We use your standard common video conferencing and screen sharing apps (Skype can do this, but I’m sure there are better options) if we need a quick chat or nee

We use your standard common video conferencing and screen sharing apps (Skype can do this, but I’m sure there are better options) if we need a quick chat or need to pair program. People just ping each other and agree on a time to sync up (usually immediately if possible , otherwise after your standard human bullshit like ‘grabbing some lunch first’). Its felt pretty natural, but since we are a fully distributed team, we had no choice but to get over the conceptual hang ups of not physically being near the other person. But I agree, better tools that integrate communication with project management is going to be a good space to try to build something in.