Updated Sep 14th, 2023 by Nicolas Zenker
In today’s fast-paced and information-driven landscape, staying organized isn’t just a choice—it’s a necessity.
Whether you’re a professional looking to streamline your tasks, a student juggling assignments, or you’re looking to bring order to the daily hustle, organizational tools are your golden ticket.
So, it’s time to ditch scattered notes, missed deadlines, and the overwhelming feeling of drowning in a sea of to-do’s, and move towards a more intelligent and efficient way of organization!
In this blog, we unveil the 25 best organizational tools that are poised to revolutionize the way you work, think, and achieve. From smart task managers to collaborative platforms that redefine teamwork, we’ve curated a powerhouse of solutions to supercharge your productivity.
Let’s dive into what organizational tools are and discover which tools can help you transform the way you work while saving your time.
Imagine having all your tasks, deadlines, and ideas floating around in your mind without a proper system to corral them. That’s where organizational tools step in as your own personal assistant and help keep track of your to-do’s, appointments, notes, events, and projects without breaking a sweat.
From sticky notes on your computer screen to advanced project management software, organizational tools come in all shapes and sizes, catering to everyone’s needs and preferences.
They provide structure and clarity to your days, ensuring you never miss a deadline or forget an important detail again. With these tools, you’ll experience a newfound sense of control and peace amidst the hustle.
1. Boosts Efficiency: Organizational tools help you prioritize your work, optimize your schedule, and get more done in less time. With streamlined processes, you’ll wonder why you didn’t embraced them sooner.
2. Reduces Stress: Bid farewell to frantic searches for lost notes and the panic of forgetting appointments. Organizational tools clear your mind and let you focus on the task at hand, significantly reducing stress levels.
3. Meeting Goals: Milestones and goals become more achievable with these tools. They assist in breaking down big goals into actionable steps, ensuring you stay on track and celebrate victories along the way.
4. Saves Time: When you’re not wading through a sea of clutter, you’ll find more time to do important tasks and save some time for yourself too.
5. Better Collaboration: For teams, organizational tools act as digital campfires where everyone gathers to share ideas, updates, and progress. Collaboration becomes seamless, even if your team spans different time zones.
6. Clusters Information: All your important information, from project details to meeting notes, finds a cozy home within these tools—no more hunting through emails or sticky notes for vital data.
Now, let’s look at the different types of organizational tools and how they can help you –
It is already integrated with Gmail Client, making it easier to track events and meetings. The tool is jam-packed with many handy features such as scheduling, to-dos, resource booking, shareable calendars, conference call booking, multiple device syncing, and much more.
The tool is also available for offline use and supported on Apple, Android, the web, etc., making it even easier to use the tool without any restriction or hindrance in productivity.
Another similar calendar tool is the Apple calendar. It is readily available on all Apple devices and if you use multiple Apple devices, it makes it easy to stay in sync without having to create new accounts.
The tool is easy to set up and even integrates with SIRI which suggests you add events to the calendar based on your emails, bookings, etc. You also get the option to customize your calendar view week-wise and day-wise.
You can create multiple customizable calendars you can view together or separately. You can share these calendars with different people, without letting everyone know about the tasks at your hand and while maintaining privacy.
Microsoft’s Calendar stands as one of the pioneering digital calendars, and it seamlessly integrates as a component of Outlook email.
When you need to plan your day, Outlook Calendar keeps things super simple. You can make and connect lots of calendars together, which is handy for seeing what’s coming up in your schedule. Plus, you can mix your calendars with your team’s calendars, so you don’t miss anything important.
With Outlook Calendar you can even set different time zones for events that start in one place and end in another. And if you need to, you can add tasks, to-do lists, and notes to your calendar to help you stay organized, all in one place.
AddEvent is one of the best calendars and organizational tools when it comes to organizing events. What makes it stand out is its beautiful and smooth interface that makes organizing events and meetings fun.
In addition to the standard features offered by other calendar tools, AddEvent allows you to effortlessly add a customizable calendar to your website, without requiring coding knowledge. This enables your customers, clients, or whomever to directly add events to their own calendars or subscribe to your calendar of events.
AddEvent provides RSVP functionality which directs your users to a unique registration page for your event. You can select the information you wish to collect, and even send automatic reminder emails to your attendees.
