Office management software: benefits, features and top 5 picks

Office management software helps teams automate repetitive tasks, centralize information and stay in sync on important projects. These features make it easier for teams to stay aligned and productive.

In this guide, we’ll explore the best office management tools available and show you how to create an efficient office management system with Pipedrive.

What is office management software and why is it essential for modern businesses?

Office management software is a suite of tools designed to streamline and organize workplace operations and administrative tasks. These tools help you manage everything from assets and documents to schedules, projects and workflows.

Managing an office today is more complex than ever. Employees juggle endless emails, meetings and administrative tasks, often at the cost of meaningful work. This inefficiency leads to wasted time and lower productivity.

Research from Microsoft shows that respondents want solutions that help them be more agile (84%) and allow them to automate tasks (86%). These solutions would free them up to focus on work that matters.

Office management software is the answer to these workplace challenges. Whether it’s Slack for team messaging, Pipedrive for sales and marketing alignment or Trello for task management, these tools help businesses create a more organized and productive workplace.

Here are some key ways that office management software can support teams:

• Increase productivity by automating routine tasks. Many office tools can automate low-level admin work, like scheduling and data entry, freeing up time for more important tasks. For example, Pipedrive helped Ari Motors increase its sales tenfold using workflow and lead automation.

• Improve transparency for smarter decision-making. Wrike research shows knowledge workers lose 89 workdays a year to inefficiencies like duplicate work, unproductive meetings and tracking information. Office management software centralizes tasks and data, keeping projects on track and teams aligned.

• Balance workloads to prevent burnout and turnover. One study shows that 82% of employees feel overwhelmed by excessive workloads. With office management software, you can see people’s capacity by looking at how many tasks are assigned to them to ensure nobody is doing more than they’re able to.

• Enhance collaboration with centralized communication. For 85% of employees, according to Microsoft’s survey, collaboration tools are among their most critical. They help coworkers stay in sync, make it easy to share files and updates and break down silos.

What should you look for in office management software?

The best office management software should simplify daily operations, not add complexity.

Whether you’re running a consulting firm, managing client projects or coordinating a sales team, the right tool keeps your operations streamlined and your team aligned.

Here are five important features to look out for:

All the features listed above will ensure you get the most out of your software without unnecessary overheads that prevent adoption.

Top 5 office management software solutions

We’ve compiled a list of the best office management software to help you get started. Whether you’re looking for an all-in-one project management tool, the best law office management software or a simple tool to handle the basics, we’ve got you covered.

1. Best for sales and marketing team alignment: Pipedrive

Pipedrive is a powerful CRM system with built-in office management features that help businesses automate workflows, manage projects and streamline communication.

Pipedrive’s biggest strength is its ease of use and customization. For example, businesses can create custom fields and pipelines to track office operations, manage existing clients and automate workflows.

You can monitor just about any office task with its Kanban-style pipeline boards and track task progress with reporting tools.

Another strength is Pipedrive’s extensive integrations, with connections to over 400 apps. These include automation tools like Zapier, customer support platforms like Zendesk and accounting software like QuickBooks.

Pipedrive also offers a range of add-ons to customize your CRM without paying for features you don’t need – some add-ons come standard on the Professional plan and above.

Boost the power of your office management tool with additional functionality like:

• Projects – a project management tool to track tasks and deadlines

• Campaigns – an email marketing solution for automated outreach

• Smart Docs – a document management tool for contracts and proposals

• LeadBooster – a lead generation add-on that includes chatbots, web forms and live chat

Most of these add-ons are priced per company rather than per seat, making Pipedrive a cost-effective choice for scaling businesses.

Best for: Sales-driven teams, consultants and small businesses needing a highly flexible and scalable office management system.

Key features:

• Customizable pipelines to track tasks, projects and workflows

• Automated workflows to reduce repetitive tasks and speed up processes

• Integrations with tools like Slack, Google Workspace and Microsoft Teams

• Document management for organizing contracts, proposals and files in one place

• Task management with reminders, notifications and real-time updates

• AI solutions including an email writer and sales assistant

What people are saying:

– G2 review

Why Pipedrive?

