Best Office Management Software You Should Be Using in 2023
It’s easy to get caught up in office administration activities like looking for an available conference room, inputting information from a handwritten form into a computer, or training new workers on how to use their desk phones. They’re all vital aspects of running a business, but they’re not the most efficient use of your time. We are here with some of the best office management software.
Consider how much more fantastic work you could perform if you weren’t in charge of any of these things. You might look for reductions on office supplies by shopping around. You may look at new workplace designs to see whether they can boost staff efficiency. You may help your organization make significant, lucrative improvements.
This may appear to be a pipe dream, but it isn’t. It doesn’t take magic to free up your schedule—just miraculous office management software. Here are nine applications that can help you automate those time-consuming office administration activities.
The Most Popular Office Management Software
You’ll never be able to eliminate all of the small chores that consume so much of your time at work, but you can automate some of them. However, we were curious as to which software programs are the most effective at automating the most inconvenient office management tools. It was crowdsourced by mistake. Over the last few months, our team at Spoke has been putting up an IT Kit, asking IT professionals to submit the applications they use.
We anticipated the list to contain tools for enabling multi-factor authentication, automating deployment, and monitoring network performance, but we were startled to see that the software recommended was beneficial for a far larger audience than IT. As a result, we discovered the top office management tools.
Many of the tools suggested are ones that office managers might benefit from just as much as (or even more than!) IT departments. That’s how we came up with this list:
9 Best Office Management Software:
1. Envoy Visitors
Best for automating visitor sign-ins
Are you tired of rushing down to sign for packages or receiving calls every time someone on your team has to meet with someone? Signing in guests, collecting paperwork and signatures, and accepting deliveries are all automated with Envoy Visitors. It frees up your receptionist to focus on more vital activities by preventing clients from hanging about idly while waiting for a receptionist.
Visitors sign in on an iPad when they arrive, and Envoy alerts the proper parties. Even if no one is around to meet them, you will know when they arrive. If the visitor wants to fill out papers or sign documents, they may do it directly on the iPad, eliminating the need to re-scan handwritten forms or signed documents.
Envoy allows you to discover whether or not people checked in at a glance in offices with a large volume of visitors. After check-in, its badge-printing feature creates temporary credentials for each guest. Badges can also be customized: Include vital characteristics like entering time, entry date, and badge expiration date in company-specific designs. It’s a minor thing, but it adds up to significant time savings.
Envoy Price: Basic plan is free and includes unlimited visitor sign-ins and email notifications; premium plans start at $99 per month. The basic package, which includes premium capabilities such as badge printing and document signing, costs $99 per month.
Best for getting rid of desk phones
It’s time for desk phones to become extinct, yet your team still needs to communicate. Dialpad is a corporate phone system that allows you to schedule future calls. It allows employees to receive phone calls from their computers or smartphones, freeing up desk space and lowering landline phone costs.
Employees install Dialpad on their work devices, and an incoming phone notice displays on the screen when someone calls their business phone number. Dialpad allows both audio and video conversations, as well as standard landline functions such as call switching, three-way calling, and voicemail.
Dialpad has all of the capabilities you need to perform anything you’re used to doing with a desk phone for administrative teams who receive and route incoming calls. Accept and transfer calls, put callers on hold, and check to see who is in line and how long they have been waiting. You may even fax documents from your PC if necessary.
Dialpad price: Dialpad is free for up to 5 users; standard plans start at $15 per month per user for up to 100 users.
Best for limiting building access to approved personnel
You’ll need more than a lock to restrict entry to your office building—or particular sections inside your workplace—to allowed persons. Kisi’s smart lock technology allows you to manage access without the need for an IT security professional to set it up and maintain it.
After Kisi has installed locks and equipment at your company, any administrator may use the Kisi app to provide access privileges to employees. Users may be added fast, and access can be removed as soon as an employee leaves the organization. Kisi’s dashboard makes it simple to safeguard restricted areas and keep track of who enters them.
The nicest thing for administrators is that staff can open doors using either a keycard or their phones. This eliminates the need for members of your team to answer phones or unlock doors for employees who have forgotten their keycards at home because they can use their phones as a backup. It is one of the best office management software which can be used.
Kisi Price: Kisi costs $50 per month per door, plus $4 per user each month for full capabilities.
Best for streamlining conference room booking
Finding meeting places is perhaps the most time-consuming of all the office management responsibilities. If you work for a medium or big organization, locating the ideal conference place may include phoning other administrators to inquire about availability and features, or walking about the campus to see for yourself. It is one of the best office management software you can use.
Robin manages to get rid of the annoyance. Admins enter information on all of your company’s meeting rooms, such as how many people can fit in each one and what amenities are offered (projector, whiteboard, phone, etc.). Robin captures all of these characteristics and organizes them in a searchable database. It is one of the best office management software which can be used.
It then takes care of keeping track of each available room’s timetable. Rooms that have previously been booked will not appear in a search, and the consolidated source of data eliminates double booking and room theft. You’ll just look for a space that suits your requirements and book it for your meeting without having to worry about it being filled when you arrive.
