Top Digital Tools to Simplify Your Corporate Life
"Any sufficiently advanced technology is indistinguishable from magic." — Arthur C. Clarke
One of the most helpful, yet misunderstood and perhaps underutilized, aspects of corporate life is the use and reliance on technology. While your organization may have an array (or “suite”) of required technology products, the key is using them to make your role both easier and more organized. In this Article, we list the common corporate technology tools, their uses and special features, and why they are important to corporate life.
Mastering Microsoft Outlook
Microsoft Outlook is more than just an email program; it’s a powerful organizational tool. For example, you can create and use email templates to save time on repetitive communications, such as meeting invites or status updates. To create a template, write your email, then save it as an Outlook Template (*.oft) under File > Save As. Additionally, the “Delay Delivery” feature allows you to schedule emails for later. Whether you’re working late or want your message delivered at the start of the next business day, you’ll find this option under Options > Delay Delivery. Finally, enable the Focused Inbox to filter important emails, helping you stay focused on what matters most.
Navigating Microsoft Teams Like a Pro
Microsoft Teams is a inter-office instant message system, commonly used for quick chats and collaboration in groups. To tag someone directly, use “@[name]” directly in conversations or groups, ensuring they don’t miss critical updates. Bookmark important messages by hovering over them and clicking the bookmark icon—you can access saved messages under your profile picture. For better communication, set custom status messages to indicate availability or provide quick updates, like “Working on a deadline, available after 3 PM.” This keeps colleagues informed without unnecessary interruptions.
Unlocking Slack’s Hidden Potential
Similar to Teams, Slack is a different, non-Microsoft instant message system. Typically, an organization will only use one instant message system. Within Slack, simplify your workflow by creating custom slash commands for frequently used actions, such as accessing team files or apps. Use the /remind feature to set personal or team reminders—for example, type `/remind me to send the report at 3 PM” to ensure timely task completion. Set up keyword alerts under Preferences > Notifications to be notified whenever specific topics are mentioned, keeping you in the loop on key conversations.
Becoming an Excel Power User
Another product within the Microsoft suite is Excel, which uses individual boxes of data and formulas to manipulate and organize findings. Excel is commonly used in the workplace to record and sort business metrics, create data trackers, and make lists. Leverage Excel’s built-in formula functions to use the program to its fullest potential. For example, “PivotTables” allow you to summarize large datasets easily; create one by selecting Insert > PivotTable and dragging fields of data into rows, columns, or values. For quick visual insights, create a chart by highlighting the data you want to represent and use Excel’s table functions to change the color and shape of your chart. Excel is a hugely powerful tool; if you are interested in learning more, there are numerous YouTube videos and LinkedIn learning courses to help you use its more advanced abilities.
Google Workspace Hacks
Microsoft competitor, and creator of the populate search engine, Google also has a suite of digital products used in the workplace. Again, an organization will likely only utilize one suite of products. Google Workspace tools are simple yet powerful. In Google Docs, use the Voice Typing feature under Tools > Voice Typing to record yourself reading notes and the tool will type out your spoken note—a great time-saver for brainstorming sessions. The Google Sheets (very similar to Excel) “Explore” feature generates AI-powered insights, charts, and pivot tables from your data automatically. In Gmail, Google’s email system, schedule emails by clicking the down arrow next to Send and selecting Schedule Send—ideal for coordinating with colleagues in different time zones.
Streamlining Calendar Management
In any suite of products, there is always a digital calendar function. Even if you prefer a hard copy, written agenda, digital calendars are indispensable for managing corporate life. For example, use color coding to differentiate between personal, team, or project-specific events. Time blocking is another essential strategy: schedule “meetings” with yourself to dedicate time for focused work, ensuring uninterrupted productivity. Shared calendars are equally valuable for team projects, streamlining scheduling and avoiding conflicts.
Strengthening Security with Password Managers
Struggling to remember all those new passwords? Password management tools like LastPass or 1Password enhance both security and convenience. These tools generate strong, unique passwords for each account and store them securely, reducing the risk of data breaches. Autofill features save time during logins, letting you focus on your work instead of remembering credentials. Check with your manager on this one; some organizations have specific password requirements or management tools they prefer or trust.
Using Trello for Project Management
Project management tool Trello is an intuitive “pinboard-style” visual task tracker. In Trello, you can create boards for different projects, use lists to represent stages, and add cards for individual tasks. Enhance productivity by attaching files, setting deadlines, and adding checklists to tasks. Trello’s simplicity and flexibility make it ideal for personal and team use.
Leveraging Notion for Organization
Another project management option is Notion. Notion is an all-in-one workspace tool perfect for note-taking, task tracking, and knowledge management. Use its templates to create project trackers, meeting notes, or even personal goals. With its ability to integrate text, tables, and media in one place, Notion simplifies complex workflows and keeps all your information organized and accessible.
By mastering these digital tools, you can simplify daily tasks, improve productivity, and stand out as a tech-savvy professional. Start implementing these tips today to maximize your efficiency and impact in the workplace!
Editorial Note: ChatGPT assisted our editors in drafting this Article.
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