If you’ve ever felt like your workday is filled with more clicking, switching, and repeating than actual progress—you’re not alone. These days, running a business (or even just keeping a team on track) means juggling a lot of moving parts. Emails, messages, docs, meetings… it adds up fast.
That’s why so many teams are turning to business productivity software—not just to do more, but to do better—with fewer hiccups and less wasted time.
What’s interesting is how much the landscape has changed. It’s no longer just about picking one all-in-one tool and hoping for the best. Now, companies are mixing and matching tools built for very specific things—whether it’s planning projects, tracking time, or using something like TextExpander to stop typing the same phrases over and over again.
In this guide, we’ll take a practical look at what’s out there in 2025—what kinds of tools are helping businesses stay sharp, and how to figure out what actually fits your team. No fluff, no endless comparisons—just real-world advice to help you work smarter.
Categories of business productivity software
“Productivity software” is one of those catch-all terms that sounds helpful until you realize it could mean just about anything. There are so many tools out there, and they all promise to help you “do more with less.” But unless you know what kind of help your team actually needs, it’s easy to end up with a bunch of apps no one really uses.
Most of the tools worth paying attention to fall into a handful of categories—each one solving a different kind of work problem. Here’s a quick breakdown:
- Automation and integration tools: This is where the real magic happens. These tools connect your workflows and take repetitive stuff off your plate. TextExpander, for example, lets you turn commonly used phrases into quick keyboard shortcuts—perfect for support teams, sales reps, or anyone who’s tired of typing the same thing five times a day.
- Project management tools: These are the apps that help keep your team on the same page. They assign tasks, set deadlines, and track progress—all the stuff that ensures nothing slips through the cracks.
- Communication platforms: Whether your team is fully remote or just trying to reduce meetings, solid communication tools are a must. These keep the conversation going without flooding everyone’s inbox.
- Time tracking apps: Not glamorous, but super useful—especially if you bill by the hour or want a clearer picture of how your time actually gets spent.
- Document collaboration suites: Think shared docs, spreadsheets, and slide decks you can edit in real time—without the back-and-forth of emailing attachments.
- Note-taking tools: Sometimes the best ideas come when you’re not even looking for them. These apps help you jot things down quickly and find them later—without digging through a dozen sticky notes.
Once you know what kind of tool fits where, it gets a lot easier to figure out what your team actually needs.
Automation and integration tools
Sometimes the biggest productivity gains come from the smallest changes—like not typing the same sentence for the hundredth time, or avoiding copy-pasting between apps all day. That’s where automation tools come in. These platforms help connect your systems, eliminate repetitive work, and free up your team to focus on what actually matters.
Let’s start with a tool that does exactly that—TextExpander.
TextExpander
If you or your team spends a lot of time typing the same messages, responses, or data over and over, TextExpander can be a game-changer. It lets you create reusable text Snippets—anything from a sentence to an entire email—and trigger them with a quick shortcut. Simple idea, big time-saver.
Key features
- Dynamic Snippets with fill-in fields, dates, and smart logic
- Shared Snippet libraries so teams stay on the same page
- Cross-platform support: Mac, Windows, iOS, and Chrome
- Usage statistics to measure time saved and track ROI
Pricing
Plans for individuals and businesses; business plans start at $8.33/user/month (billed annually).
Pros
- Huge time savings for support, sales, and recruiting teams
- Helps standardize messaging across departments
- Easy to manage and roll out at scale
Cons
- Requires a little upfront effort to set up your Snippet library
- Can take some training to get teams fully on board
User insight
“TextExpander is super easy to set up and maintain. I can save my snippets to the cloud so I can have it across multiple devices, and being able to organize the types of snippets into different folders makes it easy for me to find the snippet I need to make updates to. I use TextExpander every day to save formulas, email templates, even code snippets, but I also use it ad-hoc for personal needs which is really convenient.” — Devin S., G2
Zapier
Zapier connects thousands of apps so you can automate tasks without writing a line of code. Want to create a Trello card every time someone fills out a form? Or auto-save Gmail attachments to Dropbox? Zapier makes that happen.
