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Working Smarter Not Harder | 22 Of Our Favorite Productivity Apps

Collaboration Software Buyer's Guide
productivity apps

With countless productivity app options available, it can be overwhelming to determine which ones actually deliver on their promises.

The challenge becomes even greater in today’s shifting remote work dynamics and diverse team requirements. That’s why there is an urgent need to adopt tools that cater to individual and company-wide productivity needs.

In this article, we’ll delve into the top productivity apps, segmented by their core functions, to provide a comprehensive guide tailored to every business context. Whether you’re looking for team collaboration solutions or individual task-tracking tools, we’ve got you covered.

One of the pain points we’ll address is the overwhelming array of productivity apps available, which makes it difficult to choose the right one for your needs. We understand the frustration of investing time and resources into a tool that doesn’t deliver the expected results. Our goal is to help you navigate through the sea of options and identify the apps that will truly enhance your productivity.

Inefficient team collaboration is another common challenge that can lead to project delays. We’ll explore apps that facilitate seamless communication, task assignment, and project management, ensuring that your team stays on track and delivers results on time.

Tracking individual and team tasks can be a challenge, resulting in missed deadlines and a lack of accountability. We’ll highlight apps that offer robust task management features, allowing you to stay organized and prioritize your work effectively.

Inadequate tools for business-specific needs can lead to patchy integrations and workflow disruptions, which is why we’ll focus on apps that cater to different industries and business requirements, ensuring smooth integration and enhancing workflow efficiency.

With remote teams becoming more prevalent, keeping everyone aligned and on the same page can be difficult. We’ll explore apps that enable effective remote collaboration, fostering a cohesive work environment regardless of geographical location.

By the end of this article, you’ll have a clear understanding of the top productivity apps available, and you’ll be equipped to select the best tools that drive growth, enhance productivity, and create a harmonious work environment.

Let’s begin.

Communication Tools for Seamless Team Interactions

Communication tools that enable seamless team interactions are crucial for efficient collaboration. Instant messaging, video conferencing, and file sharing all facilitate real-time information exchange. With the global increase in remote work, these tools bridge the gap between team members, improving productivity and decision-making while fostering a sense of connection and teamwork.

Three notable options for seamless team interactions are:

1. Beekeeper

Beekeeper is a frontline success system that is specifically designed for frontline employees. It provides a secure and reliable way for these workers to stay connected in real time. With Beekeeper, frontline teams can easily come together to solve problems, overcome obstacles, and get things done efficiently. This app is particularly useful for businesses that rely on frontline workers and want to optimize their productivity. By streamlining internal communication, improving the onboarding process, and providing easy access to ongoing learning materials, Beekeeper helps businesses create a supportive environment for their frontline workforce.

2. Slack

Slack is another popular communication tool that offers seamless team interactions. It provides a platform for instant messaging, file sharing, and collaboration. With Slack, team members can easily communicate, share ideas, and work on projects together. The app allows for the creation of channels, where teams can organize their conversations and files based on different topics or projects. Slack also integrates with various other tools and services, making it a versatile platform for team collaboration.

3. Microsoft Teams

Microsoft Teams is a comprehensive communication and collaboration platform that is part of the Microsoft Office 365 suite. It offers features such as chat, video conferencing, file sharing, and project management. Microsoft Teams allows teams to work together seamlessly, regardless of their location. It enables real-time collaboration on documents, scheduling meetings, and integrating with other Microsoft tools like SharePoint and Outlook. With Microsoft Teams, teams can efficiently communicate, collaborate, and stay organized, making it a solid choice for seamless team interactions.

Project Management Tools for Nailing Deadlines

Project management tools provide a centralized platform for teams to plan, track, and manage tasks and milestones. These tools offer features like task assignments, progress tracking, and deadline reminders, ensuring that projects stay on schedule and deadlines are met successfully.

Here are three we’d recommend:

4. Trello

Trello has a user-friendly interface and intuitive features that make it easy for teams to stay organized and on track. The visual board system allows users to create boards, lists, and cards to represent tasks and milestones. This visual representation promotes transparency and accountability, ensuring everyone is aware of their responsibilities and deadlines. Trello offers features like due dates, checklists, and labels, allowing teams to prioritize tasks, set specific deadlines, and categorize items. Notifications and reminders help team members stay updated and avoid missing deadlines. The collaboration aspect of Trello enables efficient communication and coordination within the cards, making it easy to address issues and make necessary adjustments. Trello also integrates with various tools and platforms, streamlining workflows and centralizing project management.