Pipedrive is a great all-in-one tool for small teams to organize tasks, track progress and automate busywork. It’s easy to use and helps sales and marketing teams stay aligned. It’s also adaptable for industry-specific needs, making it a great option for teams who want real estate back office management software or a tool to streamline workflows in an SMB SaaS company.

Pricing: Pricing starts at $14 per user per month. There is also a 14-day free trial.

2. Best for all-in-one project and task management: ClickUp

ClickUp is a customizable office and project management tool that helps teams streamline workflows. It offers multiple views – including list, board and Gantt charts – allowing teams to track progress in ways that work best for them.

Users appreciate its extensive feature set, from sprint cycles and collaborative tools to time tracking and dashboards. However, this wide range of capabilities comes with a steep learning curve.

ClickUp is transparent about bugs that can sometimes hinder work. They have a good reporting system and a live status update page where users can track the progress of issues.

Best for: Teams of all sizes looking for a versatile project management solution.

Key features:

• Multiple project views, including list, board, calendar and Gantt charts

• Built-in time tracking and to-do lists to help teams stay on schedule

• Document and note-taking capabilities for seamless collaboration

• Customizable automation to reduce repetitive tasks and streamline workflows

• Integration with over 1,000 apps, including Google Workspace and Microsoft Teams

• Real-time team collaboration with task comments, mentions and video conferencing

What people are saying:

– Capterra review

Why ClickUp?

ClickUp’s range of functionality and its high level of customization make it a fit for teams that need a flexible office management solution.

Pricing: ClickUp offers a free plan with basic features, while paid plans start at $7 per user per month.

3. Best for simple and visual task management: Trello

Trello is a user-friendly project management tool that organizes office operations through visual Kanban-style boards. It helps teams track tasks, manage workflows and improve collaboration without overwhelming complexity.

Trello’s drag-and-drop interface makes organizing tasks into lists, assigning team members and setting deadlines easy. Users also appreciate Trello’s visual approach, which can help them quickly assess what needs to be done and where tasks stand within a larger project.

While Trello lacks advanced reporting features that larger teams may need, it’s a great tool for smaller teams looking for a low-cost and straightforward office management tool.

Best for: Small businesses and teams looking for a simple, visual way to manage tasks.

Key features:

• Kanban-style boards for intuitive task tracking

• Customizable workflows with labels, checklists and due dates

• Butler automation to reduce manual work

• Mobile app for on-the-go task management

• Integrations with tools like Google Calendar, Slack and Zoom

What people are saying:

– Software Advice review

Why Trello?

Trello works for teams that need a lightweight yet powerful way to track work. Its visual boards and automation tools simplify task management without requiring extensive setup or training.

Pricing: Trello offers a free plan, with paid plans starting at $5 per user per month.

4. Best for structured project management: Asana

Asana is a project management tool that helps teams coordinate work, manage deadlines and improve efficiency. It’s designed for teams that need structured workflows and clear task prioritization.

Asana provides a clear overview of the entire project cycle and maps out what everyone is doing with portfolios, tasks and sub-tasks. It also integrates well with agile methodologies by allowing one task per assignee.

Some users find Asana’s setup and navigation complex. The platform requires a structured approach to task management, which can feel overwhelming for those who prefer simpler tools. Setting up projects and workflows can also be time-consuming, and some teams struggle to see immediate benefits from the effort.

That said, Asana remains a robust project management solution for teams that thrive on organization and detailed workflows.

Best for: Medium to large teams that need structured workflows and detailed project tracking.

Key features:

• Task dependencies and timelines for structured project planning

• Customizable workflows with automation to eliminate repetitive tasks

• Team collaboration tools like task comments, @mentions and file sharing

• Integration with over 200 tools, including Google Drive and Slack

• Gantt charts and calendar views for better project visualization

What people are saying:

– G2 review

Why Asana?

Asana excels at structured project management. Its advanced task management and communication features make it a good choice for teams handling complex workflows.

Pricing: Asana offers a free plan, with premium plans starting at $10.99 per user per month.

5. Best for documentation and team collaboration: Notion

Notion is a flexible office management tool that combines project management, document collaboration and knowledge sharing in one platform. It’s useful for teams that need an all-in-one workspace for notes, databases and task tracking.

