Contents
- Remote Working
- Why Free Software For Remote Working
- Free Software in practice
- Further lists and reading
Remote Working
Due to the ongoing Covid-19 virus outbreak many employers are willing or needing to enforce or enable remote working for their employees. This brings a lot of challenges and many organisations, who have not been used to remote working until now, might face a number of difficulties adapting to the situation.
Understandably, many organisations who never previously directed any strategic thought towards the available solutions for remote working in their business, let alone those which might be most suitable, now opt for a quick solution and choose to follow the - in the beginning often free of charge - offerings from big tech companies and their proprietary solutions. For many organisations these offers feel like "just in time" and seem to work out-of-the-box. However, that is often not the case and worse, they lock-in these organisations in the future.
This lock-in is unnecessary, since most proprietary solutions are just replacements of good Free Software solutions with a similar or better level of functionality. Some of it works out-of-the-box as well, others need an initial set-up, but afterwards feels like most other software you are used to. And we haven't mentioned the best yet: choosing a Free Software solution means to opt for a solution that has a future, where your organization no longer depends on a particular vendor or file format or whichever other means those vendors choose to lock you in. Free Software puts you in control.
The purpose of this page is to show you how to improve your remote work and still stay in control of your technologies by using Free Software. We follow up next with a short summary of the main benefits of using Free Software over proprietary solutions and offer a more detailed list of Free Software solutions below. At the end of the page we added a list of other existing collections of tools and advice that have been published in the last days.
Why Free Software For Remote Working
Never be locked in again: Especially if your organisation is considering offering remote working after the Covid-19 period and when the free-of-charge-offers of proprietary services will not be available anymore you better avoid any potential lock-in to particular and proprietary software or formats right now from the start.
Self-host now or later: If your organisation needs a quick solution now, or wants to choose software as a service and switch later on to self-host your own server and infrastructure by migrating workflows, data and everything created and stored in the meantime, then Free Software solutions are the only choice.
Advanced privacy: Usually, Free Software solutions do not follow a data-driven revenue model. This means that your data usually stays in your hands when using Free Software.
Enjoy competition: When you build up Free Software solutions you can choose among different providers to help you with the implementation. When you get in trouble with one of them - on legal, personal or other matters - you can simply choose another provider that offers a similar service or even directly takes over the maintenance of your existing infrastructure.
Sustainability: When using Free Software you build on future-proven technologies due to their open licensing regime, open formats and open documentation. No more "end of support" or "end of lifetime". You can use and re-use any solution as long as you want.
Global availability: No matter the jurisdiction you are in, you are always legally safe to use your software solutions when it is Free Software.
Go with the standards: Only open formats can set true industry standards because any proprietary format by nature is an isolated solution. Open formats instead are the backbone of interoperability between different services.
Localisations and diversity: Free Software solutions and protocols very often offer more than one client or implementation. That allows your members, employees or customers to choose for themselves how to connect remotely. Also, Free Software often has more localization and languages available, which can be of help if you are an international organization. (Adobe Photoshop, for example, is only available in 26 languages. Its Free Software competitor Gimp is available in over 60 languages)
Do it yourself: Set up your own local infrastructure whenever you are ready and chose the same software everyone is already used to. Enjoy help and knowledge sharing culture in vibrant communities.
Free Software in practice
In this section we provide a list of possible Free Software solutions that you can use for remote working with a quick explanation in alphabetical order. Please note that this is only a list of possible solutions, we do not offer you any help with the software. Look on the linked project pages if you need help.
All listed solutions use the following table to provide a similar comparability:
Project page:
link to official project page
Solution for:
all reasonable use cases of the software
Features:
technical and usability features
One-Click solution:
Yes/No - just says if this solution/software could be used with "just on click" (for example: without installing something and without registering an account) - no links here
Demo instance:
official demo site of the project to get an impression
Public examples:
public websites of other companies/groups using the software
Competing providers:
if known: list of known commercial providers
Self-hosting guide:
link to the official installation guide to self-host the service
Our experience:
if available the personal FSFE experience
@contributors: Please copy&paste this table for new services. If you can not provide a certain information fill in "(not known)", thank you!
Audio / video conferencing
BigBlueButton
BigBlueButton is a Free Software web conferencing backend targeted at schools and universities but also useful for other institutions. It works cross-platform directly in your browser and also offers a whiteboard. You can also set-up your own instance.
Project page:
Solution for:
online conferencing use cases for larger groups where video transmission and collaboration tools are needed
Features:
web based, audio / video conference, screen-sharing, whiteboards
One-Click solution:
(not known)
Demo instance:
Public examples:
(not known)
Competing providers:
Yes, see for example the official list of commercial support.
Self-hosting guide:
Our experience:
None
Jitsi / Jitsi Meet
Jitsi is a Free Software collection of voice-over-IP, videoconferencing and instant messaging applications. The Jitsi project Jitsi Meet develops a software for web based video conferencing services that work cross-platform directly in your browser. You can also set-up your own instance. Depending on the service and the client, Jitsi also offers screensharing.
