Online tools for internal processes: Top picks and how to use

As businesses scale and evolve, internal processes can quickly become bottlenecks. Whether it’s managing growing teams, tracking multiple projects, or ensuring smooth communication, inefficiencies can quickly add up. But the right tools can help streamline these processes, enabling teams to work smarter, not harder.

In this article, we’ll dive into the online tools that can transform how your business operates, automate repetitive tasks, and help your team focus on what truly matters.

The importance of efficiency in internal processes

Every business faces the reality that inefficiencies in internal processes can drain time, resources, and ultimately, profits. Without the right internal tools and systems in place, even the most talented teams can become bogged down in manual tasks, miscommunication, and delays. As a result, productivity suffers, and the company’s ability to deliver on its commitments is compromised.

Take, for instance, a mid-sized e-commerce company that was looking to enhance its customer support workflows. Every time an inquiry came in, the CS team had to manually check customer details from across records in multiple systems. This process was time-consuming and prone to human error. Once they implemented a unified customer support portal, they saw an immediate boost in internal workflows, allowing the team to focus on more strategic tasks and improving customer satisfaction.

Online tools solve these challenges by boosting productivity and smoothing processes. A KPMG study highlights that low-code development platforms enhance process efficiency and increase developer productivity, enabling organizations to optimize operations and rapidly make informed decisions.  

Online tools to streamline internal processes

Internal processes span various business functions—project management, communication, data analysis, and more. Choosing the right online tools that align with your unique needs can transform how a company operates.

Take the example of NASA’s Jet Propulsion Laboratory, where project management tools help coordinate complex missions. The integration of tools like Trello and Jira allows cross-functional teams to track their work in real-time. With multiple departments involved, having a unified view of tasks and milestones ensures alignment and accountability, ultimately saving countless hours of coordination.

Similarly, Ernst & Young faced challenges during the pandemic when remote work became the norm. They relied heavily on Microsoft Teams and Slack to maintain real-time communication across departments, enabling the firm to adapt quickly without losing productivity. The integration of these tools ensured that teams could continue collaborating effectively, whether they were in the office or working remotely from different parts of the world.

At Boom Boom Naturals, a small business in the wellness sector, automation tools like Zapier and Shopify automated their inventory management and customer follow-ups. This not only reduced human error but also freed up their employees to focus on strategy and growth. By using these tools, Boom Boom Naturals was able to scale without having to significantly increase its headcount.

Paddleboard maker Selkirk Sports needed an optimized solution to manage customer data and support requests across several platforms. They opted low-code tool DronaHQ to build a unified dashboard that integrated their existing tools like Zendesk, Airtable, and Google Sheets. This centralized solution streamlined their data management processes, automating repetitive tasks and significantly reducing manual labour. As a result, Selkirk increased productivity by 66%, minimized the time spent on administrative work, and enhanced the efficiency of their customer service team.

Internal tools for collaboration and enhanced productivity

In a remote-first world, collaboration and productivity tools are indispensable. These tools enable teams to stay aligned, communicate efficiently, and ensure that no task slips through the cracks.

Admin tools and custom panels

For businesses dealing with large amounts of data, administrative tools and custom panels are essential for streamlining data management and improving operational efficiency. DronaHQ excels in helping companies consolidate data from various sources into a single, unified platform, allowing teams to manage, view, and analyze data without jumping between multiple systems.

For instance, Aperia faced significant challenges in managing its factory and testing data, which was scattered across multiple sources, including both on-site and off-site test equipment. The company needed a centralized solution to efficiently organize and access this data in real time.

To tackle this, Aperia turned to DronaHQ to build a custom application that served as a user-friendly interface for managing and browsing their manufacturing data. By consolidating data from various sources into a single platform, DronaHQ allowed Aperia to streamline the process of accessing and analyzing factory data. This centralized system improved efficiency, reduced errors, and provided the team with easy access to critical information, all in real-time.

Automation tools for business workflows

Automation tools, such as Zapier, Make and DronaHQ, have transformed how businesses handle repetitive tasks.

Endy faced challenges in manual data retrieval and entry for customer support operations, leading to inefficiencies and inaccuracies in ticket resolution. They create two internal tools – Orders Action app and Return Partner Lookup app, integrating Shopify, Microsoft SQL Server, and Google Sheets. Endy increased productivity, simplified internal processes, and empowered customer service representatives.

Project management tools

Tools like Asana, Monday.com, and ClickUp have revolutionized how teams approach project management. Collaborative project management tools are among the most powerful tools available in this sense since they help teams manage projects, deadlines, and responsibilities centrally.

For example, a small digital marketing agency used Asana to track the progress of their client campaigns. By breaking down tasks into smaller, more manageable actions, assigning deadlines, and using project templates, they were able to reduce client project completion times by 20%. With automatic reminders and real-time updates, the team could focus on delivering quality work instead of spending time coordinating logistics.

Learn how to use DronaHQ’s Kanban control and design custom task management solutions.

Communication and collaboration Tools

Communication tools have become a staple in the modern workplace, with companies relying on them to stay connected and collaborate efficiently. A global survey revealed that over 94% of respondents regularly made and received phone calls during working hours. Additionally, 87.5% of them used video calls to interact with colleagues, and more than half reported using video conferencing daily. This highlights the critical role that tools like phone systems and video conferencing platforms play in maintaining smooth communication, whether in remote or hybrid work environments.

