How Technology Improves Workplace Productivity: Strategies, Benefits, and Best Practices

It’s no secret that technology has become a valuable asset to any company or organization in today’s business environment.

The right technology can vastly improve a company’s overall efficiency and performance in the market, as well as improve employee productivity, communication, collaboration, morale and engagement company-wide. However, when it comes to choosing the right technology for your workplace, making the right choice can be difficult.

There are numerous types of software and various tools available today.

Of course, you won’t need all of them, just the right ones to suit your company’s needs.

For example: Many companies are focused on improving enterprise mobility and encouraging the BYOD (Bring Your Own Device) policy. According to research on the evolution of the mobile enterprise adoption and trends, custom apps are beneficial to both companies and their employees, with 30% of companies reporting custom apps improving their business processes and 24% of them reporting improved employee productivity, among other benefits.

With that in mind, here’s how technology can improve workplace productivity and how to choose the right technology to enhance your business and meet your goals:

Determine Your Company’s Needs

Implementing new technology to improve your company’s overall performance must be a strategic decision.

In other words, you simply cannot decide on what technology to deploy based on a whim. Instead, take the time to determine your company’s needs, as well as the needs of your employees to choose the right technology that will meet those needs.

Here are a few questions to ask that will help you understand the bigger picture:

• What’s the current estimate of the company’s performance and efficiency and can it be improved?
• Is the company falling behind its competitors and why?
• Are employees engaged, motivated and productive? If not, why?
• Can new technology be brought into the company to remedy problems and issues? If yes, then which technology will best address the problem?
• Can existing technology meet the company’s needs, or will you have to invest in new technology or even develop custom apps?

These are just a few examples of questions executives must ask in order to make the right decision about what technology set is right for their business.

The more time spent on evaluation and requirements gathering, the better the outcome will be.

New Technology Requires Training, Education and Enablement

Employees today are generally more tech-savvy when it comes to adopting and adjusting to new technology in the workplace.

However, technology alone won’t solve all your problems overnight. It’s how your employees use the new technology that makes a difference. You cannot expect them to understand how everything works or should work from the start.

Successfully introducing and integrating new technology into a company’s workflow requires planning, time and investment.

Forcing employees to instantly adopt a new technology overnight may cause high levels of stress, which can lead to disengagement rather than enhanced engagement — 57% of employees that are stressed out at work also report that they are disengaged and not as productive as they could be.

Therefore, proper training, education and enablement are a must when introducing employees to new technology they’ll be using.

Clearly communicating why a new technology is being introduced and what the desired outcome will be is critical to employee adoption and usage. Many companies don’t take this into account when planning the timeline or budget for the introduction of new technology, but it is a crucial element to success.

Improving Communication Through Technology

Communication is vital not only to employee productivity but company efficiency as well.

Miscommunication can cost companies a lot of money. In fact, according to the Society for Human Resource Management, small companies with 100 employees lose approximately $420,000 annually due to inefficient communication within the company.

Fortunately, new communication tools and technologies can improve employee communication, collaboration and productivity and save your company a lot of money in the process.

Again, which tools should be used depends on your needs; but collaborations tools and technologies such as Slack, Chanty, Flock, Tribe, Skype and many others each have unique benefits that can help improve teamwork and communication across the company.

Improving Efficiency Through Technology

According to the Bureau of Labor Statistics, employee productivity has been declining for the past decade, despite the rise of new technologies, due to many factors in the modern workplace that hurt employee productivity.

Ironically, technology meant to help employees do their jobs better often leads to increased expectations to do increasingly more. Overloading employees with too much work results in a 68% decrease in employee productivity.

Focusing on how technology can be used to improve the overall efficiency and ease of business processes for employees is a key to success. For instance, technology can improve the efficiency of project management, thus improving the collaboration, communication, and productivity of team members. Project management tools, such as Basecamp, Asana, Wrike, and many others can help companies manage their projects better.

However, when it comes to choosing existing products or developing one in-house, the company’s needs, size, budget, culture and the needs of the employees must be taken into consideration.

Technology can vastly improve a company’s efficiency, employee productivity, engagement, collaboration and communication, but only if the right technology is chosen and implemented properly.

