don't be afraid of breaking anything. These tools are designed for exploration
Day 3-5: Watch a beginner tutorial
- YouTube has free tutorials for every tool mentioned in this guide
- 15-30 minutes is usually enough for basic competency
- The tool's own help centre often has quick-start guides
Week 2: Learn by doing
- The best way to learn is by using the tool in your actual work
- Ask colleagues how they use it. Most people are happy to show you their workflow
- Don't try to master every feature. Learn what you need for your daily tasks
Ongoing: Pick up advanced features gradually
- Keyboard shortcuts, integrations, and automation come with time
- Don't rush it. Competence builds through daily use
Communication Principles for Remote Work
Tools are just tools. How you communicate matters more than which platform you use.
Default to Written Communication
Remote work is primarily written. Your ability to write clearly and concisely is more important than any tool skill.
- Write in short paragraphs
- Use bullet points for lists
- Bold key information
- Front-load the important point (don't bury it at the end)
- Proofread before sending
Choose the Right Channel
| Situation | Best Channel | |-----------|-------------| | Quick question to a colleague | Slack DM | | Team update or discussion | Slack channel | | Complex or sensitive topic | Video call | | Decision that needs a record | Email | | Visual explanation | Loom video | | Formal external communication | Email | | Task assignment or tracking | Project management tool |
Over-Communicate, Don't Under-Communicate
In an office, your colleagues can see you're busy. Remotely, they can't. Share your status:
- "I'm working on the report this morning, should have it by 2pm"
- "I'll be offline for a dentist appointment 11-12"
- "I've hit a blocker on this task. Can anyone help?"
Silence in remote work is ambiguous. Regular updates remove ambiguity.
Your First Week Toolkit
Before your first day in a remote role, make sure you have:
- [ ] A reliable internet connection (15+ Mbps)
- [ ] A headset or earphones with a microphone
- [ ] A quiet workspace for video calls
- [ ] A Google account (for Google Workspace)
- [ ] The company's main communication tool installed (Slack, Teams, etc.)
- [ ] The video call platform installed (Zoom, Meet, etc.)
- [ ] A notepad for quick notes during calls
Everything else, you'll learn on the job. The tools are the easy part. The communication skills are what make you successful.