In the workplace, the prevalent “more tools = better productivity” mindset can often feel eerily similar to the old “more clothes = better style” way of thinking. Both, it turns out, can lead to clutter, inefficiency, and stress.
But, just as mindfulness guru Marie Kondo taught the world to minimize its wardrobes, so too can companies benefit from cleaning up their digital toolkits.
As Kondo famously says, “if it doesn’t spark joy, thank it for its time and get rid of it.” And this can apply to workplace tools too. If it doesn’t make your team’s workflow smoother, more efficient, or foster better communication, then it’s time to retire it.
Productivity with digital tools: When less — but better quality — is more
Digital tools are now an essential part of the workplace, especially for globally distributed teams. They underpin increased productivity, streamlined communication, and better collaboration. But there’s a fine line between being productive and hindering that productivity by introducing too many tools, thus creating the opposite effect.
“When it comes to tools, my biggest recommendation is to use as few as possible,” says Job van der Voort, Remote’s CEO and co-founder. “The more tools you use, the greater the complexity.”
Instead of simplifying workflows, an overload of apps and platforms can instead create confusion, lead to inefficient forms of collaboration, and drain the so-called productivity they are meant to be driving.
So, with new workflow platforms constantly promising to make your team the most productive it’s ever been, how do you find the right balance?
Keep your digital toolkit slim but powerful, for team agility
When it comes to maximizing team agility, a leaner approach is more effective. As a result, you should prioritize digital tools that directly address your most pressing needs first. Look for platforms that integrate seamlessly, reduce the need for manual updates, and provide a comprehensive (but not overwhelming) suite of features.
For globally distributed teams, an all-in-one tool like Remote’s global HR suite can offer an integrated approach to information management, payroll, compliance, and other key functions, without the need for multiple fragmented platforms. By streamlining these elements, your company can focus on productivity rather than managing its software.
Some of the most pressing areas where a digital HR toolkit needs to be fast, powerful, and effective are talent search, screening, hiring, and onboarding. The wrong tools here can frustrate and discourage candidates at the first hurdle, causing you to potentially miss out on the best talent.
“The larger your team becomes, the more tools you will inevitably have,” says Job. “So, if you actively try to keep that number really low, it’s going to be easier to onboard for people joining the company, but also easier to manage information.”
Let your employees choose the platforms they work best with
There’s a lot of value in allowing your employees to choose the tools that fit their individual working styles. Of course, this must be balanced with the needs of the team as a whole, but personalization is a powerful motivator; when employees have a say in how they work, they often feel more empowered and engaged.
That said, not every task or platform can be individualized. When it comes to team-wide tools for project management or communication, for instance, consistency is key. For team project management in particular, multiple employees using different platforms would be chaos.
For tools that require collaboration, it's important to standardize on platforms that everyone uses. This creates cohesion, while still leaving some flexibility for personal preferences in less collaborative areas.
This balance between individual preference and team-wide consistency is essential for globally distributed teams, where clear communication and collaboration can make or break productivity.
A critical eye: Not every latest feature is beneficial for your team
With each new iteration of a given platform comes an array of shiny new features. And while it may be tempting for your company to upgrade or switch in search of something more robust, the reality is that not every feature is necessary. In fact, those extra options can create more distractions than solutions.
Workflow and workforce management platforms that innovate and upgrade cleverly — in tune with their users evolving needs — build longevity, meaning SMBs are more likely to stick with them as they grow.
Being able to personalize features (and, importantly, opting out of the ones you don’t need) often results in the best digital solution, at any given stage of your growth journey.
For instance, Remote Embedded’s Integrations and API solutions let you do just that. You can integrate our cutting-edge technology into your product suites, enhancing your brand and streamlining your hiring and onboarding pipelines.
Take a step back to consider what your workforce needs day to day
Leaders need to apply a critical eye to the features being used by their teams to pinpoint their top picks. If the majority of communication happens via simple instant messaging, does your team really need a shiny new tool that offers complex project views and color-coded task flows? Or does the project tracker that everyone is familiar with suddenly need video embedding capabilities?