Key features
- Connects 6,000+ apps
- Multi-step workflows (“Zaps”)
- Conditional logic and filters
- Task history and error handling
Pricing
Free plan with limited zaps; paid plans start at $19.99/month.
Pros
- Super flexible
- Great for automating repetitive admin tasks
- No coding required
Cons
- Can get pricey with higher-volume workflows
- Debugging complex zaps takes some trial and error
User insight
“Every time we needed to move something from one place to another, it was a mess, until Zapier came along.” — Elicia W., G2
Make (formerly Integromat)
Make is like Zapier’s power-user cousin. It offers similar app-to-app automation but gives you more control and complexity—great for teams that want deeper customization.
Key features
- Visual builder for advanced workflows
- Conditional logic, scheduling, and loops
- Extensive app library and API support
- Real-time error handling and data routing
Pricing
Free tier available; paid plans start at $9/month.
Pros
- Great for building complex, multi-step automations
- More affordable than Zapier at scale
- Strong developer-friendly features
Cons
- Steeper learning curve
- Can be overkill for simple workflows
User insight
“It is an easy and intuitive platform to use, with which I have been able to automate and solve daily problems of manual work.” — Oscar S., G2
Project management tools
Asana
Asana is a go-to for teams that want a clear, visual way to manage work. Whether you’re planning a marketing campaign or launching a product, it helps you map out tasks, assign owners, and keep track of what’s next.
Key features
- Timeline and Kanban views
- Task dependencies and due dates
- Project templates
- Team dashboards and workload tracking
Pricing
Free for small teams, with premium plans starting around $10.99/user/month.
Pros
- Easy to onboard new team members
- Great for cross-functional projects
- Solid integrations (Slack, Google Drive, etc.)
Cons
- Can get cluttered if not organized well
- Might feel like too much for smaller, simpler teams
User insight
“We started with sticky notes and spreadsheets—Asana gave us structure without being overwhelming.”
Trello
Trello takes a more visual, card-based approach. It’s a great fit for small teams or anyone who prefers to organize work with a drag-and-drop board.
Key features
- Boards, lists, and cards
- Custom fields and checklists
- Power-Ups (integrations)
- Automations via Butler
Pricing
Free basic plan; paid plans start at $5/user/month.
Pros
- Super intuitive
- Great for personal productivity or smaller projects
- Lightweight and fast
Cons
- Limited reporting or time-tracking features
- Not ideal for complex workflows
User insight
“I love that we can use Trello to keep track of all our team projects in one place.” — Nicole C., G2
Communication platforms
Clear communication keeps teams aligned—especially when people are working in different locations or time zones. Whether you’re managing a fully remote team or just trying to cut back on meetings, these tools help keep the conversation flowing.
Slack
Slack has become the default communication hub for a lot of modern teams. It replaces long email threads with channels, DMs, and quick huddles that make it easier to stay connected without clogging your inbox.
Key features
- Organized channels for teams, topics, or projects
- Searchable message history
- Voice and video huddles
- Tons of integrations (Google Drive, Zoom, Asana, and more)
Pricing
Free plan with limits on history and integrations; paid plans start at $8.75/user/month.
Pros
- Fast, flexible communication
- Easy to integrate with the rest of your tools
- Great for real-time and async teams
Cons
- Can get noisy without clear channel guidelines
- Some teams may find it distracting if overused
User insight
“Slack is very useful and comfortable tool.” — Aditi G., G2
Microsoft Teams
If your company already uses Microsoft 365, Teams might be the obvious choice. It combines chat, meetings, file sharing, and collaboration into one tightly integrated package.
Key features
- Chat and threaded conversations
- Built-in video meetings
- Deep integration with Word, Excel, SharePoint, and OneDrive
- File collaboration directly within the platform
Pricing
Included in many Microsoft 365 business plans; standalone options also available.
