You probably already (hopefully) have the basics, like project management software and communication tools like Slack. Your team knows, more or less, where they need to be, what they need to be doing, and how to ask for help. The problem is, somehow, things still aren’t quite running as efficiently as they could be. You want to give your staff the resources they need to be their most productive (but not-too-stressed) selves.
Fortunately, a host of new technologies are making it easier for teams to simplify and streamline every day workflows. These tools can help increase collaboration, reduce siloed thinking, and circumvent bottlenecks. From improved communication to speeding up or even automating inefficient processes, there’s new tech to try. Here are just a handful of the many new solutions powering efficient office environments in 2024 and beyond.
1. Screenshot Tools
Standard communication tools and training sessions can help employees share knowledge and fill in gaps. But sometimes, a coworker or a customer just needs to see something first hand in order to really get it. Unfortunately, tracking down the right person or making time to connect and learn can be a huge pain. Add a remote, global team with asynchronous schedules to the mix, and you’re looking at a lot of waiting around.
A screenshot app can simplify the process of capturing, annotating, and sharing visuals internally and externally. Team members can quickly record processes and share them with clients or colleagues, to make explanations go by in a breeze. Your employees can use screenshots and recordings to report bugs, troubleshoot client issues, train or assist coworkers, and more. With more time and less frustration on their hands, they’ll be able to pour more into core business.
2. Automation Tools
Instead of teaching another employee to do something, why not teach a computer to do it instead? With tools like Zapier and n8n, you can skip the middleman — and any man at all. These tools, which are often powered by AI, allow users to automate repetitive digital tasks without any coding. They can automate workflows within and between different software programs to save your employees all those extra little steps.
With these apps, an action performed by the employee will automatically trigger the next necessary action. For example, you might program a chat conversation with a customer to automatically trigger a follow-up email. Automation doesn’t just help your employees work faster; it can ensure your employees never miss a step in any process. That can mean fewer errors, less frustration, and a better customer experience overall.
3. Password Managers
Tired of searching in a paper binder for a password your predecessor created before they left the company five years ago? Sick of forgetting your password, then realizing you actually knew your password all along when the system says you can’t re-use an old password? A password management tool can store all your passwords in one safe, secure online portal. Login to that, and you can spend the rest of your workday focusing on actual work.
Password managers are essential for employee efficiency, but that’s not the only role they play in your team’s success. With customers increasingly concerned about data privacy and breaches, it pays to have more IT security measures in place. Sure, you can get even more sophisticated, with multi-factor authentication and USB security keys. But the easiest, most fundamental place to start is by getting your passwords off visible post-it notes and into secure storage hubs.
4. Email Management Tools
Email management tools are typically built to work on top of existing company email platforms like Gmail and Outlook. They can help associates automatically organize their inboxes, prioritize communications and tasks, and collaborate with others. Some more advanced options may also offer data analytics and insights into how you use your email. For instance, they might tell you how much time you spend on email or assess the flow of interactions.
Another interesting email management tool functionality includes dual response prevention features. These features can prevent multiple employees from accidentally reaching out to the same customer about the same issue. Other tools deal with distraction, automatically unsubscribing from unwanted newsletters and other bulk emails. Still others can notify you when you’ve forgotten to respond to an email or follow-up on another interaction.
5. Accessibility Tools
Accessibility tools can, of course, improve opportunities for people with disabilities in the workplace, as well as clients and customers. Screenreaders, auto-captioning tools, AI podcasting tools, color contrast analyzers, and more can ensure all your employees, customers, and clients can work and use software effectively. Some may even be mandatory, depending on the states or countries in which (and with which) you do business.
Many of these tools have added benefits, however, that can help your office run more efficiently. For instance, captioning tools, used for things like Zoom meetings and training videos, can actually improve comprehension for all viewers. Not to mention they can make it easier for employees who speak a different first language to follow instructions or retain information. The ability to search transcripts can also make it much easier to recall and act on what was said in a meeting.
Keeping Efficiency Human
Just because your team can work faster doesn’t mean they alway need to or should. A well-rested, well-treated employee who takes plenty of breaks will be more productive in the long-term. As you adopt new efficiency tools, there’s often a temptation to fill the saved time with more tasks and projects. Avoid this, and instead let your employees use any extra time to review their work or refresh their minds and bodies.