One of the main reasons teams like to use Notion is its flexibility. You can create personalized workspaces for notes or collaborative workspaces for project management and team tasks.

Notion’s intuitive user interface and design contribute to its enormous popularity, which has helped it develop an active community that shares templates, tips and best practices.

Best for: Remote teams and businesses looking for a customizable workspace.

Key features:

• Customizable workspaces for notes, projects and databases

• Drag-and-drop interface for easy document organization

• Real-time collaboration with comments and task assignments

• Integrations with Slack, Google Workspace and Trello

• Mobile and desktop apps for seamless access

What people are saying:

– Capterra review

Why Notion?

Notion offers flexibility and customization. Unlike traditional project management tools, it serves as both a knowledge base and a task manager, making it a good fit for teams that need an adaptable workspace.

Pricing: Notion offers a free plan, with paid team plans starting at $8 per user per month.

How to create an efficient office management system with Pipedrive

An office management system helps businesses streamline daily operations and reduce inefficiencies.

While many tools focus solely on task management, Pipedrive offers a user-friendly, all-in-one solution for organizing workflows, automating repetitive tasks and keeping teams aligned.

Originally built as a customer relationship management (CRM) tool, Pipedrive has evolved into a powerful office management software that supports project management, inventory management, automation and reporting.

For example, a law firm searching for legal office management software can use Pipedrive to track client cases and manage workloads. A consulting agency, on the other hand, can use Pipedrive to organize client projects and track billable hours.

Here’s how to create your own office management system in Pipedrive.

1. Centralize office operations with custom pipelines

Pipedrive’s pipeline management feature provides a structured way to organize office workflows. To set up a pipeline for office management:

Navigate to the Pipelines section and click “Add new pipeline”.

Create stages that align with your office’s core functions (e.g., “Incoming Requests”, “Task Assignment”, “In Progress”, “Completed”).

Use deal cards to represent different office tasks, projects or operational processes.

This setup helps track progress in real time, ensuring tasks move smoothly from start to finish.

2. Automate time-consuming tasks

Manual processes slow teams down. Pipedrive’s workflow automation features help eliminate repetitive tasks:

To access the automation feature, click on the “...” (more) tab, then “Automations”.

Then click the “+ Automation” button to start creating your automation.

You can set up automated task reminders for approvals, office requests or scheduling meetings.

This automation minimizes delays and ensures nothing falls through the cracks.

3. Manage office inventory and supplies

Keeping track of office supplies and resources is essential for smooth operations. Pipedrive’s custom fields can help with inventory management.

Go to “Settings > Data Fields” and create custom fields for tracking office equipment, supply levels and restocking schedules.

Use Pipedrive’s filtering options to quickly see what needs replenishing.

Integrate with Quickbooks or Xero to track purchasing and budget approvals.

With this setup, businesses can avoid shortages and streamline inventory control.

4. Organize employee and HR management

Pipedrive can serve as a human resources (HR) management tool by centralizing employee records, hiring processes and internal requests.

Create a pipeline to manage hiring (e.g., “Applications”, “Interviews”, “Offers Sent”, “Hired”).

Use custom fields to store employee details, contract statuses and performance reviews.

Automate onboarding tasks to ensure new hires receive necessary documentation and training schedules.

Automation keeps HR processes organized and easily accessible.

5. Generate reports and gain insights

Tracking office performance is key to identifying inefficiencies. Pipedrive’s reporting and customizable dashboard tools provide valuable insights:

To create an office management dashboard in Pipedrive, go to Insights, click the “+” button and select “Dashboard”. Name your dashboard (e.g., “Office Operations Overview”), choose a section, then click “Save”.

You can then add reports by dragging existing ones from the left panel or creating new ones.

Visual dashboards can help you monitor key metrics like time spent on tasks, budget tracking or team workload distribution.

With these insights, businesses can continuously optimize their office workflows.

Office management software FAQs

Final thoughts

The right office management software helps businesses streamline operations and improve teamwork. Modern teams use these tools to create a more efficient and organized workplace.

Pipedrive brings office management, workflow automation and team collaboration into one powerful platform. Try it free for 14 days and simplify your office operations today.