The best Remote Desktop Softwares compared

Definition Remote Desktop Software: What is Remote Software and why is it needed?

Remote Desktop Software (Remote Desktop Protocol Software - RDP Software) or Remote Access Software - sometimes also referred to as Remote Access Software, Remote Control Software or Remote Computing Software – allows two different computers to be connected to each other. One computer can then be remotely controlled from the other via the software. Such control from a different location can be extremely useful in numerous contexts. For example, remote desktop apps are frequently used in customer support: Through a remote tool, it is possible to assist buyers of software, machines or other computer controlled systems very efficiently in resolving typical problems and also in setting up and maintenance work. A brief call to customer service is enough and the experts take care of the necessary to-dos remotely. On the other hand, the companies providing support, ideally only have to send out professionals on rare occasions thanks to the use of a remote desktop tool. The second major field of application for Remote Desktop Programs lies in everyday office work. Especially with regard to the increasing relevance of home office and ensuring smooth, purposeful processes when working from home, remote programs play to their strengths. Employees can use such a tool to easily use their home laptop to connect to the PC in the office and use all resources available via the company computer as if they were on site. This creates very similar to identical working conditions at home as in the office. Furthermore, some remote desktop apps are specifically designed for collaboration and include whiteboard and chat functions, enabling good cooperation of employees from different locations. However, an RDP program does not necessarily have to be used over longer distances. The tools are also very popular among IT professionals for server administration. Corresponding computers do not have their own access peripherals, i.e. monitor, keyboard and mouse. With remote desktop control software, they can be organized very conveniently and efficiently from a central computer.

How does Remote Desktop Software work?

Remote desktop solutions usually use Virtual Network Computing (VNC) to establish a connection between two computers or to enable access and control of one computer from another. Essentially, both systems need to be connected to each other either via the Internet or an internal company network. The client-server model is used for this:

• The client is the local system, which should be used for access to the remote system.
• The remote system is the server.

On the client screen appears the exact user interface of the server system. Users can now control the latter via keyboard and mouse inputs on their computer or work with the remote computer. All inputs are executed in the environment of the remote computer in real time. The interface on the client side is also updated in real time. Thus, a remote program enables working with or on more distant computers and also computer-controlled systems exactly as if on site. Typical functions of remote desktop programs are

• Support for multiple monitors: Many workplaces now use multiple monitors to increase productivity. Modern remote desktop software accordingly offers the option of displaying multiple monitors at the same time.
• Support for multiple operating systems (OS): Companies nowadays use Windows, macOS, Linux or other operating systems - and sometimes several different operating systems at the same time. Remote desktop software is often flexible in terms of compatibility. It can ideally control the most common operating systems.
• Access via mobile devices: Remote desktop software enables access from connected mobile devices and also supports mobile operating systems, such as Android and iOS.
• Data encryption: When devices are used and managed remotely, this of course means an increased potential for attacks by criminals. Good remote desktop software therefore offers modern encryption technologies.
• Collaboration and file management: Remote desktop tools also enable shared use, editing and transfer of files. There are also cooperation features to quickly discuss work, find new ideas with colleagues or share relevant documents from afar.
• Communication: Chat functions enable users of remote control PC software to send and receive messages between distant computers.
• Session recording: Remote desktop solutions sometimes offer the possibility of recording remote access or support sessions on the locally accessing computer. This can facilitate the billing of maintenance services, for example.
• Various deployment models: Remote desktop tools are available in different usage models. There are on-premise solutions – for example as open source remote desktop software – and also cloud versions. Some provider companies even have both variants in their program.

What are the advantages and disadvantages of remote desktop tools?

The key advantages of remote programs are as follows.

• Efficiency: Remote desktop solutions offer the ability to manage one or even several devices from a single computer. Users can access the systems exactly where it is desired or necessary, without having to leave their own workplace.
• Cost savings: Remote desktop software allows companies to use or maintain remote devices live or even repair them, without requiring a user at the other end. This reduces the personnel requirements in internal and external business contexts.
• Productivity and employee satisfaction: Employers are increasingly promoting remote work or home office. The ability to work from anywhere, at any time and from multiple devices increases productivity and turnover. Employees who can work from home are more satisfied, which can result in improved performance, among other things.

