How to Use Technology to Improve Your Workflow

A highly efficient, perfectly optimized workflow will ensure you and your team reach peak productivity levels on a regular basis. But how do you build a workflow that works. The answer: via proven technology solutions.


If you can dream it, there’s probably an app that’s been specifically designed to help you achieve it. The trick is to harness that tool for your own purposes.


In this post, we cover five ways that technology can help you improve your workflow. Whether you’re looking for a way to remove distractions, streamline communication, or better manage important projects, you’ll find the solution you need below.


Let’s dive in!


1. Remove Distractions

Distractions are the arch-enemy of productive workflows. As such, you should do your best to remove them. There are plenty of technological solutions that will help you do this, including these three popular options:



SaneBox is the ultimate inbox productivity tool. It uses AI technology to analyze user email history and learn which messages are pertinent and which aren’t. It then automatically sorts distracting emails into a specific folder, which users can check when it suits them. The result is a clean inbox that only includes the messages that users care about, eliminating stress.


SaneBox also has a Do Not Disturb feature which prohibits new emails from hitting the inbox for a predetermined amount of time and gives users the ability to unsubscribe from specific senders with one simple click.


Basic plans start at just $7 a month making SaneBox both super helpful and extremely cost-effective. No wonder big-name brands like Coca-Cola, Adidas, and eBay use the tool!


RescueTime enables its users to “get more from your day, without working more.” It does this via powerful time tracking and distraction blocking tools.


First, RescueTime can be used to automatically track the time you spend on certain projects, without annoying timers or manual entry. It then generates detailed reports that will teach you about your personal working habits and biggest productivity pitfalls. Armed with this information, you can design a better workflow for yourself based on cold, hard data.


Second, RescueTime comes with a handy website and app blocker that allows you to physically remove distractions from your workflow. Spending too much time on Instagram? Simply program RescueTime to block the app during work hours and eliminate all temptation.


RescueTime will cost you $9 a month after a 14-day free trial.


Freedom is used by more than 1m people to block digital distractions, reclaim focus, and boost productivity. The app is available across all devices and is very easy to use.


Users simply choose the websites and apps that distract them most, key in the amount of time they want them blocked, and then enjoy a distraction-free work zone that helps users regain a reported 2.5 hours of productive time every single day.


Freedom also allows users to:


  • Block the entire internet with the click of a button
  • Block all websites except the ones needed for work
  • Automatically schedule blocks to start and end at specific times
  • Sync blocks across all devices


After a free trial, Freedom can be accessed for $6.99 a month, $29 a year, or $129 for life.

2. Streamline Communication

Technology makes communication between team members simple — even if said team members work remotely and are separated by thousands of miles. This is important because poor communication will quickly disrupt an otherwise well-designed workflow. Use these three tools to better communicate with your team:


Slack is an incredibly popular work communication tool. In fact, we’d be surprised if you’ve never heard of it before. Teams around the world use it to stay in touch and improve communication via text, voice, and video chat features.


All conversations inside Slack can be organized into convenient channels based on company department, client, partner, etc. and users have the ability to leave or rejoin conversations at any time — something they can’t do when conversing via email.


It’s important to note Slack’s searchable history feature, which allows users to easily find important information from previous conversations and learn the context of past decisions.


Slack also makes it easy to connect multiple tools such as Zoom, Asana, and Trello (all mentioned below) for a streamlined and worry-free workflow. Get started with Slack for free, then upgrade to a premium plan starting at $8 a month.


Zoom is another incredibly popular communication tool — especially since many workers have been forced to work remotely due to COVID-19. The video conferencing app comes with HD audio and video, recording and transcripts, built-in collaboration tools, the ability to host webinars, and more.


Studies show that a substantial portion of communication is nonverbal. That’s why video conferencing software is so powerful. It allows users to see one another and converse more productively, strengthening their workflows in the process.


Zoom is completely free to use, though, you’ll need to upgrade to a paid plan to get access to all of the tool’s features. Plans start at $14.99 a month.



Next, we have CloudApp, a visual collaboration tool that gives you access to screen and webcam recording, GIF creation, and image annotation features.


Imagine how productive your communication with colleagues will become when you can simply record your screen to teach complex workflows instead of typing out detailed instructions. Or annotate an image to give crystal clear feedback.


Many CloudApp customers, including industry heavyweights like Salesforce, Uber, and Adobe, use CloudApp to save hundreds of hours and thousands of dollars a year. In fact, 53% of Fortune 500 companies use CloudApp to create more productive workflows.


The best part? CloudApp is completely free to use! Get started today and experience the workflow enabling power of CloudApp for yourself.

3. Properly Manage Your Projects

You’ve removed distractions and invested in a few tools to make team communication more intuitive. Now it’s time to improve your project management abilities. Once again, technology is here to make the process easier. Choose one of these top project management software and ensure your projects are always completed on time and on budget:




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