Official website:
Solution for:
online conferencing use cases for smaller groups (5-10 users) where video transmission and collaboration tools are needed; big groups are possible but may need some planning, especially above 50 participants
Features:
web based, audio / video conference, screen-sharing
One-Click solution:
Yes
Demo instance:
Public examples:
Competing providers:
Yes, see for instance NWS (used by WMIT), Scaleway (used by French ministries).
Self-hosting guide:
See for example the (official installation guide)
Our experience:
In the FSFE office we use Jitsi quite intensively for our audio calls and our experience shows that it works pretty well with up to 5-8 participants. We had some trouble with larger groups of video calls (4 or more) though. Much depends on the server, clients and configuration used. Italian FSFE members successfully run meetings with over 10 video participants on the BEIC instance.
GNU Jami
GNU Jami is a Free Software tool for videoconferencing and instant messaging comparable to Skype. The Jami project develops software for video conferencing that work cross-platform. The client also offers screensharing.
Official website:
Solution for:
online conferencing use cases where video transmission and collaboration tools are needed
Features:
client based, audio / video conference, screen-sharing
Our experience:
Some FSFE Supporters use GNU Jami successfully for video calls. It works pretty well with at least 4 participants even when using for example a Windows client. But when ever someone in the meeting does something like opening the options or disabling/enabling the video camera the client needs up to 20 seconds to properly re-establish the connection.
Mumble
- Mumble is a well-known and qualitative tool for holding international phone meetings, that allows large group calls (without video) with 100 and more participants.
Official website:
Solution for:
online conferencing use cases for almost any group sizes where video transmission is not needed/wanted
Features:
audio conference, text chat
One-Click solution:
No
Demo instance:
(not known)
Public examples:
After installing the client you will see a large list of public mumble servers.
Competing providers:
Yes, see for example the list of Mumble Service Hosters.
Self-hosting guide:
Our experience:
Within the FSFE we had good experience with mumble with large group phone calls (20+ people).
Nextcloud Talk
Nextcloud Talk is an audio/video and chat communication service including screen-sharing that comes as an add-on for Nextcloud Hub (see entry for "Nextcloud Hub" in this article).
Our experience:
In the FSFE office we had good experience with 3-4 people but experienced some hiccups for larger groups due to its p2p nature. See the performance tips in the spreed README on how to sustain bigger groups.
Chat / Instant Messaging / Collaboration Messaging
Jabber/XMPP
XMPP (formerly known as "Jabber") is an old but pretty good technology and the most widespread Open Standard protocol used for real-time instant messaging. Thanks to its free licensing regime there are countless instances you can use or set up your own. For most platforms in this world there are multiple clients to choose from. Depending on your client, it allows group chats, file transfers, end-to-end encryption and many more features.
Official website:
Solution for:
uses cases were federated communication is needed/wanted
Features:
(depends on client)
Competing providers:
Self-hosting guide:
Depends, there are different server implementations, for example: Official installation guide for Ejabberd, Official installation guide for Prosody
Our experience:
In the FSFE we run our own XMPP Instance and use it ever since as our primary chat-protocol for public rooms, private rooms and one-to-one communication. It works good for us since decades.
Leapchat
- Leapchat instantly creates secure chat rooms that encrypt your messages, does not require you to register any email-address or other verification methods, deletes all messages after a maximum of 90 days.
Official website:
Solution for:
uses cases were federated communication is not needed/wanted and just a simple group chat is enough
Features:
web based, text chat
One-Click solution:
Yes
Demo instance:
Public examples:
(not known)
Competing providers:
(not known)
Self-hosting guide:
See the (official installation guide)
Our experience:
(not tested by the FSFE yet)
Matrix / Riot
The Matrix reference client Riot offers a Slack-like user experience with a lot of collaboration add-ons (like Etherpads), phone/video call function, is available for all common operating systems, and works as a web-based client as well. Matrix is a Free Software project that publishes the Matrix Open Standard which offers end-to-end encrypted federated communication networks and the ability to bridge to existing proprietary platforms as one of its core features. As a example, this allows users to send messages between Slack and XMPP clients (both official bridges). Unofficial bridges are available for almost all popular but proprietary messaging platforms. Matrix is used and supported by large organizations like KDE, Mozilla, the French Government, and the German Ministry of Defense.
Official website:
Solution for:
uses cases where federated communication is rather needed/wanted (can be disabled); Slack-like look&feel
Features:
Depends on client. The reference client Riot provides multi media messaging, end-to-end encryption, audio/video conferences, built-in option for adding collaboration add-ons (RSS Bots, Etherpads etc.) and can be used as web app.
One-Click solution:
(not anymore since guest access was disabled)
Demo instance:
No, but the reference server (riot.im) is public so can be used for testing after account registration but is very crowded.
Public examples:
Yes, see for example the whole ecosystem of Matrix clients, bridges, servers etc..
Competing providers:
Yes, see for example the official list
Self-hosting guide:
Depends on server implementation: Official installation guide for Synapse (matrix reference server implementation)
Our experience:
(not tested by the FSFE yet)
Rocket.Chat
- Rocket.Chat is a self-hostable online chat service with file sharing, search, integrations and offers a similar experience as Slack.
