Top 10 Organizational Tools to Optimize Productivity and Collaboration (2023)

Organization is a fundament skill in the oftentimes chaotic world of business. There are organizational tools for business and just about every other aspect of life. Task management software helps us get through the week and to keep on top of our seemingly never-ending to-do’s. Most importantly, it assists in capturing concepts and strategies for new exciting projects.

What Are Organizational Tools?

An organizational tool as an app or software created to optimize your daily task performance. There are several different types of tools you could encounter, including project management software, note-taking programs, journals, and day planners.

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Reasons to Use Organizational Tools

Organization management tools help in sorting out one’s daily responsibilities and being more efficient with time: calendars, to-do lists, mind maps, document storage clouds.

One can never be too organized, and there is always room for improvement.

Top 10 Powerful Organizational Tools for Work

New apps and programs appear almost daily in stores. It can be quite a challenge to keep up with all of them and know which one will suit best your exact needs. We have a few tips for you about the best organization software currently on the market.

Microsoft OneNote

This tool has a cloud system of data sharing that allows you to synchronize notes across all your devices as you type. The most notable feature is the option of importing emails and texts into your notes without having to copy and paste them. You also can import and export notes and images in different formats to suit your needs.

(Video) 10 Best Organizational Tools for your Productivity in 2022

Although the software is free, it is only available to Microsoft users. Preferably, you should have Microsoft Office installed on your computer, but you could also just register on the OneNote website.

Trello

Trello is arguably one of the best organizational tools for work. It suits specialists of all areas including (but not limited to) creativity, science, or finance. The program is designed to allow you to visualize and effortlessly track your ideas. It lays them out in an aesthetically pleasing and intuitively understandable card-based form. You can add notes, files, and highlights. Your progress can be tracked when you move its location from one block to another: “In progress,” “To be reviewed,” or “Done.”

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Google Docs

Google Docs is great for distant learning and remote work, allowing to share documents with multiple people. You can choose if the document is public or private and whether you want the viewer to be able to edit it. The very special feature of Google Docs is that it lets a number of users edit a document simultaneously, which is good for collaborative brainstorming.

Google Docs is only available to those with a Google account and can be sensitive with regards to image size. It can be tricky to use on some smartphones.

Canva

Canva is well-known to be an all-in-one online graphic design suite for both designers and non-designers. Aside from the usual graphic types such as posters, business cards, and banners, this tool also boasts an extensive collection of graphs and charts that are most useful to top-level management. Canva’sorganizational chart makerhelps in clearly showcasing an organization’s hierarchical structure while also being consistent with the company’s brand identity.

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Evernote

Evernote is perfect for making quick notes during an interview or a lecture, drafting texts, storing books, or saving articles. Like OneNote, it automatically synchronizes all of the notes you take, so if you need to refer to that piece of writing you made during a lecture you can pull out any device with Evernote on it and find the draft there.

There are a few useful features available for free, such as the Chrome extension that you can use to swiftly save paragraphs or links, as well as the option of taking pictures and making audio recordings.

Airtable

Airtable is a less well-known analog of Trello, although somewhat underrated. It’s one of the essential organizational software for the office. It keeps track of your tasks while also receiving communication, feedback, and instructions from your team and directors. Major datasets and SEO of your enterprise can be monitored by connecting the program with the web.

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Asana

Asana is a powerful management software designed to increase the quality of work communication and to make complex tasks more governable. The need for emails is eliminated by integrating an equivalent way of connection into the project management process.

The program will not suit you if you want to assign tasks to multiple people.

Penzu

Penzu is an example of personal organizational software: it’s an electronic diary program available for use on any device or operating system. It is useful for documenting research findings and observations.

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Users who pay $19.99 yearly for a Pro account can create multiple diaries and change the design of their interface. The program will send you reminders to make diary entries. They are synchronized across all connected devices online, although there might be problems with longer entries.

Nimble

Another platform on the list of the best tools for organizing is Nimble. Nimble integrates your contact information, Outlook calendar, customer interaction histories, sales cycle data, social networks, and over 130+ SaaS apps (including Salesforce, Hubspot, MailChimp,and Quickbooks).

It connects all of your team’s communications, contacts, and calendar events to give you the tools you need to build better relationships, stay on top of important follow-ups, while managing your sales process cycle and pipelines.

