- David Mason
8 Tech Tricks to Boost Your Productivity
Technological tricks can enhance user experience and productivity in work and daily life.
Thanks to these hacks, organizing time more efficiently, better-managing documents, emails, and repetitive tasks, automating processes, and much more is possible.
“Productivity begins with doing the right things.” – Bill Capodagli
This article will explore ten technological tips to improve productivity and work more effectively.
We’ll discover how to use digital tools to organize work, save time, and enhance the quality of your work.
Whether you’re a student, a professional, or a tech enthusiast, these tricks can help you achieve your goals and improve your user experience.
Are you ready? Let’s get started!
The first technological trick we’ll explore to enhance productivity is using time management software. These digital tools help users organize their time more efficiently, create detailed schedules of tasks, and track their progress.
Time management software can be particularly useful for working independently or managing multiple activities simultaneously.
With these tools, it’s possible to plan activities in detail, set deadlines and priorities, and keep track of the time spent on each task.
The market’s most popular time management software are Trello, Asana, Wunderlist, ToDoist, and Google Tasks.
Each tool has specific features that can be beneficial depending on the user’s needs.
For example, Trello allows organizing tasks on cards, creating task lists, and moving cards from one list to another based on the progress of the work.
Asana, on the other hand, offers advanced features such as deadline management, task assignment to team members, and the ability to track progress in real-time.
In general, using time management software can help users work more efficiently, reduce task management stress, and improve their work quality.
2. Organize the documents
The second technological trick that can help improve productivity is document organization.
Those who work with many documents, files, and images know how easy it is to waste time searching for a specific file among many folders and subfolders.
Document organization is a critical process to maintain maximum productivity.
Document organization can begin with creating a clear and easily accessible folder structure.
For example, one could create a main folder for each project and divide files into subfolders based on the file type or project phase.
There is also document organization software that can further simplify the organization process.
Some examples include Dropbox, Google Drive, OneDrive, and Box.
These tools allow you to upload your documents to a single online space, organized in folders and subfolders, and access them from any internet-connected device.
Furthermore, some document organization software, such as Evernote and Notion, offer advanced features like content indexing and advanced document search.
These tools can be particularly useful for those working with large amounts of content and need quick access to specific information.
3. Use information sharing
The third technological trick to improve productivity is information sharing.
When working in a team, it’s crucial that all members have access to the same information and can easily share files and documents.
Information sharing can be facilitated by cloud services such as Microsoft Teams, Slack, or Monday.com, allowing the uploading of files and documents to a single online space accessible to all team members.
This helps avoid confusion caused by each team member having a copy of the file or document.
Moreover, these tools can keep all team members updated on project progress and tasks. For instance, Microsoft Planner or Trello can create task cards and monitor project status.
Ultimately, information sharing can reduce time spent searching for information or seeking help from other team members.
All team members can access the same resources and information thanks to information sharing, streamlining the problem-solving process.
4. Automate repetitive tasks
The fourth technological trick to improve productivity is the automation of repetitive tasks.
Many daily tasks in the workplace can be automated, saving time and resources.
For example, some emails sent every day or every week can be scheduled to be sent automatically through tools like Gmail or Outlook.
This way, you can avoid writing the same email every time.
Moreover, there are automation tools that reduce the time spent on repetitive tasks.
For instance, Zapier software allows you to connect different applications and automate the workflow between them.
This eliminates repetitive manual tasks, allowing you to focus on more critical tasks.
Even marketing processes can be automated through tools like HubSpot, enabling you to create email marketing campaigns, manage social media, and automate the sales workflow.
5. Use a note-capturing tool
The fifth technological trick to improve productivity is using a note-taking tool.
We often need to take notes or jot down important information, but organizing all these details can be challenging.
Note-taking tools allow you to save all your information in one place and easily organize it.
For instance, Evernote is a note-taking software that lets you create notes, save web articles, record audio, and annotate images.
This way, you can organize all your information in one central location and access it easily anytime.
Moreover, some note-taking tools enable the synchronization of information across different devices, allowing users to access it wherever they are.
Google Keep is an application for jotting down notes, creating to-do lists, and saving images.
All information is automatically synchronized across all devices where you’ve logged in with your Google account.
6. Use a shared calendar
A shared calendar is a fundamental tool for keeping track of team commitments and deadlines.
Sharing the calendar with colleagues allows everyone to stay updated on appointments and avoid meeting overlaps.
Additionally, a shared calendar facilitates meeting planning and teamwork organization.
Some examples of shared calendar software include Google Calendar, Microsoft Outlook Calendar, and Apple Calendar.
These tools allow you to create events, invite participants, and share the calendar with the team.
Moreover, many time management apps integrate calendar functionality, providing a comprehensive solution for work planning.
7. Automate Email Management
Automating email management is a very useful technological trick to boost productivity.
When handling many emails daily, one can quickly become overwhelmed by the volume of messages to read and respond to, significantly slowing down work.
To automate the email management process, various tools and techniques are available.
One of the most effective methods is creating filters, which can help automatically sort emails based on specific criteria.
For example, you can set up a filter to automatically send all emails from a particular sender to a specific folder.
Another useful technique is automated responses, which can reply to common messages or inform senders that a response may take some time.
This can help reduce the workload of responding to emails, freeing up time for other tasks.
Lastly, prioritization management is another crucial aspect of automating email management.
By using bookmark or labeling features, you can mark important emails and differentiate those that require an immediate response from those that can be handled later.
8. Use Project Management Software
Project management software is useful for organizing activities, assigning tasks, monitoring project progress, and keeping everyone on the same page.
With such software, team members can see their and others’ tasks, avoiding overlaps or delays.
Several project management software options are available, but some of the most popular ones are Trello, Asana, and Basecamp.
For instance, Trello uses a card-based view to organize projects intuitively.
On the other hand, Asana is a more comprehensive software that allows you to organize daily tasks and monitor project progress in real time.
Finally, Basecamp is a project management software with many features, including time tracking, file management, and internal communication.
Project management software can be particularly beneficial for teams working on complex projects with tight deadlines and multiple team members.
This way, efficiency can be increased, errors reduced, and collaboration among team members improved.
