16 Ways to Use Technology to Boost Workplace Productivity
Putting together a productive and collaborative team is a daunting task. So, augmenting the overall performance of your team should always a continuous process. And you must be aware that low productivity negatively affects organizations in terms of employee engagement, revenue, and work quality.
However, all’s not lost. Companies and businesses can improve their productivity in several ways, and one of those ways is the use of the latest technology.
In today’s increasingly digitized world, studies revealed that 40% of workers left an organization because the company lacked access to cutting-edge digital tools. Since you have known how to identify and keep top talent in your organization, you wouldn’t want them leaving your company.
It is fair to believe that the daily encounter with some form of technology has made life easier. Technology has made groundbreaking impact in every area of life, of which the workplace is a part of.
Regardless of the company or work environment, technology is undoubtedly one of the major contributors to productivity. It becomes necessary to look deeply into the ways it is capable of increasing productivity in the workplace.
Although there are countless ways technology increases workplace productivity, this article will look at sixteen (16) of them and also show you some software you can use.
Read along to know the ways you can use technology to increase workplace productivity.
1. Makes Work Faster And Seamless
“Get it done before the deadline” may sound like every employer’s favorite work line, but it is the hallmark of productivity.
Since work done faster before any given deadline leaves more room for other tasks to be achieved, productivity can be said to have taken place. And as it is known, technology is a proven way to get those tasks done seamlessly without setbacks.
An employee’s use of simple technology like Wi-Fi gives them complete control over the network and massive data that enables them to access vital information in seconds, leaving room for a lot of other tasks to be accomplished.
2. Enables Solid Workplace Collaboration
Efficient workplace collaboration which improves team performance, problem-solving ability, communication, and innovation skill of workers is essential in creating a productive workflow.
Technology happens to allow for efficient workplace collaboration by creating a seamless avenue for workers to come together and complete a project, develop ideas, and solve problems.
Technologies such as Zoom, WebEx, Skype, Slack, and its likes enables employees to schedule meetings, share screen, transfer vital files, send business messages, and boost productivity.
With the presence of technologies in the workplace that enable collaboration amongst employees, business operations become optimized, and the potential for success propels.
3. Streamlines Daily Small Tasks
Sometimes, an employee’s 5-minutes walk to another office could be what they need to get another task done.
To put it, there are some little tasks in the workplace that requires some seconds or minutes. These tasks, when looked at, could seem not capable of consuming time.
But say this 2-minute simple tasks are added and piled up, they become hours of working time.
The introduction of technology in the workplace sees to the effect that simple 2 to 5 minutes tasks are gotten rid of and hours of working time is put to productive use.
4. Technology Enables Productivity By Enabling Seamless Project Management
A large work environment makes it difficult to keep tap on all the employees involved in different projects.
And as this is the case, it becomes necessary for firms to invest in project management technologies.
Training and development are so important to any team and they help to avoid problems associated with project management like miscommunication, unrealistic goals setting, and deadline.
Improper management of a project negates productivity. With the availability of the right technology, projects become accomplished through efficient collaboration and communication, better scheduling of tasks, and better budgeting.
Project Management technology in the workplace tears apart the communication barrier between employees and allows for the transfer of updates thereby creating alignment.
The right software also allows for better scheduling of workers to tasks and efficient budget plans.
5. Enables An Environment For Remote Working
The covid-19 pandemic left a lot of lessons to be learned to businesses. With the shut down of operations all over the world, the majority of office workers switched to remote working.
This unprecedented turn of events in the business world leaves room for questions on whether remote work facilitates productivity. It has proven that remote workers tend to be more productive than their office counterparts.
As remote working equates to the likelihood of higher productivity, the right technology in the workplace can allow for workers to be more productive even when working from their home.
Besides, there are tips that can make you work remotely and still stay productive.
6. Improves Employees Workplace Engagement
The continuous emphasis on employees engagement by employers is not without reason.
At first, worker’s engagement and workplace productivity can be said to be two independent terminologies, but the latter is dependent on the former.
Worker’s engagement is essential for productivity, and technology is a known tool for bolstering worker’s engagement.
The availability of technology that simplifies daily tasks, quickens the completion of tasks, and permits easy access to information or files can level up the engagement rate of employees in the workplace.
This is as a result of the convenience and comfort that accompanies the use of technology.
Therefore, the use of technology in the workplace triggers employees engagement which in turn has a direct impact on work output.
7. Assist In The Process of Hiring and Recruitment
The drivers of productivity in any work environment are the workers. No business can stand the test of time without the existence of productive employees in it.
