By Carly Ries


I love my clients and coworkers. It’s true! We have great working relationships and also know when to have a good time. I am in constant communication with both parties, and love celebrating marketing victories with my clients. Why am I telling you this? Because my closest client and closest co-worker live at least 1,000 miles away from me…but you would never know it. Here are 4 tools to help you communicate with a remote marketing team.

1. Project Management System

“No I didn’t get that email.”

“I wonder if that email went into my spam.”

We’ve all heard those lines and know what they mean. Email isn’t always reliable…so don’t use it as your primary source of communication! Use a project management system, such as TeamWork, to streamline and store your communication. By using a project management system, you can review the status of projects, internal and external messages, upcoming deadlines, and so on any time you’d like. It’s a great way to keep clients and co-workers afar on the same page. If you are an email junkie, you can get notifications when a new task is assigned to you or somebody sends you a message but it will be tracked in your tasks list and messages in the system as well (who doesn’t love backups?).

2. A Video and Web Conferencing Service with Messaging Capabilities

People always ask me “is it weird working remotely? Do you ever get lonely?” The answer is no because my co-workers and I are always in constant communication with one another. By using a service, such as Zoom, you can instant message co-workers, video conference with them with the click of a button, or schedule meetings and conference calls in advance. It’s a must for a distributed workforce.

3. Google Drive or File Sharing Platform - A Safe Place for All Your Files

If your marketing is distributed across the country, it's imperative that the team has a centralized and secure file sharing platform (depending on which system you use, this may be integrated into your project management system). In a remote environment, it’s important to never save documents to your desktop, but rather a platform such as Google Drive so that you have access to private information wherever you go, and you don’t risk losing that information should something happen to your computer.

4. A Business Phone Service

If you’re calling clients or prospects from your home office, chances are you don’t want your personal number showing up on their caller ID. Companies such as have mobile applications that allow you to make calls from your personal device but your office number will show up on the caller ID. Additionally, people can call your office number and it automatically gets forwarded to your personal device, so basically you can make and receive calls from your office line without ever being in your office or giving out personal contact information. Pretty cool, right?

These are some of the basics that will allow you to communicate effectively with a remote marketing team. What other tools would you add to this list?


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Carly Ries

About the author

Carly Ries Carly was formerly a Senior Inbound Marketing Consultant for SmartBug Media. With over 7 years of marketing and account management experience, Carly helps clients develop and implement inbound marketing strategies to grow leads, conversion, and revenue. Read more articles by Carly Ries.

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