Technology has been making our lives easier since the computer age began, with the process accelerating with the advent of fast internet connections and smartphones.
Technology allowed businesses to cope when the coronavirus pandemic nearly brought the global economy to a standstill, and people who were previously wary of using technology became comfortable with it.
These days, software tools are commonly used to maximize workflow efficiency, allowing you to cut down many simple tasks through automated processes.
This allows people to focus on things that matter, which roughly means their energy is spent on making the most of their productive potential.
So, it is only beneficial to invest in software to maximize your team’s productivity if you are a business owner or manager.
Various software tools can make life easier for you and the team. They can also promote transparency, which helps build trust between workers and allows people to gauge their productivity.
Therefore, we have compiled this guide to introduce you to six software tools you should use for office management.
While all of these are great tools and given the difference between the dynamics of various businesses, some may not apply to your business. Still, you ought to know about them for future use.
- Microsoft 365:
Gone are the days when you had to worry about whether you were running the correct version of Microsoft Office and whether you had all the right tools installed.
Streamlining everything into one package, Microsoft 365 enables you to make the most of everything it has to offer.
It can be a wonderful office management tool if you use it right. It is almost a necessity in today’s world. Considering how many people are used to Microsoft Office, you would not even need to get them to learn this.
Moreover, cloud accessibility allows your team to remotely access their files, including documents, schedule details, and contacts, even if they are away from the office.
- Google Workspace:
Google Workspace is a good alternative to Microsoft 365, with a range of premium features. With the right plan, you can start working on Docs, Sheets, and other tools.
If you are a small business owner, it is advisable to invest in Google Workspace to grant your team access to Google’s premium options to enable them to make the most out of it.
Google Workspace works very similar to Microsoft 365, and its collaborative features allow multiple people to work on a document remotely seamlessly.
Google Drive also enables your team members to save everything on the cloud. Moreover, Google’s integration with Android devices can be an added advantage, as people will always have access to their files.
So even if they are away from the office and want to make a slight adjustment to a document, they can do it from their phone.
Okay, so this one is more about management and transparency. Slack allows you to design a virtual workflow whereby you can assign tasks to your team, check their progress, and even give them comments on their finished tasks.
It can reduce the need for email and text messaging and allow team members to communicate with one another without leaving the app.
The core advantage of this tool is that it allows your team to stay in sync while they are working on a project.
So, if a project is divided into various parts, those parts can be divided into tasks, and you can monitor how each component is completed.
Monday is also a collaborative workflow management tool, allowing teams to coordinate and work together on a project in real-time.
It is ideal for groups working remotely as they can seamlessly work together. It also offers great visuals in case you need a tool that is pleasant to look at.
Besides this, it offers chat features, so if you want to discuss something related to the project with your colleague or manager, you can easily do that within the tool.
It also allows managers and supervisors to leave their comments on tasks.
You knew this was coming, right? Zoom is almost synonymous with meetings nowadays. If there is one tool that singlehandedly enabled remote working during the coronavirus pandemic, it has to be Zoom.
Not only did it allow teams to coordinate with one another easily, but it also allowed many universities to switch to remote classes instead of postponing the term when the lockdown started.
You can use Zoom to conduct meetings with your team. You can have them discuss matters online if their physical presence is not required.
Besides, if you are managing a remote team, Zoom can enable you to coordinate with them with ease.
Most people are comfortable using Zoom nowadays. There is another benefit to Zoom – its free version comes with limited features but gets the job done.
If you are running a social media company, Hootsuite can be useful for you. It allows you to manage your social media handles from one place, whereby not only can you post on various platforms together, but you can also evaluate the performance of your social media strategy.
So, in essence, not only does Hootsuite allow you to make your work more efficient, but the insights it gives will allow you to evaluate your marketing strategy’s efficacy.
It is useful for small to medium-sized businesses as it can allow you to channel your resources in the right direction and grow subsequently.
There are many other tools that you can use to improve office management. Some of those that could not make it to the list above are Asana, Trello, Calendly, Box, and Expensify.
These tools have their benefits, and like the ones mentioned above, they can improve the workflow and help enhance productivity.