Ambidextr Media

Contemporary times have changed the way we operate in the workplace. While technology has undoubtedly made many aspects of work more efficient and convenient, it has also brought new challenges. 

Like productivity tools.

The purpose of productivity tools is to assist us in organizing deadlines, improving team communication, and increasing overall workplace efficiency. Productivity tools have helped us in our daily tasks, but have they truly improved our performance?

Productivity tools can be counterproductive at some point

Although productivity tools are truly beneficial, using more of them than one can handle is the issue. Think about how many messaging applications your team uses. Or how many to-do list apps you have in your laptop. Or how many other apps you use that feature the same functionality. 

The problem arises when you update each of your apps more frequently than when you use them for their intended function. Further, the time you spent synchronizing your notes across several platforms or delegating tasks in each collaboration software might have been used to complete your actual tasks instead.

This is the point where, ironically, productivity tools become counterproductive. Essentially, utilizing too many of it requires too much of your time.

Sooner or later, they will make you feel overwhelmed

You and your team may also struggle to keep track of every app and miss some of the deadlines assigned to you. What’s supposed to be a collaborative project can turn anarchic when there’s no central app where the team can communicate without other distractions, such as a second and third messaging app.

The thing is, the disadvantages of using too many productivity tools aren’t just limited to messaging apps. Simultaneously facing different word processors, database management systems (DMS), and project management tools can make you feel more overwhelmed. It diverts your attention away from your tasks, giving the impression that you have more work than you actually have. 

And when you get too overwhelmed, it may lead to late submissions or substandard outputs. What’s worse is it can even lead you to professional burnout, which can result in complete productivity loss.

How to make the most out of productivity tools

The rise of productivity tools isn’t new to us but it’s understandable that we’re still trying to navigate what kind of system works best for us. While being bombarded with a mountain of productivity tools, how can we prevent the paradoxical impact of reducing productivity while using productivity tools?

1. Assess which productivity tools are hindering your productivity

Let’s face it, we utilize certain productivity tools only because we see others using them. Unfortunately, not every app is compatible with our needs and work style. It could be time to get rid of any applications that you don’t use all that much and believe are hampering your productivity. Prioritize productivity tools that make your work more efficient.

2. Try only using one of each kind

Sometimes, when there’s a new app being introduced to us, we are intrigued to see how it works, even if we currently use another app with a similar purpose. For instance, think about how many word-processing apps you use. Do you use Microsoft Word, Google Docs, and Notes all at the same time? It’s going to be hard to sync all your files if that’s the case. Instead, what you can do is choose one among them and stick to it. By doing so, you can have a more organized workflow and avoid confusion where some of your files are located. 

The same can be applied on other types of apps too.

3. Decide among your team which applications you should use exclusively

As mentioned earlier, it can get anarchic when your team members feel lost with the excessive amount of productivity tools your team uses. Similar to the second advice, your team should discuss which apps they should only use to avoid missing out announcements and to successfully track each other’s progress. This enables clear communication that can make collaborating easier.

At the end of the day, keep in mind that productivity tools are only there to assist us, not do our jobs. Your success in doing your tasks will ultimately depend on your own actions.

Blog by Maria Bernadette Torda