Essential Connectivity Tools for Startup Founders: eSIMs, Collaboration Tools, VoIP and more

As Lao Tzu once said: A leader is best when people barely know he exists; when his work is done, his aim fulfilled, they will say - we did it ourselves.  

Being in control while not being seen is much easier when you're doing it remotely. However, just because you can control everything remotely makes it challenging. 

First, you must ensure that you have a way of controlling your team, overseeing their work, accessing all the files you need for work, and doing so no matter where you are. You need the ability to control devices remotely, communicate in different ways, have all the needed files, and get the job done without much fuss.

This is why you need a proper arsenal of connectivity tools.

This is especially important for small business owners and startup founders who constantly travel for work (since no one even close to their rank can represent the company) but are also constantly understaffed and cannot take a leave of absence.

We'll give you tool categories instead of just one tool to simplify things. Later, we'll include a section with some tool suggestions you can try (even though you should always conduct independent research before picking the software).

eSIMs

An eSIM is software that emulates having a SIM card. It's really that simple. This is incredibly useful for some reasons. The first, you already want to get a SIM card when traveling abroad. Why? Well, because you can communicate a lot cheaper.

In the past, the biggest challenge was considering the reputation of local providers (which requires additional research) and bothering with card-swapping. This was a lot easier for people whose phones had a dual-SIM option, but it was a hassle even then. 

If you didn't, you had to swap SIM cards, which is not always as easy due to all the fine parts and pieces you had to juggle. With an eSIM, switching between carriers and plans is quite simple. 

This is ideal for those who travel for work, and startup founders often qualify for this group. An eSIM to travel to China will be much simpler than relying on free Wi-Fi or juggling between your SIM card and an actual eSIM. Also, SIM cards are easy to drop and lose due to their size. 

This also reduces your costs, as eSIMS is considerably cheaper. Sure, this might not sound like a huge saving to you at the moment; however, the costs accumulate for someone who travels all over the globe. Not only is the amount of time and frustration you must undergo to swap cards on every turn incredibly annoying, but once you get an eSIM, all of this is passed.

Just check ahead of time if the carrier supports eSIM activation. Finding out you have no connectivity later on can be quite inconvenient.  

Best eSIMs to choose

This one is the most situational of them all. As mentioned previously, it mostly depends on the country you're traveling to. 

Collaboration tools

The most important thing for remote work is collaboration tools or the more technical term they're known for—project management software. These tools allow you to assign tasks, track to-do lists, and even organize the schedule within the project. It's like an office whiteboard but transported into a digital environment.

They're even better, seeing as how they're utilized even by on-site teams.

One of the reasons behind this is that they're so incredibly well-organized that it's easy for an entrepreneur to find anything they're looking for in these tools in seconds. They're also amazing for internal communication and file-sharing.

There's no simpler and better-organized way to handle everything regarding top-to-bottom communication and its equivalent bottom-to-top.

Most importantly, it's a simple way to give and restrict access to various team members. To a startup, your business model and trade secrets are usually what make or break your business. This is why you can't risk giving every newcomer to your enterprise an insight into how it works.

Ideally, you will give people enough information to do their job but not enough so that they're able to replicate your working process. One of the things you can do is create individual projects within these platforms so that your team members only get access to the most relevant files.

Another massive advantage of these tools is how searchable they are. You can access completed and archived files when you need a previous file. You'll have a pretty good idea of where to look. 

Collaboration tools to choose from

The most common tools used: 

Trello

Known for its visual, board-based layout with cards representing tasks. Simple and user-friendly, great for basic project management and individual use.

Price: Free plan available, with paid plans starting at $5 per user/month (billed annually).

Monday.com

Offers a customizable, visual interface with boards, lists, and charts. Easy to learn and good for team collaboration.

Price: Free plan available, with paid plans starting around $27 per month for 3 users (increases with users and features).

Basecamp

Streamlined tool for communication and project organization. Focuses on clear communication and file sharing within teams.

Price: Free basic plan with limited features, paid plans start at $15/month.

ClickUp

Feature-rich option with various views (lists, boards, calendars), task management, and reporting. Powerful but has a bit of a learning curve.

Price: Free plan available, with paid plans starting at $7 per user/month.

Cloud storage

Previously, we discussed the importance of collaboration tools; however, sometimes, they're not the best way to share files. In some instances, you want to use cloud storage directly. 

A startup founder needs regular access to their files, but they often work from multiple devices. They can't bring their laptop, tablet, smartphone, and desktop computer wherever they go, and what happens when they need a tool from a different device?

Moreover, as an entrepreneur, you must remember that you're in charge, and many things cannot be resolved without your explicit blessing. 