Another standout feature is its ability to auto-update calendar events with dynamic parameters allowing you to easily change the event added to a user’s calendar. This is particularly useful for booking confirmation pages or when you have many unique events that need creating for individual users on the fly.
You also get subscription calendars that automatically sync with your users’ calendars when they subscribe. All of the events on your subscription calendar will be automatically synced to your subscriber’s calendar so they never have to wonder when your next event will be.
Next up on our list is Todoist. The tool is like a modern version of a to-do list and helps you keep a tab of all your tasks, boosting productivity without getting lost in the pile of tasks.
You can sort your tasks with the help of colorful labels, set priorities, add comments, due dates, and much more. There are different views such as Kanban, and Calendar view for at a glance, easy tracking.
You get a smart scheduling feature that helps you plan your day better by suggesting the ideal time to do a particular task based on their due dates, priorities, etc. The tool also integrates with other platforms making it easy for you to manage your work without too much back & forth.
Any.do is a combination of a to-do list and a calendar. With Any.do, you can easily keep track of your to-do lists and stay organized with your upcoming and completed tasks.
You can break down your projects into smaller tasks and delegate subtasks to specific team members for seamless collaboration. Team members can add notes and comment on tasks, allowing for open communication and streamlined progress.
Any.do also includes useful action shortcuts that are linked to tasks, allowing you to easily make calls, send emails or texts, and even make bookings or purchases without leaving the app.
Next up on our list is Plaky, a project management tool for small and medium businesses that want to stay organized and on schedule. This tool is user-friendly and adaptable, allowing you to receive updates about any changes made to your assigned tasks, which makes tracking progress a breeze.
The workspace feature allows you to oversee multiple departments, teams, projects, and tasks all in one place while keeping all communication with your coworkers in one convenient location.
You can also manage user roles to regulate access levels for various members across workspaces and tasks. The messaging and speech bubble feature is perfect for real-time communication and collaboration with your team.
SmartTask is a project management tool that caters to businesses and teams of all sizes and industries. It’s a comprehensive tool that has everything you need to manage work-related tasks.
In addition to basic project management features, SmartTask offers portfolio and workload management views that give a bird’s eye view of all your projects, milestones achieved, and who is working on what. This helps manage resources better by identifying overworked or underworked employees.
It also includes CRM and sales features, making it an all-in-one tool. These features help visualize sales analytics, such as estimated sales, sales funnel, and user-wise analytics. You can move inquiries across multiple stages, have clarity on past conversations, and plan future action points.
DeskTime isn’t your ordinary time-tracking tool—it’s a productivity powerhouse. Beyond accurately tracking work hours, DeskTime offers a unique and indispensable feature: automated productivity insights.
By analyzing your digital activities, it generates reports highlighting your most productive hours, app usage, and breaks. This illuminating data empowers you to optimize your workflow and make informed time management decisions.
Whether you’re an individual or part of a team, DeskTime’s in-depth insights and custom productivity reports are your secret weapon for unlocking peak efficiency. The tool also seamlessly integrates with other tools making auto-time tracking possible across different platforms during your working hours.
Traqq is another excellent time-tracking tool that can help boost your productivity. With its seamless integration of productivity-enhancing features, Traqq stands out from the crowd.
What truly sets it apart is its intelligent idle time detection. Unlike others, Traqq understands when you’ve stepped away from your desk, automatically pausing the timer. This means you get an accurate account of your active work hours without manual input. No more overestimating or underestimating your efforts.
Traqq maximizes your time, keeps distractions at bay, and ensures your focus is exactly where it needs to be. You can also set smart alerts and notifications so that nothing important is missed.
Apploye is a sophisticated solution designed to redefine your time management practices. One of its standout features is its comprehensive time-tracking functionality, enabling meticulous monitoring of each task and project.
However, Apploye’s true brilliance lies in its real-time insights. This feature empowers you with the ability to discern task assignments and progress at the moment, allowing for agile reassignments to ensure project milestones are met punctually.
Yet, Apploye doesn’t limit itself to time tracking alone. It extends its capabilities to encompass employee attendance management and payroll calculations. By seamlessly integrating hourly rates, Apploye streamlines your payroll process with remarkable accuracy.
