Smart technologies for greater security and productivity in your business
Written by Alesia Padaliak | 7th August 2025
Table of Contents
In today’s digital world, efficiency and security are two of the most important pillars for long-term business success. Whether you’re running a startup or a large company – those who don’t embrace modern technologies risk falling behind.
Smart technologies allow companies to streamline their workflows, boost data security, and support employee productivity. In this article, we’ll show you how to use smart tools to stay secure and efficient in your daily work – with practical examples and easy explanations.
Why Smart Technologies Are Essential Today
The world of work is changing rapidly. Remote work and hybrid teams, cloud services, digital communication, and mobile devices are now part of everyday life. But with the benefits of digitalization also come risks – like cyberattacks, data loss, or inefficient processes.
Innovative technologies offer smart solutions: they connect data, optimize workflows, and protect sensitive information at the same time.
The goal: a working environment that is not only safe but also highly productive.
1. Cloud Solutions for Flexible and Secure Work
Cloud technology is now a core element of modern business operations. It allows teams to access data and applications from anywhere – whether in the office, working from home, or on the go.
Benefits:
- Real-time collaboration
- Automatic data backups
- Scalable for any business size
- Lower internal IT costs
Real-life example:
A mid-sized consulting firm in Frankfurt migrated all systems to Microsoft 365 and Azure in 2023. After six months, the IT workload dropped by 40%, and collaboration between office and field teams improved significantly.
2. Artificial Intelligence (AI) for Smart Decision-Making
AI tools help you analyze large amounts of data, automate processes, and make better decisions. The possibilities are endless, from customer service chatbots to forecasting tools in procurement.
Benefits:
- Automate routine tasks
- Make faster, better-informed decisions
- Understand customer needs more clearly
Real-life example:
An e-commerce company in Munich implemented an AI-based demand forecasting tool. Thanks to improved planning, the result was 25% lower warehouse costs.
3. Staying Safe on the Go with Mobile VPNs
More and more employees use smartphones, tablets, or laptops for work. The more mobile your team, the more important it is to protect sensitive company data.
VPNs (Virtual Private Networks) ensure your data is safely encrypted – even on public Wi-Fi.
Common search term: What is a mobile VPN? It is a must-have technology for businesses that enable mobile work.
Benefits:
- Secure access to internal systems
- Protection from phishing and data theft
- Safe connections from anywhere
What is a mobile VPN?
It’s a simple app or software that lets you create a secure connection to your company network – whether you’re in a café, hotel, or on a train.
Real-life example:
A sales company in Hamburg equipped all field staff with VPN-enabled devices. Since then, there have been no data security incidents – and flexibility has increased significantly.
4. Digital Communication: Everything in One Place
Effective communication is key – especially for hybrid teams. Tools like Microsoft Teams, Slack, or Zoom offer more than just chat and video. They also include task management, file sharing, and app integrations.
Benefits:
- Clear, centralized communication
- Better transparency
- Fewer misunderstandings
- Faster coordination
Real-life example:
A Berlin-based start-up introduced Slack, now sending 60% fewer emails and completing projects faster.
Smart communication explained – with videos:
Some topics are easier to understand visually – especially when it comes to new tools, processes, or company guidelines. With explainer video platforms like simpleshow, you can create engaging videos in just a few minutes.
This saves training time, boosts acceptance, and makes complex content easy to understand – for onboarding, data protection, or internal project updates.
5. Smart Time Tracking and Task Management
When it comes to time management, technology can make a real difference. Modern tools for tracking time and managing tasks help teams stay organized and work more efficiently.
Benefits:
- Transparent time tracking
- Automatic project assignment
- Resource planning based on real performance
Real-life example:
An architecture firm in Cologne introduced a digital time management system in 2024. Within three months, productivity increased by 18%, thanks to better visibility and planning of idle times.
6. Security Through Two-Factor Authentication and Access Controls
An architecture firm in Cologne introduced a digital time management system in 2024. Within three months, productivity increased by 18%, thanks to better visibility and planning of idle times.
Benefits:
- Much lower risk from hacked passwords
- Clear access permissions based on employee roles
- Builds trust with clients and partners
Real-life example:
A financial services company in Düsseldorf secured its CRM system using 2FA and security tokens – and reduced unauthorized access by 90%.
7. Smart Offices with IoT
The Internet of Things (IoT) isn’t just for production companies. Offices also benefit from smart tech. Sensors can automatically control lighting, temperature, or meeting room availability – saving energy and time.
Benefits:
- Automated energy management
- Better use of office space
- More comfort for employees
Real-life example:
An office building in Stuttgart installed smart climate sensors. Result: 15% lower electricity costs and a noticeably more comfortable atmosphere.
8. GDPR-Compliant Tools for Data Privacy
In countries like Germany, GDPR compliance is crucial. That’s why companies should only use fully GDPR-compliant technologies – and transparent in how they handle data.
Important criteria:
- Data storage on European servers
- Consent management features
- Encrypted communication
Real-life example:
A healthcare provider in Bremen switched to GDPR-compliant video conferencing software in 2023. Patient trust increased – and workflows became more efficient.
Conclusion: Technology as a Key to Secure and Productive Work
Smart technologies are not just a trend – they’re a key success factor for businesses of all sizes. Whether it’s about remote work, data protection, or better collaboration – investing in the right tools pays off twice: in greater efficiency and stronger security.
Our tip:
Start where the need is greatest – step by step. Technology is here to support you, not the other way around.
Recommendations for Businesses
- Assess your technology needs: Where are the gaps in security or efficiency?
- Implement secure mobile solutions: Like a mobile VPN – what is a mobile VPN?
- Train your team: Only those who understand the tools can use them effectively.
- Always consider data protection: Choose providers that comply with GDPR.
Think VPN, AI, or digital collaboration – and start with a solution that brings real benefits today.
