7 Reasons Why Productivity Tools Are Important

Regardless of the industry, businesses everywhere strive to boost productivity and optimize operational efficiency. The rationale behind this mindset is that productivity in the workplace leads to motivated employees and better customer experience which in turn, influences brand loyalty. This is especially true in a pandemic period when customer spending power is low. This is where productivity tools come in. Read on below to learn more about the benefits of using productivity tools in the workplace.

Improved Collaboration

Productivity tools facilitate instant communications across all levels of a business. Employees from different time zones and/or geographical areas can communicate with each other seamlessly to discuss ideas and brainstorm implementations. Modern-day productivity tools feature a one-stop portal for all the communication needs of an organization such as audio/video calls and messages, text messages and formal emails, etc. Online conferencing has also become the new normal recently and as a result, meetings have become truly global. Productivity tools also promote real-time collaboration such as brainstorming a new logo together while also visualizing the suggestions and adjustments. Productivity tools have eliminated the need for employees to be physically present at the office, leading to boosted productivity and flexibility in working.

Streamlined Workflow

Another great benefit of adopting productivity tools in the workplace is that workflows are much more streamlined compared to the conventional pen-and-paper approach. In the conventional approach, proposals sit on the managers’ desks before getting approved and/or getting feedback on the rejection.

Even if the management can get to the proposals in time, files can get mixed up and chaos can ensue, breaking down the workflow. Enterprise Resource Planning (also known as ERP) tools minimize the administrative red-tape processes and maximize the individual productivity of employees. In this approach, the workflow is laid out systematically to eliminate any mix-ups.

Tracking & Reporting Progress

Tracking progress regularly is a critical duty of every project manager and senior management. Knowing who is handling what projects and what their progress status is can be a daunting and time-consuming task. However, with the right productivity tools, this task becomes much easier to manage.?

Productivity tools not only facilitate tracking functions for managers but also helps employees report their progress to superiors and ping them for help whenever an issue arises. From a rank-and-file employee perspective, it is easy to lose track of less important tasks while prioritizing urgent cases. Productivity tools ensure that employees have an overview of their tasks, progress, and reporting status.

Enhanced Data Storage, Sharing & Security

More often than not, storing data in personal databanks such as USB sticks and external drives, is not only risky but also messy and unprofessional. One can only organize so much when there is so much data.?

Productivity tools solve this issue by facilitating a secure storage space for all work-related data. And, as a bonus, shared storage means sharing data among team members is easy and hassle-free. Sharing permissions can even be limited to specific team members so as to prevent data leaks. Modern-day productivity tools also come with enhanced security features to prevent office data from outside threats such as cyberattacks.

Greater Efficiency

American Psychologist Abraham Maslow who is well-known for his concepts of human motivation once said, “If all you have is a hammer, everything looks like a nail”. Decision-makers should not forget the importance of providing the right tools for the job when looking to optimize productivity.

Workplace productivity tools are an absolute necessity because, without them, a task or a project may take twice as long. Imagine trying to write a project proposal using outdated software and calculators. From this scenario, we can see how productivity tools boost workplace efficiency by many folds.

Mobility & Flexibility

Nowadays, working styles have changed to favor more flexibility for employees. One of the major factors in this was the pandemic lockdown. Nonetheless, the work environment has changed for the better. There is no longer a need for employees to be physically present at the office. Productivity tools are essential to facilitate this new work environment.?

With productivity software, employees can handle their tasks from home and/or anywhere with a stable internet connection. This offers so much flexibility and mobility to the office environment. Smaller organizations can even eliminate the need for an office altogether. Furthermore, productivity tools facilitate instant communications so employees can be reached almost immediately for urgent matters.

Automation for Simple & Routine Tasks

Thanks to technological advances, routine jobs have become much easier to manage. New developments in Artificial Intelligence technology have opened a pathway to automate labor-intensive routine tasks. A very good example of these tools would be chatbots that businesses across the world have started to adopt.

These productivity tools can answer simple customer queries, give troubleshooting advice or even give emergency medical instructions in case of accidents. The benefits of utilizing these tools are clear. When employees are not worn out by routine manual labor, they can instead focus the energy on developing improved products/services or providing excellent customer service.

Conclusion: Productivity tools are an essential part of modern working environments and we can clearly see why. Providing the right tools will not only increase efficiency but also boosts employee motivation and performance. All of these benefits lead to a win-win-win scenario; an excellent customer experience and brand loyalty, an attractive profit margin for business owners, and a great workplace for employees.