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News, opinions and updates from the Virtuoso team.

10 Office Management Tools That Will Change Your Life

Coffee Cup

Whilst the title of 'Office Manager' can often jokingly be referred to as the Jack/Jill of all trades, the fact is that Office Managers really do need to have high levels of organisation, time management and people skills to cope with the workloads that often get dumped upon them.

To be a smart efficacious Office Manager you must be able to handle a range of duties and responsibilities whilst often being called upon to add more tasks to your daily schedule.

What is office management?

Plainly put, Office managers are responsible for managing and improving the logistics and working environment within an office. But it doesn't stop there. Office Managers are repsonsible for organising scheduling, financial assistance, handling all purchases related to office supplies and dealing with external suppliers, as well as being a key support role for the other employees within the office.

A role that requires wearing many hats!

Luckily there are a variety of office management tools and software that are available to assist in this often under-appreciated role. These can save you time and stress.

Here is a list of the top ten office management tools that we believe are the most effective.

1. Asana

1. Asana

Price: Free

Available on iOS / Android / Web

Asana is a great tool for ensuring that workplace productivity is improved. Asana's main function is to improve communication among all employees working across a variety of projects. The app promotes teamwork and gives you many ways to communicate online without getting lost in a web of email chains. Asana helps you keep track of project progress by giving you clear deadlines and a range of 'note-making' abilities. You can assign tasks and subtasks to individuals as well which is particularly useful for project managers wanting to ensure that everyone knows their own responsibilities.

2. Evernote

2. EVERNOTE

Price: Free

Available on: iOS / Android / Web

Evernote is a useful little app that can save time when you are taking notes, whether in a large brainstorming session or in a one-on-one. Evernote users can collect articles, notes and images as well as compile lists. All documents are then easily accessible and with just a click of a button the documents translate into professional screen-friendly formats. Evernote is useful for managers trying to keep track of important tasks that require frequent additions of information.

3. Wunderlist

3. Wunderlust

Price: Free

Available on: iOS / Android / Web

Wunderlist is often described as one of the best to-do list apps out there, available in mobile and desktop, and it's easy to see why. It's simple, efficient and easy to use. It may be a straight-forward list and task manager app without too many bells and whistles but with features such as task-assigning to colleagues and the opportunity to share certain lists with certain users it still is a great tool for list-writers. It also sends push notifications and task reminders for a gentle nudge to complete a task.

4. Hipmunk for Travel

4. HIPMONK

Price: Free

Available on: iOS / Android / Web

It can be difficult enough to organise travel for yourself but when it comes to organising travel for a mixture of in-house, remote and over-seas workers it can be downright stressful. Luckily Hipmunk shows flight and hotel comparison deals from multiple sources and has a super easy to use interface that not only allows you to compare prices but also see on a map where your hotels are quickly and easily.

Hipmunk also lets you buy packages so that you can take care of everything all at once. The key thing in its favour however, is that you can save your searches and finds and come back to them later, giving you time to get financial approving before booking, and the prices won't have shot up in the meantime,

5. Deliveroo

5. Deliveroo

Price: Variable

Available on: iOS / Android / Windows / Web 

Sometimes you need food asap for an impromptu board meeting, or a late night deadline. Deliveroo allows you to order high-quality nutritious meals online from your favourite local restaurants with fast delivery straight to your home or office. They have a handy easy-to-use app and deliver from a range of popular restaurants such as Wagamama, Gourmet Burger Kitchen, Zizzi, Byron, and the mighty Meatliquor. So you don't need to resort to greasy takeaways or soggy sandwiches.

6. Dropbox

6. Dropbox

Price: Free

Available on iOS / Android / Web

Similiar to Google Docs, Dropbox is a file-sharing app that lets you share images, documents, videos and more with colleagues across a range of devices. However Dropbox also lets you edit and update files, informs you when a file has been edited and updated by another user and ensures that you have the most updated version whenever you use it. With dropbox you have everything in one place, easily laid out and you can work on files with colleagues without having to endlessly email the most current version back and forth. Dropbox has a range of price tiers but you really get a lot of megabyte bang for your buck in terms of storage.

7. Office 365

7. office365

Price: Variable

  • Available on:  Windows / Android / Web

At its core, Office 365 is the same suite of Office products and services you recognize, now provided through the cloud, meaning hosting will be provided by Microsoft servers and not your own servers. It's a subscription-based service, giving companies easy access to the latest software releases so you’ll always have up-to-date and secure software running.

It includes

  • Email (Exchange/Outlook/Outlook Web App)
  • Storage (OneDrive)
  • Collaboration tools (Skype for Business, Sharepoint)
  • Productivity software (Word, Excel, PowerPoint)
  • Fully supported Skype for Business

 

8. Hootsuite

Hootsuite

Price: Variable

  • Available on: iOS/ Android / Web

You may not also have responsibilities for the social media for your company but it's still good to be able to monitor what is being posted on your brand's channels. Hootsuite is a social media scheduling tool where you can schedule posts for over 35 social networks. There are options to track your performance, engage with followers and read what people are saying about your brand. With Hootsuite reports you can see how well each of your posts performs, giving you the edge to turn that data into better content.

Hootsuite has a multiple-user feature which means that as Office Manager you may not want to get bogged down in the nitty gritty of reports and data, but you can still just check in online and keep an over-view of how the socials are performing.

9. Amazon Business

9. Amazon Business

  • Price: Free
  • Available on: iOS/ Android / Windows / Web

In an office, it can be amazing how many people assume that office equipment and products just magically materialise. Of course, if you’re doing your job as Office Manager really well then that’s exactly what’s happening. Ensuring everything is replaced before it runs out. However this is real life and in real life, things come up, you may not have planned for there to be a disaster with the coffee machine and the ten packs of reserve printing paper to now be covered in cold coffee mulch but there you have it. Luckily with Amazon Business you get free two-day shipping and can get those emergency supplies sent straight to you in no time.

As an Amazon Business customer you also have the ability to create multiple accounts making it easy for other employees to purchase items, but also requiring you to approve the charge before it goes through, giving you freedom to assign smaller tasks but still keep an eye on expenditure. You also have access to business only products and pricing.

Basically, Amazon Business is your one-stop shop for all things office-related.

10. Lightshot

10. Lightshot

Price: Free

  • Available on: iOS / Android / Windows

Taking screenshots on your Windows or Mac was never been easier like the Lightshot.

Lightshot is a screen capture tool developed by the Skillbrains which is extremely easy to use for capturing screenshots on your Mac or Windows systems. All you have to do is press the print screen button on your keyboard and select the area that you want to capture.

It will instantly show a number of tools to enhance the capture by adding text, shapes, colors, etc. After making the necessary changes, just save it right from the screen to whatever location you like. To organise and manage the taken screenshots you reach the saved location or create an account on their website.

Lightshot is a very useful tool for easily taking screenshots on your devices. It is lightweight, efficient, and usable by any person who has the basic knowledge of computers. If you are looking for a basic screenshot application without any advanced operations and functions, Lightshot will be the right choice.

Save Time!

These tools will help you keep on top of all of the minutiae tasks that can really add up. It may seem a challenge to work off several different apps but with a little planning and preparation, setting times each day to check on certain apps and add to lists will ensure that your organisation levels are running at an all-time high.

This list covers apps that handle time-management, list taking and even catering, but it's by no means exhaustive - What office management apps do you use to get work done? Do you use any of these apps and can vouch for them? Let us know! We'd love to have your feedback.

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