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Work organization tools: Overview of the most important solutions

4 min read

And suddenly one workday has so much more to offer! Having the appropriate organization tools for an efficient workflow means your team is no longer stuck for hours in its mailbox. Instead, it’s easily juggling different customers and projects and is on top communicating effectively and independent of place and time. Sorry to Excel lists and Post-its – but there are better solutions for companies and public authorities to organize work.

In the following we give you a short introduction of the most important work organization tools for more productivity.

Which tools are there for digital work organization?

You can optimize work organization in your team in many instances. For that, there are amongst others following individual solutions available.

Asana & Trello for task and project management

They replace the classical to-do-lists. With these work organization tools projects can be created, members be invited and tasks be assigned as well as scheduled. On digital portfolio-boards and kanban-boards you can place as many task cards as you wish. There, attachments, deadlines and checklists can be deposited and the team members are able comment on tasks and rate them.

MS Teams & Slack for communication

Being part of the Microsoft Office package Teams is widely used. The chat-based tool enables phone and video meetings, shows the course of chats and allows your team to work collaboratively on documents. There are multiple adjustments possible and thanks to register cards often used applications are always at hand.
An alternative is the simple communication platform Slack. Here, so called channels are for example allocated to certain topics. As many invited team members as whished can chat together and thanks to the @-function speak directly to one another. Moreover, the team communication includes the exchange of documents and links.

Zoom for online meetings

If you want to work together efficiently, online meetings are a must. Unlike during phone calls, team members can see each other. Like that personal relationships among the team members can be built more easily and the contact in the team will get closer. Therefor video-calls can support team building.

Notion for knowledge management

Notion helps solo self-employed workers as well as whole teams to improve their work organization. On the platform projects and tasks can be managed and knowledge be collected and made available in databases and wikis. In addition, notes and documents can be shared with others.

Miro as a whiteboard

The online whiteboard Miro enables teams to collect ideas and opinions, organize tasks and work out strategies. In the same building or remote: The collaboration can take place in real time or the team members work time-displaced on the same whiteboard.

Doodle for surveys

To find the fitting date for the next meeting without any bigger (temporal) effort or to get a quick overview of opinions on a certain topic? No problem with the survey tool Doodle. Just pose a question, propose dates or bring several statements up for discussion and invite the participants via e-mail to participate in the survey.

Dropbox for managing documents

While formerly there existed walk-in archives, now, documents are managed digitally, especially in modern work organization environments. The cloud-based software solution Dropbox allows you and your team to access the in the cloud stored data from every terminal at all times. An individual register makes it possible to sort online documents by customers or projects and quickly find them again.

Very cool what the digital work organization has to offer! Right?!
The various individual solutions really have something to offer when it comes to efficient work organization. However, each tool only focuses on a specific area. As with a top soccer club, it's not just about having as many stars as possible. They also have to play together perfectly to win the championship. This is precisely the problem with several individual solutions: Sometimes tool-hopping costs a lot of time (and money) and there is often a lack of precisely fitting interfaces. This ultimately leaves a lot of room for improvement.

What to do, when you don’t want to spend money on X individual solutions?

An all-in-one-solution like Stackfield is a useful alternative. You get a tool made from one piece that already has every important feature included. So, it does not only pay for itself regarding efficiency but also regarding the budget: You don’t spend money on ten softwares and instead only purchase one product.

Advantages of an all-in-one-solution at one glance:

  • Smooth Workflow: Even though individual solutions support integrations, you still have to switch between different tools. That hinders the workflow. Using an all-in-one-tool prevents that and your team stays focused. Individual solutions are in addition only temporarily productive.
  • ONE user interface: An all-in-one-solution allows users to navigate constantly on one user interface. They therefor only have to be trained for one software.
  • Quick access to important information: Relevant information is not distributed on several platforms and tools but is always available thanks to a global search feature within the tool.
  • Easy user and rights management: Access and editing rights only have to be adjusted in one tool if team members change or new tasks need to be assigned.
  • Straightforward accounting: If you only have to buy accounts and licences for one software, the accounting is way more easier and costs are reduced.
  • ONE approval process: Especially in sectors with long and elaborate processes of approval, it is of advantage, when only one tool, that still has all the needed features, is undergoing the process.
  • What about data privacy?!
    Especially in sectors working with sensible data like public authorities, banks and insurances most of the introduced individual solutions are out of the question due to data security guidelines. Opposed to that, Stackfield as an all-in-one-tool is fulfilling the highest requirements like DSGVO and being certified according to ISO 27001, 27017 and 27018. As a German tool with a server site in Germany Stackfield is approved for data sensible sectors.

    Which work organization tool is the best for you and your team?

    All of the introduced work organization tools do have their highlights and are able to provide more productivity and bring therefor more fun into the daily work of teams. In order for a tool to unlock its full potential, it has to fit to you and your team – and the individual requirements of your company and sector. Only then the (digital) revolution in the office can start!

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Cristian Mudure
About the Author:
Cristian Mudure is the Founder and CEO of Stackfield. He loves digital business models and spends his spare time on the tennis court.
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