What is a work management software and how it can help you
Technologies have changed the perspective of how we see our work. Nowadays, many things are performed by software. There are many programs for a variety of purposes, from time management to working with clients. You can set tasks, track progress, upload current expenses, and control the workflow. But how it will affect the business if you have all-in-one? Can it actually be beneficial for careers?
What is work management software?
Work management software is a comprehensive software that includes applications for task setting, scheduling, budget management, resource allocation, collaboration, communication, fast management, documentation, and administration of a system that is shared to manage large projects. While it usually focuses on the business-related side, it can assistant with many other tasks by automating some steps and showing the workflow. Work management tool significantly helps to coordinate people and work, allows planning, tracking, organizing, and reviewing all processes to boost overall productivity. It provides a great amount of information you need. However, there are functional components which are critical for any company:
- Video conferencing;
Video conferencing is a high-tech modern communication tool designed to improve business efficiency, optimize business processes, speed up decision-making, and save money on business trips. There are conferences for individuals and groups of people. Apart from the basic video and audio of participants, a session often requires a demonstration of various media data. For this, videoconferencing systems allow you to capture and transmit to remote participants the presentation and image of the desktop or its individual windows, as well as documents of various formats. These video calls are extremely useful for remote employees as a way to see and talk personally to other workers. Well, due to the situation with the global pandemic this is the only way for all of us even on the local level. Before deciding which software to use ask for a demo and find the most convenient.
- Workforce scheduling;
Most modern shift-sharing companies use automated scheduling software. This tool is essential for hybrid office to assist in planning shifts of in-office and remote employees. It helps to save time and consider the needs of employees providing deep analytics of given data and optimizing solutions. Managers and workers are able to negotiate requests and prepare in advance for temporary reshuffles in case of any changes. Scheduling is also beneficial for setting appointments and regulating workload.
- Time tracking;
Time-tracking software monitors not only time spent on assignments but also attendance. It is easy to find out how many hours a day your employees work and when they are actually present. Team time tracker for remote employees is an online system where team members can create tasks for the day and calculate the time spent on each of them.
It takes time, motivation, and training to successfully implement a new work tool. It is important to explain that, work management tool is needed for analysis and effective communication. This instrument shows how productive the specialists are and if they need to strengthen weak areas. And managers can see which tasks the employee does better and which ones need to be delegated.
- Task management.
Task management simplifies and organizes the workflow. All information is sorted into sections: project, participants, start and finish of work. One of the most important things is to provide a clear guideline at the beginning. If there are questions about any of the tasks, workers can discuss it and the manager can respond immediately. When there is shared access to files, tasks, and other details of the project, every participant can contribute to the process of collaboration. Even more, task managers are crucial for remote work management when there is no chance to discuss the job face-to-face.
Work management software features.
One of the most common features is the ability to schedule events and manage tasks. Requirements may vary depending on how the work management tool is used. Features are usually specific for the industry where such team management software is used but there are some main functions:
- Task managing. It shows every assignment and current progress, helps to keep up with time and money resources;
- Time managing. An Employer can monitor time his team spent on different activities with the help of tracker;
- Information provision. Data is securely stored (usually cloud-based) and employees of the company have access to file storages and shared documents;
- Main communication channel. Workers can talk and co-operate in groups, comment and discuss tasks when the notification system will not let you miss anything;
- Resource managing. This means that team has a proper schedule and clear responsibilities for every person in the group;
- Kanban board which visualizes all steps of the workflow;
- Reporting. This feature helps to monitor results and receive feedback on tasks. If it is automated, it saves a lot of time (and mental health for employees).
How they can improve workforce management in office and remote.
Remote work management can be tough as it is impossible what employees are actually doing. However, even with all the workers present in the office, it is hard to check how things are going. We need to admit that remote workforce management software is obviously useful. It deals with many issues and gets rid of multiple platforms to cover every function, which leads to expenses and incoherence reduction. First of all, such software balances schedules and keeps the fair distribution of work in the company. It maintains time control, makes you aware of time consumption, and helps to estimate it better. It also assists in organizing tasks and sending them to the team participants, and then in tracking work and visualizing workflow. This is key to collaborate effectively in general.
Questions to ask yourself before deciding which system to use.
It can be hard to choose a work management tool when you are lost in tons of options. But several points will clarify the situation. If your work is only project-based, then it is better to install a project manager. But if you always have additional tasks, then think about the work management tool. If employees are paid hourly then time-tracking is vital. And in case there is a big team of remote employees, you need a messenger to maintain interaction. Does your work require extra apps? If you are constantly multi-tasking, then you definitely need team management software. Of course, it is all about ambitions. While business is eternally growing it demands more responsibilities and thus more software functions. But sometimes it means the simpler – the better.
Trello is a great solution for start-ups and small businesses to deal with office-related tasks and not big projects.
Paymo helps with small and medium businesses with tasks, schedules, and clients, and keeps your team engaged.
KissFlow has a wide range of functions within a single app.
Teamwork is the perfect choice for those who love the simplicity and it can be combined with other tools.
Asana is rather a task manager, but possess many other features to deal with the workload.
Stayhome.ai is an AI-powered platform to set up and manage hybrid (partly remote/partly office-based) teams, save office-related costs and prepare organizational culture for the hybrid workforce future.
Bitrix24 covers every management area, even has a built-in telephone and HR system.
Infinity is an all-in-one management tool with easy access to the files.
Scoro is a platform that can take your business to another level with its well-combined set of features.
Podio is flexible and customizable and has algorithms that automate particular tasks, e.g. leaving comments.
Avaza assists in task management and time-tracking.
Technological advancement has altered the workplace and turned it into a virtual space. And we keep on working to improve our professional lives and eliminate unnecessary tasks. Team management software is a well-structured system with many components and it may solve many issues. Though, employers still need to develop the strategy and culture of the company themselves. Not to forget meeting staff expectations and preserving the strong connection of the workers to create a powerful community. When you are sure about your beliefs it is easier to find technology that will fulfill them.