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The most important software used by the administrative assistants

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Best software used by the administrative assistants



Desktop software is tools developed to help people work more efficiently and effectively. These programs can be used for a variety of tasks; Such as word processing, spreadsheets, presentations, and email.

Some of these programs can be installed on a computer, while others are web applications, that is, programs that can be run on a web browser without having to be installed on a computer.

In this article, we will give you a brief explanation of 20 of the most important programs that employees use in their office and administrative work. If you want to take advantage of these programs in your work and do not know how to use them, you will find a lot of free tutorials on YouTube.


What is administrative work?


Administrative work is a broad term that refers to a group of different tasks that an employee performs during his work. These tasks can include the following:


  • Communication: such as answering phone calls, sending emails, and exchanging information with employees or customers.
  • Scheduling: Scheduling meetings, events, travel, and other company appointments.
  • Onboarding: This includes training and orienting new employees.

  • Data entry: This involves entering, updating, and verifying information in databases, spreadsheets, or other systems.

  • Reporting: This includes creating, editing, and presenting reports, charts, and graphs for various purposes.


There is not one type of employee who performs administrative work tasks, and the completion of these tasks does not require learning computer programs only, but the employee needs to possess a set of skills, such as organization, effective communication, time management, and problem-solving.


Administrative work programs


Here are 20 software that is widely used by administrative staff around the world:


Microsoft 365

Microsoft 365 is a collection of programs that can help you with various tasks related to creating documents, data analysis, and presentations. Some of the most popular programs in Microsoft 365 are:


1. Microsoft Word

A word processor that allows creating and editing text documents, such as letters, reports, resumes, and newsletters.


2. Microsoft Excel 

A spreadsheet program that allows you to organize and process numerical data, such as budgets, sales, inventory, and statistics. It can also be used to perform calculations and create charts and graphs.


3. Microsoft PowerPoint

A presentation program that allows creating and presenting slide shows that can include text, images, sounds, videos, and animations. You can also use it to add transitions, effects, and notes to your slides.


Google Workspace


Google Workspace is a suite of cloud-based productivity and collaboration software that includes a variety of programs and tools developed by Google. Here are some of them, in order of fame:


4. Google Calendar

A calendar service that allows you to keep track of events and appointments. You can use them to create and edit events, invite others, and view and sync multiple calendars between different devices.


5. Google Docs

A word processor that allows creating and editing text documents. You can use it to collaborate with others in real-time and add comments and suggestions.


6. Google Sheets

A spreadsheet program that allows you to organize and manipulate numeric data. You can use it to perform calculations, create charts and graphs, and apply formulas and functions.


7. Google Slides

Presentation software that allows you to create and deliver presentations. You can use it to add text, images, audio, video, and animations to your slides, and you can also use it to collaborate with others in real-time, add comments and suggestions, and access free templates.


E-mail


8. Gmail

Perhaps no explanation is needed when it comes to Gmail, which is Google's email service used by more than 1.8 billion users worldwide. Some of its features include an easy-to-use interface, the ability to schedule emails, a built-in translator, as well as a spell checker, and auto-suggestions that will give you solid communication skills.

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9. Outlook

The email service provided by Microsoft, gives you all the advantages of email, in addition to the calendar, task management, contact management, and note-taking.

The Outlook mail interface can be customized to suit your needs or those of the company you work for and is an ideal mail service for companies with a large number of employees.

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Video meetings


These programs allow you to conduct online meetings with others, and this can help you communicate and collaborate with your team, customers, partners, and stakeholders from anywhere. Video meeting software can also provide various features, such as screen sharing, chatting, meeting recording, whiteboarding, and more.


10. Zoom

A popular meeting software that provides a simple and easy-to-use interface. You can use it to host or join meetings with up to 100 participants for up to 40 minutes for free or upgrade to a paid plan for more features. You can also use it to share your screen, use wallpapers and filters, and access transcription and translation services.


11. Google Meet

A free video meeting service that allows you to conduct online meetings with others. You can use it to communicate with clients and colleagues, share your screen, record sessions, and more.


12. Skype

The best option for those who want to make free video calls with anyone, you can use Skype to host or join meetings with up to 50 participants, you can also share your screen and files, and use interpretation and emoticons.


Cloud storage


Cloud storage services allow you to store and access your files online, as well as sync and share them across different devices and platforms. Each service differs in terms of features, pricing, security, and compatibility. Here is a comparison of the most popular cloud storage services:


13. Google Drive

A cloud storage service from Google, which gives you 15 GB of free storage space and up to 30 TB of paid storage space.


14. Microsoft OneDrive

A cloud storage service that gives you 5 GB of free storage and up to 6 TB of paid storage space (as part of a Microsoft 365 subscription).


15. Dropbox

A cloud storage service that focuses on simplicity and reliability, and allows you to get 2 GB of free storage space and up to 3 TB of paid storage space.


Project management and productivity software


16. Slack 

A communication platform that allows teams to send direct messages, create chat rooms and share files with each other. It is very useful for teams far from each other because it facilitates collaboration to implement specific projects.

Slack offers a free version in addition to the paid versions, which provide better security and login options, among other features.


17. Asana

A great project management tool that allows you to track work, make sure deadlines are met, coordinate work among team members, and assign and follow up on tasks and deadlines.

There is a free version available for small companies that allows collaboration between 15 people, if the number of team members is greater, you must subscribe to the paid version.


18. Evernote 

Evernote has gained a lot of popularity in the past years. The program allows for organizing ideas and information, taking notes, and managing tasks and notes in the simplest way possible.

One of the best features of Evernote is that it supports not only text, but also images, videos, and audio. It is suitable for both individual and team use and offers different versions to suit different needs, including a free version.


19. Monday.com

Cloud-based software that allows managing teamwork, creating work assignments, automating and distributing tasks, tracking deadlines, and facilitating team collaboration.

Monday.com may look complicated at first because it includes a wide range of options, but it is actually very easy to use.

The site provides a free plan, in addition to four other plans with different prices and features that suit different types of companies.

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20. Trello 

Trello has become the tool of choice for small teams and freelancers when it comes to organizing projects into lists and cards and sharing them with team members. This cloud-based tool allows you to create lists, organize and prioritize tasks, and assign them to team members.

There is a free version of Trello with plenty of business-friendly features, as well as a paid version with other features.

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