Tools we use in Neue World as a Remote Design Agency

Managing a remote team involves three core layers: Communication, Management, and Execution. This is because effective communication always lays the foundation for everything else. At Neue World, we use Google Meet for structured interactions, such as daily standups, team meetings, and project discussions.

This ensures that team leads and members stay aligned. We rely on Fireflies AI to record and transcribe calls for essential discussions, making revisiting key points and preparing for follow-ups easy.

Clear, structured communication sets the stage for efficient management and seamless execution.

These tools are not just for the sake of having them, but they are tailored to our needs to ensure smooth operations and foster creativity.

They help us communicate effectively, manage projects, and execute designs seamlessly, thereby contributing to the three core layers of remote team management:

Communication, Management, and Execution.

Here’s an inside look at the tools we use every day and how they contribute to these core layers.

Primary Tools

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Google Workspace

Google Workspace is the backbone of our communication and planning. We use Gmail, Google Calendar, Google Drive, and Google Meet daily, providing a unified platform for communication and collaboration.

For example:

Google Meet: This tool powers our scheduled meetings, including daily standups with team leads and project-specific discussions.

In addition to that, we use Fireflies AI to record and transcribe important calls, making it easy to revisit key points and follow up effectively.

Google Calendar: The Calendar is where we align our schedules and ensure nothing slips through the cracks.

Google Drive: We also use Google Drive as a centralized hub for shared documents and files.

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Slack

For any new member joining the team, the first point of contact for collaborating with other team members is the Slack channel. This is what we use for real-time communication across time zones without missing out on important information.

Apart from the every morning clock-in done by the team, it also serves as our chat room.

When there is a need for a quick Huddle to resolve a pressing issue or ongoing discussions in dedicated project channels, Slack keeps our team connected.

It’s where ideas are exchanged, problems are solved, and collaboration happens in real time.

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ClickUp

Task management is crucial in a remote setting, and to meet up with tasks and manage our time, we choose Clickup. It is our primary project management tool.

We use it to organize priorities, track progress, and manage deadlines. Its dashboards, comments, and due dates ensure nothing falls through the cracks.

It also helps to structure and arrange each project within our agency without confusion and delay.

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Notion

Notion is our content hub. It’s where we draft, brainstorm, write, and organize articles.  We also use the table and other features in Notion to organize our content and other documentation.

Recently, we’ve integrated Flozi, a custom tool we built to sync Notion content directly into Webflow.

This has eliminated manual copy-pasting and made publishing faster and more efficient.

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Figma

Our design team lives in Figma. It is the cornerstone of our design process, enabling real-time collaboration across teams. From wireframes to complete branding and web design projects, Figma is where creativity comes to life.

It’s collaborative, intuitive, and indispensable for executing design projects at scale. Figma’s intuitive interface ensures everyone, from designers to project stakeholders, stays in sync.

Features like component libraries and prototyping make it indispensable for crafting polished, cohesive designs that align with user needs and client goals.

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Webflow

Webflow is our development and hosting platform. It provides the flexibility to build, manage, and scale dynamic sites easily. With its seamless integration of design and development, Webflow allows us to maintain full creative control while ensuring sites are optimized for performance.

For clients, it means reliable hosting, responsive designs, and a streamlined handoff process, making Webflow an essential tool for delivering high-quality digital experiences.

Also, our content writer uses this tool to upload images, refine blog posts, and tweak pages, while developers use it to execute advanced design features. It’s where our creative vision takes shape on the web.

Learn About Why we use Webflow as a Digital Design Agency.

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Secondary Tools

The primary tools handle most of our work. The secondary tools enhance our capabilities.

For instance, Grammarly improves our writing. Google Analytics and Search Console help us refine our strategies. Zapier automates repetitive tasks, saving time and improving workflows.

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Grammarly

We use Grammarly frequently for proofreading and editing. It helps us make all written content clear, professional, and error-free.

It also suggests tones to align the message with the audience. Instead of manually proofreading everything, Grammarly does an amazing job at that.

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Google Analytics and Search Console

Google Analytics tracks user activity on our website. It records traffic sources, session durations, bounce rates, and conversions.

At the same time, Google Search Console monitors a site's search performance. It highlights issues like broken links, indexing problems, and keyword rankings.

These tools track website traffic, user behavior, and SEO. They help us improve our strategies for better visibility.

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Zapier

Zapier is an automation tool. It connects apps and services to handle repetitive tasks. For example, it can sync data, send alerts, or trigger workflows.

Zapier automates repetitive tasks, like syncing data between apps. It saves time and improves workflows.

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Runway ML

Runway ML is an AI tool for video editing and image generation. It also has a design feature based on machine learning.

Our team uses it to edit videos and create effects. We also experiment with AI models, adding innovation to our visual projects.

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MidJourney

For projects needing creative imagery, MidJourney generates stunning visuals. They may not be on traditional stock photo sites. It’s especially helpful for brainstorming ideas or creating custom artwork.

MidJourney lets us discover creative options for AI visuals. It offers unique images for inspiration and client projects. MidJourney creates visuals in minutes instead of hours.

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Mailchimp

Mailchimp powers our email campaigns, managing subscriber lists and delivering impactful marketing content. Its analytics tools also help refine campaigns, ensuring maximum impact with minimal effort.

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SEMRush and Answer the Public

These tools help with keyword research and audience insights. They shape our content strategy for maximum engagement.

These tools show what our audience is searching for. We can then create content that answers their questions and meets their needs.

They also help us identify opportunities to outperform competitors in search rankings.

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Raindrop.io

Raindrop io organizes our bookmarks and design inspiration, making creative resources easily accessible. When you work on creative projects, it’s easy to misplace important resources. This tool helps keep everything organized in one spot. You can easily find and reference what you need later.

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Unsplash and Freepik

We use these platforms for high-quality stock images and design elements. They add professional visuals to our projects. These platforms provide pro visuals for designs, presentations, and marketing. They do this without custom photography.

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Why These Tools Work for Us

The tools we’ve chosen address three critical areas: communication, management, and execution. They are:

Tools like Google Workspace and Slack streamline workflows. They do this by syncing with other platforms. For example, our Google Meet recordings integrate with Fireflies AI. This ensures that we do not lose any key discussion.

Figma, ClickUp, and Notion enable teamwork across time zones. They allow for seamless collaboration. We can co-edit, brainstorm, and track progress in real time.

These tools grow with us. Their adaptability, from small design tweaks to big campaigns, keeps us on track. This mix creates a smooth and efficient system. It scales well, letting us focus on delivering great results.

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Challenges and Lessons Learned

Using multiple tools, like ensuring team members adopt them, is challenging. Regular training and feedback sessions help us overcome these.

We've learned to prioritize integrated tools. They reduce constant app switching.

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Advice for Remote Agencies

If you’re setting up your toolkit, here’s what we recommend:

• Start with foundational tools like Google Workspace or Slack for communication.
• Use task management tools like ClickUp or Notion to stay organized.
• Focus on tools that expand alongside your team and integrate without any issues.
• Don’t be afraid to experiment. Trial periods can help you find the right fit.

Tips on how to evolve your remote team as an Agency.

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Conclusion

As a bespoke design agency, we use 30+ tools. They help us grow beyond word of mouth, which we've maximized.

At Neue World, our tools go beyond software. They spark creativity and boost productivity. They help us bridge the gaps of remote work and maintain the high standards our clients expect.

If you are trying these tools, choose the ones that fit your workflow. Build a system to empower your team to deliver great results.