Do you feel like you’re not making the most of your day? Do you want to maximise Microsoft 365’s powerful capabilities so you can do more in less time? If that’s the case, then this blog is for you.

Everyone seems to be in a constant rush to get more done in the same amount of time. Whether you’re a student, an employee, or a business owner, increasing your productivity is crucial to thriving in today’s competitive world. The good news is that there is no shortage of resources that can help you increase your productivity and get more done in less time.

Microsoft 365 is a comprehensive suite of productivity tools designed to help you get more done in less time by streamlining your workflow and boosting your productivity.

Today’s blog post will look into Office 365/Microsoft 365 tips and features. These will help you make the most of Office 365, whether you use Word, Excel, PowerPoint, Outlook, or any of the other Microsoft Office products.

What is productivity, and why is it important?

Productivity is the ratio of output to input in the pursuit of an identified target. In other words, it refers to the results achieved relative to the resources used. Moreover, productivity is the ability to get things done in a timely manner while still enjoying a healthy work-life balance. By maximising your productivity, you can make the most of your available time, avoid procrastination, and achieve better results in both your personal and professional lives.

But why is being productive so important these days? Productivity matters greatly because it reveals how effectively resources are used. With a highly productive workforce, more goods and services can be produced with the same number of resources, which can boost the economy and improve people’s standard of living.

It’s also worth noting that factors like technology, training, and personal motivation are only a few of the many that might influence your level of productivity.

     What can businesses do to improve productivity?

1. Invest in modern technologies. Investing money in innovative technology can pay off in the form of higher productivity thanks to the automation of repetitive processes and the simplification of communication and collaboration.
2. Provide training for employees. Employees who have received adequate training are more likely to be productive because they can do their tasks competently.
3. Create a positive work environment. Businesses can attract and retain top talent, improve productivity, and boost morale by creating a positive work environment.

     What can individuals do to boost their productivity?

1. Set clear goals. Having a clear vision of what you want to accomplish can help you prioritise tasks and maintain concentration and motivation. We advise breaking down your daily or weekly activities into more manageable, doable chunks of work.
2. Prioritise tasks. Our tip is to prioritise according to significance and deadlines. Decide which items on your to-do list are the most crucial and urgent, and then make a timetable with time intervals set aside for each. With this strategy, you can tackle essential tasks first and save time on less crucial ones.
3. Minimise or avoid distractions. Reduce or eliminate distractions that interfere with your productivity. Put your phone in silent mode and close any unnecessary tabs. Also, consider using a productivity app or browser extension that blocks distracting websites.
4. Take regular breaks. Your stress levels may start to increase if you work continuously for a long period of time without taking a break. As a result, you can find it difficult to focus and make decisions, which can result in decreased productivity. Regular breaks can help you feel refreshed and focused while breaking up the monotony of your work.
5. Delegate and outsource. Learn to assign tasks that other people can handle. If you have too much on your plate, consider outsourcing certain responsibilities or collaborating with colleagues to lighten your workload.

Improving your work efficiency helps you get things done in the best way possible, which goes hand in hand with being productive. In fact, you can boost your work efficiency by establishing a routine that streamlines your workflow. Focusing on one work at a time, learning new skills, and adopting productivity tools like Microsoft 365 can expedite your work processes, organise your activities, and track your progress.

Microsoft 365: The Secret to Doing More in Less Time

Microsoft 365 is a powerful cloud-first platform that offers a multitude of secure, integrated features and functionalities, powered by data and AI, that organisations need to help people work better and smarter. The Total Economic Impact™ of Microsoft 365 E3 study by Forrester Consulting in late 2020 summarised the cost savings and business benefits of deploying Microsoft 365. Whether you’re a professional, a student, or someone who simply wants to optimise their productivity, these recommendations will transform the way you work.

1. Reduced the risk of a data breach valued at more than $40 per user over three years.
2. Eliminated redundant solutions and licences by 60% and 23% on employee device spending.
3. Simplified IT management by 25% using Microsoft Azure and Intune and decreased endpoint configuration times by 75% with Windows Autopilot.
4. Supported the evolving hybrid workforce by improving end-user productivity, saving users an average of 60 hours per year, and giving organisations the flexibility to adopt cloud at their own pace without disrupting their businesses.

5 Useful Microsoft 365 Tools, Tips and Tricks to Boost Productivity

     1. Efficient email management with Outlook

Outlook is an integral part of Microsoft 365, and it offers a range of features to streamline your email management. Here are some tips to improve your email productivity and help you make the most of it:

• Use rules and filters to automatically sort and organise incoming emails.
• Create custom Quick Steps in Outlook to automate repetitive email tasks.
• Stay focused on critical communications by taking advantage of the Focused Inbox feature to separate important emails from less relevant ones.
• Leverage Outlook’s calendar and meeting management to schedule appointments, set reminders, and organise meetings seamlessly. To identify suitable meeting times across many calendars, use the scheduling assistant.