5. Asana

Asana’s task management system allows teams to create tasks, assign them to team members, and set due dates. One of Asana’s standout features is its ability to break down projects into smaller, manageable tasks. This helps teams visualize the steps needed to complete a project and ensures that each task has a clear deadline. Asana also provides a centralized platform for communication and collaboration, allowing team members to discuss tasks, share files, and provide updates in real-time. Asana’s automated reminders and notifications enable team members to stay on top of their deadlines and avoid missing important milestones. The platform’s intuitive interface and seamless integration with other tools further enhance productivity and efficiency.

6. Jira

With its robust features and customizable workflows, Jira provides a comprehensive solution for managing projects and ensuring timely completion. One of Jira’s key strengths is its ability to create and track tasks through customizable boards and workflows. These boards allow teams to visualize their project progress, identify bottlenecks, and prioritize tasks to meet deadlines effectively. Jira also offers agile project management capabilities, making it ideal for teams working in iterative development cycles. Jira’s integrated calendar and scheduling features enable teams to set clear deadlines and allocate resources accordingly. It provides real-time updates and notifications, ensuring that team members are aware of approaching deadlines and can take necessary actions to meet them.

Time Management Tools for Mastering Your Hours

Time management tools help you prioritize tasks, stay organized, and make the most efficient use of your time. These tools allow you to create schedules, set reminders, and track your progress, ensuring that you stay on track and meet deadlines. They also provide insights into how you are spending your time, helping you identify areas where you can improve productivity and eliminate time-wasting activities.

Let’s look at three effective time management options:

7. RescueTime

RescueTime is a powerful time management tool that helps you understand how you spend your time on your computer and mobile devices. It runs in the background, tracking the apps and websites you use, and provides detailed reports on your daily activities. With RescueTime, you can set goals, block distracting websites, and receive alerts when you spend too much time on unproductive tasks. This tool provides valuable insights into your productivity patterns, helping you identify areas for improvement and make adjustments to your workflow.

8. Toggl

Toggl is a popular time tracking tool that allows you to keep track of how you spend your time. With Toggl, you can easily start a timer for each task and project you work on, and it will accurately record the time spent. You can categorize your time entries, create reports, and analyze your productivity. Toggl also offers integrations with other tools, making it easy to sync your time entries with project management software or calendar apps. With its simple and intuitive interface, Toggl makes it effortless to track and manage your time, helping you stay focused and accountable.

9. Clockify

Clockify is a free time tracking tool that allows you to keep track of how you spend your time on different tasks and projects. With Clockify, you can create timers, enter manual time entries, and categorize your activities. It provides detailed reports and insights into your time usage, allowing you to analyze your productivity and identify areas for improvement. Clockify also offers integrations with other popular tools, making it easy to sync your time entries and streamline your workflow. Whether you are working individually or in a team, Clockify enables you to manage your time effectively and make the most out of your hours.

File Sharing and Collaboration Tools for Effortless Teamwork

File sharing and collaboration tools enable seamless communication, efficient document sharing, and streamlined project management. These tools allow team members to work together in real-time, regardless of their physical location, fostering collaboration and enhancing productivity. By providing a centralized platform for storing and sharing files, these tools eliminate the need for endless email chains and confusing file versions. They often offer features like task assignment, progress tracking, and commenting, facilitating effective project management.

Our top picks are:

10. Dropbox Business

With its cloud-based storage and intuitive interface, Dropbox Business allows teams to easily store, organize, and share files, ensuring that everyone has access to the most up-to-date versions. Its seamless integration with various productivity apps like Microsoft Office and Google Docs makes collaboration and editing a breeze. Dropbox Business also offers advanced features such as file recovery, version history, and granular permissions, enabling efficient file management. With robust security measures, including data encryption and two-factor authentication, Dropbox Business ensures that your files are protected. Overall, Dropbox Business helps streamline workflows, minimize time spent searching for files, and enhance team productivity.

11. Google Workspace

Formerly known as G Suite, Google Workspace is a comprehensive suite of productivity tools that includes Gmail, Google Drive, Google Docs, Google Sheets, and more. With its cloud-based approach, Google Workspace allows teams to collaborate in real-time, making it an excellent time management tool. Its intuitive interface and easy file sharing capabilities enable seamless collaboration and efficient document management. With features like shared calendars, task management, and video conferencing, Google Workspace helps teams stay organized and focused. Its powerful search functionality and integration with other Google services make finding and accessing files a quick and easy process. Google Workspace keeps teams connected and productive, allowing them to make the most of their working hours.