For instance, just imagine something as simple as a video translation process. Sure, you'll use a tool or an actual translator, but this is a major decision, and even if you're not proficient in both languages, you'll have to evaluate whether it sounds right and if it can air. Remember that modern translation software is powered by AI and NLP (natural language processing), making it far more accurate than it once was. 

What happens if you're not in the office at the time?

If you're utilizing a cloud storage service, someone back at the office could upload it to your cloud, and you can access (or alter) it. Everything will be done and approved in minutes.

Still, for things to work this way, you must give access to the right people. This process continues from the previous chapter.

You should also periodically check the integrity of your storage and files. The last thing you want is to find something missing when needed.

Best cloud storage to choose from

The most popular picks in this category:

Google Drive

Google Drive offers a well-rounded cloud storage solution that integrates seamlessly with other Google services like Gmail and Photos. You can easily store, access, and edit your documents,  spreadsheets, and presentations online. It excels at collaboration, allowing multiple users to work on files simultaneously.

Pricing: Google Drive offers a free 15GB storage tier. Paid plans start at $1.99/month for 100GB, making it a good value for basic storage needs.

iCloud

iCloud is Apple's cloud storage service. It provides a smooth user experience for Apple device users, automatically backing up your photos, videos, and device data.  You can access your files across iPhones, iPads, and Macs. While it offers basic file sharing features, collaboration isn't as robust as Google Drive.

Pricing: iCloud offers a free 5GB tier. Paid plans start at a competitive $0.99/month for 50GB, but storage upgrades can become expensive compared to other options.

Dropbox

Dropbox is known for its user-friendly interface and reliable file syncing. It excels at keeping your files up-to-date across all your devices. Dropbox offers good file sharing features, allowing you to easily share files and folders with others.

Pricing: Dropbox offers a free 2GB tier. Paid plans start at $9.99/month for 2TB, which is pricier than some competitors, but caters to users who need a lot of storage.

MEGA

MEGA stands out for its focus on security and privacy. It offers a generous free 20GB storage tier, the most out of these options.  MEGA encrypts your files with a  zero-knowledge encryption method, ensuring only you have access to your data. While it offers basic file sharing, collaboration features are limited.

Pricing: MEGA's paid plans start at $5/month for 400GB, offering good value for the price compared to competitors. This makes it a good option for users who prioritize security and  large storage capacity.

VPNs

A VPN is a virtual proxy network that hides your IP address and makes it seem like your device and network are actually someplace else. This is incredibly useful when researching other markets (since it allows you to see what the locals see), but it's also essential for your connectivity and availability. You should have it on all your devices.

First, some software and networks are unavailable abroad, meaning you can only use them with a proxy.

Now, keep in mind one thing: VPNs are not illegal (except in a few countries); however, their use might violate the user's agreement with the platform in question.

One common example is people who use VPNs to see geo-restricted content on streaming platforms. In theory, if the streaming service discovers this (although this really doesn't happen in practice), your account could be suspended for abusing agreed-upon terms.

Keep in mind that consistency is key when it comes to connections and connectivity. If you and your team cannot access a regularly used platform for work, you and your team could be in trouble.

The most important thing you need to understand is that a VPN also serves as a means of protection. As a startup owner, you're an appealing target for all malicious parties online. A VPN provides an extra layer of protection, encryption, and anonymity. This is especially important when using public networks (which a startup owner on the run always does). 

Also, don't assume all VPNs are the same, especially free and premium ones. Do your research before committing to one software. One last thing: some antivirus apps also offer a VPN feature.

Picking the best VPN

The best-rated platforms are usually ExpressVPN or PrivateAccess; however, most people choose the best-known industry titan, NordVPN.

Remote desktop software

Micro-managing is never a good idea, but there are scenarios in which doing something on your own or just having your team watch as you do saves everyone's time. This is where remote desktop software can prove invaluable. It's software that allows you to control a remote device. It means you can demonstrate a process or resolve a technical issue. 

Sure, in theory, you should never be the only person in the company who knows how to solve a particular problem, but these things happen. In that scenario, what are you going to do? Just ignore it on a moral and ethical principle and restart the training process when you return. Really? Is this really worth causing significant downtime? Alternatively, you can just log in and fix the issue.

This tool can also allow you to still (technically) work from your main computer, no matter where you are. Let's be real: tech entrepreneurs usually have their working conditions that heavily revolve around their workstations. Your workstation may not be unavailable, but familiarity with the digital environment can increase productivity.

We're talking about a scenario where you know where your folders are and which icons go where, and you have your regular settings. Time is invaluable for entrepreneurs, and having this extra option to connect to your devices while far away will make a huge difference. 

Best remote desktop software

Suppose you're worried about the cybersecurity of using such software. In that case, you must know that tools like TeamViewer and AnyDesk are tried and tested and have a stellar reputation in the industry. They're problematic only when you give the wrong person access.

