How to know which productivity tool is best for your business

Juggling countless tasks, managing your team (especially if they're remote), and keeping customers happy can be overwhelming.

To thrive, you need to stay on top of things. That's where productivity software shines – boosting your team's efficiency and letting you focus on running your business.

But with so many options, it's hard to know where to start.

Our questions below will help you find the perfect match.

And take a look at how AI & productivity can boost your business efficiency.

Are productivity apps effective?

Productivity apps are digital tools designed to streamline workflows, improve efficiency, and help you achieve your goals. As well as a potential 25% rise in employee productivity, they bring a number of benefits.

There’s more about maintaining productivity with a remote workforce here.

• Increased efficiency and time savings

With so much to do, every minute counts. Productivity apps can reduce project turnaround times by 30%.

Apps like Trello or Todoist keep you on top of tasks with to-do lists, priorities, and deadlines.

• Improved focus and accountability

Breaking down big projects into smaller tasks and setting clear deadlines helps everyone stay on track. The result? Work completed 28% faster and 83% of people with a good understanding of project progress.

Platforms like Asana and Monday.com help teams delegate tasks, and track project progress.

• Stronger collaboration and communication

Effective communication and teamwork are essential for success. Hubs like Microsoft Teams keep everyone connected with real-time chat, file sharing, and easy information flow.

• Inspire creativity

Going beyond staying in touch, productivity apps can fuel creativity and innovation. Tools like Miro can boost brainstorming sessions, providing a visual canvas for ideation and project mapping, for a dynamic work environment.

• Keep everyone informed

Whether you need to share a quick update or create a comprehensive knowledge base, there’s a tool to keep everyone in the loop. Loom lets you record short videos for easy visual learning, while Notion provides a centralised hub for note-taking, task management, wikis, and Kanban boards.

• Happier, healthier teams

By helping manage workloads and time more effectively, productivity reduce stress, improve overall wellbeing and keep people happy.

Which productivity tool is best for your business?

Ready to find the perfect productivity tool for your business? Answer these questions to give you an idea.

Understand your needs

• What are my goals? Do you want to improve communication, streamline project management, or track employee time?

• What processes need improving? Are you struggling to manage project deadlines or collaborate effectively with remote employees?

• What are my pain points? Are missed deadlines costing you business? Is poor communication causing misunderstandings?

Know your business

• Who'll be using the tools? Think about your team's size and technical expertise. Some apps are user-friendly and ideal for small teams, while others offer more advanced features better suiting larger businesses,

• How will the tools integrate with my current systems? Choose an app that seamlessly connects with your current software, like your CRM platform to save time and ease workflow.

• What’s my budget? Many productivity apps offer free or limited-feature plans, while others have paid tiers with extra features. Match your budget with the features you need.

Future-proofing

• Do I need to think about security? Data security and industry compliance is a must. Choose an app with strong security measures, regulatory compliance and regular updates.

• Can the tool be customised? One size doesn’t fit all. Some tools are highly customisable so you can personalise the platform to fit.

• Will it grow with my business? Choose an app that can grow with you. As your team and business gets bigger, you'll need extra features and capabilities.

Little extras

• Is support and training available? Look for an app with a user-friendly interface, good customer support and training resources to help your team get up to speed.

• Does it offer analytics or reporting? Built-in analytics and reporting features can help you track progress and provide valuable insights for even greater efficiency.

The best productivity app for your business

Now you’ve got a clearer picture, here are some of the best productivity apps on the market, based on its main focus.

Project management

• Trello. Visual and flexible for various project management styles.

• ClickUp. Comprehensive tool with time tracking, whiteboarding, and automation features.

• Monday.com. Highly customisable with a range of features for complex projects.

• Notion. Versatile platform combining note-taking, task management, and databases for project organisation.

Communication and collaboration

• Microsoft Teams. Integrates with other Microsoft tools and offers chat, video conferencing, and file sharing.

• Loom. Ideal for asynchronous communication through video messages.

• Vodafone Business UC with RingCentral. A messaging, video, and phone platform that helps users talk and work together. With the option of a license add-on that brings contact centre capabilities to the party.

Task management

• ClickUp. Offers robust task management features within a broader platform.

• Notion. Combines note-taking with task management for a flexible approach.

• Todoist. Simple and effective for managing individual to-do lists.

• Asana. Strong task management capabilities within a project management context.

Time tracking

• ClickUp. Includes time tracking as part of its broader feature set.

• Clockify. Offers time tracking, project management, and reporting features.

• Harvest. Comprehensive time tracking and project management solution.

• Toggl Track. Focuses on time tracking with a simple interface.

And there are more great apps in 4 cloud time tracking tools your team will love.

Creativity

• Miro. Digital whiteboard for brainstorming, project mapping, and visual collaboration.

• Notion. Offers collaborative features and a flexible workspace for idea generation.

Remember, every business is unique. By understanding your specific needs and taking the time to experiment, you can find the perfect tool to simplify your workflow and help achieve your goals.

Need a helping hand? For personal support and expert advice, get in touch with one of our friendly V-Hub Digital Advisers.