In addition to clear advantages, however, there are also some disadvantages or potential problems with RDP programs.

• Attackability: In particular, connections over the Internet are always in increased danger of being hacked. Encryptions and other security measures cannot completely eliminate this risk.
• Connectivity: The use of remote desktops is often done via an Internet connection, so problems with connectivity can disrupt the workflow. When implementing a remote desktop solution, it must therefore be ensured that the network connectivity can be maintained at a high level.
• Hardware problems: Remote desktop software or effective work via such a tool is also dependent on whether the hardware of the remote device is functioning normally. If there is a problem with the hardware, the remote desktop access software may not be able to access the device at the other end at all or not completely.
• Data protection: The ability to take control of other people's computers or systems from afar carries a certain risk for privacy and data protection. In the wrong hands, desktop software poses a threat to the data on the targeted computer and the entire network connected to this computer.

How to choose the right remote desktop software or what to consider?

To find the perfect remote desktop solution for your own needs, you should first identify which area of application is to be served. Remote tools are typically used in the following departments. The market here accordingly offers numerous specialized applications that interested parties should consider.

• Support teams: Employees in support teams use remote desktop software most frequently. The software can significantly improve the efficiency of daily routines and tasks in customer service.
• Administrators: Software and hardware administrators use remote desktop software for tasks involving components that do not have their own access peripherals, such as monitors, keyboards and mice.
• Distributed teams: Employees of a company are not only increasingly working from home, they are also spread more and more nationally or even internationally. Here a remote control program provides the possibility that corresponding teams can still use a central system architecture and a company network and also work directly together.
• Data teams: Teams that work a lot with data archives can also benefit from the use of remote desktop software. Data archives are typically optimized for UNIX systems, like the numerous Linux variants. If access to these systems can be gained from a more common system, such as with remote software for Windows, the usability for end users is often greatly facilitated.

Regardless of whether the software is to be used in one of the areas listed above or elsewhere, it is important to look at what specific challenges exist in the company that should be solved with the remote desktop software. The pain points should ideally be written down as a checklist for the search for the right tool. It serves as a detailed guide containing both necessary and nice-to-have functions - including budget, number of users, integrations, security requirements, the decision "cloud or on-premise" and more. It is very important to determine early on the number of employees for whom the software must be available. This has a strong influence on the costs or the ultimate consideration of cost efficiency for individual programs. Now you can use the checklist to select the right remote access program. The research should ideally not be done by individual employees, but by a team that works together throughout the process - from identifying the problems to implementation. The selection team should consist of members of the company who will ultimately be directly involved with the remote control tool. A good starting point is three to five people who fulfill roles such as primary decision makers, project managers, administrators and of course end users. In the selection phase, individual potentially particularly suitable remote desktop providers will quickly crystallize out. Before a final decision is made, it is recommended to conduct a remote software test. For a concrete remote control software test, many developers offer a demo or trial version. The tool, which ultimately most convinces in practical use, should be chosen.

What does RDP software cost?

There is actually some RTP freeware on the market, but this is often unsuitable for business purposes. For example, corresponding providers cannot meet the performance required in business, do not provide all the necessary features and/or are not secure enough. The above remote control software comparison of course only lists high-quality providers or developers who meet the typically high demands in terms of functionality and security. The costs vary widely – some are available for a few euros a month, others cost 50 euros or more. It largely depends on the scope of the included features as is usually the case with software. In general, remote desktop software is available in two deployment models: on-premise and in the cloud. Depending on the model, the software can be purchased as a perpetual license or as an annual or monthly subscription. On-premise remote desktop tools are usually purchased once and then managed yourself. With cloud-based solutions, the provider companies take care of all the administrative effort. These services must therefore be paid for on an ongoing basis.