Official website:
Solution for:
uses cases where federated communication rather not needed/wanted but an opt-in; Slack-like look&feel
Features:
multi media messaging, build-in integration of external Jitsi to start calls from within Rocket.Chat
One-Click solution:
(not known)
Demo instance:
Public examples:
common solution at german universities details at pad.gwdg.de
Competing providers:
Yes, see for example the official list of resellers.
Self-hosting guide:
Our experience
In the FSFE we made good experience with rocket chat in cooperation with other partners and friends including 100+ channels and users.
Remote & Collaborative Office Software
CryptPad
Cryptpad is a private-by-design alternative to popular office tools and cloud services. It offers many services, from Etherpad to spreadsheet, polls, kanban, file-storage, a whiteboard and more. All content stored on CryptPad is encrypted before being sent. There are different kind of subscription models, including anonymous and premium.
Official website:
Solution for:
online collaboration use cases
Features:
collaborative editing of text, code, presentations, tables, polls; kanban boards, whiteboards; data cloud
One-Click solution:
Yes
Demo instance:
Yes (right on the official website)
Public examples:
pads.c3w.at
Competing providers:
No direct competitors but market competitors with other Free Software Office suites.
Self-hosting guide:
See for example the official installation guide
Our experience:
(not tested by the FSFE yet)
Etherpad Lite
- The de-facto standard collaborative, real-time text editor that allows multiple people to work live on the same document. It works cross-platform in every browser, you can run your own instance or choose one of the countless services out there that differ in details. Choose the one that matches your needs best.
Official website:
Solution for:
online collaboration use cases where just simple text editing is needed/wanted
Features:
real-time text editing
One-Click solution:
Yes
Public examples:
Framapad offers you to manage and handle multiple pads with one account; SFConservancy has a plugin enabled so you get notified when other people are editing the pad; Riseup pad offers you to create a pad with a lifespan access via TOR; Cryptpad offers you a richtext format and many more services to choose from.
Competing providers?
Yes, see for example the list of sites that run Etherpad.
Self-hosting:
See for example the (official installation guide)
Our experience:
In the FSFE we use Etherpad instances in our daily work since many years for all kinds of collaborative text editing, written in markdown. In fact, etherpad services are an essential part of our remote and collaborative work environment.
EtherCalc
Official project page: EtherCalc is a Free Software web spreadsheet solution that works cross-platform directly in your browser. As with Etherpad, multiple people can work live on the same spreadsheet and edit it collaboratively. As with the other Free Software solutions, you have multiple services to choose from and you can set-up your own instance.
Official website:
Solution for:
online collaboration use cases where just spreadsheet editing is needed/wanted
Features:
collaborative spreadcheet editing
One-Click solution:
Yes
Demo instance:
Competing providers:
Yes, also it is often part of larger online office suites.
Self-hosting:
Yes (official install guide)
Our experience:
(not tested by the FSFE yet)
Nextcloud Files
Nextcloud Hub is a data cloud service that you can be self-hosted or payed as a service. It is a part of Nextcloud Hub (see entry for Nextcloud Hub in this article).
Our experience:
(not tested by the FSFE yet)
(Data) Cloud solutions
Nextcloud Hub
- Nextcloud Hub is a cloud solution not only for personal data clouds. Depending on the add-ons you integrate, you can use it also for other purposes, in particular to collaborate on documents, calendars and contacts, send and receive email, manage your calendar and have video chats without data leaks. It is available as a service and you can self-host this solution.
Official website:
Solution for:
Cloud services for personal, SOHO and enterprise solutions
Features:
file sync and share, audio / video conference, chat, calendar, contacts, mail
One-Click solution:
(not known)
Demo instance:
Public examples:
(not known)
Competing providers?
Yes, see for the example the list of partners.
Self-hosting guide:
Yes (official install guide)
Our experience:
(partially used by the FSFE yet, see "Nextcloud Talk")
Free/Libre/OpenSource Software service providers
Chatons
Chatons is a collective of independent, transparent, open, neutral and ethical hosters providing FLOSS-based online services (mainly in France and French).
Librehosters
Librehosters is a network of cooperation and solidarity that uses free software to encourage decentralisation through federation and distributed platforms.
Other services
VPN
WireGuard is a FOSS VPN solution that aims at being more performant than OpenVPN, is available cross-platform.
File sharing
Firefox Send (temporary file-sharing, up to 1GB)
Further lists and reading
Many other organisations are publishing lists and their experiences with using Free Software solutions for remote working. Here is an unordered list of articles:
A list of Free Software network services and web applications which can be hosted locally on github by awesome-selfhosted
"Working from home" from OERu technology
"Software Livre Educativo" by ANSOL
"Conservancy's Remote Work Tools" by SFConservancy
Vernetzt bleiben trotz Corona – datensparsame Tools fürs Homeoffice by Digitalcourage
Vortragsgespräch zu kollaborativen Videocall- und Schreib-Tools by Bits & Bäume
Covid-19 response - help for those working from home by The NZ Open Source Society
Remote Communication by FSF at LibrePlanet