18 min read

32 Team Productivity Tools for Your Team This Year

October 1, 2024

32 Team Productivity Tools for Your Team This Year

Compounding internal and external demands can often stretch employees to their breaking points.

If to-do lists multiply faster than your team can tackle them, work quality can suffer, deadlines may get missed, and customer satisfaction might plummet.

And hiring more workers can help, but it may not be in your budget. What you need is a cost-effective way for your team to do more without resulting in burnout.

So adding team productivity tools to your arsenal might be the solution you’re looking for.

Team Productivity Tools

Task management tools

Task management tools allow teams to break down large projects into smaller tasks, assign responsibilities, and track progress. Here are some of the most popular options:

1. Trello

Trello is a visual task management tool that uses boards, lists, and cards to help teams organize tasks and collaborate effectively. Each card can include checklists, attachments, deadlines, comments, and more.

Features:

Drag-and-drop interface
Integration with apps like Slack, Google Drive, and Dropbox
Customizable boards for personal or team use
Collaboration in real-time

Best for: Teams that prefer a simple, visual approach to task management.

2. Asana

Asana is one of the most robust task management tools available. It allows teams to plan, organize, and track their work in a variety of views, such as lists, boards, and calendars.

Features:

Project templates and timeline view
Automation to eliminate repetitive tasks
Workload management to balance team effort
Custom fields for specific project requirements

Best for: Teams that handle complex projects and need advanced tracking features.

3. ClickUp

ClickUp is an all-in-one productivity platform that offers task management, docs, goals, and time tracking, all within a unified interface. It’s highly customizable to suit different team needs.

Features:

Multiple views (Board, List, Box, Gantt, Calendar)
Time tracking and goals
Templates for recurring tasks
Built-in docs and chat for team collaboration

Best for: Teams looking for a versatile tool that integrates project management and productivity features.

Communication tools

Effective communication is at the heart of productive teamwork. Whether your team is remote or on-site, these communication tools can help you stay connected and informed.

4. Slack

Slack is a messaging platform designed for team collaboration. It organizes conversations into channels, making it easier for teams to stay focused and reduce email clutter.

Features:

Organized conversations through channels
Direct messaging and video calls
Integration with hundreds of apps like Google Drive, Zoom, and Trello
Searchable message history

Best for: Teams that need instant communication and seamless integration with other tools.

5. Microsoft Teams

Microsoft Teams integrates with Microsoft 365, offering chat, video conferencing, file sharing, and collaboration in one hub. It’s ideal for teams already using Microsoft services.

Features:

Video calls and meetings for up to 1,000 participants
Real-time document collaboration via Word, Excel, and PowerPoint
Customizable tabs for quick access to apps and files
Integration with SharePoint and OneDrive

Best for: Teams that rely on Microsoft 365 for document and communication management.

6. Zoom

While primarily known for video conferencing, Zoom has expanded to offer chat, webinars, and phone systems. Its ease of use has made it a staple for remote teams.

Features:

HD video and audio conferencing
Screen sharing and virtual whiteboards
Webinar and event hosting
Integration with Google Calendar, Slack, and Asana

Best for: Teams that need reliable video communication and collaboration features.

File sharing & collaboration tools

Collaboration is easier when teams have access to the same resources. These team productivity tools simplify file sharing and real-time collaboration, ensuring that your team has everything they need to stay productive.

7. Google Workspace

Google Workspace offers cloud-based productivity tools like Google Docs, Sheets, and Slides. These tools allow for real-time collaboration, making it easy for multiple team members to work on the same document simultaneously.

Features:

Real-time document collaboration
Cloud storage via Google Drive
Integration with Gmail, Calendar, and other Google services
Version control and file history

Best for: Teams that need seamless collaboration on documents, spreadsheets, and presentations.

8. Dropbox

Dropbox is a cloud storage solution that allows teams to store, share, and collaborate on files. It also integrates with popular project management and communication tools, making it a versatile choice for teams.

