Exploring the Role of Digital Applications in Modern Work Life: A Personal Perspective

In today’s rapidly evolving work environment, new digital applications are constantly being introduced. They offer promises of improved productivity, better communication, and more efficient workflows. While I personally find many of these tools interesting and even exciting to explore, I’ve also observed that some colleagues continue to rely on traditional methods—like taking notes in a paper notebook. This stark contrast between analog and digital work habits highlights a critical challenge: even the most brilliant software will fail if people don’t use it.

That’s why it’s essential to think carefully before introducing new tools at the organizational level. The success of any digital application depends not just on its functionality but also on user acceptance and adoption. Without widespread use, even the most sophisticated tools lose their potential value.

From my perspective, a good application should run quietly in the background, assist me with my responsibilities, and not demand continuous attention or maintenance. The ideal tools are developed with user-centric design, integrate smoothly with widely used software, and prioritize data security. In practice, this often means integration with platforms like Microsoft Office and Teams. These integrations reduce friction, allowing professionals to focus on their tasks rather than figuring out how to sync their tools.

However, even within trusted applications, new features can sometimes produce unexpected and even alarming results. Recently, I experienced a case where Microsoft Teams suggested including a sensitive document in a meeting invitation intended for the entire organization. The recommendation came from an automated feature that tries to assist with attaching relevant files, but it caused me genuine concern. This incident reminded me that AI automation, while promising, is still fallible and must be approached critically. Trusting it blindly is not yet a safe option, especially when handling confidential information.

ChatGPT

That brings me to another AI-powered tool I’ve explored: ChatGPT. I use it to summarize notes, format texts, and translate content for various purposes. One feature I particularly appreciate is its ability to adapt tone and style based on context—for example, rephrasing a casual memo into a formal announcement or instruction.

Before trying ChatGPT, I used Microsoft Copilot. The biggest difference I’ve noticed is that ChatGPT offers broader editing and customization capabilities, which makes it excellent for tasks requiring nuanced language. Copilot, on the other hand, shines with its seamless integration into Microsoft’s software ecosystem and includes access to tools like DALL·E, which allows for image generation—a unique addition for creative work. However, I’m also mindful not to feed it any sensitive data. AI models are powerful and helpful, but they aren’t always suitable for handling confidential information.

Doodle

Aside from AI assistants, there are other productivity tools I find valuable in specific contexts. For example, Doodle is a useful app for scheduling meetings—especially with external stakeholders. I’ve noticed that during many meetings, coordinating the next time slot can consume 10 or more minutes. Using Doodle could optimize meeting time by enabling attendees to pick preferred slots in advance through a shared poll.

Miro

Another tool I’ve engaged with is Miro, a collaborative whiteboard platform. During brainstorming sessions, Miro’s AI can consolidate participants’ input, identifying core themes and messages. This inclusive functionality is particularly effective in large teams where participants or topics are unfamiliar. However, in smaller organizations like mine, traditional text documents often suffice for internal collaboration.

Todoist

Going back to task management, my experience with Office 365’s integrated To Do application has been largely positive. It allows me to convert emails and Teams messages into actionable items—a critical feature when juggling multiple responsibilities. Todoist seems similar in function, and although I haven’t used it extensively, I’m open to experimenting with it on a small project to assess its suitability. Nevertheless, I remain critical of any tool that demands more time than it saves.

Mobiilivarmenne

Now, let’s talk about digital identity and authentication. In Finland, some applications I use don’t support login via healthcare authentication cards. Instead, they rely on online banking credentials or Mobile ID – Mobiilivarmenne. It feels odd that my employer expects me to use personal credentials—or pay for my own Mobile ID—for work-related tasks on a daily basis. I would advocate for Mobile ID access to be funded and managed by the employer. That way, professionals can log in securely and conveniently, without personal financial burden.

How useful applications are?

Another factor worth considering is how well a new application suits the organization’s size and needs. During this assignment, I briefly explored all the listed tools. Some were already familiar to me, while others were entirely new. I’ve also used similar tools in the past and found that certain applications work better in large organizations or for detailed project tracking. For smaller teams, simpler solutions often prove more practical.

On an individual level, adopting new applications is often simpler, especially when the tools directly enhance one’s own work performance. For instance, I find AI-based assistants highly useful. They offer support with writing, organizing thoughts, and transforming raw notes into clear, professional materials. I tend to favor tools that genuinely make my work easier—without adding complexity or requiring extensive management. That’s also the reason I view applications like Todoist with caution. Although they aim to help with task organization, they can quickly become yet another item to manage during an already busy workday.

Self evaluation

I believe I’m quite capable of adopting new technologies that genuinely improve my workflow. In fact, I’ve already implemented many of the tools discussed here—or their equivalents. However, not every tool is suitable for every person or role. For example, applications related to social media are not particularly relevant to my daily work. Still, in other professions, they may serve as vital instruments. That said, LinkedIn does play an important role in the professional sphere—particularly for job searching and maintaining an up-to-date online CV. I’ve also used social media selectively, mainly to share job postings and increase their visibility, especially within the healthcare sector.