Pros
- Seamless with Microsoft tools
- Good for both chat and video
- Secure and scalable for enterprise use
Cons
- Can feel clunky at times
- Steeper learning curve for non-Microsoft users
User insight
“I’ve been genuinely impressed by how easy Microsoft Teams is to use and set up.” — Verified User on G2
Time tracking applications
Tracking time isn’t just about logging hours—it’s about understanding where your team’s energy is going. Whether you’re billing clients, managing projects, or just trying to improve focus, these tools help shed light on how time is spent.
Toggl Track
Toggl Track is one of the simplest, cleanest time tracking tools out there. It’s ideal for freelancers, small teams, and anyone who wants to track hours without jumping through hoops.
Key features
- One-click timers and manual entry
- Project and client tagging
- Detailed reports and timesheet exports
- Browser extension and mobile apps
Pricing
Free plan available; paid plans start at $9/user/month.
Pros
- Extremely easy to use
- Great reporting features
- Works across devices
Cons
- Limited project management features
- Might not scale well for large teams
User insight
“Togl Track has changed our project time tracking to be an organized cohesive project.” — Steve W., G2
Clockify
Clockify offers a more full-featured time-tracking platform, especially for teams that need to manage multiple users, track billable hours, and stay on top of timesheets.
Key features
- Time tracking by task, project, or client
- Team timesheets and approval workflows
- Billable vs. non-billable hour tracking
- Integration with tools like Trello, Asana, and Jira
Pricing
Free forever plan; paid features start at $5.49/user/month.
Pros
- Scales well for larger teams
- Affordable paid plans
- Good visibility into team performance
Cons
- Interface isn’t as clean as some alternatives
- May take time to set up if managing multiple teams
User insight
“I actually increased my revenue using Clockify to track my time!” — Diana T., G2
Document collaboration suites
When teams need to create, edit, and share content, they turn to document collaboration tools. These platforms make it easy to work on the same files—at the same time—without stepping on each other’s toes. Whether you’re building a proposal, editing a report, or co-writing a strategy doc, these tools keep the workflow smooth and version-control headaches to a minimum.
Google Workspace
Google Workspace (formerly G Suite) is a favorite for teams that value real-time collaboration. Docs, Sheets, Slides, and Drive form the core, with seamless cloud syncing and built-in sharing controls.
Key features
- Real-time editing with comments and suggestions
- Easy file sharing with customizable permissions
- Google Meet for video calls
- Tons of add-ons and integrations
Pricing
Starts at $6/user/month with various business tiers available.
Pros
- Everything lives in the cloud—nothing to download
- Great for teams working across locations or time zones
- Auto-save is a lifesaver
Cons
- Offline access can be hit or miss
- Less powerful for advanced spreadsheet or presentation needs
User insight
“I cannot live without Google Workspace for life and business.” — Christina F., G2
Microsoft 365
Microsoft 365 blends cloud convenience with the power of desktop apps. If your team needs Word, Excel, or PowerPoint but also wants to collaborate in real time, this suite strikes a solid balance.
Key features
- Co-authoring in Word, Excel, and PowerPoint
- OneDrive and SharePoint for file storage and access
- Microsoft Teams integration
- Desktop and web app options
Pricing
Starts around $6/user/month, depending on the plan.
Pros
- Familiar interface for longtime Microsoft users
- Strong security and compliance features
- Powerful tools for complex tasks
Cons
- Setup can be a bit technical
- Collaboration feels less fluid than Google Docs for some users
User insight
“Microsoft 365 is the hub for everything you could think of needing and more. It integrates into everything you already have built, it’s easy to use and implement within a team, and you can use it every single day for anything you could possibly think of.” — Olivia Ann S., G2
Note-taking apps
Ideas don’t always show up when you’re ready for them. Sometimes it’s during a meeting, other times it’s while you’re halfway through lunch. That’s where good note-taking tools come in. These apps help you quickly capture thoughts, organize info, and turn scattered ideas into something useful—whether you’re working solo or sharing notes with a team.
Notion
Notion is more than a note-taking app—it’s kind of a digital Swiss Army knife. You can take notes, build wikis, manage projects, and even create lightweight databases, all in one workspace.