Online communication tools like Slack, Zoom, and Microsoft Teams are more than just chat apps—they’re the lifeblood of modern work.

Document management and file-sharing tools

Tools like Google Drive, Dropbox, and OneDrive have simplified how businesses manage and collaborate on documents. For example, a law firm streamlined its document-sharing process with clients by adopting Dropbox. Instead of sending files back and forth via email, they used Dropbox to create shared folders, cutting down on delays caused by attachment size limits and email errors. This change saved the firm hours every week and increased client satisfaction.

A leading India-based banking institute has taken document management a level further. For its KYC document verification workflows, the bank has built a custom portal on DronaHQ to enable employees to securely submit documents and complete onboarding journeys with intelligent information synthesis, review, and verification empowered with custom APIs.

CRMs and martech tools

CRM tools like Salesforce, HubSpot, and Zoho CRM help businesses manage leads, track customer data, and improve communication. DronaHQ extends these capabilities by enabling seamless integration between CRM systems and other internal tools. For instance, Media.net integrated HubSpot with their internal project management tool, allowing for better tracking of client relationships and sales performance, while reducing errors in data transfer.

A cosmetics e-commerce company, Purplle, enhances website interactions with custom tools built on DronaHQ to customize website visitor interactions and personalize product recommendations shared with them.

Data analytics and reporting 

Effective data analytics and reporting tools help businesses make data-driven decisions by transforming raw data into actionable insights. Custom dashboards and reports allow teams to track key performance indicators (KPIs) in real time, leading to improved decision-making and business strategies. Google Analytics, Tableau, Power BI, Data Studio are all popular data analytics solutions that make reporting and data visualization simpler for businesses.

Employee self service portals and HR tools 

Employee self-service portals streamline HR processes by giving employees direct access to their information, benefits, and requests. HR tools that automate tasks like payroll, performance reviews, and employee onboarding improve efficiency and reduce administrative workload. HR platforms like BambooHR, Workday, Gusto, and Zoho People simplify payroll, onboarding, and performance reviews. These tools ensure accurate employee data and streamline HR workflows.

MTN has developed a comprehensive fitness and wellness app using DronaHQ, designed to support employees’ mental and physical well-being. The app includes features like mindfulness and meditation audios, scoreboards for tracking physical movement, and wellness surveys to monitor the overall health of employees. By providing employees with tools to improve their fitness and mental health, MTN fosters a more balanced and engaged workforce. This initiative reflects how wellness apps can support a holistic approach to employee health, creating a more productive and positive work environment.

Internal tools for BFSI and accounting teams 

Businesses in the BFSI (Banking, Financial Services, and Insurance) sector and accounting teams face unique challenges when managing sensitive financial data, ensuring compliance, and streamlining operations.

Ready to use finance tools like QuickBooks, Xero, FreshBooks, and Zoho Books simplify invoicing, expense tracking, and tax preparation. They help businesses keep accurate financial records and avoid costly mistakes. For those looking for a customizable solution, DronaHQ can be used to build secure, compliant internal tools for managing financial data.

Implementation strategy for online tools

Successfully implementing online tools requires a well-thought-out strategy that addresses business needs from the start. The first step is conducting a thorough needs analysis to identify key pain points and bottlenecks in existing workflows. By understanding these gaps, you can determine which tools will have the most significant impact.

Once the tools are selected, the next focus should be on creating a smooth implementation plan. Begin with a pilot phase, where a smaller group of users tests the tool. This allows teams to assess usability, gather feedback, and make improvements before full deployment. Additionally, a comprehensive onboarding process is essential—training should be clear, accessible, and continuous, with an emphasis on hands-on learning and real-world use cases.

Post-implementation, measuring success is critical. Establish KPIs to track the performance of each tool and ensure they align with the original goals. Continuous feedback loops should be in place to monitor progress and make necessary adjustments. Remember, flexibility is key—tools should evolve as business needs change.

Challenges in adopting online tools and how to overcome them

The adoption of online tools for internal operations often comes with challenges, including resistance to change, high learning curves, and tool overload. To overcome these barriers, a phased approach is essential. Start with a small-scale pilot project to test new tools and evaluate their impact. This minimizes risks and ensures the team is comfortable with the transition.

Executive buy-in is also crucial. Leadership support is essential not only for resource allocation but also for motivating teams to embrace the change. Leaders should actively champion the tools’ benefits and provide the necessary encouragement to foster adoption across the company.

Another key strategy is to avoid the temptation of using too many tools. Overloading employees with a vast array of software can lead to confusion and inefficiency. Instead, focus on the core tools that will provide the most value, simplifying the adoption process and ensuring that employees are empowered, not overwhelmed.

Engineer your efficiency with the right online tools

When chosen and implemented correctly, these tools can significantly boost productivity, streamline operations, and lower costs.

To build a toolkit that aligns with your company’s unique needs, it’s crucial to evaluate each solution for its ability to provide real, measurable value. Whether you’re looking to enhance project management, data analysis, or employee engagement, the right tools can help you unlock new levels of agility and efficiency.

However, making the right investments in these tools isn’t just about choosing what’s trending. It’s about making calculated decisions that will lead to long-term success. Every tool should serve a clear purpose, solve a specific problem, and fit seamlessly into your existing workflows. By continuously evaluating and adapting your toolkit, you can stay ahead of the curve and ensure your business remains competitive in an increasingly digital world.