5 top tools for remote project management

The evolution of hybrid work models has transformed how teams collaborate and manage projects. With distributed teams now the norm, companies are refining their approaches to improve collaboration between team members in diverse locations. As organisations mature in their hybrid strategies, numerous tools to enable effective remote project management have become essential business infrastructure.

Communication remains the critical success factor in the project management lifecycle and is required for effective collaboration. According to recent research, poor communication is the root cause of 30% of project failures, whilst teams using project management software with built-in communication features report a 52% improvement in team communication. Now, with mature hybrid teams, project management has been streamlined and digitised to support distributed teams, and strong, adapted communication must remain at the top of the organisational agenda.

Supporting remote project management with technology

There is a wealth of resources available for remote project management, regardless of team size or purpose. According to 2025 industry data, 77% of high-performing projects utilise project management software, underlining its role in enhancing project efficiency and communication. The market for project management software is projected to reach $12.02 billion by 2030, reflecting the increasing complexity and scale of projects worldwide.

1. To-do list apps

Apps such as Asana and Trello are entry-level project management tools that enable centralised team collaboration. Each of these tools enables teams to assign tasks, prioritise and re-prioritise easily, comment and update status of tasks, and send and receive alerts on completion. The resulting transparency enables managers to track progress, highlight bottlenecks and address problem areas. These platforms have evolved to include advanced features like workflow automation, custom fields and integration capabilities that connect with enterprise systems.

2. Scanning apps

Scanning apps can easily turn important paper documents into digital files. Modern scanning solutions, such as Kyocera's mobile scanning capabilities, enable forms and contracts to be completed and digitised instantly, improving both workflow efficiency and security of sensitive information. With advanced OCR (Optical Character Recognition) technology, scanned documents become searchable and editable, streamlining document management processes.

3. E-signature tools

E-signature tools enable digital signing of documents without having to print them. The app creates a digital signature that can only be applied to documents by the individual to whom it belongs. This means contracts and legal documents can be signed quickly and easily even from remote locations. Modern e-signature platforms comply with global standards and integrate seamlessly with document management systems, enabling organisations to maintain legally binding workflows whilst accelerating approval processes.

4. Document-sharing tools

Document-sharing tools centralise digital documents through a cloud-based service for easy access, permission management and collaboration. Google Drive, Dropbox and Microsoft OneDrive are potentially the most well-known examples of this kind of tool. For organisations requiring enterprise-grade document management, Kyocera's digital workplace solutions provide comprehensive platforms that integrate document capture, content management and workflow automation. These solutions connect seamlessly with existing business systems—including CRM, HR, ERP and accounting platforms—enabling automated information flow whilst maintaining security and compliance.

By combining document management with intelligent automation capabilities, organisations can eliminate manual data entry, reduce processing errors and free employees to focus on strategic, value-adding activities. Advanced features like version control, audit trails and role-based access ensure that distributed teams can collaborate effectively whilst maintaining data integrity.

5. Video conferencing

Video conferencing has evolved from a supplementary tool into essential business infrastructure. Zoom, Microsoft Teams and Google Meet enable us to hold face-to-face calls with team members and customers, which have become crucial to supporting communication and relationships. Modern platforms now include features like virtual backgrounds, breakout rooms, real-time transcription and integration with project management tools, making distributed collaboration more effective than ever. Group chats and persistent channels help manage large team project discussions, iron out concerns and keep projects moving in the right direction.

Working remotely — but together

Employee productivity and effectiveness are now dependent on seamless communication and collaboration across distributed environments. Communication, as always, is the cornerstone of success for productive teams. Research shows that teams communicating effectively are approximately 25% more productive than those that don't, whilst organisations with high-performing project management practices complete 90% of projects on time and within budget.

Leveraging the right technology and remote project management tools can support these outcomes. Modern organisations are moving beyond basic collaboration tools to implement integrated digital workplace solutions that connect people, processes and technology. By combining project management platforms with document automation, content services and intelligent workflows, businesses create unified digital environments where distributed teams can work as effectively as if they were in the same room.

The organisations that thrive in the hybrid era are those that invest in comprehensive technology ecosystems rather than point solutions, enabling seamless collaboration regardless of location or device.

KYOCERA Document Solutions provides document management solutions with long-life print technology that delivers greater efficiency, resulting in world-class productivity, reliability and uptime.