Being an office manager means wearing many hats—coordinating meetings, managing budgets, handling requests, and keeping everything (and everyone) running smoothly. With so many responsibilities on your plate, your to-do list never really ends.
That’s why we cannot stress enough the importance of using technology to make your life a little easier. With the right tools in place, you can save time, reduce stress, and make your day-to-day tasks feel a lot more manageable. Here are some practical tech tips to help you stay ahead, even on your busiest days.
1. Use Keyboard Shortcuts When You Can
It might sound basic, but keyboard shortcuts can save you hours over time.
- Ctrl + C / Ctrl + V to copy and paste
- Ctrl + Shift + T to reopen a closed browser tab
- Alt + Tab to switch between open programs
- Windows + D to minimize all windows and get to the desktop
Mastering just a handful of these can speed up everything from emails to document edits.
2. Use Scheduling Tools to Avoid Email Ping-Pong
Coordinating meetings over email can be surprisingly time-consuming, but scheduling tools like Calendly or Microsoft Bookings take the hassle out of the process. These platforms let others view your availability and book a time that works for both of you, eliminating the back-and-forth. They also sync with your main calendar, such as Google Calendar or Outlook, to prevent double-booking. You can customize time slots based on your priorities—such as client calls, internal check-ins, or focused work—and even add buffer time between meetings to give yourself time to reset and prepare. It’s a simple switch that can save you hours each week.
3. Centralize Team Communication
Switching between emails, Slack, Teams, texts, and the occasional sticky note can get chaotic fast. Important messages slip through the cracks, updates get lost, and no one’s quite sure where to look for what.
Instead, choose one primary platform for internal communication and make it your team’s go-to hub. Whether you use Slack, Microsoft Teams, or another tool, having a centralized space for messages, quick check-ins, and file sharing helps keep everyone aligned and in the loop.
4. Create Email Templates for Repeat Messages
Do you send the same type of emails often, like new hire instructions, reminders for monthly reports, or supply requests? Email platforms like Gmail and Outlook let you create templates that you can reuse with just a few clicks. Instead of drafting each message from scratch, you can simply tweak the details and hit send. It’s a small change that saves a ton of time and ensures consistency across your communication.
5. Automate Repetitive Tasks with Workflow Tools
Tedious, repetitive tasks are productivity roadblocks. With automation tools, like Zapier, you can minimize manual work. These apps connect different software programs and automate tasks based on triggers. For example, they can automatically save email attachments to a specific folder in Dropbox or Google Drive. Here’s a pro tip: Start small. Choose one repetitive task you perform weekly and create an automation for it. You’ll be amazed at how much time and energy you save.
6. Digitize and Streamline Forms
Are you still using paper forms for IT requests, supply orders, or maintenance issues? If so, it’s time to upgrade. Tools like Google Forms, Microsoft Forms, or Jotform allow you to collect information digitally, route it automatically, and track submissions in one place. It’s faster, more organized, and much easier to manage over time.
7. Simplify Multi-Project Management with Collaboration Tools
Managing multiple projects at once can feel overwhelming, but platforms like Trello, Asana, or Monday.com help bring structure to the chaos. These tools offer a clear visual layout of tasks, timelines, and team responsibilities, making it easier to stay on top of everything. You can assign tasks to specific team members, add deadlines and reminders to keep things moving, and centralize communication by keeping comments, files, and updates all in one place. For extra organization, try using color-coding or labels to highlight priorities by urgency or category.
8. Use Password Managers to Save Mental Energy
Trying to remember dozens of passwords across different platforms can drain your focus and lead to unnecessary stress. Instead of relying on sticky notes or spreadsheets, use a password manager like 1Password or Dashlane to securely store and access all your credentials. These tools allow you to log in with a single master password, autofill credentials for quicker access, and even share logins with coworkers safely—without revealing the actual passwords. For team use, consider setting up a shared vault for commonly used logins, like admin portals or software accounts, to keep everyone efficient and secure.
9. Automate Supply Ordering
Manually tracking when to order toner or office supplies? That’s one more task you don’t need on your plate. If your office uses Managed Print Services (MPS), you might already have automated reordering built in. These systems monitor toner levels in real time and trigger a new order before you ever run out—no spreadsheets, no last-minute scrambles. For other recurring items like sanitizing wipes or paper towels, tools like Amazon Business let you schedule repeat deliveries. You can also set up low-inventory alerts in your internal systems to keep essential supplies stocked without the guesswork.
10. Consolidate Tech Vendors Where You Can
Managing multiple platforms and vendors? That eats up time and mental energy. Working with a single technology provider can simplify your entire workflow. For example, a partner like AD Solutions can manage your printers, VoIP phones, software, and support—all under one roof. That means one bill, one point of contact, and faster service. Want help simplifying your office tech stack? AD Solutions offers all-in-one office technology support so you can stop juggling and start streamlining. Contact us today to get started.
