Office Productivity Software Types & Best Apps for Efficiency Boost

Looking to get more done, more efficiently and without being bogged down in admin work? If that’s the case, you need office productivity software to help you on this journey.

Why productivity tools?

Using office productivity software helps you to stay on top of your work without breaking a sweat. And who doesn’t want to streamline their workdays and improve performance?!

Investing in productivity tools is not just a good idea but a strategic move towards more efficient and organized work.

The only catch?

You need to choose your productivity software carefully to find the ones that truly fit your needs and responsibilities.

In this article, we’ll explore different types of efficiency apps, factors to consider when choosing the right tools, and how they can enhance your project management skills.

At the very end of the article, you’ll see a list of 10 productivity apps that deserve all the hype. The tools mentioned in the list are not anywhere near boring basic; they are super convenient to use and can streamline your day in a snap of a finger.

Some of these tools I've used before, while others I've just started exploring. Either way, I'll give you my honest (first) impressions and insights on how each can contribute to your daily routine.

Let’s get started.

What is productivity software?

Productivity software is an app or program that enables you to create and edit all the necessary data quickly, such as documents, worksheets, graphs, presentations, videos, audio, etc.

The primary goal of productivity software is to help users perform tasks more efficiently while enhancing communication and collaboration with their teams.

What to look for in office productivity software

Here are five key factors to consider when choosing the right productivity tools for your needs and schedule:

#1 Features & functionality

Your productivity software should be robust and have more than enough features to keep you satisfied and productive.

Why “more than enough” and not a plethora of features? Because too many features can make the app buggy and slow. So, find software that offers heaps of options without going overboard with features.

#2 Collaboration & communication

The best project management tools allow you to work on multiple projects simultaneously and collaborate with your team in real time.

Some productivity apps even have a messaging option to promote more direct communication and teamwork.

#3 Safety & security

Since you’ll be using a productivity app to share or edit important business and company data, you must find the tool to keep all your data safe and secure.

Look for apps with advanced encryption, access control, and secure sharing features to protect sensitive information.

#4 Software compatibility & accessibility

A good productivity app should be available on multiple devices and compatible with various operating systems.

Ideally, choose apps with mobile (iOS and Android), web, and offline (self-hosted) versions to ensure you can access your business data anytime, anywhere, enhancing your productivity on the go.

#5 Cost-effectiveness

Investing in productivity tools shouldn't break the bank; you should get value for what you paid for and be able to cover the expenses.

So, before you commit to any productivity app, determine your budget to avoid investing time, money, and energy into a solution that will not yield the highest return on investment.

Types of office productivity software

Common office productivity software types include:

• Word processing software, like Microsoft Word
• Spreadsheet software, like Microsoft Excel
• Presentation software, like Microsoft PowerPoint
• Project management software, like Asana
• Email and calendar software, like Microsoft Outlook
• Note-taking software, like Evernote
• Collaboration and communication software, like Microsoft Teams
• File sharing and storage software, like Dropbox
• Time tracking software, like Memtime
• Customer Relationship Management (CRM) software, like Salesforce

As you can see, there are a bunch of project management apps in different categories that can help you boost office efficiency.

And most of the tools from the list have millions of users and subscribers一for a good reason.

Trello, for example, has grown to have over 90 million users.

Dropbox became an applause-worthy success: more than 700 million people use the app to store files.

The astronomical number of users is a testament to the tools’ reliability and usefulness.

But you already know of the most prominent tools in project management.

What about the ones you haven’t heard of? Or have heard of, just forgot they existed and never used them? The lesser-known treasures that can be equally, if not more, effective.

Let’s talk about those hidden gems.

Best office productivity software to take the weight off your shoulders

If you want to spice up your personal and professional life and use less mental energy to handle your daily tasks and responsibilities, check out our list of 10 fun productivity apps. We've covered everything from time management and note-taking tools to collaboration programs and automation apps.

All the apps on our list are budget-friendly, with plans ranging from basic free versions to premium options starting at just a few dollars per month. Explore the pricing for each tool yourself—you won’t be disappointed.

n AI-focused email

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#1 Memtime, a time tracking app

I bet you saw this one coming. 🙂

In my humble opinion, Memtime is the number one time tracking app that provides insights into your work habits.

Why?