With Nimble’s browser extension you can easily access your CRM while inside your inbox.

Momentum

Momentum is a Google Chrome extension available for free. It was created to make balancing productivity and work more enjoyable. The app offers you a selection of beautiful desktop images and inspiring quotations to motivate you for a better performance in your tasks for the day. Unfortunately, the luxury is not available to Safari users.

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Habitty

Have you ever heard that it only takes 21 days to build a habit? Habitty helps you track the things you need to do on a daily basis to help you create and achieve long-term goals. The design is simple and pleasant to the eye, but the application can only be found in App Store.

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How to Choose the Right Organizational Tools for You

With the variety of different apps, the struggle becomes real when it comes to making a choice. Write down your goals and objectives, budget, and time frame. There is no need to make a long-term investment into a yearly subscription if your team of four will only be needing it for a month.

Tips to Boost Productivity with Organizational Software for Business

To make maximum use of your new app, you need to first put yourself in an organized position. Clear your inbox, know your target, and stay alert. Got a new idea? Go to Evernote to not let it vanish. Control how much time you spend on social media; don’t let it consume your productivity. Lastly, secure all your data on the cloud to have access from all your devices at all times.

A thorough organization is what makes your business workflow smooth and adjusted, which results in boosted sales and all sorts of other benefits in the long run. But to achieve the impeccable adjustment of every other tiny detail, you will require sufficient digital management means. And if you don’t want to complicate your life and get everything in one place, try Nimble CRM. It is an advanced customer management system to help you keep everything in check without going too far.

Conclusion

It is practically impossible to communicate through your jobs and responsibilities without some kind of organizational software. Using it saves time and money, making you more productive and efficient with your work and life. It is important to understand your objectives before investing in a subscription.

FAQs

What tools and techniques can we use to be better Organised? ›

Get organized at work!
  • Focus on what's important. Remind yourself of your long-term goals and revise them when necessary. ...
  • Make lists. Make daily, weekly and monthly to-do lists of important tasks. ...
  • Manage your time well. ...
  • Use calendars and planners. ...
  • Delegate tasks. ...
  • Manage your mail and phone calls. ...
  • Reduce clutter. ...
  • Stay organized.

Which tool is used to organize the tasks for the group? ›

Trello is the most famous organizing tool of all when it comes to managing your work activities. This application allows you to track and visualize the proper progress of your activities going forward.

What is the most useful productivity tool Why? ›

The best productivity tools make it simple and easy to improve efficiency among teams, both in the office or working from home.
...
  • Microsoft 365. The original and best office productivity suite. ...
  • Asana. Best collaboration app. ...
  • Bitrix24. A suite of powerful business tools. ...
  • Trello.
13 Sept 2022

What software do you use to organize your tasks and improve productivity? ›

Trello. Trello is a premium task management tool that is big on improving productivity. This software uses a card feature with color labels to create and manage tasks, allowing users to prioritize tasks and monitor the progress from one dashboard.

What is planning and organizing tools? ›

Planning Tools are instruments that help guide organizational action steps related to implementation of an initiative, program, or intervention. They may provide detailed descriptions about the county implementation plan and how it was developed.

What are the importance of business tools in an organization? ›

Good productivity is one of the key factors for a company to become successful. Digital business tools also make a large impact in this regard. Having the right tools means smoother operations, which also has the added effect of making employees more motivated since they will likely encounter less issues.

What are the 4 Thought organization techniques? ›

To help yourself relax and stay focused, give these four organizational techniques a try:
  • Make lists. Writing everything down that's on your agenda for the day or week is a great way to prioritize everything you have to get done. ...
  • Keep clutter to a minimum. ...
  • Learn to Manage Responsibilities. ...
  • Download an app.

What is an organizational tool? ›

What Are Organizational Tools? An organizational tool as an app or software created to optimize your daily task performance. There are several different types of tools you could encounter, including project management software, note-taking programs, journals, and day planners.

How do you stay organized and productive? ›

11 tips for organization and productivity
  1. Set goals. Achievable goals can help you stay focused and productive. ...
  2. Track progress. ...
  3. Use an agenda. ...
  4. Create to-do lists. ...
  5. Practice accountability. ...
  6. Limit distractions. ...
  7. Incorporate a timer. ...
  8. Keep a clean environment.
29 Sept 2021

Which work management tool do you use to manage your team effectively? ›

ProProfs Project is a power-packed task management software that helps you effectively manage and prioritize tasks. The tool centralizes all your work so that you can easily assign and track tasks from a single location. You can even create custom workflows to stay on top of tasks.

