If you’re trying to figure out whether to stick with Skype or look at something else for your remote team, you’ve probably hit a wall of marketing fluff and half-baked feature lists. This guide is for anyone who just wants to know what actually matters when comparing Skype with the newer batch of business communication tools—and how to avoid buyer’s remorse.
Step 1: Know What You Actually Need
Before you even compare features, get clear on what your team really needs. Not every team requires Slack-level customization or Zoom’s webinar powers. If all you do is chat, share screens, and hop on the occasional video call, don’t get swept up in the hype.
Ask yourself: - How big is your team—now, and in a year? - Are your chats mostly quick check-ins, or do you need persistent channels? - How often do you need video calls? With how many people? - Do you need to call actual phone numbers? - Are you dealing with sensitive info that needs real security? - Do you need integrations (Google Drive, project management, etc.), or is that overkill?
Pro Tip: Write down your answers. It’s easier to ignore shiny features when you know what you actually care about.
Step 2: Get Real About Skype
Skype’s been around forever, so it’s familiar. Here’s what it does well—and not so well—for remote teams:
What Works
- Simple video and voice calls: Works fine for one-on-ones or small groups.
- Screen sharing: If you just want to show someone your screen, it’ll get the job done.
- Dial-out to phones: Useful for international teams who need to call traditional numbers.
- Low barrier to entry: Most people have used it, so there’s not much of a learning curve.
- Free for basic use: Unless you need business-level controls, you might not pay a cent.
Where Skype Falls Short
- Group chat is clunky: Conversations get messy fast, especially if you’re used to threaded or persistent channels.
- Notifications can be hit or miss: Missed messages are common, and it’s easy to lose track.
- File sharing is basic: No fancy integrations or file search.
- No real integrations: If you need bots or app connections, look elsewhere.
- Not built for big teams: Managing users and permissions is painful once your team grows.
The Bottom Line
Skype’s fine for small, informal teams who mostly need voice/video. If you want something more structured or integrated, you’ll hit limits fast.
Step 3: Set Up a Fair Comparison
Don’t just compare feature checklists. Set up a table (or a quick spreadsheet) with your actual needs as rows, and tools as columns. Here’s how to do it:
- List your must-haves and nice-to-haves.
- For each tool, mark if it really meets each need (not just “kind of”).
- Ignore features you’ll never use—even if they sound cool.
Here’s a simple example:
| Needs | Skype | Slack | Teams | Zoom | Google Meet | |-------------------------|-------|-------|-------|-------|-------------| | 1:1 video calls | Yes | Yes | Yes | Yes | Yes | | Group video calls | OK | Good | Good | Great | Good | | Persistent chat | Meh | Great | Great | No | Meh | | Screensharing | Yes | Yes | Yes | Yes | Yes | | Phone dial-out | Yes | No | Yes | Yes* | No | | Integrations | No | Tons | Many | Some | Some | | Easy user management | Meh | Good | Good | Good | Good | | Free plan | Yes | Yes | Yes | Yes | Yes |
*Zoom phone requires a paid add-on
Step 4: Get Honest About the Alternatives
Let’s talk about the usual suspects.
Slack
- What’s good: Threaded conversations, channels for every topic, integrations with almost everything.
- What’s not: No built-in voice/video for big groups (unless you pay), notification overload, can get pricey.
- Best for: Teams that live in chat and want lots of bots and integrations.
Microsoft Teams
- What’s good: Deep Office 365 integration, channels, built-in meetings, good for big orgs.
- What’s not: Clunky interface, can be overwhelming, only really shines if you’re already using Microsoft stuff.
- Best for: Companies already using Microsoft 365, or with lots of departments.
Zoom
- What’s good: Reliable video meetings, even with shaky internet. Good for big groups, webinars, dial-in.
- What’s not: Chat is an afterthought. Security issues in the past (mostly fixed now).
- Best for: Teams who live and die by video calls.
Google Meet
- What’s good: Simple, works in the browser, integrates with Google Calendar.
- What’s not: Chat and collaboration tools are minimal, needs a Google account.
- Best for: Teams already on Google Workspace who want no-fuss video.
Others Worth a Mention
- Discord: Surprisingly good for casual teams, but not built for business.
- Mattermost/Rocket.Chat: Open-source, but requires more setup.
Step 5: Don’t Ignore the Boring Stuff
It’s easy to get excited by shiny features and forget the stuff that actually causes headaches. Here’s what to check:
- User management: Can you easily add/remove people, or do you need IT every time?
- Security: If you deal with sensitive info, is there end-to-end encryption? Can you control who sees what?
- Reliability: Does it work with spotty home internet? Are outages common?
- Support: If something breaks, can you get help fast?
- Cost: What’s free, what’s paid, and what sneaky costs lurk if you grow?
Pro Tip: Try to pilot the tool with a real project, not just a “test call.” That’s when the cracks show up.
Step 6: Watch Out for Common Traps
- Don’t assume newer is better: Some “next-gen” tools are all flash, no substance.
- Beware of overkill: If your team just needs to chat, don’t sign up for a full-blown platform with features you’ll never touch.
- Ignore “everyone uses it” pressure: What works for a 500-person company might be a nightmare for a 5-person startup.
- Migrating is painful: If you’re switching, plan for some disruption—especially with chat history and contacts.
- Privacy matters: Free tools often mean you’re the product. Read the fine print if you care.
Step 7: Make Your Pick—And Be Ready to Change
Don’t overthink it. Pick the tool that fits today’s needs and budget, not some imagined future. Most teams outgrow their first tool anyway, and that’s fine. The key is to start simple, see what’s missing, and then upgrade only if you actually hit a wall.
Quick sanity check before you decide: - Will your team actually use it? - Is it easy to get started? - Can you afford it if you grow?
If you answer “yes” to those, you’re probably on the right track.
Keep It Simple: Final Thoughts
There’s no perfect tool—just the right one for your team right now. Whether you stick with Skype or switch to something else, don’t let flashy features or peer pressure drive your decision. Start with what you need, keep it simple, and don’t be afraid to change course if something better comes along. The best communication tool is the one your team actually uses.