Because it’s discreet, it doesn’t bombard you with annoying notifications (reminding you to take a break) or intrusive alerts. It lets you focus on (deep) work while silently capturing all your activity.

Plus, it's a fully automated self-hosted time tracker that works on Windows, Mac, and Linux, meaning there’s no need to press a start/stop timer.

Here are some of Memtime’s features.

If you want to try a fully automated timer-free productivity app, try Memtime for 14 days free. Create an account, download the app, and start tracking; it really is that simple. 🙂

#2 Google Gemini, a ChatGPT dupe

Everyone needs ChatGPT in their life.

Whether you are an AI contrarian or an AI supporter, you have to admit that AI chatbots can make your professional (and personal) life a bit easier.

For a chatbot to be beneficial, it must be conversational and easy to use.

Entering: Google Gemini. An AI chatbot that doesn’t lack consistency, uses simple language, and cites its sources.

What I loved about the tool is that it double-checks its resources via Google (obviously), and just below the answer, it shows how similar the web content is to the answer provided. So, for example, I asked it to describe Memtime to me, and here are the results:

The green highlight suggests Google Search found content similar to the statement. If the highlight was orange, it would mean Google Search found content that’s likely different from the statement Google Gemini provided.

Overall, Google Gemini is a well-rounded tool that helps you write more conversational yet professional texts and emails. I would use it to summarize large documents and text.

#3 IFTTT, a custom automation app

IFTTT (short for If This, Then That) is a tool that has been around for a while. It’s a versatile tool that allows you to automate processes between services and devices. It works by creating "applets" that trigger actions when particular conditions are met.

I first used it about six years ago as a social media manager. One of the things I used it for was to send me notifications whenever someone tagged my then-company on Twitter. It was quite handy, plus making these commands was super simple, saving me a lot of time.

When you sign up for the tool, you have options to automate your home, business, or workflow. Depending on which option you choose, plans and prices change. The tool has a 7-day free trial and requires you to add a credit card.

It’s available as a web app, but it connects to your iPhone and Android device to allow seamless automation.

#4 Airtable, a database app

If hearing the word “database” makes your skin crawl, this office efficiency app is definitely for you. It’s not a regular database; it’s a cool one. 😉

There’s almost no learning curve when using Airtable, as it uses simple language and helpful icons to guide you through the app.

But what is it exactly?

Airtable is an online system that stores the data you need. You can store ideas, projects, tasks, client information, etc. What’s so great about it is that all the information is editable; your team can join as collaborators and edit the information within the database.

For example:

• As a lawyer, you can store sensitive cases and client information.
• As a Team Lead in a software development company, you can store project and client information, tasks, and use it as a bug tracker or product launch checklist.

I signed up for free and decided to use the Content Calendar template. Here’s what it looked like:

I recommend the app to smaller teams, as the free version is available for teams with up to 5 editors. Check out the tool’s pricing to see which plan best suits your and your teams’ needs.

#5 GanttPRO, Gantt charts generator

If your project management game is strong, then you know the necessity and the benefits of Gantt charts.

These charts show you (and your team) what tasks need to be done and when, how long they should take, who is responsible for each task, and which tasks need to be completed first before new ones could be started.

That being said, GanttPRO is a straightforward, reliable app that can help you create Gantt charts without much trouble.

Here’s how the app's interface looks:

I suggest using this app for serious projects that require deep management, such as website or product building and development, not for ongoing projects. For ongoing projects, Trello or Asana might be more suitable.

(Also, I signed up for the app for free, starting my 14-day free trial with the Basic plan.)

#6 Canary Mail, an AI-focused email client

If you're tired of drafting responses to all your emails, Canary Mail could be the tool for you.

Marketed as the smartest email app on the planet, Canary Mail can compose (highly encrypted) emails for you thanks to its partnership with OpenAI (the company behind ChatGPT). The additional features come with paid plans, starting with Pro, which includes a built-in calendar, end-to-end encryption, read receipts, and snooze times.

To get started with the app, you need to download it; it's free, and you don't need to add credit card information. By logging in, you can add Gmail, iCloud, Exchange,Outlook, Microsoft 365, and Yahoo accounts.

The app's AI can write emails for you. To activate AI, tap the “write an email” icon, then click the AI button. This gives you templates or the option to add a prompt. I tested this by instructing the bot to wish my superior, Yulia, a happy birthday. Here’s how it looked:

Overall, I’m pretty satisfied with the outcome. Canary Mail can help you get unstuck and respond to emails faster.

