In order to improve productivity, it is necessary to seek out processes that can be made more efficient in daily work and to devise ways to be conscious of quality and speed. And when efficiency cannot be improved despite various efforts, it is effective to introduce “apps” that can improve work productivity.
However, many people may be wondering which productivity apps to introduce among those released by various vendors.
In this issue, we will focus on 10 productivity apps that support work efficiency and the advantages and cautions of using apps to improve productivity for below people.
- “We have made all the efforts you can individually, but our work efficiency has not improved.”
- “I want to know which apps you recommend to support productivity improvement.”
- “I want to introduce productivity apps after understanding their merits.”
If you are a person in charge of a company who wants to improve productivity, this article will help you understand the merits of introducing an app, and then use the app best suited for your company to improve efficiency.
Contents
- 1 10 productivity apps for improving productivity by category
- 1.1 [Information sharing app] Stock (most recommended)
- 1.2 [Information sharing app] Evernote
- 1.3 [Chat app] WhatsApp
- 1.4 [Chat app] Slack
- 1.5 [Task management app] Paymo
- 1.6 [Task management app] Todoist
- 1.7 [Schedule management app] Google Calendar
- 1.8 [Schedule management app] Wrike
- 1.9 [Cloud storage] Google Drive
- 1.10 [Cloud storage] Dropbox
- 2 Comparison chart of recommended apps
- 3 Benefits of using productivity apps to work more efficiently
- 4 Points to keep in mind when introducing apps
- 5 Summary of 10 apps useful for improving productivity
10 productivity apps for improving productivity by category
Below are 10 productivity apps by category that can help improve work efficiency.
There are many tasks that need to be streamlined in daily work, such as task management, information sharing, and file management. However, using separate apps for each of these tasks is time-consuming to learn the operating procedures and causes information to be scattered around.
In addition, information is used in business regardless of the industry or type of business, so using a tool that can properly store and share information will directly lead to cost-effective and efficient work. However, it is a prerequisite to choose “easy-to-use tools” because complicated tools will only result in neglect.
In conclusion, choose an information sharing app like Stock, which improves productivity from the aspect of information sharing, and which allows even non-IT company members to easily accumulate and share information.
While keeping information in “Note” of Stock, intuitive “Folder” make it more efficient to create and manage the information you want to share. In addition, task management is also possible with “Task” linked to Notes, so work management can be enhanced more productivity.
[Information sharing app] Stock (most recommended)
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
[Information sharing app] Evernote
＜Features of Evernote＞
- Notebook type information sharing app
- All kinds of information can be collected in one place
- Tasks can be linked to notes and managed.
Evernote is a notebook-type information sharing app that allows you to manage important information in the cloud. Since the information is shared in the cloud, you can view and edit notes regardless of your location.
Not only text, but also images, audio, PDFs, etc. can be saved. It also has a web clipper function, so you can save articles directly from the web.
When you click the “check mark” in the upper left corner of the note editing screen, the task will be set on the note. Therefore, you can manage tasks by linking them to a notebook, and there is no need to worry about information getting mixed up.
＜Notes of Evernote＞
- Not suitable for team use
- Operation is sometimes slow
Evernote is an app developed for individuals, so it is not suitable for sharing information on a team basis.
Users say that “loading is heavy when you start the app” and “it feels slow to start because of its multifunctionality”.
＜Price of Evernote＞
- FREE： Free of charge
- PERSONAL (for individuals): $14.99/month (monthly payment)
- PROFESSIONAL (for individuals): $17.99/month (monthly payment)
- EVERNOTE TEAMS (for business teams):$14.99/user/month (monthly payment)
[Chat app] WhatsApp
＜Features of WhatsApp＞
- Using by all devices
- Specialized in simple message
As WhatsApp is compatible for multi-device, you can communicate with other member regardless time and place. If you use broadcast function, you will be connect and send message up to 256 members
Since the function of WhatsApp is simple that does not have Stamp, Timeline and Pictograph, you can message other people easily.
＜Note of WhatsApp＞
- Difficult to save the old data as archive
Since WhatsApp is chat tool, it is difficult for team to manage various knowledge on it.
＜Price of WhatsApp＞
- Free of charge
[Chat app] Slack
＜Features of Slack＞
- Business chat tool used by large corporations
- Integration with multiple services
- Ability to switch channels by theme
Slack is a business chat tool that makes it easy to share files and send messages. Private channels are also available, so important corporate information can be handled with peace of mind, and Slack has been adopted by some of the world’s largest companies.