VoIP

You know that you can make audio calls over the Internet; however, many companies are still using old-school telephone systems. Telemarketing and having a phone line for customer service are quite handy; however, there's a way to get a phone service without undergoing all this effort. 

The solution lies in VoIP (voice-over internet protocol). This technology allows voice calls to use a broadband internet connection to connect to a traditional phone line. The technology can be used for many different devices, ranging from smartphones and computers to VoIP-enabled phones. This last part will even make it feel like you have a conventional phone line. 

The biggest advantage is that you're no longer tied to the office to have your professional phone line available. In an era where so many people work from home and for a startup founder, a person is always on the run, this is not the best solution - this is the only solution. 

As a business solution, VoIP is much easier to integrate with other business systems, especially CRM tools. This helps improve communication and boost workflow efficiency.

Thanks to features like voicemail-to-email, call forwarding, and video conferencing, there are a myriad of other platforms with which you could integrate it. 

Still, not all VoIP providers and servers are the same. This is a pretty big decision, and many other integrations heavily depend on it. This is one of the reasons why you need to be extra careful and do your homework before picking a VoIP provider. 

Also, remember that getting VoIP just for one person isn't worth it. So, you need to think about onboarding your entire team. 

Best VoIP services

RingCentral MVP

RingCentral MVP (Messaging, Voice, and Video) is a cloud-based unified communications (UCaaS) platform designed for small and medium-sized businesses. It combines features like voice calling, video conferencing, team messaging, and faxing into a single, easy-to-use solution. RingCentral MVP integrates with popular business applications and offers mobility features for on-the-go communication.

Pricing: RingCentral MVP offers various pricing tiers with different feature sets and user capacities. Specific pricing information isn't publicly available, but it's generally considered a mid-range UCaaS solution. You'll need to contact RingCentral for a quote based on your business needs.

Dialpad

Dialpad is another UCaaS platform known for its user-friendly interface and strong artificial intelligence (AI) features. Dialpad offers features similar to RingCentral MVP, including voice calling, video conferencing, team messaging, and integrations with business applications. It emphasizes AI-powered features like real-time analytics and meeting transcription for increased productivity.

Pricing: Dialpad follows a similar pricing structure to RingCentral MVP with various tiers catering to different needs. Public pricing details aren't available, so contacting Dialpad for a quote based on your company size and desired features is recommended.

8x8 eXperience Communications

8x8 eXperience Communications is a comprehensive UCaaS solution suitable for businesses of all sizes.  It offers a broad range of features, including voice calling, video conferencing, team chat, contact center functionality, and integrations with various CRM and business productivity tools. 8x8 caters to complex communication needs and emphasizes scalability for growing businesses.

Pricing: Similar to RingCentral MVP and Dialpad, 8x8 eXperience Communications uses a tiered pricing structure.  Public pricing details are unavailable, and you'll need to contact 8x8 for a quote based on your specific requirements.

Mobile hotspots

Wi-Fi is everywhere, but the anxiety of finding it at the exact moment you need it might be a bit too much for someone who needs to be available every single second of this trip. So, why not bring your own Wi-Fi?

When you have a mobile hotspot, you can easily set up a network that will support as many wireless devices as you need. It's a portable device, not much larger than a traditional router; it's so easy to fit in a bag or carry in your hand.

On top of this, it's great for scenarios where you just can't trust the strength and reliability of conventional Wi-Fi networks. Sure, you know that the hotel lobby will have Wi-Fi, but you have no idea if it will be fast enough. This is especially the case in a scenario where there's a conference at this particular hotel, and everyone needs Wi-Fi.

In that particular case, you could even earn extra points by having a mobile hotspot that you can use to connect with other partakers. It's a great opportunity to gain some networking leverage, which is why you're attending these conventions.

Also, startups more often attend group events and teambuilding activities than other companies. Sometimes, these teambuilding activities occur at campsites, remote beaches, or woodland cottages. 

While the goal is to disconnect, you still want to give people a chance to connect to the Internet and stay in touch with the outside world. This is a huge boost that will increase the overall enjoyment of the trip. Remember, it's not just about team building; it's also about the employee experience. This way, you won't have to compromise on the location or on the Internet. You can always have them both.

Best mobile hotspot devices

Some of the best-reviewed hotspot devices are:

• Verizon Jetpack MiFi 8800L
• Netgear Nighthawk M6 Pro
• Inseego MiFi X Pro
• GlocalMe G4 Pro

However, these devices have a massive discrepancy in quality and cost.

Having the right tools is a job half-done

In the end, as a startup founder, you have to strive for excellence. This is why you need to start by identifying the best or the most cost-effective tools in every category and ensuring you get your hands on them as soon as possible. Quality communication and connectivity are something that you'll rely on from the very start, which is why resolving this problem is a top priority.

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