How to boost efficiency and stay secure on the go
In today’s always-on world, business doesn’t stop just because you step away from your desk. Whether you’re in the field, at the airport, or at the coffee shop, your smartphone or tablet can be your most powerful business tool when used intelligently.
Here are 8 tried-and-true mobile apps that boost business productivity, plus tips to use them securely and effectively in any professional environment.
1. Microsoft Teams: Collaborate Anytime, Anywhere
More than a messaging app, Microsoft Teams gives you real-time access to chats, meetings, files, and calls. Whether you're in the office or managing a construction site, Teams keeps your communication centralized.
Pro Tip:
Enable mobile push notifications and use “Quiet Hours” to manage work-life balance.
Security Best Practice:
Use two-factor authentication (2FA) and conditional access rules to prevent unauthorized access on mobile.
2. PassPortal Site, LastPass or 1Password: Passwords Made Easy (and Safe)
Strong passwords are essential, but remembering them all? That’s a productivity killer. A password manager like LastPass or 1Password simplifies secure logins across devices.
Pro Tip:
Store shared team credentials (like vendor portals) securely and access them on the go.
Security Best Practice:
Always lock your password vault with biometric authentication.
3. Adobe Scan: Turn Paper into Productivity
Got receipts, contracts, or job site notes? Snap a photo with Adobe Scan and instantly create high-quality PDFs you can annotate, sign, and send.
Pro Tip:
Create a custom tag system (e.g., “invoices,” “permits”) to stay organized.
Security Best Practice:
Sync with a secure cloud service like OneDrive or SharePoint for backup and restricted access.
4. Trello: Project Management Made Visual
Trello is the digital whiteboard your team didn’t know it needed. Track tasks, due dates, and team responsibilities from your phone with drag-and-drop ease. For applications such as construction project Gantt timelines, Asana is another excellent project management tool.
Pro Tip:
Create a personal board for daily priorities and recurring checklists.
Security Best Practice:
Use role-based permissions to control who can view and edit sensitive boards.
5. DocuSign: Sign and Send Documents in Seconds
No more printing, scanning, or chasing signatures. DocuSign allows business leaders and clients alike to sign legally binding documents directly from their mobile devices.
Pro Tip:
Create reusable templates for frequently used agreements like NDAs, subcontractor forms, or project scopes.
Security Best Practice:
Leverage audit trails and advanced signer authentication for sensitive contracts.
6. OneNote: Organize Thoughts, Meetings, and Projects in One Place
OneNote acts like a digital binder where you can capture meeting notes, brainstorm ideas, clip web content, and keep everything searchable. It’s ideal for project managers, team leads, or anyone juggling multiple priorities.
Pro Tip:
Create shared notebooks for team meetings or project updates so everyone stays aligned, even when mobile.
Security Best Practice:
Store notebooks in OneDrive or SharePoint for enterprise-level security and managed user access.
7. Zoom: Face-to-Face from Anywhere
Need a quick client check-in or team huddle? Zoom’s mobile app offers surprisingly strong performance, perfect for field teams or remote workers. It’s no longer just a meeting tool; Zoom now includes AI-generated meeting summaries, helping teams stay aligned without manually reviewing notes or recordings.
Pro Tip:
Enable AI Companion to auto-summarize meetings and generate follow-up action items, ideal for busy leaders and sales teams.
Security Best Practice:
Set meeting passcodes and enable the “Waiting Room” feature for all external or public meetings to prevent uninvited attendees.
8. Google Keep: Quick Notes for the Google Crowd
We didn’t forget about you, Google users! Google Keep is a lightweight but powerful app for jotting down quick notes, making checklists, and setting reminders that sync effortlessly across devices. Great for capturing to-dos during site visits, meetings, or those “aha” moments in between.
Pro Tip:
Use color-coded labels and pin important notes to the top of your feed for instant access.
Security Best Practice:
Ensure your Google account has strong password protection and MFA enabled. Keep is part of your Google ecosystem, so security matters.
Mobile Productivity is a Mindset
These apps are more than just digital tools, they’re part of a mobile-first business mindset. Whether you’re desk-bound or constantly on the go, stay equipped with secure, productivity-boosting apps which empower your entire organization.
Want help building a secure mobile app strategy for your business or workforce? Let’s talk. We specialize in helping businesses create IT environments that work wherever your team does.
Bonus: Reply to this blog post on our web contact form requesting the Starter Kit and we’ll send you the digital Mobile Device Productivity Starter Kit, complete with setup guides and security checklists.
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