Slack can be integrated with more than 2,200 tools, contributing to work efficiency.
Channels can be created for each project or department, preventing the confusion of topics.
＜Notes of Slack＞
- Messages tend to flow
- Channels can become disorganized
- Bugs are likely to occur
Because it is a chat service, messages can easily drift, and with the free plan, the number of messages that can be viewed is limited to the last 90 days. Therefore, companies that want to preserve their knowledge and know-how should choose a tool like Stock, which stores and manages all information in an easy-to-read format.
If you create many channels as you use Slack for a long period of time, there is a possibility that you may miss some messages.
Users’ word-of-mouth reports that “sometimes notifications do not come through” and “the mark that alerts users to new messages sometimes does not come on”, which raises concerns about missing messages.
＜Price of Slack＞
- Free: Free of charge
- Pro: $8.75/user/month (monthly payment)
- Business Plus: $15/user/month (monthly payment)
- Enterprise Grid: You need inquiry
[Task management app] Paymo
＜Features of Paymo＞
- Having various task views
- Functions for task management for more effective
Since Paymo is a task management app that has various task view such as ToDo list, Kanban board, Calendar view, you can choose way freely depending on team tasks.
The functions of Paymo that are project template, milestones, time tracker, measurement of productivity make your project more efficiency.
＜Note of Paymo＞
- Functions for project management are available Smart Office plan or more
The functions such as Gantt chart, Kanban view, schedule management of employee, for project management are only available Small Office plan and Business plan.
＜Price of Paymo＞
- Free: Free of charge
- Starter: $5.95/month
- Small Office: $11.95/month
- Business: $24.95/month
[Task management app] Todoist
＜Features of Todoist＞
- Highly versatile task management app
- Specialized in task management
- Due dates and priorities can be set
Todoist is a highly versatile task management app that allows you to easily manage tasks in all aspects of your life, from work to daily life. The intuitive design makes it easy for anyone to use.
Since Todoist has only specialized functions for task management, it is easy to use and has no complicated functions.
When creating tasks, you can set due dates and priorities, and important tasks are highlighted to prevent omissions.
＜Notes of Todoist＞
- Reminder function is only available in paid plans
- Not suitable for information management
- There is a possibility of accidentally deleting a task
The reminder function, which helps prevent missing tasks, is not available in the free plan.
According to user reviews, “Tasks are displayed on a single line, and you can’t break the task into new lines,” making Todoist unsuitable for managing detailed task information.
Since tasks can be deleted with a single click on the check box on the left side of the task screen, there is a possibility that you may accidentally delete a task that has not yet been completed.
＜Price of Todoist＞
- Beginner (for individuals): Free of charge
- Starter (for teams): $5/user/month(monthly payment)
- Business (for teams): $8/user/month (monthly payment)
[Schedule management app] Google Calendar
＜Features of Google Calendar＞
- Free calendar app
- Easily share your schedule
- Convenient for team-based schedule management
Google Calendar is a free calendar app provided by Google. It is compatible with all platforms, from PCs and smartphones to tablet devices, and can be used regardless of location or time.
Google Calendar allows users to easily share their schedules with other Google Calendar users.
You can quickly grasp the schedules of members from “Search users” in the menu bar on the left side of the screen, making it easy to adjust the schedule for the entire team, such as for meetings.
＜Notes of Google Calendar＞
- Low customizability
- Operation on a smartphone may be difficult
The calendar operation screen and background settings are not very customizable, and may be difficult for some users to use.
User reviewers have said that it is time-consuming to try to set detailed date and time settings on a smartphone.
＜Price of Google Calendar＞
All functions are available completely free of charge.
[Schedule management app] Wrike
＜Features of Wrike＞
- Multifunctional app for management of schedule
- Up to 5 users can use Wrike for free
Wrike is a cloud tool that can handle schedule and project management even if the number of project are many. Also it has a full range of functions for visualizing the progress of team projects.
If you want to increase the number of users or data capacity, or add project management functions, you will have to pay $9.80/month/per user or more.
＜Note of Wrike＞
- Operation is complicated
You can choose a project style from list, board, table, and gantt chart, and you can also add “task” and “folder”. Since the various functions are complex, unless the user is IT-savvy, it will not be used gradually.