Features:

File sharing with customizable permissions
Smart sync to access files without using hard drive space
Integration with Slack, Zoom, and Trello
Version history to recover previous versions of files

Best for: Teams that need secure cloud storage and file-sharing capabilities.

9. Microsoft OneDrive

OneDrive is Microsoft’s cloud storage service. Integrated with Microsoft 365, it allows teams to store, sync, and share files with ease, while offering advanced security and compliance features.

Features:

Secure cloud storage
Real-time document collaboration via Microsoft 365 apps
Offline access and automatic syncing
Built-in ransomware detection and file recovery

Best for: Teams that are already using Microsoft 365 for document management.

Time tracking & productivity monitoring tools

Tracking time spent on tasks is essential for improving team productivity. These team productivity tools can help teams monitor time usage, analyze productivity trends, and manage work hours effectively.

10. Toggl Track

Toggl Track is a simple time-tracking tool that helps teams monitor how much time they spend on different tasks. It offers detailed reports to analyze productivity and profitability.

Features:

One-click time tracking
Detailed reporting and analytics
Integration with over 100 tools like Trello, Asana, and Slack
Project and team management features

Best for: Teams that want an easy-to-use time-tracking solution with powerful reporting.

11. Clockify

Clockify is a free time-tracking app that helps teams track work hours, billable time, and project costs. It’s especially useful for businesses that need to monitor how time is spent on client projects.

Features:

Time tracking across multiple projects
Timesheet approvals and invoicing
Reports on team productivity and billable hours
Integration with Trello, Jira, and QuickBooks

Best for: Teams looking for a comprehensive time-tracking solution without a hefty price tag.

12. RescueTime

RescueTime is an automatic time-tracking tool that helps individuals and teams understand how they spend their time on devices. It provides insights into productivity levels and helps identify time-wasting activities.

Features:

Automatic tracking of time spent on apps and websites
Daily and weekly reports on productivity
Focus sessions to block distractions
Alerts for spending too much time on unproductive activities

Best for: Teams that want to improve focus and reduce time spent on distractions.

Project management tools

Project management tools help teams organize, plan, and execute projects efficiently. These team productivity tools provide a centralized hub for managing project tasks, deadlines, and resources.

13. Monday.com

Monday.com is a flexible project management tool that allows teams to create custom workflows to manage projects. It provides a variety of views, including Kanban, Gantt charts, and timelines, to suit different project needs.

Features:

Customizable workflows and project templates
Gantt charts and Kanban boards for visual project management
Collaboration features like file sharing and comments
Automation to streamline recurring tasks

Best for: Teams that need a highly customizable project management tool.

14. Basecamp

Basecamp is an easy-to-use project management tool designed for team collaboration. It organizes projects into different sections, such as to-do lists, message boards, and document storage.

Features:

Task lists, calendars, and project schedules
Real-time group chat and direct messaging
File sharing and centralized document storage
Progress tracking via milestones and deadlines

Best for: Teams that need a straightforward, user-friendly project management tool.

15. Jira

Jira is a project management tool designed for software development teams. It allows teams to track bugs, manage agile workflows, and plan sprints with ease.

Features:

Scrum and Kanban boards for agile project management
Bug tracking and issue management
Sprint planning and backlog prioritization
Integration with development tools like GitHub and Bitbucket

Best for: Software development teams using agile methodologies.

Automation & integration tools

Automation tools allow teams to automate repetitive tasks, saving time and improving efficiency. Integration tools help connect various productivity apps, ensuring seamless workflows.

16. Zapier

Zapier is an automation tool that connects different apps and automates workflows. With Zapier, teams can create automated actions, known as “Zaps,” between apps without needing to write any code.

Features:

Automates repetitive tasks across different apps
Supports over 2,000 app integrations, including Slack, Gmail, and Trello
Multi-step workflows for complex automation
Pre-built templates for common tasks

Best for: Teams that want to automate workflows and improve efficiency without coding.

