Productivity software for remote work is any digital tool (or set of tools) that helps distributed teams plan, communicate, collaborate, and deliver work efficiently from different locations.
If you’re working from home in the UK—or managing a hybrid team—this guide covers the best tool categories, what to choose, and how to set up a simple, reliable workflow that boosts output without adding admin.
What is productivity software for remote work?
Productivity software for remote work refers to apps and platforms that support day-to-day execution—like task management, team chat, video meetings, document collaboration, time tracking, automation, and security—without requiring everyone to be in the same office.
In practical terms, it’s the toolkit that replaces the “walk over to someone’s desk” moment with:
- Clear tasks and owners
- Searchable communication
- Shared documents and files
- Transparent timelines and priorities
- Secure access from anywhere
Quick answer: the best productivity software stack for remote work (UK)
If you want a fast, proven setup, start with this “core stack” and only add extras when you have a clear need.
Recommended core stack (simple and scalable)
- Task & project management: Asana, Trello, ClickUp or Jira (for software teams)
- Team chat: Microsoft Teams or Slack
- Video meetings: Teams or Zoom + Google Meet (optional)
- Docs & knowledge base: Google Workspace or Microsoft 365 + Notion/Confluence
- File storage: OneDrive/SharePoint or Google Drive
- Time zone-friendly scheduling: Microsoft Bookings or Calendly
- Security essentials: MFA + password manager (1Password/Bitwarden) + device management (Intune where relevant)
Summary: For many UK organisations, Microsoft 365 + Teams + Planner/Asana + OneDrive is the most straightforward, especially where IT governance and compliance matter.
Why remote teams lose productivity (and how software fixes it)
Remote work doesn’t usually fail because people aren’t working—it fails because work becomes harder to coordinate. The right productivity software reduces “hidden work” like chasing updates, searching for files, and redoing tasks.
Common productivity blockers in remote work
- Context switching: too many apps, too many notifications
- Unclear ownership: tasks live in inboxes and DMs instead of a shared system
- Information scatter: documents across drives, chats, and personal folders
- Meeting overload: calls replace clarity rather than create it
- Security friction: access issues, risky file-sharing, unmanaged devices
What effective productivity software enables
- Single source of truth: one place to find priorities, decisions, and status
- Asynchronous collaboration: progress without needing everyone online at once
- Repeatable workflows: templates, automations, approvals
- Measurable delivery: lead times, throughput, workload visibility
Key categories of productivity software for remote work (with best-use examples)
1) Task and project management tools
Definition: Project management software centralises tasks, deadlines, owners, and dependencies so teams can deliver work predictably.
Best for: marketing campaigns, client delivery, product roadmaps, operations, and cross-functional work.
- Asana: strong for cross-team coordination, timelines, workload views
- Trello: simple Kanban boards for lightweight planning
- ClickUp: highly configurable “all-in-one” approach
- Jira: best for software development and agile sprint planning
Real-world example (UK agency): A London-based digital agency runs each client as an Asana project with:
- Intake form → auto-creates tasks
- Weekly priorities board
- Client approval milestones
- Template project for each new onboarding
This reduces ad-hoc chasing and keeps delivery consistent across account managers.
2) Communication and collaboration (chat-first tools)
Definition: Team chat tools provide structured communication through channels, threads, and searchable history—reducing reliance on email.
- Microsoft Teams: ideal for UK firms already using Microsoft 365; good governance
- Slack: best-in-class channel organisation and integrations
Practical tip: Create channels by “workstream” (e.g., #client-abc, #product, #ops) rather than by department to cut message duplication.
3) Video conferencing and meeting productivity
Definition: Video meeting platforms enable real-time collaboration with screen sharing, recordings, live captions, and meeting notes.
- Microsoft Teams: excellent for internal meetings, calendar integration
- Zoom: strong reliability, webinars, external calls
- Google Meet: simple for Google Workspace teams
UK-friendly best practice: Use recordings and written decision notes to support flexible schedules (and reduce the “must attend” culture).
4) Document collaboration and knowledge management
Definition: Knowledge management tools store processes, policies, and “how we work” documentation so people don’t rely on tribal knowledge.
- Google Workspace (Docs/Sheets): real-time collaboration, quick sharing
- Microsoft 365 (Word/Excel online): strong enterprise controls
- Notion: flexible wiki + docs + light project tracking
- Confluence: common in Jira environments, structured documentation
Real-world example (UK HR team): A remote HR function documents onboarding, probation reviews, and annual leave policy in Confluence/Notion with:
- One “Start Here” index page
- Standard templates for letters and processes
- Quarterly review to remove outdated guidance
5) File storage, sharing, and version control
Definition: Cloud storage tools keep files accessible and prevent duplicate versions across devices.
- OneDrive + SharePoint: great for Microsoft 365 organisations, permissions control
- Google Drive: fast collaboration and sharing for SMEs
- Dropbox: simple, reliable syncing for external collaboration
UK compliance note: Ensure your storage setup supports the right access controls and retention policies—especially for client data and regulated sectors.