＜Price of Wrike＞
- Free
- Team: $9.80/user/month
- Business: $24.80/user/month
- Enterprise: You need inquiry
- Pinnacle: You need inquiry
Up to 2GB of space is available
2GB available for 2-25 users
5GB of space per user available for 5-200 users
10GB per user for 5 or more users
15GB per user for 5 or more users
[Cloud storage] Google Drive
＜Features of Google Drive＞
- A cloud storage app that helps you manage your files
- Search function
Google Drive is a cloud storage app that helps you manage various files, anyone with a Google account can use it, and you can create files by selecting the type of file you want to create.
In addition to searching by “file name,” you can also filter by “file format”, “creator”, “included words”, and more. Hence, it is easy to access the desired information.
＜Notes of Google Drive＞
- Be careful about information leakage
- Some operations are complicated
- Poor explanations on the operation screen
Anyone can access the information as long as they have the URL, so it is necessary to take measures such as setting separate access privileges.
Reviews of users say that “it takes time to change the format when uploading files” and “it is necessary to set permissions each time”.
Explanations of items on the operation screen are inadequate, and may be difficult to use for those unfamiliar with IT.
＜Price of Google Drive＞
Anyone with a Google account can use it for free. However, if you want to use more than 15 GB, you need to subscribe to Google Workspace or Google One.
[Cloud storage] Dropbox
＜Features of Dropbox＞
- A cloud storage app specializing in file organization
- Streamlining information management
- Restrictions on shared links
Dropbox is a cloud storage app that specializes in file organization. It uses folders to organize files, preventing information dispersion and improving accessibility.
The app displays recommended files customized for each user, reducing the time spent searching for information
Permissions for each user, passwords for shared links, and expiration dates can be set. This makes it possible to share important information with peace of mind.
＜Notes of Dropbox＞
- Lack of functions other than file management
- Operation can be slow
No communication or task management functions are included, so it must be used in conjunction with other tools.
Users say that “it takes time to upload files” and “the operation feels slow when updating files”.
＜Price of Dropbox＞
- Free plan: Free of charge
- Professioal: $19.99/user/month (monthly payment)
- Standard: $18/user/month (monthly payment)
- Advanced: $30/user/month (monthly payment)
- Enterprise: You need inquiry
Comparison chart of recommended apps
Below is a comparison chart of the recommended apps introduced in this article. (The table can be scrolled to the right.)
| [Most Recommended] Stock | Evernote | Slack | Paymo | Todoist | Google Calendar | Wrike | Google Drive | Dropbox | ||
|---|---|---|---|---|---|---|---|---|---|---|
| Features | The easiest way to store and share your team information | Notebook information sharing app to manage important information in the cloud | Chat app for using all over the world | Business chat tool used by large companies mainly | Task management apps that make issues visible and have various task views | A versatile and simple task management app | Schedule management app for easy schedule sharing | Multifunctional app for schedule and project management app | Cloud storage apps for managing various files | Cloud storage apps specializing in file organization |
| Points to note | Does not have advanced features such as Gantt charts | Not suitable for team use | Important information tends to flow easily | Free plan only allows users to view messages within the last 90 days | There is possible that will not stick your team due to multifunctionality | Cannot manage detailed information about tasks | Not very customizable | Calendar screen takes some getting | Need to be careful about information leakage | Lack of functions other than file management |
| Pricing | Free of charge ・Free of charge, but the fee for a paid plan is from $5 per person per month. | ・FREE： Free of charge ・PERSONAL (for individuals): $14.99/month (monthly payment) ・PROFESSIONAL (for individuals): $17.99/month (monthly payment) ・EVERNOTE TEAMS (for business teams):$14.99/user/month (monthly payment) | Free of charge | ・Free: Free of charge ・Pro: $8.75/user/month (monthly payment) ・Business Plus: $15/user/month (monthly payment) ・Enterprise Grid: You need inquiry | ・Free: Free of charge ・Starter: $5.95/month ・Small Office: $11.95/month ・Business: $24.95/month | ・Beginner (for individuals): Free of charge ・Starter (for teams): $5/user/month(monthly payment) ・Business (for teams): $8/user/month (monthly payment) | All features are available completely free of charge | ・Free: Free of charge ・Team: $9.80/user/month ・Business: $24.80/user/month ・Enterprise: You need inquiry ・Pinnacle: You need inquiry | Anyone with a Google account can use the service for free | ・Free plan: Free of charge ・Professioal: $19.99/user/month (monthly payment) ・Standard: $18/user/month (monthly payment) ・Advanced: $30/user/month (monthly payment) ・Enterprise: You need inquiry |
| Official website |
Benefits of using productivity apps to work more efficiently
This section describes the benefits of using apps to make work more efficient. Companies and teams that make effective use of apps are able to improve their work efficiency while gaining the following benefits.
