Several yardsticks can be used to assess how successful a business or organization is. The productivity rate is one such. This has to do with how well a company or organization has been at realizing its goals. This could be in terms of achieving specific marketing goals.
Well, productivity will only become a reality once certain measures are put in place. One such is ensuring that the workplace (even if remote) promotes collaboration between various parties – business owners, employees, colleagues, subordinates, and even clients.
Fortunately, there are information technology tools that can contribute massively to ensuring productivity and collaboration in workplaces. They are a must-have for businesses and organizations driven by the need to achieve productivity and collaboration.
In light of this, this article will address the importance of utilizing such. The subject of choosing the right ones for enhanced productivity and collaboration will also be addressed here.
Boosting Productivity & Collaboration in Workplaces with IT Tools
The success of any business enterprise or organization is largely a function of collaborative work. This is given how the strengths of all parties can be put to great use, while the weaknesses of people are mitigated by the strengths of others in the team.
It is good to know that some IT tools are designed to offer benefits that include enhanced collaboration among various parties in digital and physical work environments. Some of the ways this contributes to collaboration and/or productivity in such settings are discussed below:
Document Sharing
Document sharing is one of the major ways that these tools enable effective collaboration in such settings. For example, documents of all sorts can be quickly edited by various parties.
Beyond this, reliable storage of documents is enabled. This is especially given how many of such tools use cloud storage which offers a wide range of benefits for people who use such tools. Some of the benefits in question include:
- Cost-efficiency
- Automation
- Synchronization
- Easy accessibility & usability
- Security
- Authorized access for various users
- Convenience
CRM Systems
CRM stands for Customer Relationship Management. It is a software system that allows businesses to manage all things related to customers. Some of the capabilities of the average CRM systems include:
- Enabling customer retention by ensuring the effective management of loyalty programs
- Enabling analytics about customers – This is to make informed decisions based on accurate data presentation.
- Organization of surveys and other means of getting feedback from customers
- Mobile Accessibility
- Workflow automation
- Third-party integration
- Online & offline traffic and Lead management
- Sales management
- Enabling centralized data for customers
- Contact management
- Marketing automation
In addition to the aforementioned, there is so much more that CRM systems have to offer to businesses and organizations that utilize them. This is particularly true if the right kind is identified and engaged.
Communication
Timely and effective communication is important for businesses and organizations. It can be the difference between productivity or the lack of it. As a result, it is only logical for businesses and organizations to make good use of information technology tools that ensure timely and effective dissemination of information.
To this end, several information technology tools come through in this regard. This is by using digitalized communication platforms such as instant messaging, audio conferencing, video conferencing, and emails.
Some options are even capable of ensuring communication by engaging all of the aforementioned means. Prime examples would include Microsoft 365 suites. However, you should know that there are various sorts of these kinds of tools.
For example, there is the Microsoft 365 E1, E3, and E5. You can see this Microsoft 365 E3 and E5 comparison to find out what both have to offer. The whole point is researching various options to choose the best suited for you.
By and large, simplified communication is one of the advantages of using this kind of IT tool. This is given how you can communicate in various ways using the same tool. This is rather than switching between various IT tools.
Remote Work Possibility
The COVID-19 pandemic made remote work more of a normal practice. Even long after the pandemic, there is an increasing number of people who work from their personal space and still deliver to expectations.
Well, information technology tools are largely responsible for this. This is considering how they ensure that remote workers are not lacking in things essential for remote workers. For example, the accessibility of certain online platforms can be a challenge for people situated in certain places.
These are especially places that are far away from the employer or client’s base. Fortunately, VPNs (Virtual Private Networks) bridge this gap. This is by ensuring that remote workers can access digital platforms regardless of wherever they are situated.
In the same vein, some tools also offer virtual and private cloud capabilities, as well as remote desktop setups. All these ensure remote workers are presented with the right environment to thrive; by ensuring effective collaboration and supporting their productivity in other ways.
Mobile Apps
Can you imagine a world without mobile applications? This is especially true now that we are all used to various forms of it. Well, one of the implications is that our access to digital platforms will be very restricted. Thank goodness that this is not the case.
Several information technology tools have mobile compatibility features. As a result, businesses and organizations can enjoy all their benefits as long as they have their mobile phones and internet connectivity.
Data Protection
Effective and timely exchange of data is made possible by using various information technology tools. However, this in itself is not enough. Users need to ensure that the engaged IT tool offers reasonable data protection.
This is especially important given how data can be exploited in the hands of the wrong people. There have been various data breaches and the losses recorded further prove the need for data security. You can click here for more on this subject.
In light of these, many information technology tools available to businesses and organizations offer data protection of the highest order. This is as a result of how well-encrypted such tools are.
However, users need to be mindful of their choices in this regard. Furthermore, they also need to understand how to protect themselves while using such tools. Some helpful tips for data protection include:
- Regular updates – Especially on security features
- Using strong passwords or other means of authentication
- Performing accurate data classification
- Engaging endpoint security – Examples include the installation of anti-malware and/or anti-virus.
- Keen observation of network traffic
- Ensuring that data is securely backed up for times of emergency
- Only using Wi-Fi networks that are secure
- Educating everyone about the need to use data securely
All of these are ways to contribute to the secure use of data in the workplace. So, they should be taken seriously to avoid data breaches.
Worker’s Training & Development
Businesses and organizations can directly improve worker’s efficiency by utilizing some IT tools. LMS, which stands for Learning Management Systems, is a prime example. It ensures that a business or organization’s workforce can be efficiently upskilled, and their progress properly tracked.
Qualities of the Right IT Tools for Enhanced Productivity and Collaboration
For the record, some of the expected qualities of IT tools are dependent on the kind of tool in question. For example, there are distinctions between CRM and LMS tools.
As a result, there would be qualities expected of one but not the other. But by and large, some of the expected qualities of top-notch IT tools for enhanced productivity and collaboration are discussed below:
Scalability
Productivity implies that your business or organization grows. As a result, you need something that will keep serving its purpose even as your business grows. For example, it should be able to accommodate more data, workloads, and users.
Flexibility
These are off-the-shelf as opposed to bespoke IT tools. Even though the former offers generalized features rather than being designed to meet your specific needs; certain flexibility features are still expected. So, be mindful of the tools that you use to improve productivity and collaboration in your workplace.
Third-Party Integration
Many of these tools can do quite a lot. However, you may need a bit more than they can offer for several reasons. As a result, the right ones need to have third-party integration features.
This way, other required IT tools can be utilized alongside the primary IT tool. To find out more about the importance of third-party integration features for IT tools, you can visit: https://www.techulator.com/.
Conclusion
While some important features of the right IT tools for enhanced workplace productivity and collaboration have been discussed above, the list is not exhaustive. So, you should consider your peculiar needs and get something that suits you well enough. This should be done while considering factors such as cost-effectiveness, workflow automation, mobile compatibility, and several other things.