6) Time tracking, focus, and workload visibility
Definition: Time tracking and workload tools help teams understand where time goes, improve estimates, and balance capacity.
- Toggl Track: user-friendly time tracking for freelancers/teams
- Harvest: time + invoicing, popular with agencies
- RescueTime (or similar): personal focus insights
Professional insight: Use time tracking to improve planning—not to micromanage. The most effective teams track time at a project/activity level (e.g., “client delivery”, “support”, “admin”), then review trends monthly.
7) Automation and integrations
Definition: Automation tools connect apps to reduce manual admin (e.g., moving data, creating tasks, sending reminders).
- Zapier: broad integrations for SMEs
- Microsoft Power Automate: excellent within Microsoft ecosystems
- Make (formerly Integromat): powerful visual workflows
Example automation: When a customer fills a Typeform, automatically:
- Create an Asana project from a template
- Post a message in Teams/Slack
- Create a folder in Drive/SharePoint
- Schedule a kickoff link via Calendly
8) Security and access (often overlooked)
Definition: Security tools protect data and accounts across devices and locations.
- Password managers: 1Password, Bitwarden
- Multi-factor authentication (MFA): essential baseline
- Device management: Microsoft Intune for managed laptops
- VPN (where required): for certain networks and legacy systems
Expert note: For UK organisations handling personal data, align your setup with UK GDPR principles (least privilege access, clear retention, audit trails).
How to choose productivity software for remote work (a practical checklist)
The “best” tools depend on your team size, industry, and IT requirements. Use these criteria to avoid expensive mistakes.
Selection criteria that matter
- Ease of adoption: can new starters learn it in a week?
- Integration fit: does it connect to email, calendar, CRM, and file storage?
- Search and reporting: can you quickly find decisions, owners, and status?
- Permissions and governance: admin controls, guest access, audit logs
- Mobile experience: important for field teams and flexible working
- UK support needs: billing, VAT invoices, and data handling expectations
Decision shortcut (most UK teams)
- If you’re already on Microsoft 365: prioritise Teams + OneDrive/SharePoint and add Asana/Planner as your task layer.
- If you’re on Google Workspace: prioritise Drive + Meet and add Slack + Asana/Trello.
- If you build software: Jira + Confluence (plus Slack/Teams) is often the cleanest system.
Best practices: set up a remote workflow that actually sticks
Tools don’t create productivity—habits do. The goal is a lightweight operating system that reduces meetings and increases clarity.
A simple weekly operating rhythm
- Monday: set top priorities (team + individual)
- Mid-week: async check-in (short updates in a channel or form)
- Friday: review wins, blockers, and next week’s focus
Rules that keep work visible (without micromanagement)
- No tasks in DMs: if it’s work, it goes into the task tool
- Decisions get documented: one summary note linked from the project
- One home for files: agreed folder structure and naming conventions
- Default to async: meetings only when discussion is required
Remote productivity stats and insights (what to pay attention to)
Productivity is best measured through delivery outcomes, not online presence. In practice, high-performing remote teams track:
- Cycle time: how long tasks take from “start” to “done”
- Work in progress (WIP): too much WIP slows everything down
- On-time delivery rate: improves forecasting and client trust
- Meeting hours per person: a leading indicator of distraction
Insight: Teams often see the fastest gains by reducing status meetings and replacing them with shared dashboards and short async updates.
Common mistakes to avoid
- Buying “all-in-one” before nailing basics: adopt a core stack first
- No owner for the system: assign an admin/process owner
- Over-notification: too many pings destroys deep work
- Ignoring onboarding: new starters need templates, examples, and a clear playbook
- Weak permissions: oversharing increases risk and confusion
FAQ: Productivity software for remote work (UK)
What is the best productivity software for remote work?
The best productivity software for remote work depends on your existing ecosystem. For many UK teams, Microsoft 365 + Teams + OneDrive/SharePoint covers communication and files, while Asana, Trello, or Planner adds structured task management.
Which tools are best for small remote teams?
Small teams typically succeed with fewer tools: Trello or Asana (tasks), Teams or Slack (chat), Google Drive or OneDrive (files), plus Zoom/Meet (calls). Keep it simple, then add automation later.
How do you improve remote productivity without increasing meetings?
Use a shared task board, document decisions in a wiki, and run async check-ins in a channel or form. Record key meetings and publish action points with owners and deadlines.
Do remote teams need time tracking software?
Not always. Time tracking helps most when you need better estimates, capacity planning, or client billing. If you use it, track at a high level (projects/categories) and review trends—avoid minute-by-minute monitoring.
What should UK businesses consider for data protection?
Prioritise MFA, least-privilege access, secure file sharing, and clear retention policies. Choose tools with strong admin controls and audit logs, and ensure staff follow UK GDPR-aligned practices for handling personal data.
Conclusion: build a lean, reliable remote productivity stack
Productivity software for remote work works best when it creates clarity: who is doing what, by when, with which files and decisions. Start with a core set of tools, set a few rules that keep work visible, and optimise your workflow over time with templates and automation.
If you want the quickest win: standardise your task management, document decisions, and reduce status meetings by moving updates into a shared system.