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8 of The Best Pieces of Productivity Software for Small Businesses

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18/10/19
LinkedIn

Maintaining productivity is one of the most vital aspects of running a successful small business. Research has shown that out of an 8-hour day, the average office worker is only productive for 2 hours and 53 minutes, which could have a detrimental impact.

Aside from working longer hours or more days in a week, the only way to improve productivity is to ensure every hour is as productive as possible, with less distractions and more efficient work processes. One of the best ways to improve the productivity of you and your teams is to invest in a tool to help you. There are a number of different tools available to help you put processes in place to maintain productivity, delegate tasks and create to-do lists for your entire team. So if you’re looking to invest in a tool to help your team, these are some of the best pieces of productivity software for small businesses to ensure you and your team are as time-efficient as possible.

RescueTime

If you’re concerned about how you and your team are spending your time at work, then RescueTime is the ideal tool for your small business.

RescueTime is a fully-automated time tracking tool which helps to reduce the amount of time wasted on social media, such as Facebook and Twitter, reading the news, or even online shopping.

Although five-minute breaks are often necessary during the working day, a simple distraction can turn into an entire hour wasted. However, RescueTime works by breaking down your working day, showing you how you’ve spent your time on digital devices to help you track your daily productivity and stay on track while you’re at work.

Features:

  • Total control over which apps/websites are tracked
  • Works across a number of operating systems
  • Individual and team insights 
  • Historical data to track improvements
  • Ability to block distracting websites
  • Weekly and daily insights 

How Can RescueTime Improve Productivity?

RescueTime helps you and your team members to track their working day, giving insights into which websites and apps you’re spending the most time on and how much of the working day is being wasted trawling through the internet. This then allows both individuals and teams to come up with an action plan to reduce wasted time and improve productivity within the team. 

Whether it highlights the fact that your team hits a 3pm slump each day, or they struggle to get into the swing of things on Monday mornings, RescueTime can help you to come up with an action plan that helps your team to be more productive at work. It could even help to improve staff morale.

Trello

Trello is one of the best pieces of software for small businesses looking to maximise efficiency. Not only is it free to use, allowing you to allocate budget elsewhere, but it is also incredibly user friendly. That means there’s less time wasted on software training and more time to get on with the task at hand.

Trello features a board and card system, allowing you to separate projects onto different boards, clearly demonstrating exactly where a project is up to. Additionally, Trello allows you to set deadlines and assign tasks to individual team members, giving the whole team a clear overview of the project.

Features:

  • Easy to use
  • File attachment tool
  • Deadline notifications
  • Detailed overviews of tasks with drag and drop cards
  • Task assignment 
  • SSL data encryption
  • Mobile friendly

How Does Trello Help With Productivity?

Trello is one of the best when it comes to project management. Not only does it give you a clear overview of exactly where a project is up to – saving you time trawling through emails, lists and individual projects, it also helps you to prioritise your workload to ensure you get the work done. 

Whether your team just needs a hand organising their workload, or you’re keen to reduce the amount of time spent discussing project status’ – Trello is the ideal tool for the job.

Evernote

Evernote is a note-taking app that provides you and your team with a place to organise notes, to-do lists and reminders, helping to reduce the amount of time spent flicking through notebooks, trawling through emails chains and manually writing to-do lists.

With more than 200 million users, Evernote is one of the most popular note-taking apps on the market. Gone are the days when people used a pen and paper to write notes and to-do lists, Evernote provides a platform to allow its users to digitally take notes, write lists and store useful information for a later date, which is especially useful for journalists and content marketers. 

Features:

  • Web clipper 
  • Templates
  • Notes sync
  • Document search 
  • Teammate chat
  • Annotate documents

Why is Evernote Good for Productivity?

Evernote is popular because it keeps everything in one place. From to-do lists to important articles and emails, it allows you to compile all of the information you need to do your job – a little bit like an online notebook. 

Evernote helps to reduce the amount of time wasted each day searching through emails for vital information – trying to find the article you’d been previously reading, or flicking through your notebook trying to find your most recent to-do list. 

Slack

If communication within your team is a struggle, then Slack is a must-have for your small business. 

This simple, user friendly messaging platform is used by small and large teams alike. Not only does it help to cut down on endless email chains, but it also makes it easier for team members to work remotely, encourages collaboration and strengthens teams. 