17. IFTTT (If This Then That)

IFTTT is a free automation tool that allows users to create simple conditional statements, known as “applets.” These applets trigger an action based on a specified condition, connecting various apps and services.

Features:

Automates simple tasks based on conditions
Connects apps and devices from different ecosystems
Pre-built applets for popular services
Easy-to-use interface with no coding required

Best for: Teams looking for simple automation between apps and devices.

18. Make (formerly Integromat)

Make is a more advanced automation tool that allows teams to create complex workflows between different apps. It supports powerful logic, filters, and error handling to ensure automation runs smoothly.

Features:

Visual workflow editor for building automations
Advanced logic and branching workflows
Integration with hundreds of apps like Slack, Dropbox, and Trello
Error handling and scheduling for automation

Best for: Teams that need advanced automation capabilities for complex workflows.

Note-taking & documentation tools

Capturing ideas, meeting notes, and important project details is essential for team productivity. These tools make it easier for teams to store, organize, and share notes.

Read Also: 67 Remote Work Tools For Your Team

19. Notion

Notion is an all-in-one workspace for note-taking, project management, and collaboration. Teams can create wikis, document processes, and track projects in one centralized platform.

Features:

Customizable pages for notes, tasks, and databases
Real-time collaboration on documents
Templates for project management, meeting notes, and more
Integration with popular tools like Slack, Google Drive, and Trello

Best for: Teams that want a flexible, all-in-one solution for note-taking and project management.

20. Evernote

Evernote is a note-taking app that helps teams capture and organize ideas, meeting notes, and documents. It offers powerful search capabilities and allows users to organize notes into notebooks.

Features:

Cross-platform note syncing
Tagging and search for easy organization
Collaboration features for shared notes and notebooks
Web clipper for saving articles and information from the web

Best for: Teams that need an organized, feature-rich note-taking tool.

21. Microsoft OneNote

Microsoft OneNote is a digital note-taking app that integrates with Microsoft 365. It allows teams to create, organize, and share notes, offering real-time collaboration and document syncing.

Features:

Notebooks, sections, and pages for organizing notes
Integration with Microsoft 365 apps like Word and Excel
Real-time collaboration on notes and documents
Syncing across devices

Best for: Teams already using Microsoft 365 for collaboration.

Collaboration & whiteboarding tools

When teams need to brainstorm, map out ideas, or collaborate visually, whiteboarding tools are invaluable. These team productivity tools replicate the traditional whiteboard experience in a digital space, making them perfect for remote teams and collaborative brainstorming sessions.

22. Miro

Miro is a digital whiteboard platform that allows teams to collaborate in real-time, regardless of their location. Teams can create diagrams, wireframes, mind maps, and workflows on an infinite canvas.

Features:

Real-time collaboration with multiple users
Pre-built templates for mind maps, Kanban boards, and more
Integration with tools like Slack, Trello, and Jira
Video conferencing capabilities for remote collaboration

Best for: Teams that need a versatile, real-time collaborative whiteboard.

23. Microsoft Whiteboard

Microsoft Whiteboard is a freeform digital canvas that teams can use to brainstorm, sketch, and share ideas. It integrates seamlessly with Microsoft Teams, making it a great tool for remote brainstorming sessions.

Features:

Real-time collaboration and infinite canvas
Sticky notes, drawing tools, and text boxes for brainstorming
Integration with Microsoft 365 and Teams
Ink-to-shape and ink-to-table features for converting freehand drawings into structured diagrams

Best for: Teams already using Microsoft products and needing a simple collaborative whiteboard.

24. Jamboard

Google’s Jamboard is a digital whiteboard that works well with Google Workspace tools. It’s designed for brainstorming sessions and remote collaboration, allowing teams to create sketches, notes, and images.