What is task management tool? ›

A task management tool is used by an individual, team, or organization to complete projects efficiently by organizing and prioritizing related tasks. Task management tools come in many forms, like basic spreadsheets or online project management applications.

What are the 5 types of productivity tools? ›

Productivity tools categories
  • Communication and Collaboration.
  • Time Tracking Tools.
  • Project Management Tools.
  • Design Tools.
  • Note-taking Tools.
  • Distractions and Focus Tools.
  • Documentation Tools.
  • Health Tools.
2 Sept 2021

What are the 3 productivity tools? ›

Roblyer and Doering state that there are three basic types of productivity tools: word processing, presentation, and spreadsheets. These tools often come in suites, where they are sold together as a package. There are many examples of these tools. Microsoft Office is a suite that contains the basic productivity tools.

What is the most useful productivity tool? ›

43 Productivity Tools That Will Make Your Life Much Easier
  • Here's our list of the 42 best productivity tools that you can start using right now. Project management.
  • 1) ProofHub.
  • 2) nTask.
  • 3) GanttPro. Scheduling & Calendar.
  • 4) Calendar. Marketing Tool.
  • 5) HubSpot's Marketing Hub. ...
  • 6) Clean Email.
  • 7) Email Finder.

Which is the best task management tool? ›

The Best 10 Task Management Software of 2022
  • monday.com: Best Overall Task Management Software.
  • Airtable: Best for Visual Representation of Tasks.
  • ClickUp: Best for Budget-Conscious Businesses.
  • Todoist: Best for Simple Task Management.
  • Teamwork: Best for Managing Remote Teams.
  • Asana: Best for Managing Large Teams.
12 Oct 2022

How do you organize your team tasks? ›

  1. 1 Create clear goals. Identify your team's main objective, and make a task list for your team to complete. ...
  2. 2 Visualize deadlines and timeframes. ...
  3. 3 Determine priorities. ...
  4. 4 Know what you need. ...
  5. 5 Stay organized with each task. ...
  6. 6 Clarify expectations. ...
  7. 7 Track your team's progress. ...
  8. 8 Keep employees organized.
7 Sept 2021

What are the 6 planning tools? ›

They include the six major planning tools and techniques that managers in any sphere use, which are forecasting, contingency planning, scenario planning, benchmark analysis, participatory planning, and goal setting. Forecasting helps predict what might happen in the future.

What are the new seven management tools? ›

The New seven tools
  • Affinity Diagram [KJ method]
  • Interrelationship diagram.
  • Tree diagram.
  • Prioritization matrix.
  • Matrix diagram or quality table.
  • Process decision program chart.
  • Activity network diagram.

What are the 5 planning techniques? ›

Different methods are used to cover different timeframes, areas of the business and utilise different skill-sets.
  • Strategic Planning. ...
  • Action Planning. ...
  • Tactical Planning. ...
  • Operational Planning. ...
  • Assumption-based Planning (ABP) ...
  • Contingency Planning.

Which two tools should every business use? ›

10 essential tools every successful business needs
  • Mobile Marketing Tools. ...
  • Email Software. ...
  • Content Management System. ...
  • Social Media Management Tool. ...
  • Hiring Software. ...
  • Timesheet App. ...
  • Accounting Software. ...
  • Task Management Software.
21 Feb 2020

Which is a powerful business tool? ›

- Whether you're marketing a new product, a new service, or even marketing yourself, you'll be more successful if you follow a structured process. After all, there's a lot at stake when you try to market something.

What are the 4 D's of time management? ›

The 4 Ds are: Do, Defer (Delay), Delegate, and Delete (Drop).

What is the ABC method in time management? ›

Using an ABC list can help manage your time more efficiently and get more done by organizing tasks by importance. In an ABC list, “A” tasks are ones that are most urgent and important, “B” tasks are important but not as urgent, and “C” tasks are neither important nor urgent.