Robin Price: Robin Starting at $99 per month (paid annually) Basic plan with fundamental features for organizing up to five meeting locations.
Best for digitizing signed forms and contracts.
Contracts, non-disclosure agreements, HIPAA regulations, and W-9s: Administrators devote a significant amount of effort to obtaining signatures on forms and papers. However, scanning signed papers to digitize them is tedious and time-consuming, and not everyone you deal with has the technology—or the know-how—to send you readable copies of signed forms through email. It is one of the best office management software.
HelloSign makes electronic signature collection easier. Add editable fields to the papers you send out the most using the app, then save and send. The recipients may then read the paper and fill in any further information needed, before signing it electronically on their computer. You may also collect signatures in person using HelloSign’s mobile apps, exactly like you would on paper forms.
HelloSign Price: HelloSign is free for three documents per month; after that, it costs $15 per month. Unlimited documents and 1 sender with the Pro plan.
Best for making sure no one’s too hot or cold
If your office receives a lot of complaints about the temperature, you need Comfy. It’s a smartphone app that allows employees to modify the temperature and lighting in their offices, keeping everyone in the company happy and comfortable.
Comfy works with your existing office systems to improve team productivity by establishing an atmosphere where no one is unhappy because it’s too hot, chilly, dark, or bright. It’s also useful in conference spaces. Comfy assists you in finding and booking meeting spaces as well as locating local workplace amenities such as elevators, toilets, cafeterias, and coffee kiosks. If the meeting room gets too hot, the thermostat is merely a touch away.
Comfy Price: Pricing is only accessible via quote.
Best for communicating and sharing information
Slack is a collaboration tool that barely needs an introduction. It’s a team messaging program that’s taken the office by storm. It’s also good for a lot more than a simple conversation. You may use Slack to broadcast information to the whole organization and request input, send immediate messages to team members and receive speedy responses, and share printer troubleshooting guides.
While office managers benefit from using Slack as a communication platform, its add-on applications provide some of the finest capabilities for admins. Consider the following scenario:
- Do you want to order a catered lunch? All you have to do is go to Caviar and choose the restaurant you want to order from, and the bot will collect employee food orders and make your order for you.
- Have trouble remembering staff birthdays? BirthdayBot notifies you a few days before an impending employee’s birthday, ensuring that you don’t forget to purchase a cake.
- Are you tired of returning to your morning refill to discover an empty coffee pot? Employees at WhoMadeCoffee are rewarded for refreshing the morning brew via gamification.
In Slack’s list, you’ll find over 100 applications for office administration that can help you automate anything from purchasing office supplies to organizing meetings. It is one of the best office management software which can be used.
Slack Price: Free basic subscription with 10k message history; standard plan with unlimited history starts at $8/month per user.
Best for managing tasks and monitoring projects
Many task and project management applications are developed for large business operations and complicated IT projects. They’re jam-packed with features, but they’re also more complex than most admin teams require. Trello is an exception. It’s a simple task Kanban board that functions similarly to an assembly line, allowing teams to add and assign jobs, communicate and monitor progress, and more all from one location.
The above public “Corporate Holiday Gifts” board is an excellent illustration of the many different ways you can utilize Trello. Each card symbolizes a gift that has to be ordered, and each lane indicates the progress of that transaction. Keep track of your progress by dragging and dropping cards into the relevant lanes as you pick, order, and send gifts.
Trello’s public inspiration boards provide a diverse collection of projects, including many that are ideal for office managers:
- Assign and monitor admin team tasks
- Organize a holiday toy drive
- Organize an office party
- Plan a weekly employee newsletter
- Keep track of your to-do list
Alternatively, you may create your boards to keep track of the tasks your office management team needs.
Trello Price: $9.99/month for unlimited boards and core features; free for unlimited boards and core features (paid annually) Unlimited power-ups and team board groupings are included in the Business Class package. It is one of the best office management software which can be used.
Best for worry-free video conferencing
Employees located all over the world may now interact and cooperate more easily than ever before. When planning a huge video conference, though, it doesn’t necessarily seem that way. Frozen video and low sound quality are caused by inadequate internet connections, which frustrate participants and shame organizers equally. It is one of the best office management software.
Zoom is a high-quality video calling software. It doesn’t necessitate ideal internet connections for sharp video and clear audio from all participants, so it’s one less thing to worry about when planning meetings. Even if your internet connection is shaky, it manages to keep calls running smoothly.
Zoom Rooms is also worth checking if your firm performs a lot of cross-office video conferencing. It’s a complete conference room system that includes touchscreen displays, mounted conference room cameras, and wireless speakers, making it simple to hold meetings with two rooms of people, even if they’re hundreds of miles apart.
Price: Basic plan is free for up to 100 meeting participants on calls up to 40 minutes long; Pro plan is $14.99 per month and includes unlimited meeting duration and call recording.
We hope this guide has assisted you in locating the best office management tools for the task or provided you with a starting point for learning more about what’s available. The right tools can help you streamline your workflow, improve your procedures, and free up time to focus on your objectives and growth. As much as sales management, office management is equally important. I hope you have got all the best office management software for your office. Read this blog to know which software will suit your organization.