Immediate business improvement for productivity
One of the benefits of using apps as a means to improve work efficiency is the ability to improve work immediately after implementation.
Unlike the case of renewing a system, the introduction of business efficiency improvement through an app can be completed simply by downloading the app. This is a low hurdle because there is no need to fill out paperwork or enter complicated information.
However, since there are differences in fees and available functions depending on the app, it is important to confirm that the app is suitable for your company’s budget and the issues you are facing, rather than just because it “looks convenient” or “is a popular app”.
Customization and collaboration
Customization and collaboration features can make your work even more efficient.
Some apps that support work efficiency can be customized within the app, while others can be linked with external apps to create synergy. Upgrading the functions needed to solve your company’s problems or linking with an app that compensates for the shortcomings of an app you already use can easily promote work efficiency.
For example, while communication is done through Slack, information that would otherwise flow can be linked to Stock to store information appropriately. In this way, we recommend an app that can be customized to suit your company’s operations.
You can increase your resources
When you use apps to make your work more efficient, you can compress your work hours and increase your resources.
In an environment where you can work efficiently, you will always be able to work with an open mind, which will allow you to spend more time on each task while making fewer mistakes. This also means that you can spend your free time on other tasks.
As a result, a virtuous cycle is created in which less time is spent dealing with mistakes, and other tasks can be carried out more efficiently.
Enable work on the go out
When an app is introduced to improve work efficiency, you can use your smartphone to work from locations outside the office.
As detailed tasks such as checking documents and business correspondence accumulate, they may take longer than expected to process. Using the app, you can use it when traveling or when you have free time, so you can proceed with your work more quickly.
Therefore, it is important to check whether the tool you are considering introducing has an app that is compatible with mobile devices.
Points to keep in mind when introducing apps
Below are some points to keep in mind when introducing apps. If you select an app without being aware of the precautions, it may cause problems after installation, so be sure to check them.
There are times when it is difficult to know which one to use
The first point to be aware of is that it may become difficult to distinguish between different apps.
In particular, when using multiple apps to improve work efficiency, there are cases where you install an app but get lost in using similar functions, and handling the app itself can be time-consuming. In addition, since multiple apps are used together, information tends to be scattered.
In order to prevent such a situation, it is advisable to clarify the method of use and the purpose of use, and make sure employees are aware of this before installation.
There is a possibility of service outages
Even if you use apps to make work more efficient, some apps may become unavailable due to service outages.
Especially in the case of apps that manage stock information, such as memo apps, information sharing apps, and cloud storage apps, you will have to transfer the stored information to another app.
Although it is impossible to predict service outages in advance, it is necessary to use them in anticipation of the possibility that a service outage may occur. For example, choosing an app that can output and store the information it describes and an app that has a large number of users can reduce the risk to a minimum.
Functions of service could change
Unlike packaged software, business apps receive regular updates.
This means that the convenience of the app may be compromised depending on the content of the updates. In addition, updates are not limited to functionality and operability, and changes may also occur in pricing plans.
Therefore, when choosing an app, do not just look at the price at the time of introduction, but select a tool that you can continue to use even if the price increases.
Summary of 10 apps useful for improving productivity
So far, we have explained 10 apps that can help improve productivity, as well as the benefits and cautions of introducing apps.
Introducing apps to improve work efficiency has the advantage of increasing employee resources and clarifying points for business improvement. However, if multiple apps are introduced for different tasks, it will be troublesome to use them differently and the information will be scattered.
Therefore, when introducing an app, first select one that has the necessary functions without excesses or deficiencies, starting with “management of internal information”. However, it is also important that the app be simple and easy for anyone to use, as it will be difficult to achieve improvement of productivity if not everyone can use the app in the same way.
Therefore, the best app for productivity is the “Stock” choice, which can be quickly mastered even by those in non-IT companies and easily and efficiently share information within the company.
Free registration only takes 1 minute, so be sure to install Stock and improve your operational efficiency at work.