Just because a tool offers these functions doesn’t mean the team will benefit from them. Often, sticking with a streamlined, functional system is better than shifting to the latest newcomer platform (just because), which can lead to more clutter and less focus.
Looking for one tool to rule them all?
Remote empowers you to grow 14x faster and thrive in international markets by streamlining HR processes.
With Remote , you can bring top talent on board in days, not weeks, keeping you competitive and filling key roles swiftly. We manage everything—contracts, payroll, compliance—so you can focus on recruiting the talent to drive your business forward.
Trailblazing tech is the lifeblood of better productivity, when done intuitively
Of course, more features are not a bad thing. Comprehensive platforms with multifaceted abilities are great, especially when they will be utilized by your workforce as a whole.
The issues arise when you combine too many of these tools together when simply one or two will do. Or, you have one platform that requires too many steps and tabs to log and track simple tasks, which points towards it being wrong for your team’s specific needs.
Back to the future: When older methods are better suited to goals
With automated solutions for almost everything at our disposal, it’s easy to overlook the older, simpler methods that may perform better sometimes. While digital tools are essential, there are still times when a traditional approach can actually be more effective.
Reviving wired LANs as a collaboration backup
For instance, certain online calls or presentations with potential hires or clients can be hugely important moments for your business. Using a dependable, old-school (wired) LAN internet connection — especially in areas where WiFi can be unreliable, or there’s a temporary issue — can be a better choice than some modern solutions.
“I’d recommend getting a wired internet connection,” says Job. “It’s much less expensive than you think to get a wire and stick it in your laptop or computer, giving you much more reliable, low latency internet.”
Letting creativity flow with a no-frills document
Similarly, consider the ease and simplicity of a Google Doc versus a feature-packed project management platform for quick, collaborative tasks. For some tasks, teams may not need the bells and whistles of more complex software when a shared document or a basic spreadsheet could do the job just as well.
Plus, for longerform writing, this is often a go-to, because you can focus on the flow of words, without being distracted by gratuitous formatting options. Newer doesn’t always mean better. The right tool is the one that works for your team and supports your goals — not necessarily the one that boasts the most features.
New tech won’t solve wider productivity or culture challenges
Many companies also assume that introducing a new tool (or tools) will solve deep-seated productivity issues, but this is a head in the sand moment. Technology alone can’t fix problems with team culture, communication, or approaches to workflow.
If your team is overwhelmed by meetings, for example, no task management tool is going to solve that issue. If team leaders expect updates on every minute detail of a project, no digital tool can create more hours in the day for actual work.
The key to real productivity is not just in the tools you use, but in the environment that you nurture. Leaders need to encourage better time management, cut back on unnecessary meetings , and fiercely advocate for uninterrupted time for teams to focus on their work. This might mean setting clear expectations around communication, so that team members in different time zones don’t feel pressured to be available 24/7.
Start thinking about async ways of working for a serious productivity boost
For globally distributed teams, asynchronous working is a huge part of this. It allows you to rely on documentation rather than endless hours of meetings, creating a much more productive culture.
“When you’re working asynchronously, you’re forced into a situation where you’re being micromanaged much less, or you’re micromanaging much less,” says Job. “That’s great. That’s what we all want.”
By focusing on the root causes of inefficiency — whether that’s too many meetings, unclear communication, or overloaded workflows — your team can unlock real productivity, rather than masking the problem with new tools.
To learn more about asynchronous working and how you can introduce it to your team, check out our free Async Work Masterclass with Job.
The productivity sweet spot isn’t more tools: It’s the right ones
A platform may have 5,000 functions, but if only ten of those are used by your team, you’ll likely save money and boost productivity by opting for the tool that does those few things very well.
Remember: a slim, focused toolkit that aligns with your team’s needs will always outperform a crowded roster of apps and platforms that add more complexity than value. Whether you’re managing a globally distributed team or just trying to streamline your internal processes, focusing on quality over quantity is the surest way to keep your team agile and productive.
With a new workflow platform born every minute, don’t be the sucker that uses all of them — getting nothing done in the process.
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