Key features
- Pages and subpages with drag-and-drop blocks
- Embedded databases, tables, calendars
- Collaboration with comments and mentions
- Custom templates for repeatable workflows
Pricing
Free personal plan; team plans start at $8/user/month.
Pros
- Super flexible—you can build it out any way you want
- Great for organizing complex or interconnected info
- Clean, minimalist interface
Cons
- Can feel overwhelming at first
- Performance can lag with large databases
User insight
“I like Notion because of how it keeps everything organized in one place.” — Vinita D., G2
Evernote
Overview
Evernote has been around for a while, and it’s still a solid choice for capturing ideas, saving web clippings, and keeping personal or work notes organized.
Key features
- Rich text editor with checklists, images, and file attachments
- Web clipper for saving articles
- Notebooks and tags for organization
- Search across handwritten and scanned notes
Pricing
Free basic version; premium plans start at $10.83/month.
Pros
- Great search functionality
- Works well across desktop and mobile
- Reliable for everyday note-taking
Cons
- Interface feels a bit dated
- Less flexible than newer tools like Notion
User insight
“Evernote is helpful because you can customize your organization to your needs and type of work you are doing.” — Amanda B., G2
Implementation tips and best practices
Finding the right software is just the first step. The real impact comes from how well you roll it out and get your team to actually use it. The best tools in the world won’t do much if they sit unused or cause confusion. Here are a few tips to make implementation smoother—and get your team up to speed faster.
1. Start by identifying your biggest pain points
Before jumping into setup, get clear on where your team is losing time. Are support reps spending hours retyping responses? Is project work getting stuck because no one knows who’s doing what? Pinpointing these issues helps you focus on the tools that solve your real problems.
2. Pilot with a small group
Instead of rolling out a tool company-wide on day one, start with a small team. Let them test it, find friction points, and suggest tweaks. This makes the broader rollout smoother and gives you internal advocates who can help others get up to speed.
3. Set up TextExpander for success
If you’re implementing TextExpander, a little planning goes a long way:
- Centralize your Snippets: Create shared libraries for common phrases, emails, intros, and links. This keeps messaging consistent across teams.
- Make it part of onboarding: Show new hires how to use it from day one—it’ll quickly become a habit.
- Train your team: Host a quick session or share a guide on how to write effective snippets and use dynamic fill-ins.
- Use the analytics: Check the dashboard to see who’s using it and how much time it’s saving—you’ll likely be surprised.
4. Encourage internal champions
Find a few people on each team who are excited about the tool. These folks can answer questions, share examples, and help others get comfortable without needing to ping IT or support.
5. Keep an eye on usage and feedback
After rollout, check in regularly. Are people still using the tool a few weeks in? What’s working? What’s not? Small tweaks—like adjusting templates, cleaning up snippet libraries, or adding a new integration—can keep the momentum going.
How to choose the right business productivity software
With so many tools out there, picking the right one can feel a bit overwhelming. The key is to focus less on what’s “popular” and more on what actually fits the way your team works. Here are a few things to keep in mind as you evaluate your options.
Look at how your team actually works
Start by mapping out your team’s real workflow. Where are things getting stuck? What’s being done manually that could be automated? You want software that fits into that flow—not one that forces your team to work differently just to make the tool happy.
Match tools to team roles
Not every department needs the same thing. For example, your sales team might benefit from TextExpander to speed up email outreach, while your project managers need something like Asana to track deadlines. Think role by role, not one-size-fits-all.
Consider all-in-one vs. best-in-class
Some businesses prefer using one platform that “does it all.” Others prefer to stack best-in-class tools for each need. There’s no right answer—it depends on your budget, complexity, and how much time you’re willing to spend managing integrations.
Check for integrations
Even the best tools can fall flat if they don’t play well with the rest of your stack. Before committing, make sure your new software integrates with what you already use—email, project tools, CRM, you name it.
Think about scalability
Choose tools that can grow with your team. What works for five people might break down at 50. Look for software that offers flexibility—like user roles, team permissions, and usage analytics—to support you long-term.
Don’t forget adoption
No matter how powerful a tool is, it won’t help if no one uses it. Look for products that are intuitive, offer training resources, and have solid customer support. Tools like TextExpander make it easy to roll out across departments, with centralized management and real-time usage tracking to help you stay on top of adoption.
