Top 7 Office Management Software Tools for Hybrid Teams
5. Visitor management platform
Managing office visitors isn’t simply about sending an email with your address, handing them visitor badges when they get there, and calling it a day. If that’s what you’ve been doing, we have good news: There’s a better way to manage office visits.
Modern visitor management platforms enable visitors to pre-register, get a digital badge, and receive exact instructions on where they should go and how to get there. Plus, it helps you keep your office secure and limit unauthorized access.
When choosing a visitor management system, look for one that:
- Allows visitors to pre-register online
- Includes customizable check-in flows for an on-brand experience
- Sends instant notifications to employees when their visitors arrive
- Tracks visitor history to maintain accurate records for security purposes
- Syncs with building access systems or other office management apps
Our top picks are:
- Envoy, for its strong check-in features and visitor notifications
- Yarooms, for its access controls and permissions that are easy to set up
6. Data and document management
Your team probably spends more time searching for files than you realize – according to Gartner, 47% of digital workers struggle to find the information they need to do their jobs well. Data and document management tools solve this by centralizing information for your team, ensuring it’s accessible and secure.
When choosing a tool for managing data and documents, look for software that:
- Provides cloud-based storage with access controls
- Offers a search functionality that’s advanced and intuitive
- Enables real-time collaboration on shared documents
- Tracks version history to avoid confusion over updates
Our top picks are:
- Google Workspace, for its collaborative features and uptake (everybody knows Google Docs and Google Drive)
- Microsoft SharePoint, for teams that need advanced document sharing and extra internal communication features
- Proton for Business, for teams that prioritize privacy and security
Your choice will depend on your specific needs but ultimately you need to pick a tool that allows your team to spend less time searching and more time getting work done.
7. Virtual meeting and collaboration tools
Virtual meetings are often blamed for Zoom fatigue – and it’s true that they do have a number of design flaws that increase employees’ cognitive load. By selecting the right tools and being mindful of how your team uses them, you can help your people have more productive and engaging online meetings.
To work together from anywhere and have efficient online meetings, your team needs the right video conference software
Look for a video conferencing app that:
- Has screen sharing and collaborative whiteboards for brainstorming sessions
- Offers features like breakout rooms or polls
- Integrates with calendars and project management tools
- Works across devices and platforms for maximum flexibility
Our top picks are:
- Google Meet, for its clean and simple interface
- Zoom, for its reliable video quality and extra features that Google Meet doesn’t have
- Microsoft Teams, for teams who rely on Microsoft Office Suite for their day-to-day work
With the right video conferencing tools, you can cut down on wasted time and make collaboration easier and more effective for hybrid or distributed teams.
Why office management software tools are critical for office managers
Managing an office is hard work – but the right office management apps can make that task easier. In short, they’ll be your key allies in helping you run your office efficiently and ensuring everyone has access to the right software to do their best work.
Here’s how these tools can help:
Boost team-wide collaboration
Efficient collaboration is about a number of things: communication, alignment, idea sharing, progress monitoring, and much more. The right office management tech stack can help you do all that – and more.
No one likes to wade through endless emails, switch through countless apps, or chase down updates from colleagues, so pick tools that sync with each other automatically. This way, you’ll be sure to eliminate bottlenecks that slow your team down.
Empower flexible work
Hybrid workers thrive on flexibility, and office management tools provide the infrastructure to make it happen. Desk booking apps and time tracking software allow employees to decide when and where to work while giving office managers and HR teams the visibility they need to keep everything running smoothly.
If you use the right tools to simplify the logistics, your team will be able to focus on their work instead – rather than on looking for available desks or equipment.
The right desk booking app will enable you to empower flexible work – and boost office attendance
Make the most of business resources
Efficient office utilization is key for ensuring every square foot of office space counts. Unused desks, double-booked rooms, or idle equipment can drain your resources without you even realizing it.
Office management software tracks these inefficiencies, helping you create office layouts that work for you and your team – and give you the data you need to adjust your space and equipment, and allocate resources better.
As your business grows, managing resources will also become more complex, so make sure you pick tools that can scale with your needs.
Streamline your office operations
If you’re managing a busy office, you need to simplify all the (seemingly small) admin tasks that can eat up hours of your time, like signing in visitors, scheduling rooms, or tracking attendance.
Top office management tools automate these mundane tasks, giving you time to focus on the bigger picture and create a workplace where your team can thrive.
Plus, manual processes are prone to mistakes and inefficiencies. The best way to tackle this? Automating and standardizing workflows. This simplicity saves time and makes your life easier.
Make informed business decisions
When proposing changes of your office processes, setup, or operations to your leadership team, having data to back you up makes all the difference.
C-Suite execs will appreciate the clarity that comes with effective office management, so make sure you pick tools designed to give you concrete data on attendance, space utilization, and productivity – and that have robust analytics features to help you spot trends.
Upgrade your office management system with Officely
If you don’t have the right tools that can help run your office smoothly, you’ll inevitably waste time – yours and your team’s. And we get it: Finance management, resource allocation, hybrid team collaboration, and efficient workflow management make the office manager role incredibly complex.
Thankfully, today there are many tools to make your life easier.
With apps like Officely, managing an office becomes less about juggling endless office tasks and more about creating a workspace that your people like coming to – and building a hybrid culture that supports and empowers your team.
From tracking attendance to easy desk booking directly in Slack or MS Teams, Officely is designed to make office management straightforward and easy.
Ready to see how easy it is to implement our app in your workflows? Book a demo and see for yourself how easy it is to transform your office into a workspace that works for everyone.