Features:

Real-time collaboration with Google Workspace integration
Cloud storage via Google Drive
Drawing, adding sticky notes, and uploading images
Touchscreen support for interactive use

Best for: Teams using Google Workspace that need a collaborative whiteboarding tool.

Customer support & communication tools

For teams that interact with customers or external stakeholders, ensuring smooth communication is critical. These team productivity tools help teams manage customer interactions, tickets, and queries efficiently.

25. Zendesk

Zendesk is a customer service software that helps teams track, prioritize, and solve customer support tickets. It’s widely used for providing support across multiple channels like email, chat, and social media.

Features:

Ticketing system to track customer requests
Multichannel support (email, chat, phone, social media)
Reporting and analytics to measure team performance
Self-service options like knowledge bases and FAQs

Best for: Customer support teams managing high volumes of queries.

26. Intercom

Intercom is a customer messaging platform that provides live chat, targeted messaging, and customer support tools. It helps teams engage customers in real-time and offers a personalized approach to support.

Features:

Real-time chat with automated messaging
User segmentation for targeted messaging
CRM integration and detailed customer profiles
In-app messaging and product tours

Best for: Teams that want to engage customers directly on their website or app.

27. Freshdesk

Freshdesk is a cloud-based help desk system that helps teams manage and resolve customer queries. It offers ticketing, automation, and multi-channel support, all aimed at improving customer satisfaction.

Features:

Ticketing system with automated workflows
Omnichannel support (email, chat, phone, social media)
Customizable self-service portal
Analytics and reporting on customer support metrics

Best for: Teams looking for a robust, scalable customer support platform.

Team scheduling tools

Efficient scheduling and calendar tools ensure that team meetings, deadlines, and projects stay organized. These team productivity tools can help teams coordinate better and avoid scheduling conflicts.

28. Google Calendar

Google Calendar is widely used for scheduling meetings and managing personal and team calendars. It integrates with other Google Workspace tools, allowing teams to schedule events, invite participants, and set reminders.

Features:

Shared calendars for team coordination
Integration with Gmail, Google Meet, and other Google tools
Event reminders and notifications
Calendar sharing for easy scheduling

Best for: Teams using Google Workspace for email and collaboration.

29. Microsoft Outlook Calendar

Microsoft Outlook Calendar is a part of the Microsoft 365 suite and integrates seamlessly with Outlook email. Teams can create shared calendars, schedule meetings, and manage resources like meeting rooms.

Features:

Shared team calendars and event scheduling
Integration with Microsoft Teams for online meetings
Recurring events and appointment scheduling
Resource management for booking rooms and equipment

Best for: Teams that use Microsoft 365 for email and document management.

30. Calendly

Calendly is an automated scheduling tool that simplifies meeting scheduling. Users can set their availability, share a link, and let others pick a time that works for them, avoiding back-and-forth emails.

Features:

Automated meeting scheduling
Customizable availability and meeting types
Integration with Google Calendar, Outlook, and Zoom
Reminders and notifications for upcoming meetings

Best for: Teams or individuals who frequently schedule meetings and need an efficient way to manage availability.

Team knowledge sharing tools

Keeping team knowledge organized and accessible is essential for continuous improvement and collaboration. These team productivity tools allow teams to create internal knowledge bases and share expertise with ease.

31. Confluence

Confluence, by Atlassian, is a team workspace where teams can create, share, and collaborate on internal knowledge. It’s widely used for creating project documentation, team wikis, and meeting notes.

Features:

Knowledge base for documentation and team collaboration
Integration with Jira for agile project management
Templates for quick setup of pages and projects
Real-time collaboration with comments and feedback

Best for: Teams looking for a centralized knowledge-sharing platform integrated with project management tools.

32. Guru

Guru is a knowledge management tool that helps teams capture, share, and access important information in real time. It’s designed to ensure that teams always have the latest and most accurate information at their fingertips.