This makes it harder for employers who are burdened with finding the right candidate for a role.
Technology makes this easy. For example, Background Check technology verifies a candidate credential, and Virtual tech assist the interview process.
Technology creates an avenue for job seekers to connect with firms in need of their services, and it allows employers to scan job boards and professional network sites in search of the right candidates.
With the existence of technology like ATS Integration that track and screen applicants in the hiring process, it can be implied that the employer’s task of finding productive workers becomes less challenging.
Great HR strategies plus appropriate workplace technology would make your entire hiring process seamless and lasting.
8. Help in Coordination
The different units in a workplace are tasked with unique roles to play on the basis of their expertise. As the employees in the different units perform their jobs with the aim of achieving a goal, it is communication that keeps them together.
The act of coordination which involves organizing people to enable the facilitation of work produces productivity. But for coordination to exist, there has to be communication. It is technology that provides this means of communication.
As workers adopt the easier way of communicate to other workers in another unit, time gets saved for other tasks to be done, thereby encouraging productivity.
9. Keeps Lines of Communication Open
As it is said, “Good communication is the bridge between clarity and confusion.” A business, whether small or big, is capable of moving up its chart through the effective communication of facts and ideas.
A statistics conducted by the expert market have revealed how open and effective communication can increase business productivity by 25%. So to say, the presence of effective communication in the workplace improves understanding of business operations and reduces the intensity of conflicts and misunderstandings.
As communication enables productivity, technology on the other hand keeps the line of communication open for productivity to take place.
10. Connects Dispersed Workforce
As businesses continue to buy into the idea of remote work, employees are left to find means that enable them to overcome their biggest problem which is loneliness.
The feeling of loneliness is known to have an effect on the performance of workers and their productivity. Hence, it becomes important to eliminate loneliness.
Technology provides a means for dispersed workforce to connect and engage with one another.
In the process of engaging with one another, ideas can be shared, and vital work information can be passed across, thereby increasing employee productivity level.
11. Enables More Strategic Planning and Time Management
Strategic planning means a lot of different things to different companies. To some, it means analyzing strengths, weaknesses, threats, and opportunities and finding ways to make the best of it. To some other firms, the process becomes complicated.
Whatever it is, the fact remains that the process of strategic planning is a fragile process. Any overlooked fact or overstated fact in the process of strategic planning is capable of shaking the productivity level of a business.
But in this world where technology is changing the story of everything, strategic business planning becomes easier and time-saving.
With the right technology to monitor key metrics and business indicators, businesses can gain better insight into their performances, thereby allowing them to make strategic plans that increases productivity.
12. Facilitates Continuous Learning
Digital learning as the new normal has broken the limits to learning. Whether you are an artists, a copywriter, or working in the professional sector, technology has made it easy to learn.
This advantage that comes with technology is most beneficial to employees who are in the never-ending cycle of work with no opportunity to go further in their education.
With digital learning technology in the workplace, employees can stay competitive in their field of work. For example, librarians can also get digital skills from the comfort of their libraries.
As networking sites, social media platforms, and virtual resources provide a means of access to insightful information, employees become updated on the latest trends and systems peculiar to their line of work, thereby enhancing productivity.
13. Simplifies Tracking and Monitoring Process
Keeping track of employee’s activities and performance is a daunting necessity as well as a productive activity for businesses.
But with the appropriate technology, businesses can better monitor and keep track of the movement of products, employees, and equipment.
Although there are downsides to employee monitoring, such as lack of trust between managers and workers.
However, tracking and monitoring technologies do best in boosting the productivity of workers and maintaining accountability.
With the knowledge of a monitoring technology in place, employees become conscious of their environment. This consciousness triggers them to perform better in their work endeavors.
14. Improve Customer Service
The customer service unit is the backbone of any organization, hence the reason for the massive attention towards it.
The ability to meet consumer’s needs quickly and efficiently is one of the key drivers of productivity. In a way, technology makes it possible to meet these needs.
The presence of technology in a work environment allows customer service rep to automate their responses to customers.
It provide a unified and seamless customer experience, access consumers buying habits, and enable the increase in the speed of customer interaction with customer services reps.
The process in which technology streamlines operations in the customer service unit by reducing staff processes and costs is productive in nature.
15. Improve Level of Efficiency
Technology takes productivity to a whole new level by its increase of efficiency in the workplace.
With technology assisting in performing tasks, the amount of goals that workers achieve increases overtime, with the production cost decreasing as well.