#7 Caveday, a monotasking concentration app

Searching for an accountability partner? You might find one through Caveday. Well, kind of.

Caveday is a time-guided space you share with other people while on a Zoom call with them. So, if you have a task you need to get done, you just join a time-limited session with other people. The sessions are either an hour long with one sprint or three hours long with three work sprints.

The host (Cave Guide) introduces and closes out each session. It’s common practice for Cave Guides to share a few words to set the atmosphere of the session, usually in a calm and collected way. Guides also time the sprints, muting everyone upon entry. It’s up to you to decide whether you want to turn on the video.

Whether you work a corporate job or are a freelancer, you can get started with Caveday discreetly, working in silence alongside others. No one has to know. 🙂

The way I see it, it is like a muted, online co-working space that puts you in a zen mood, allowing you to concentrate better and get things done. When it comes to pricing, there’s a Basic plan for $9.99 per month that allows you to schedule 4 sessions monthly.

#8 StayFocusd, a distraction blocker

StayFocusd is a free browser extension built to help you focus by blocking particular websites when you are trying to work.

For instance, if you tend to shop online when you get bored during your shift, you might want to block the sites you shop on. You can block those websites by setting times and dates. Here’s how you can add websites to block:

I love the concept and the execution of StayFocusd. It’s free, effective, and helps you develop self-discipline by reducing the temptation to give in to distractions.

#9 Obsidian, a note-taking app

Obsidian is more than a note-taking app; it’s a fully customizable tool that requires some setup time and can be viewed as your second brain.

To get started, download the app—no account or credit card is required. Then, you are required to create a Vault, which is a space for all your notes on the installed device. Once your Vault is set up, you can start writing notes in the form of text documents and drag over attachments and embed PDFs.

And here are some of its key features:

• Obsidian uses text Markdown, making it easy to format your notes.
• You can create links between notes, which is helpful in creating a personal knowledge base.
• You can visualize your notes and their connections with the Graph View.
• You can add a plugin to Obsidian; from task management to calendar integration, there’s a plugin for almost everything.
• You can customize the look and feel of Obsidian with themes.
• All your notes are stored locally on your device, so you can access and edit them without an internet connection.

Obsidian is free for personal use; additional features are available through paid plans.

#10 Prezi, a presentation app

Prezi is another dynamic tool I used many moons ago. As a student, I found it a fun and free alternative to PowerPoint for creating engaging presentations.

For this article's purpose, I signed up for their Basic, free plan. Once signed in, I clicked Create a Presentation and was led to a window with numerous templates:

The templates were mesmerizing. What wasn’t is having to agree to create a public presentation; If you want to stay in the free range, all your presentations have to be public, with no privacy control.

The good thing about Prezi is that you can invite other collaborators to join you in creating the presentation, allowing you to even chat with them.

Here’s what a free Basic plan lets you access:

• You can create and share presentations.
• You can record yourself speaking and presenting.
• You can make charts, maps, and infographics.

But, there are limitations. For instance, if you make videos or design elements (like infographics), they all get watermarked. That’s why I recommend upgrading to one of the paid plans if you need more privacy and features.

All in all, with Prezi, you can create professional and aesthetically pleasing presentations, even if you are not a designer or don’t have an artist's eye.

Note: Prezi’s design has evolved since my student days—it now has a more PowerPoint-like feel. Nonetheless, it remains an amazing tool, especially with so many templates available.

Wrapping it up

By now, I hope you are convinced that the right office productivity software can make all the difference. These tools can help automate repetitive tasks, enhance communication, protect sensitive data, and provide valuable insights into your work habits.

Our list of 10 standout productivity apps provides options for time tracking, note-taking, focus building, and more, ensuring there’s something for everyone (and their cat) to enhance their efficiency and effectiveness.

If you take away just one piece of advice from this article, let it be this: don’t be afraid to experiment with productivity tools. Through trial and error, you’ll find the best productivity apps to fit your workflow and increase productivity.

Lastly, don’t be afraid to let the tools transform your schedule and routine; it’s about optimizing your workdays and finding ways to work smarter, not harder.

Good luck, and may your work days be as efficient as a perfectly choreographed dance routine! 💃🕺