WebWork Time Tracker is the ultimate synergy of time tracking, task management, and seamless communication. Central to WebWork’s prowess is its screenshot-integrated time tracking.
It provides a granular understanding of your team’s progress through comprehensive reports encompassing app and website usage, attendance, activity levels, and more—ensuring you’re always ahead in project insights.
But that’s not all—WebWork transforms task management into a collaborative haven. You can assign, discuss, and track tasks effortlessly, while the integrated Team Chat and Video Calls elevate communication to a new level of convenience.
Notion is a knowledge management tool that simplifies the chaos of modern work life. Its visually captivating interface offers a powerful platform for writing, planning, and orchestrating projects and tasks.
You can create custom workflows with notion blocks and pages. And that isn’t limited to just blocks and pages, you can create and edit any type of content you want—project/task trackers, project knowledgebase, creative database, project plan, etc., and share it with your team members. It offers real-time editing, and basic communication features as well.
With Notion’s array of views—Kanban boards, lists, tables—you can arrange your work, notes, and tasks tailored to your work environment. You can add images, due dates, custom tags, and more to your tasks and refine your processes with precision. You also get readymade templates that make getting started with the tool even easier.
Organizing your notes has never been easier with Google Keep. You can easily find what you’re looking for with the option to filter notes by color, label, or attributes such as lists with images, audio notes with reminders, or shared notes. Plus, you can pin important notes to the top of your list for quicker access.
Collaborating with your colleagues on notes, lists, photos, audio, and drawings is a breeze with Keep. Brainstorm ideas together and keep them handy while you work, then watch as to-dos get checked off in real time.
Keep also helps you stay on top of your work with reminders that can be set based on time or location.
Whether you are a marketer, content creator, or business owner, Visme is an all-in-one platform for creating documents, presentations, data visualizations, mind maps, videos, etc. to help you bring your creative ideas to life.
You don’t need any graphic design experience to create stunning visuals, presentations, infographics, and more, thanks to its user-friendly interface and a vast collection of customizable templates.
Visme offers a wide range of design components such as charts, icons, photos, and videos, making it effortless for you to produce engaging and impactful visuals. Additionally, Visme includes online whiteboards to facilitate brainstorming, making it a great tool for collaborative projects with your team.
Miro is a digital whiteboard that makes it easy to create notes and designs, and move things around. It is a great tool when you have a remote team to work with as it allows you to communicate through embedded video calls or online chats.
The tool has a series of pre-built templates that can inspire or serve as a starting place for your project work. You can brainstorm ideas, create flowcharts, create customer journey maps, frame product launch ideas with creatives, and much more, and share them with your team in real-time.
Another important feature is its app integrations to connect tools, such as Google Drive, Slack, Asana, Trello, and SurveyMonkey so that you can work seamlessly with all other tools that your projects run on.
Google Workspace is a versatile and innovative solution that enables people and organizations to collaborate in real time on documents, spreadsheets, presentations, calendars, and video conferencing. It is a cloud-based tool that stores your documents on Google Drive, allowing you to work from anywhere and on any device.
You have control over who can access your documents and can specify whether they can view, comment, or edit. You can also see real-time insights into who is working on your document and what they are doing.
Additionally, you can use the suggestion mode to make improvements without deleting the original content, making it easier to review, understand, and update your documents. You can even assign a comment as a task to other team members when you need their input on something. Google Docs also features versions, which make it easy to track changes and review work.
ONLYOFFICE has a vast user base and is known for its innovative approach to developing business software that specializes in creating office solutions. One of its products ONLYOFFICE DocSpace is an advanced and secure document collaboration platform.
One of its standout features is the ability to create collaboration rooms, which allow users to work on documents in real time, track changes, and communicate through built-in chat or plugins for tools like Zoom, Jitsi, Telegram, etc.
The tool also offers customizable rooms with flexible access permissions and different types of roles, so users can work on every kind of content imaginable. This includes text documents, spreadsheets, presentations, fillable forms, e-books, and even PDF files.
Document360 is more than just a typical document collaboration tool. It serves as a comprehensive knowledge base software that provides a centralized repository for important information.
With its user-friendly interface, creating online documentation is made simple, even without a built-in collaborative editor. However, it still allows collaboration through features like private notes and discussion feeds. The tool automatically stores previous versions that can be retrieved as needed to ensure data integrity.
