Let’s face it, too often we wake up thinking, “how am I going to get everything done today?” It’s a very real worry that many people face in the morning. The good news is that we live in the age of technology, which is constantly evolving to create new ways to streamline day-to-day operations in order to improve efficiency. Whether it’s a device, an app, a programme or a new system, there are endless tools that can help with menial everyday tasks and activities.

To improve efficiency in the agency life we’ve listed five everyday tasks in the workplace that technology can assist with considerably, along with the top tools that are suggested for each of these.

1. Storage

While it may ring true that content is king, in an increasingly information-rich environment, content mismanagement is a serious risk that could result in business disruption. To mitigate this risk, businesses need to find a way to effectively store and organise their content – be it images, videos, articles or music. Ideally, this content needs to be stored somewhere safe, accessible and off your laptop.

Storage clouds have become a vital productivity tool for mobile workers and virtual teams allowing them to store files online and share them anytime, while keeping everything secure.

Great storage tools include: Dropbox, Google Drive or Microsoft OneDrive.

2. E-mail

E-mail has quickly developed into the primary business-to-business communication tool. However, it can quickly become overwhelming when your inbox is constantly overflowing. To avoid anything important slipping through the cracks, it is imperative to have some kind of system in place when managing your inbox. Whether it’s by flagging, colour coding or sorting – find a system that works for you and stick to it to ensure fool-proof communication.

Some great email assistance systems are Boomerang, which helps take control when sending and receiving messages and Unroll.me, which consolidates all email subscriptions and newsletters into a single daily digest.

If you manage your mails on a phone give the new Outlook e-mail client a spin. We’ve tested it with our team and so far, so good. They’ve integrated with the Sunrise Calendar app to allow you to send real-time meeting availability from right inside your email.

3. Organisation and project management

Take the time to set up a holistic project management tool that the whole team can work off. Organising time, tasks and projects can be life-changing in the workplace, as this way you can ensure that everyone is on the same page and all deliverables and activities are all saved in one spot.

Some of the best tools in this area are Asana or Basecamp for simple task management, Base for CRM, or if you’re looking for a system that does everything in one, give Magnetic a try.

4. Note-taking

Do you ever find yourself scribbling frantically on the back of a serviette in a restaurant, on your agenda in a meeting or even on your hand in fear of forgetting something? Fear not! There are some awesome applications that act as a virtual notepad, on your phone and in your pocket.

The best note-taking apps include Evernote, Google Keep, Microsoft OneNote.

5. Marketing

No matter what line of work you’re in, marketing tends fall further and further down the to-do list. Make marketing a priority by employing a few very simple, easy-to-use marketing tools which provide you with ultra-valuable insight about your website or your social performance i.e. traffic, mentions, likes and dislikes. They help to measure, schedule, manage and maintain your key marketing platforms.

For web, try Google Analytics, Google Webmaster Tools, Google Alerts and for social – Hootsuite. If you have the budget, Hubspot is a must for managing your inbound marketing strategy, alternatively if you are a wordpress user and budget is an issue, try SumoMe for managing your leads, analytics and content.

Although you’ve probably heard of most of these tools before, you may not have taken the plunge to using them yet. The truth is they really do make life easier, and once you’ve found a tool you like – stick with it and you’ll never look back!

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