16. Bolster Innovation and Creativity
As creativity is the driver of productivity in the workplace, it is technology that begets creativity. You need to be able to establish (and track) productivity metrics, upgrade office computers cost effectively, and strive to create a collaborative workplace environment.
Employees are most likely to put in more effort and be productive in an environment that makes it easier for them to do so.
To simply put it, repetitive daily tasks and a lack of avenue to share and develop ideas can take a toll on workers and stifle their potential.
But with the introduction of technology that simplifies tasks and provides communication platform to share ideas, employees become left with ample time to be innovative and creative.
Therefore, in summary, technology enhances creativity and innovation in the workplace, which in turn triggers the productivity of workers.
Examples of workplace software
1. Employee engagement software
It is vital to recognize and appreciate employees & staff that go above and beyond by using an employee engagement software.
The software doesn’t limit recognition only from the management, but co-workers can also use it to thank their colleagues for facilitating their jobs or assisting them with a project.
The use of employee engagement software gives you the qualities of a good team player and also creates a culture of teamwork. In fact, such software encourages employees to function at their best. You can use it to reward employees in the form of gift cards or other incentives.
Some of the well-known and popularly used employee engagement platforms are 15Five, Kudos, ClearCompany, Spinify, MangoApps, etc.
2. Communication Software
Effective communication is important if you want to make your team 20 times more productive. Even then, some organizations sit on the fence when it comes to investing their efforts and time into software that enhances team communication.
Businesses have had to suffer huge losses due to miscommunication between the team members. Fortunately, you have access to advanced technology and solutions for teams of all sizes.
Video conferencing apps, team messengers, and similar apps are available to improve internal communication and productivity dramatically. Tribe, Tetra, Zoom, Chanty, and Slack are a few communication platforms that businesses can consider using.
3. Project or task management software
Have you ever experienced project delays while searching for a crucial document? Had your PC or laptop crashed with all the necessary files? Did you urgently need some assets sent but had a member of the team stuck in traffic?
Unfortunately, these problems are all too common, and they can result in project setbacks and delays.
Having all your assets, projects, and milestones easily accessible and in sync can significantly increase team performance. In addition, it can be the competitive advantage that you need to stand apart from your competitors.
So, it shouldn’t come as a surprise that more than half of enterprises today run their workloads in the cloud. It doesn’t matter what industry your business belongs to or the size of your company.
Hoping to improve productivity and collaboration between team members that make businesses successful? Utilize project management tools, such as Asana, Wrike, and Basecamp.
4. Time Tracking
You can’t improve team productivity if you cannot measure it. Making use of time tracking tools like Toggle and TimeBoy will help you to understand the following –
- The most productive hours of your employees
- The time wasted during work hours and the causes of distractions
Then, you can make the most use of your time and find ways to motivate your team.
5. Snipping Software
In workplaces, screenshots have several uses. Its uses have increased manifold since the outbreak of the coronavirus. As people work from home, screenshots make it easier to provide work instructions and make remote working fuss-free.
You can use screenshots to notify your team regarding website issues or explain what a team member should do on a specific project.
There are myriad ways to take a screenshot, like screen capture software. While PC users can stick to the pre-installed snipping tool, Mac users can use Command + Shift + 4 keyboard tricks to take a screenshot.
However, sometimes, this isn’t enough, and you need snipping tools. These tools help users boost the work started by a Mac keyboard shortcut or Windows PC app.
Besides screenshotting functionality, these tools come equipped with editing tools that allow users to modify screenshots and take them to the next level.
If you are using a Mac, setapp can be used as a snipping tool. If you’re a Windows user, you can click Start > type Snipping Tool > press Enter. Alternatively, you can use third-party snipping tools like Greenshot, Snagit, and FastStone Capture.
The benefits of using snipping tools are:
- You can add notes to make sure the message that your screenshot conveys is as clear as possible. Collaboration and communication between colleagues improves by using markup features like texts, arrows, lines, and more.
- You can create GIFs so that the screenshot turns into a clear set of instructions.
- Capture an entire window and share with colleagues.
- You can also record videos or edit images to make the screenshot as easily understandable as possible.
The presence of technology in the workplace is a two-edged sword. It can increase the productivity level of a business depending on how well you use it. Nevertheless, there is no denying that the pros overshadow the cons of it.
From the above-listed ways in which technology contributes to productivity, it is clear how deeply connected technology is to the modern workplace. Hence, technology and productivity are related.
So, have you integrated technology into your workplace? If not, join the bandwagon and seamlessly improve the productivity of your team. You can drop your thoughts in the comment section!