At Bundl, we’re constantly evaluating current tools and new services that could optimize our office.
Since we’re a team of strategists and innovators, we’re always looking for the next best thing, something that can take our productivity to the next level. This definitely isn’t an easy task, so we make sure to prepare and support our colleagues in order for them to adopt any changes to our toolkit successfully.
Before I explain the change processes we use, I’m going to share a list we’ve developed of some general tools that we use on a daily basis — though we all use them differently, in a way that is most beneficial to our tasks. There’s a long list of tried, tested and dumped tools that didn’t make the cut for Bundl’s office. Here are our current winners:
When we find something new, we don’t just decide then and there to use that tool for the desired action. We want to make sure that we make these changes in a productive way, too. There are a few processes we can use to make sure that whatever tool we start using, or switch to, works for the entire team. This usually happens in two ways:
This is a step-by-step approach, where we experiment with small changes until we figure out the system that works best for that specific moment. For example, we used a system to organize our files with Dropbox, but we weren’t happy with it and switched to using Google Drive. But something wasn’t quite right, and we realised it wasn’t exactly what we needed. Finally, we added another tool on top of Google Drive — Insync — which gave us the working structure we needed. We usually test these types of changes on a smaller, individual (or small team) scale before including the rest of the team, as I did with Insync before having the whole team switch.
In transitional change, we’re replacing existing processes with new ones and we do this by implementing a new tool, like Trello and Dashlane. We introduced Trello as a different way of organizing and prioritizing our projects, and we use Dashlane to manage and secure passwords to protect identities and accounts in our growing team. This tends to happen in four steps:
The evaluation period is critical for deciding whether the tool we’ve implemented will stay, especially if we need a monthly subscription.
It’s important to realize that in our office, there isn’t just one person, like me, trying tools constantly. Everyone can test new things, and if it’s suitable, we’ll invite the whole team to use it. However, not every tool is mandatory or useful for every employee — each of us has our own way of working, and using these tools (or finding new ones) helps us keep in sync with one another.