9 essential types of office software every business needs

Whether you’re just starting out or have been running a business for years, it’s inevitable that you’ll come across the need to buy office software. Office software is essential for a smooth-running office as it can help automate menial tasks, free up time for employees, and provide working solutions to create a more efficient flow.

While smaller businesses will be able to get away with using free trials and demos for a short amount of time, eventually, you’ll need to upgrade and invest in a more permanent solution. Bigger businesses, however, often end up over-spending on software, as they don’t spend enough time considering what each employee specifically needs to perform.

We’ve come up with a list of 9 essential types of software, from project management to website building, that all businesses of every size will find valuable.

1. Accounting Software

Accounting is an integral part of any business – frankly, there would be no business without it. And so, choosing the best type of accounting software for your needs is crucial. There are many different types of accounting software that you’ll need to consider that cater to a variety of needs. These include:

  • Payroll software – making sure your employees are paid on time and correctly is vital. Payroll software is able to accurately and efficiently process payroll, payslips, bonuses and a whole host of any other payroll concerns. 
  • Bookkeeping software – being able to have all the bookkeeping information in one place and in an easy to understand format will make financial business decisions much easier and quicker to make.
  • Tax software – fulfilling legal tax obligations can be tricky – especially if you’re dealing with international clients and tax regulations. A comprehensive and easy to use tax software will allow you to navigate the complexities of any nation’s tax framework while calculating the best outcome for your company. 

Accounting software will be able to take care of monitoring cash flow, expenditure, tax filing and other essential business data in an effortless and hassle-free way.

2. Project Management Software

A professional and well-organised company will assure clients that their important projects are in safe hands and will be completed on time. To achieve this level of organisation, project management software will be an invaluable asset. This type of software will be able to break down complex tasks, which can then be assigned to the relevant team member, while still allowing an overall view of the project so others can track the progress. 

Not only will project management software enable you to improve your planning and coordination, but it means you’ll also be able to see where extra resource may be needed and which staff members can be fully utilised to the best of their abilities.

3. Document Management Software

If your company is predominantly remote-based, with teams distributed across the country, or you’re looking to move into being a completely paperless company, then document management and automation software will be incredibly useful. Designed to help with workflow, management and automation, this software will benefit companies of all sizes as it can help to alleviate demands and maximise efficiency.

Document management software, such as DocuWare, will be able to provide cloud management solutions, so employees can work securely from anywhere they need, reduce manual steps to speed up workflow, minimise errors and ensure task reminders are sent to keep everyone focused and productive. This way, wasted time and uncertainty surrounding your processes are removed, and your team is free to focus on more important work that drives more profit.

4. Time-Tracking Software

To some, time-tracking software may sound daunting to both the employer and employee. But, despite some negative connotations, time-tracking software can be used to benefit the company, improve productivity, see where more resources may be needed across different departments and even create a better work/life balance.

Being able to understand how both your and your worker’s time is being spent, can help you to easily identify areas that are being focused on too much or too little. It can also give a clear indication of whether or not the time spent working on a client equates to their budget being over or under. Plus, if you notice workers clocking a vast amount of overtime hours, this can be discussed and fixed to ensure they don’t burn out.

You can then analyse the data from the time-tracking software to make smart business decisions such as whether to increase a client’s budget or pause their work for a short amount of time, hire new employees and spread the workload more evenly between your team and help your employees achieve a better work/life balance.

5. Communication Software

Communication software, such as Skype, Slack and Zoom, will allow your team to communicate with each other and with clients more effectively, which is key to running a successful business. Ideal for remote workers and those working in different parts of the country, using the right communication software will still allow people to collaborate easily on projects and be involved with the rest of the team.

And, when used alongside time and project management software, you’ll be on your way to a perfectly streamlined process and remain highly organised. No matter what industry you’re in or how many employees you currently have, communication is essential, and every type of business will benefit from suitable communication software.

6. Website Building Software

If you’re a startup company, chances are you’ll be creating your own website to help promote your services. Even if you’re a large company, you may decide to change the layout or theme of your current website so it’s more in keeping with your goals and values. This is where investing in good website building software will come in handy. 

Whether you decide to build the website yourself or hire an experienced web designer to help add a creative and innovative touch, with the right software, building a fully functional, professional and aesthetically-pleasing business website will be a breeze and you’ll be able to see your vision come to life.

7. Payment Transaction Software

Plan on selling goods and services online? Or maybe your business offers a subscription service? Well, a suitable payment transaction software can be a huge benefit to your business and make your billing process much easier. This type of software allows you to automate monthly invoicing and automatic payments, which will drastically reduce your workload. 

It will also keep a detailed record of all payments and account credits, as well as customers who may be behind on payments. Plus, it can make any refunding process easier. With frequent reminders set, payment transaction software will reduce the risk of customers forgetting to pay invoices too.

8. Sales, Marketing and PR Software

Sales, marketing and PR software will help to elevate your business, optimise your workflow and stay organised. Being able to collect and analyse your sales and marketing data, as well as learning which PR campaigns were more successful than others, will enable you to then make informed decisions about which direction to take your company and improve your marketing practises. 

This type of software will help you get the most value of your marketing budget and increase your sales conversions. It also means that, if the right software is chosen, data collection for future analysis will be easier as you’ll be able to store the data in one, organised place which will make interpreting the data a quicker process.

9. Security Software

Investing in trustworthy and extensive security software is a must-have for any business that uses computers on a daily basis. Security software will help to prevent, detect, quarantine or delete any malware from causing damage or infecting your device, which can be detrimental to your business. 

The security system you choose will typically run in the background, checking every file you open and running frequent system scans to ensure that no virus is hidden on your company computers. As a virus can potentially make your computer run slowly, damage parts of the system, steal personal details, send unauthorised messages and potentially ruin the reputation of your company, it’s incredibly important you take the security of your business seriously.

Find out how Officeology can provide extra security for your business and the types of security you should consider for your company. 

Also, take a look at our business software solutions page for more information and contact our team to discuss your security needs.

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