12. Microsoft 365

Microsoft 365 is a comprehensive suite of productivity tools that includes popular apps like Word, Excel, PowerPoint, and Outlook. With its cloud-based storage and collaboration features, Microsoft 365 enables teams to work together seamlessly, increasing productivity and time management. Teams can share files and collaborate in real-time, eliminating the need for back-and-forth emails and version control issues. Microsoft 365 offers a range of features like task management, shared calendars, and video conferencing, allowing teams to stay organized and focused on their goals. Its integration with other Microsoft tools and services enhances productivity, enabling seamless workflows. With its robust security measures and data protection features, Microsoft 365 ensures that files are safe and secure.

Note-Taking and Brainstorming Tools for Capturing Every Spark of Genius

Note-taking and brainstorming tools allow employees to record meeting discussions, action items, and important information, ensuring that nothing is missed or forgotten. They enable teams to brainstorm and capture ideas in real-time, fostering creativity and innovation. They also allow for easy sharing and collaboration by providing a structured and organized approach to information management.

Let’s look at two popular options:

13. Evernote Business

Evernote Business is a powerful note-taking tool that allows users to capture and organize information in various formats, including text, images, audio, and web clippings. With its search capabilities and easy-to-use interface, teams can quickly find and access important notes, ensuring efficient collaboration and knowledge sharing. Evernote Business also offers features like document scanning, annotation, and integration with other business tools, making it a comprehensive solution for information management. It also provides advanced security and administrative controls so that sensitive business information remains protected.

14. Notion

Notion is a versatile all-in-one workspace that serves as both a note-taking and project management tool. It allows users to create and organize notes, tasks, and databases in a flexible and customizable layout. With its drag-and-drop interface and powerful collaboration features, teams can easily collaborate and share information in real-time. Notion also offers advanced features like kanban boards, calendar views, and integrations with other tools, enabling teams to manage projects and workflows seamlessly. Its ability to handle complex information structures and its intuitive design make it a popular choice for businesses of all sizes.

Document Automation and E-Signature Tools for Streamlining Paperwork

These tools eliminate the need for manual paperwork, allowing businesses to create, manage, and distribute documents electronically. By automating document creation and workflows, businesses can ensure consistency and accuracy in their documentation. E-signature tools enable businesses to obtain legally binding signatures electronically, eliminating the need for physical documents and in-person meetings. This not only saves time but also improves accessibility and enhances the overall customer experience. Moreover, these tools enhance data security by providing encryption and audit trails, ensuring the confidentiality and integrity of important business documents.

Our top two picks are:

15. DocuSign

DocuSign is an e-signature tool that allows businesses to send, sign, and manage documents electronically. It simplifies the process of obtaining signatures, eliminating the need for printing, scanning, and mailing physical documents. DocuSign offers a secure and legally binding platform, ensuring the authenticity and integrity of signed documents. With features like templates and automated workflows, businesses can streamline their document signing processes and improve efficiency. DocuSign also integrates with popular business software, making it easy to incorporate e-signatures into existing workflows.

16. PandaDoc

PandaDoc is a comprehensive document automation platform that goes beyond just e-signatures. It allows businesses to create, send, track, and sign documents all in one place. With PandaDoc, businesses can create professional-looking proposals, contracts, and other documents using pre-built templates and drag-and-drop functionality. The platform also enables collaboration, allowing multiple team members to work on a document simultaneously. PandaDoc offers features like document tracking, analytics, and electronic payments, making it a powerful tool for streamlining the entire document lifecycle. It also integrates with popular CRM and project management software, enhancing workflow efficiency and productivity.

Customer Support and Ticketing Tools for Exceeding Expectations

Customer support and ticketing tools help businesses manage and respond to customer queries, complaints, and requests. They allow businesses to track and prioritize customer issues, assign them to the relevant team members, and ensure timely resolution. These tools also enable businesses to maintain a record of customer interactions, facilitating personalized and targeted support. By using them, businesses can enhance their customer service, build trust, and improve overall customer experiences, leading to increased customer loyalty and retention.

Two great options are:

17. Zendesk

With Zendesk, businesses can create a centralized help desk system to streamline customer support operations. The tool allows businesses to categorize and prioritize customer tickets, assign them to the appropriate team members, and track their progress in resolving them. Zendesk also offers various features like live chat, self-service portals, and knowledge bases, enabling businesses to provide efficient and personalized support to their customers. The reporting and analytics capabilities of Zendesk help businesses gain insights into their support performance and identify areas for improvement.