FAQs about business productivity software
What is business productivity software, exactly?
It’s any tool that helps you and your team work more efficiently. That could mean organizing tasks, automating repetitive work, improving communication, or streamlining content creation. The goal is simple: get more done with less friction.
Which software increases productivity the most?
It depends on your team’s needs. For quick communication, something like Slack is a game-changer. If you spend hours typing similar responses, TextExpander can save a ton of time. For keeping projects on track, tools like Asana or Trello are solid picks.
What features should I look for in a productivity tool?
A few things to keep an eye on:
- Ease of use (your team actually has to want to use it)
- Time-saving automation
- Good reporting or analytics
- Solid integrations with your existing tools
- Mobile access if your team’s on the go
Is it better to use one all-in-one tool or a few specialized ones?
Both approaches can work. All-in-one tools are convenient but sometimes lack depth. Specialized tools—like TextExpander—tend to solve specific problems really well. A lot of teams end up with a mix of both: one or two core platforms, plus a few power tools for niche use cases.
How do I measure the ROI of productivity software?
Look for tangible outcomes:
- Time saved
- Tasks completed faster
- Fewer errors or missed steps
- Better communication
For example, TextExpander actually shows you how many hours it’s saved your team—so you can track ROI in real numbers.
What is the most effective type of productivity tool?
When it comes to productivity, there’s no shortage of tools promising to help you work faster, smarter, and more efficiently. But with so many options—project management, communication platforms, time tracking apps—it’s important to ask: which type of tool delivers the biggest bang for your buck?
While all of these categories have their place, automation tools stand out as one of the most effective ways to boost productivity across teams. Here’s why:
1. They eliminate repetitive tasks
Automation tools are designed to cut down on the tasks that eat up the most time without adding much value. Think about the countless emails, forms, and responses that need to be repeated day in and day out. TextExpander, for example, automates the act of typing out common responses, saving hours of repetitive work each week. A 2021 study from McKinsey found that 60% of jobs have at least 30% of their tasks that can be automated, underscoring just how much time can be freed up by automating routine tasks.
2. They improve consistency
One of the biggest challenges in team communication is maintaining consistency. When team members are manually typing responses or creating documents, it’s easy for things to slip through the cracks. Automation tools like TextExpander can help ensure that the same message is delivered every time, which is critical for maintaining professional standards and reducing errors. In fact, companies that use automation tools to streamline communication see fewer mistakes and a more uniform experience for clients and customers.
3. They allow teams to focus on high-value tasks
By automating repetitive, time-consuming tasks, employees can spend more time on creative, high-impact work that requires human input. According to a 2020 report by Deloitte, 84% of business leaders say automation helps them focus on tasks that drive innovation and growth. With tools like TextExpander, teams can move beyond mindless typing and invest more time into strategic work, whether that’s solving customer problems, brainstorming new ideas, or improving processes.
4. They scale with your team
As businesses grow, the complexity of work usually increases, too. A small team may not need sophisticated automation tools, but as your team expands, the demands on your workflow multiply. Automation tools grow with your team by integrating across systems, scaling your operations without requiring a proportional increase in manpower. TextExpander, for example, allows teams to manage shared libraries of snippets, ensuring that no matter how large your team gets, everyone is aligned on messaging and communication.
Conclusion
Business productivity software is about removing friction from your team’s day-to-day work. Whether it’s cutting down on back-and-forth, staying organized, or avoiding repetitive tasks, the right mix of software can make a huge difference.
The key is to find tools that actually fit the way your team works. Sometimes that means choosing a big platform to manage your projects. Other times, it’s about finding a specialized tool—like TextExpander—that quietly saves hours every week by turning repetitive typing into a few keystrokes.
If you’re not sure where to start, try testing just one or two tools with a small group. Watch what changes. Most teams are surprised by how much time they’ve been losing to small inefficiencies—and how quickly the right software gives it back.
Productivity doesn’t have to be complicated. It just needs to be intentional.