Common Challenges in Technology Adoption and How to Overcome Them

Implementing new technology in the workplace is rarely seamless. Organizations often encounter a range of challenges that can hinder successful adoption.

Here’s a breakdown of common obstacles and practical ways to address them:

1. Resistance to Change

Employees may resist new technology due to fear of the unknown, lack of understanding, or concerns about job security.

Solution:

• Clear Communication: Explain the purpose and benefits of the new technology. Highlight how it will make their work easier, not replace them.
• Employee Involvement: Involve employees early in the decision-making process to foster a sense of ownership.
• Gradual Rollout: Introduce the technology in phases to minimize disruption and give employees time to adapt.

2. Lack of Proper Training

Even the most advanced tools are ineffective if employees don’t know how to use them.

Solution:

• Comprehensive Training Programs: Provide hands-on training sessions and easy-to-access resources such as guides and video tutorials.
• Ongoing Support: Offer continuous assistance through help desks or dedicated support staff to address issues as they arise.
• Mentorship Programs: Assign tech-savvy employees as mentors to guide their peers.

3. Integration Issues

New tools often need to work alongside existing systems, and integration challenges can delay adoption.

Solution:

• Vendor Support: Choose vendors who offer robust integration solutions and dedicated customer support.
• Gradual System Migration: Transition slowly to ensure compatibility and test for any issues.
• Custom Development: If needed, invest in custom API integrations to bridge gaps between platforms.

4. Cost Concerns

The expense of new technology, including licensing, training, and maintenance, can deter organizations from investing.

Solution:

• ROI Analysis: Demonstrate long-term value by calculating potential productivity gains or cost savings against the initial investment.
• Budgeting: Plan and allocate resources effectively to minimize unexpected costs.
• Scalable Solutions: Start with basic plans and scale up as the organization grows.

5. Overwhelming Options

With so many tools and platforms available, it can be hard to choose the right one.

Solution:

• Needs Assessment: Conduct a thorough evaluation of your company’s specific needs and goals before shopping for tools.
• Trial Periods: Take advantage of free trials to test usability and suitability.
• Expert Consultation: Work with technology consultants or third-party reviewers to identify the best-fit solutions.

Balancing Technology Use and Avoiding Burnout

While technology can enhance productivity, excessive reliance or poor implementation can lead to burnout and dissatisfaction. Striking a balance is crucial for maintaining a healthy work environment.

1. Recognize Tech Overload

Employees juggling multiple tools and apps can feel overwhelmed, leading to reduced productivity and frustration.

Solution:

• Tool Consolidation: Opt for platforms that integrate multiple functions to reduce the number of tools employees must manage.
• Usage Policies: Create clear guidelines on when and how to use certain tools to avoid over-communication and app fatigue.

2. Avoid After-Hours Intrusion

Constant notifications and access to work tools outside office hours can blur boundaries between work and personal life.

Solution:

• Set Boundaries: Encourage employees to disconnect after work hours by disabling non-essential notifications.
• Flexible Tools: Use platforms that offer “Do Not Disturb” modes or time-based availability settings.

3. Prioritize User-Friendly Tools

Complex tools that require significant effort to learn and use can discourage adoption and add stress.

Solution:

• Simplicity First: Choose intuitive platforms that align with your team’s technical skill level.
• Iterative Implementation: Introduce features incrementally to prevent overwhelming employees.

4. Foster a Culture of Balance

Encourage employees to use technology as a means of support, not as a burden.

Solution:

• Regular Feedback: Check in with employees to understand how technology is impacting their workload and adjust as needed.
• Mental Health Resources: Provide access to tools and programs that support wellness and stress management.
• Leadership Example: Model balanced technology use at the management level to set a precedent for employees.

Wrapping Up

Technology is an invaluable asset in today’s business environment, capable of transforming communication, collaboration, and productivity across the workplace.

However, its success depends on thoughtful implementation, employee enablement, and alignment with business objectives. Companies that take the time to assess their needs, train their teams, and select the right tools will not only boost efficiency but also foster a more engaged, innovative, and productive workforce.