Features:

  • Real-time chats
  • Instant notifications
  • Secure data
  • Send and receive files
  • Pinned messages
  • Advanced search features
  • Personalised sidebar

How can Slack Increase Productivity?

Featuring real-time chats with instant notifications, Slack negates the need for constant back-and-forth emails. Not only will this save your team valuable time, but it also helps to ensure that nothing important is missed, allowing your team to focus on the job at hand.

Monday.com

Monday.com is a popular project management tool, designed to help you and your team focus on individual projects, helping you to track progress to completion, manage workloads and communicate within your team to ensure you get the job done.

Monday.com has been developed to give your entire team an overview of your projects, with colour attributions and visual grid system. This project management tool helps team members to stay on top of their workload, reducing the risk of missed deadlines or forgotten tasks.

Features:

  • User friendly
  • Visual progress display
  • Easy collaboration 
  • Regular project updates
  • Workflow templates
  • Highly customisable

Why is Monday.com Good for Improving Productivity?

Monday.com helps your team to be productive by providing you with a centralised view of all your ongoing projects, allowing you to assign work to team members, to customise your tasks and provide regular project updates to your team. 

This project management software will reduce the amount of time needed delegating tasks and helps to avoid any confusion over individual tasks. In turn, this will provide you and your team members with more time to get on with your work.

Focus@Will

If you really want to pull out all the stops, then Focus@Will is one of the best pieces of productivity software for you.

Based on neuroscience, the app helps to build personalised sound profiles for each of your team members, based on their personality and the type of worker they are. Whether they’re a creative, logical or analytical thinker, Focus@Will will provide them with music to increase productivity, happiness and focus.

But don’t expect a tailored playlist – Focus@Will focuses on specifically engineered music which helps to reduce distractions, working in the background to keep your brain soothed and focused on the task at hand.

Features:

  • Reduces distractions
  • Helps to avoid daydreaming 
  • Tailored to individual personalities
  • Science-based learning

How can Focus@Will Increase Productivity?

Focus@Will uses science-based learning to provide each member of your team with music to keep them focused on the task at hand. Their studies have shown a 200-400% increase in focus during the time the app is in use, demonstrating that their system can help to keep users ‘in the zone’, thus, increasing productivity.

Basecamp

Basecamp is another great project management system which provides you and your team with a detailed overview of all the tasks at hand. This user-friendly platform is perfect for small and large teams, assisting with project collaboration and improving productivity.

Features:

  • Assign projects to individuals
  • Stakeholder project overview 
  • Deadline reminders
  • Create to-do lists
  • Message boards/online chat
  • Upload and store files
  • Easy reporting

How Does Basecamp Improve Productivity?

Similar to Monday.com, Basecamp can help to boost productivity within your team by providing a centralised place for each member to view and delegate tasks, chat with team members and receive deadline notifications to ensure nothing is missed. 

Additionally, Basecamp reduces the need for regular team catch-ups and project status meetings, allowing your team to get on with their work and ensure every project is completed within the deadline. 

Eternity Time Log

Whether you’re concerned about your team’s work/life balance, or you’re just keen to ensure your team remain happy in both their work and home life, Eternity Time Log is the ideal tool for you. 

Eternity time log helps your team to break down their day into three parts – work, play and rest. The app allows you to track your time throughout the day, from time spent on tasks at work, to how much time was spent on leisure activities, such as the gym or watching TV. 

This app is especially useful for small business owners. It helps you to ensure you’re being productive at work, but also ensures you’re spend more time sleeping or spending time with your family. That means it helps you to remain healthy and happy while running a business successfully.

Features:

  • Timer 
  • Add notes to each time entry 
  • Create tasks and sub-tasks
  • Detailed pie chart reporting

Can Eternity Time App Help With Productivity?

Similar to RescueTime, Eternity Time App can help you and your team to establish exactly how your time is spent, both at home and at work. 

This detailed feedback in the form of pie charts will give you an overview of how you’re spending your time, helping you to analyse the data and allow you to take action. 

If you notice you and your team members are not dedicating enough time to sleep and leisure activities, which can reduce productivity, you can encourage your staff to allocate more time to these activities, helping to keep your staff happy, healthy and productive.

Co-working spaces can also help you to improve your productivity. From providing a collaborative workspace to allow you to get your work done, to membership perks to increase morale – co-working is great for both small business owners and freelancers alike. Explore our membership packages to see how UseSpace can help you.

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