Time-Saving Tools Every Office Manager Should Use
Running an efficient office requires more than keeping supplies in stock. Today’s best office managers leverage smart tools to streamline tasks, reduce manual work, and keep teams running smoothly. Whether you’re overseeing a busy corporate department or managing a small business, these time-saving office tools will help you reclaim hours in your workweek.
- Inventory tracking software
Keeping tabs on supply levels manually can lead to over-ordering—or worse, running out. Tools like Sortly and Zoho Inventory help office managers organize, tag, and track office supplies in real time, often with mobile app support and barcode scanning. - Digital note-taking and task management apps
Stay organized without the paper clutter. Platforms like Evernote, Notion, and Microsoft OneNote allow you to keep shared to-do lists, meeting notes, and project updates in one place. - Centralized communication tools
Reduce inbox overload with team messaging apps like Slack or Microsoft Teams. These platforms speed up internal communication and make it easy to search past discussions. - Scheduling and meeting coordination apps
Avoid the back-and-forth of finding meeting times. Use tools like Calendly or Doodle to let team members book open slots without email chains. - Automated supply purchasing systems
If you’re regularly buying from stores like Staples or Office Depot, use auto-restock features or set up pre-approved ordering limits for departments. - Accounting and expense tracking tools
Save time reconciling purchases and budgets with platforms like QuickBooks, Expensify, or Wave. Many allow users to scan receipts, track mileage, and categorize expenses with minimal input. - Cloud storage and collaboration platforms
Ensure your files are accessible and secure with cloud tools like Google Drive, Dropbox Business, or Microsoft OneDrive. These platforms improve remote access and version control. - Cashback tools for smarter spending
Don’t overlook apps that reward your purchases. When you buy a Staples gift card online or earn cashback at Office Depot with Fluz, you’re reducing overhead without changing your buying habits. Use Fluz, Rakuten, or Ibotta to stack discounts with loyalty rewards. - Print management solutions
Cut waste and monitor usage with platforms like PaperCut or Printix. These systems help you analyze printing behavior and implement print quotas. - Internal request forms with automation
Use tools like Google Forms or Typeform to collect IT issues, supply needs, or facility requests—then route responses to the appropriate person automatically via tools like Zapier.
Integrating even a few of these tools can dramatically reduce the time spent on repetitive office tasks—giving managers more bandwidth for strategic decisions and team support.