With Document360’s user roles, content access can be controlled. The platform also enables content creation, sharing, and review, allowing team input through tagging and comments. Additionally, its versatility is enhanced by integration with popular apps like Slack, Microsoft Teams, and Chrome.
Planable is a user-friendly and straightforward collaboration and productivity tool that allows teams to work together seamlessly on a variety of document types, marketing materials, project plans, and social media posts.
Real-time editing lets multiple people contribute simultaneously, while version control ensures everything stays organized. All discussions are kept in one place for easy tracking. You can add private internal notes, respond to comments, attach files, and resolve comments.
You also get to Invite both internal and external stakeholders to review and collaborate on documents, assign specific roles to individuals, create review teams, and ensure that each user can only access relevant documents.
Onlypult is a social media management platform that offers a comprehensive suite of features, including post-scheduling, advanced analytics for Instagram business accounts, and tools for monitoring, streaming, and creating mini-landing pages.
The standout feature of Onlypult is its scheduling and automation capabilities. With its auto-posting functionality, you can schedule and publish posts across multiple social networks, blogs, and messengers at the desired time. Plus, you can publish up to 20 posts simultaneously on your social media profiles.
The tool also facilitates collaboration among team members by enabling them to agree on posts, assign roles, leave comments, and keep track of team activity. Additionally, you can invite clients to the platform without sharing passwords and send reports directly from the tool.
With SocialBee, you can easily create engaging social media content. This social media management tool uses AI to generate captivating captions and images that will keep your followers interested.
SocialBee provides detailed prompts to help you create posts that summarize your content and convert well. You can add these posts to your content library and schedule them to be published at the perfect time. Alternatively, SocialBee can automatically pull content from your library and add it to your calendar.
In addition to creating posts, SocialBee also allows you to add visuals using integrations with Canva, Giphy, and Unsplash. You can track the performance of your posts and engage with your community by responding to messages, comments, and mentions.
Circleboom is another powerful tool that helps you manage and grow your social media presence. With Circleboom, you can define your social media content plan and schedule your posts across multiple social networks including LinkedIn, Twitter, Instagram, Pinterest, Facebook, etc.
Circleboom offers an AI-powered content creator tool for posts, articles, and photos that generates engaging and relevant content for your niche with just a few clicks. The content curator and hashtag generator features allow you to automate your content creation and distribution process along with the relevant and trending hashtags to boost your post reach.
Circleboom also helps you determine the best time to post on each platform based on your audience’s behavior and preferences so that you can reach your audience at the right time.
Pumble is a team communication app that works well for remote and in-office team members. It is a great free alternative to tools like Slack, and Teams.
One of Pumble’s strengths is its unlimited chat history, which allows an unlimited number of users to access past conversations. Pumble offers 10GB of storage per workspace, which is perfect for remote users who need to share important documents and images. You can also pin messages to quickly reach out to important messages.
Along with DM, voice calls, team meetings, and file sharing, you can jump on a quick call with your teammate for one-on-one conversations.
Troop Messenger simplifies team communication by providing efficient messaging and conferencing features that enable seamless connections within your organization.
With Troop Messenger, you can send various types of messages, including direct, audio, video, self, fork out, burnout, and group messages. The platform excels in its filtering options, such as text search, message search, chat area filter, and global search filters, ensuring swift and accurate retrieval of desired content.
Team members can promptly provide feedback on tasks, attach files, and notify other colleagues using mentions, promoting transparent communication and collaborative efforts. This reduces the need for lengthy email threads and ensures alignment among all team members.
When it comes to selecting organizational tools, it can seem like a daunting task. Base your tool selection on work goals, budget, team requirements, team size, and existing systems. Many tools offer free trials or freemium options to test before purchasing.
Avoid overwhelming yourself by utilizing only the necessary tools initially. Keep in mind that while any tool may appear overwhelming at first, most applications provide training on their full capabilities.
Remember, the aim is to streamline your work, not make it more complicated. So, ensure you choose the most applicable tools that offer the features required.
Pratik Shinde is a Content Creator at Make SaaS Better, a Freelance Content Marketer, and an SEO enthusiast. He helps fast-paced B2B SaaS startups acquire customers through organic marketing efforts. He likes reading philosophy, writing non-fiction, thoughtful walking, running, and traveling.