     2. Collaborate effectively with Microsoft Teams

Microsoft Teams is a powerful collaboration tool that allows you to work seamlessly with colleagues and organise your team’s projects, whether you’re in the same office or across different locations. Here’s how you can optimise your collaboration with Microsoft Teams:

• Utilise the integrated chat feature for quick conversations and file sharing.
• Create dedicated channels for different projects or teams to keep discussions organised.
• Take advantage of video conferencing capabilities for virtual meetings and presentations.
• Experience the best of both worlds with Microsoft Teams Phone System – Telstra’s leading voice, network and services with the best of Microsoft’s cloud collaboration tools

     3. Streamline document creation with Word

Microsoft Word is a versatile and powerful word processing tool for creating professional documents. To maximize your efficiency and enhance your productivity, consider the following tips:

• Save time by creating custom keyboard shortcuts to quickly access frequently used commands. Go to “File > Options > Customise Ribbon > Keyboard Shortcuts” to set up your shortcuts.
• Utilise Quick Styles and Formatting options to create and maintain consistent and professional-looking documents.
• Reduce the time you spend researching by taking advantage of the Researcher tool in Microsoft Word. Find people, events, places, and credible sources and incorporate them into your work seamlessly.
• Use the Navigation Panel to quickly navigate through large documents. Easily jump to specific sections, headings, or search for keywords.
• Access additional information without leaving your document with Smart Lookup. Right-click on a word or phrase and select “Smart Lookup” to view definitions, explanations, and related content from the web.

     4. Analyse and manage data efficiently with Excel

Excel is renowned for its powerful data analysis capabilities. Here are some tips to help you manage your data effectively and make the most of this tool:

• Explore and learn how to use Excel’s vast library of Formulas and Functions to perform complex calculations, automate repetitive tasks, and analyse data efficiently.
• Conditional Formatting can help you display data trends and draw attention to key pieces of information in your data. Make your data more visually appealing and easy to interpret by using colour scales, data bars, and icons.
• Use PivotTables to swiftly summarise and examine extensive datasets. In only a few clicks, you can generate interactive reports, narrow down your data, and draw conclusions.
• Use the Flash Fill function to quickly fill in blanks with information based on previously entered values. Separating first and last names, formatting dates, and pulling out specific information from a column are all made easier with this method.

     5. Enhance Presentations with PowerPoint

PowerPoint is the go-to tool for creating engaging and visually appealing presentations. Here are a few tips to help you captivate your audience:

• Maintain design and formatting consistency with Slide Master and layouts. Modify the presentation’s look and feel by altering the fonts, colours, backdrops, and placeholders to suit your needs.
• Utilise PowerPoint’s Design Ideas feature to quickly create professional-looking slides. PowerPoint analyses your content and suggests suitable design layouts, saving you time and effort.
• Take advantage of SmartArt and Infographics to convey complex information visually and simplify the presentation of difficult information for your audience.
• Use the Presenter View feature when giving presentations so that you may see the speaker notes, slide previews, and a timer on your screen while the audience only sees the slides.
• Enhance your presentation with engaging Animations and Transitions. Use them sparingly to emphasise key points and maintain audience interest.

Additional tips and tools that you may find helpful:

• Get the answer to any question you have regarding the software by using the Tell Me feature.
• Take notes, organise your thoughts, and store information all in OneNote.
• Automate processes and routines with the help of Power Automate
• When you need to quickly find material from the web to add to your document, use the Insights.
• Use Power BI, a business intelligence tool, to help you analyse data and create reports.
• Utilise Microsoft Planner to plan out your day, delegate duties to your team members, and establish firm deadlines for work to be completed.
• Use Office 365, a cloud-based service that offers seamless collaboration features to enhance teamwork and productivity, to access your documents from anywhere with an internet connection.

Your next steps…

With a little bit of exploration, you can find the features that will help you be more productive and efficient, and with a little bit of effort, you can learn how to use these tools to improve your productivity and get more done.

By implementing these tips and utilising the robust features of Microsoft 365, you can significantly enhance your productivity and accomplish more in less time. Microsoft 365 empowers you to work smarter, not harder, with features like efficient email management, seamless collaboration, and optimised workflow. Explore the vast capabilities of Microsoft 365, and unlock your full potential by making the most of this powerful suite of tools.

Stay updated with the latest features of Microsoft 365. Contact Hexicor today and learn how you can bring together all your technology and tools in one place.

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