What are the 4 keys to time management? ›

4 Effective KEYS to Time Management
  • K – Keep distractions away!
  • E – Effectively prioritize.
  • Y – Your pen is your sword, write it down!
  • S – Set targets and break it down.

What is planning and organizing tools? ›

Planning Tools are instruments that help guide organizational action steps related to implementation of an initiative, program, or intervention. They may provide detailed descriptions about the county implementation plan and how it was developed.

How can I organize my tasks for free? ›

It allows you to organize all work in one place in a transparent way. It's a simple, easy to use tool that lets you work on different tasks and projects in one place without the need to switch tabs. Trello is a visual board for managing and planning tasks.
...
  1. TimeCamp.
  2. HeySpace.
  3. MeisterTask.
  4. Todoist.
  5. Trello.
  6. Asana.
  7. nTask.
  8. Flow.
4 Jan 2022

How do you organize and keep track of projects? ›

12 steps to organizing a project
  1. Use project management software.
  2. Make a mind map.
  3. Create a project plan.
  4. Set a project schedule.
  5. Set deadlines – and stick to them.
  6. Set KPIs and OKRs.
  7. Decide which tasks are priorities.
  8. Communicate well, and don't skimp on meetings.
31 Mar 2022

How do you keep your tasks organized? ›

Consider the following ways to stay organized at work:
  1. Set goals. Achievable goals can help you stay focused and productive. ...
  2. Track progress. ...
  3. Use an agenda. ...
  4. Create to-do lists. ...
  5. Practice accountability. ...
  6. Limit distractions. ...
  7. Incorporate a timer. ...
  8. Keep a clean environment.
29 Sept 2021

What are the 6 planning tools? ›

They include the six major planning tools and techniques that managers in any sphere use, which are forecasting, contingency planning, scenario planning, benchmark analysis, participatory planning, and goal setting. Forecasting helps predict what might happen in the future.

What are the new seven management tools? ›

The New seven tools
  • Affinity Diagram [KJ method]
  • Interrelationship diagram.
  • Tree diagram.
  • Prioritization matrix.
  • Matrix diagram or quality table.
  • Process decision program chart.
  • Activity network diagram.

Why are 7 management and planning tools useful in an organization? ›

The seven management and planning tools are used in leading organizations throughout the world as a set of team based tools for making better decisions and implementing them with greater success. When used as individual tools, they provide an organized way of thinking and making decisions.

Which is the best task management software? ›

The Best 10 Task Management Software of 2022
  • monday.com: Best Overall Task Management Software.
  • Airtable: Best for Visual Representation of Tasks.
  • ClickUp: Best for Budget-Conscious Businesses.
  • Todoist: Best for Simple Task Management.
  • Teamwork: Best for Managing Remote Teams.
  • Asana: Best for Managing Large Teams.
12 Oct 2022

How do you keep track of daily tasks at work? ›

12 daily to-do list apps to help you keep track of your tasks
  1. Todoist.
  2. Any.do.
  3. TickTick.
  4. Microsoft To Do.
  5. OmniFocus.
  6. Bear App.
  7. Google Keep.
  8. Habitica.
23 Mar 2021

What is the best personal project management tool? ›

13 Best Personal Task Management Tools To Roadmap Your Day
  • ClickUp.
  • Google Tasks.
  • Asana.
  • Trello.
  • ProProfs Project.
  • Todoist.
  • Microsoft To-Do.
  • Any.do.

What do project managers use to stay organized? ›

A project management software (like Asana, Basecamp or Wrike) is designed to help you electronically plan, organize and manage your day-to-day tasks. Not only can you track how many hours it takes to complete a task, you can also track where you may be falling behind.

What are 3 key fields to include in any effective task system app? ›

3 Essential Elements of an effective Task Management System
  • Electronic Master List of Everything. I use Nozbe to keep my list of everything that needs to be done. ...
  • Weekly List. ...
  • Daily List. ...
  • Plan and Scan Time. ...
  • Have a plan and work your plan.
19 Aug 2013

How do you manage tasks efficiently? ›

  1. How do you manage tasks effectively?
  2. Break up big projects into smaller tasks. ...
  3. Create a priority to-do list. ...
  4. Keep your tasks in one place. ...
  5. Set time limits and deadlines. ...
  6. Start with small tasks. ...
  7. Eat the frog. ...
  8. Focus on one task at a time.

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