Features:

Real-time syncing of knowledge across teams
Browser extension for easy access to knowledge
Verification workflows to keep content up-to-date
Analytics to track usage and engagement with knowledge

Best for: Teams that need to ensure up-to-date, accessible knowledge across departments.

Benefits of Team Productivity Apps

Integrating team productivity apps into your daily operations can result in several benefits:

Improved collaboration: Communication tools, like Slack and Microsoft Teams, can bridge geographical divides and foster a more connected work environment. Additionally, centralized hubs for document sharing, such as a knowledge base, ensure teams have access to the same source of truth for information.
Optimized employee performance: Workforce management tools enable managers to accurately oversee employee workloads, forecast impending labor needs, and allocate department resources.
Simplified workflows: AI and automations can streamline repetitive tasks like data entry and scheduling, freeing up agents to focus on personalizing customer interactions.
Better workload visibility: Features like shared calendars and project dashboards ensure everyone has a clear view of deadlines, tasks, and overall progress. This transparency fosters a sense of shared responsibility and keeps everyone working toward the same goals.

Many team productivity tools specialize in certain areas like time tracking, project management, or automation. Therefore, it’s important to remember that if you don’t choose a comprehensive solution, you might need to purchase multiple tools to receive all of these benefits.

How to Choose the Right Team Productivity Tools

With so many functionalities, choosing the right tool can feel like finding a needle in a haystack. Here are a few criteria to help you navigate the market and find the perfect fit for your team.

1. Determine your use case

Choosing the right team productivity tool starts with understanding your use case. By pinpointing your use case, you can narrow down the overwhelming array of options and focus on tools that offer features that directly address your team’s challenges.

For example, if you want to boost your customer service team’s productivity, you’d look to Zendesk. However, a simple task manager, like Todoist, might be all a single freelancer needs.

2. Consider ease of use and time to value

Ease of use refers to how intuitive and user-friendly the software is. Ideally, your chosen tools shouldn’t require extensive training or technical expertise for your team members to adopt them effectively. A clunky interface or complex setup process can lead to frustration and hinder productivity gains.

Time to value, on the other hand, focuses on how quickly your team can start reaping the benefits of the new tools. Some platforms require a significant investment in setup and customization before they become truly functional. The sooner your team feels confident using the tools, the sooner you’ll start seeing a return on your investment.

3. Prioritize a low total cost of ownership

Minimizing the total cost of ownership (TCO) should be a key consideration when selecting team productivity tools. TCO encompasses not just the initial software license fees but factors like implementation costs, ongoing maintenance charges, user training expenses, and potential hidden fees.

4. Look for advanced AI

AI can learn from user behavior and team workflows over time to offer intelligent suggestions, automate complex tasks, and identify potential roadblocks.

For teams working on large datasets or complex projects, advanced AI can be a powerful tool for uncovering insights, optimizing workflows, and ultimately achieving higher levels of productivity.

Frequently Asked Questions

What’s the importance of team productivity tools?

Team productivity tools have become increasingly important across industries. By streamlining communication, automating tasks, and fostering collaboration, these tools empower teams to achieve more in less time. Whether you are working remotely or in an office setting, productivity tools contribute to a more successful and industry-competitive organization.

How do you ensure team productivity?

Some practices that help ensure team productivity include:

Fostering a culture of clear communication and collaboration
Managing workloads diligently to promote efficiency and prevent burnout
Tracking time and resource allocation accurately
Providing access to sufficient team productivity apps

Which KPIs track productivity?

Key performance indicators (KPIs) that track productivity across different areas of operation include:

Task completion rate: measures the percentage of tasks completed within a set time frame
Time spent on tasks: tracks how long it takes to complete specific tasks, helping identify areas for improvement
Revenue per employee: measures the financial contribution of each team member
Error rate: measures the percentage of mistakes made in tasks or workflows
Employee satisfaction scores: provide insights into employee morale and potential roadblocks to productivity

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