18. Freshdesk

Freshdesk offers a user-friendly interface that allows businesses to manage customer queries, complaints, and requests efficiently. With Freshdesk, businesses can automate ticket routing, assign tickets to the right agents, and track their progress. The tool also offers a knowledge base feature that allows businesses to create self-service portals, enabling customers to find answers to their queries independently. Freshdesk also provides collaboration tools, allowing team members to collaborate and resolve tickets together. With its reporting and analytics capabilities, Freshdesk helps businesses analyze their support performance, identify bottlenecks, and make informed decisions to improve customer satisfaction.

Marketing Automation Tools for Boosting Your Brand’s Reach

With marketing automation, businesses can automate email campaigns, lead generation, social media management, and customer relationship management. By automating these processes, businesses can nurture leads, build stronger customer relationships, and increase conversions. Marketing automation tools also provide valuable insights and analytics, allowing businesses to track and measure the success of their marketing efforts. These tools help businesses optimize their marketing strategies, improve customer engagement, and drive revenue growth.

Our recommendations are:

19. Mailchimp

With Mailchimp, businesses can design professional-looking email templates, segment their email list, and schedule automated email campaigns. The platform also offers advanced features like A/B testing, personalized recommendations, and tracking and analytics to measure the success of email campaigns. Mailchimp integrates with other marketing tools and platforms, making it easy to manage all marketing efforts in one place. Mailchimp is a user-friendly and powerful tool for businesses of all sizes to engage with their audience through email marketing.

20. HubSpot Marketing Hub

HubSpot Marketing Hub is an all-in-one marketing automation platform that helps businesses attract and engage customers. It offers a wide range of features, including email marketing, lead generation, social media management, content creation, analytics, and more. With HubSpot Marketing Hub, businesses can create personalized and targeted marketing campaigns, automate workflows, and track the success of their marketing efforts. The platform also provides valuable insights and analytics, allowing businesses to make data-driven decisions and optimize their marketing strategies. HubSpot Marketing Hub integrates seamlessly with other HubSpot tools, providing a comprehensive solution for businesses to manage their marketing activities effectively.

Inventory Management Tools for Keeping Your Stock in Check

Inventory management tools provide businesses with real-time visibility into their inventory, allowing them to track stock levels accurately, avoid stockouts or overstocking, and make informed purchasing decisions. By efficiently managing inventory, businesses can reduce carrying costs, minimize wastage, and improve cash flow. Inventory management tools also enable businesses to forecast demand, plan production, and optimize order fulfillment, improving customer satisfaction. These tools help businesses save time, reduce costs, and increase operational efficiency.

21. Zoho Inventory

With Zoho Inventory, businesses can effectively track and manage inventory levels, streamline order fulfillment processes, and automate reordering to ensure optimal stock levels. The tool also integrates seamlessly with other Zoho applications like Zoho CRM and Zoho Books, allowing businesses to have a holistic view of their operations. Zoho Inventory provides detailed reporting and analytics capabilities, enabling businesses to gain valuable insights into their inventory performance and make data-driven decisions. The user-friendly interface makes it easy for businesses to navigate and utilize the tool efficiently.

22. QuickBooks Commerce

QuickBooks Commerce is a cloud-based inventory management tool designed specifically for eCommerce businesses. This tool offers a range of features to help businesses manage their inventory across multiple sales channels and marketplaces. It allows businesses to synchronize stock levels in real-time, automate order fulfillment, and track inventory movements accurately. The tool also provides advanced inventory control features like batch and expiry tracking to ensure efficient inventory management. With its seamless integration with other QuickBooks applications, businesses can easily manage their finances and inventory in one platform, improving efficiency and accuracy. 

Build Your Tech Stack with the Right Productivity Apps

When selecting productivity apps for your tech stack, consider how they can work together seamlessly. For example, project management tools like Trello or Asana can be integrated with communication tools like Slack or Microsoft Teams to ensure efficient collaboration and task management. Similarly, CRM tools like HubSpot can integrate with email marketing tools like Mailchimp to automate customer communication and nurture leads.

One solution that enhances productivity and communication is Beekeeper. Beekeeper enables frontline businesses to centralize and streamline their communication channels with features like real-time messaging, task management, and team collaboration. Though Beekeeper is a comprehensive platform, it can complement other productivity apps in your tech stack to create a more connected and efficient workflow.

By carefully selecting and integrating tools that complement each other, businesses can build a tech stack that maximizes productivity, improves communication, and enhances overall efficiency.

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