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Top 17 Personal Time Management Tools for 2016

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Top 17 Personal Time Management Tools for 2016

When at work, what do you focus on? Hopefully, it’s getting things done. Even though detailed agendas and time management tools seem are associated with the office, time management tools are key to work-life balance. Having a game plan to plan your day, week, or even month, will help you keep on top of personal projects, pay the bills, plan your next vacation, and even protect important personal downtime. The great news is that there are many great apps to help you with time management.

Track your day

1. Toggl

The first thing to successful time management is knowing where you spend your time. Toggl is a great free app that has web, mobile, and desktop versions that sync automatically. The app can add colour-coded project and client labels. Small details such as auto-fills from previous tasks are super convenient. Seeing the clock ticking away is one of the best motivations to keep focused.

Use straightforward management tools

For personal projects, whether it is planning a two-week holiday or writing your next book, using management tools is a great way to keep yourself accountable and motivated. The tools below are also great for teamwork!

2. Trello

Trello has a simple board and card layout structure that users can title however they like. The design is like a digital whiteboard with tagging, attachment, and team collaboration features. Trello is great for to-do lists, tracking project / pipeline progress, and even sorting ideas. You can create boards for each project for free and collaborate with teams. One account syncs to the web, iOS, and Android systems.

3. Asana

Asana is a great project management app designed for working with teams. Creating items in new lines are as easy as pressing “Enter”. Asana is also great for centralising files and checking messages between team members within a task to track progress. Asana is free for teams with up to 15 members.

Make your to-do Lists

Even though we have organisational tools for the workplace, our non-work life can sometimes seem a bit scattered. A simple checklist is a great reminder tool to keep us on top of those loose ends.

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Todoist screenshot

    4. Todoist

    Todoist can be a simple task list for sorting your personal life, but also has tagging functions to handle projects. Unlike Trello and Asana, the focus for Todoist is to send reminders for items you’ve created. For people who like to sort, Todoist also has more detailed functions that filter items into today, the next 7 days, projects, labels, and other pre-set priority filters.

    5. Any.do

    Established itself as a minimalist interface that helps you input tasks and strike them off as you go. It is usually tied with Todoist as one of the most popular task list apps. The only drawback is that it does not have other app integrations.

    6. Google Keep

    Google Keep operates like your digital post-it notes (complete with colour choices). Notes can be multi-paragraph, links with previews, or image attachments. Checklists can also be created for easy check-off.

    7. Remember the Milk

    Remember the Milk is a more powerful to-do app that is like a personal Asana. Like many of the previously mentioned to-do and task management apps, tasks can be dragged like cards. Sub-tasks can be created. Color coding is available. In addition, Remember the Milk also allows for custom sorting and can create tasks using formula shortcodes.

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    Keep an agenda

    With the endless stream of interesting events to attend, catch-ups with friends and personal commitments having an integrated agenda can help you keep your work, social, and personal calendars coordinated.

    8. Google Calendar

    Google Calendar is an easy event-scheduler that is already integrated into your Android phone and other popular sites such as Eventbrite and Meetup.com. Create an event by simply dragging a box up and down. You can invite guests, drop links to video conferences. Google Calendar even automatically generates events from your Gmail e-mails such as your flight tickets!

    Note to Sunrise Calendar users, the app will stop updating as of October 2016 as the team has been acquired by Microsoft.

    Share files effortlessly

    Have your files in one place to save yourself from editing and sharing multiple versions.

    9. Google Drive

    Google Drive is an effortlessly integrated workplace ecosystem. Google Docs, Spreadsheets, Slides and Drawings do not take up cloud memory space and support real-time collaboration with colleagues. In addition, Google Photos and Google Keep files are automatically searchable in Google Drive. Sharing can be customised to individuals, a private link, or a fully public file. Drive can also automatically back up a designated folder on your computer or smartphone to the cloud, which is convenient for work files or personal photos.

    10. Dropbox

    Dropbox is another cloud syncing platform that is free for first-time users. It is a great way to share files on the go with people from your desktop or mobile. Files can be dragged and dropped from your folders into the web browser or automatically synced from a designated folder. Dropbox links can easily be sent to other people and files such as videos can be opened in the app itself without downloading.

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    Capture everything in one place

    The internet is a great source of information. Make it easy for yourself to capture articles that are relevant when working or saving images to use for later.

    11. Quip

    Quip is a simple note-taking app that has supports comments, tagging, sharing, links, and image attachments. You have an “inbox” to track the latest documents created by you and your team members as well as a file cataloguing system. The app can be used as a personal notebook or as a collaborative tool where team members can highlight text, provide comments, and tag another team member to help. The app is free for web, desktop, iOS, and Android.

    12. Evernote

    Evernote is the place to store everything – your ideas, documents, files to read for later. Evernote is more than just a notebook and can be used to organise tasks and manage projects. The free version is only available online while the premium version costs US$45/year.

    Cut out blocks of time

    13. Pomodoro Timer

    The Pomodoro Technique is a theory of using 25-minute sprints for your tasks. One collects pomodoros only if one finishes the entire 25-minutes. You can choose from a variety of Pomodoro technique tools, including an actual Pomodoro tomato timer!

    Keep your passwords

    14. 1Password

    1password helps you secure all your passwords in one place and has a unique key that only you have to access your account. Never lose your password again! 1Password also helps you share passwords with other team members in a secure fashion.

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    Save distractions for later

    15. Pocket

    Pocket is a great offline reading app that lets you save articles you come across for later. Pocket has mobile iOS and Android apps, as well as web browser plug-ins. With a simple button click, you won’t miss out on the article that looked so interesting or get distracted from the work you were originally doing. Save the reading for later, when you’ve got downtime on the commute home.

    Automate, so you won’t forget!

    If you have a social media presence, below are some tools that can help you share with your friends while saving yourself a few minutes a day sharing across your various platforms.

    16. IFTTT

    IFTTT is a great automation service that helps you set up “recipes” for things that you want to do. For example, if you want a calendar event to be created for every e-mail from your company, you can set that up. If you want a tweet for every blog post you publish, you can also set that up. IFTTT saves hours repeating important tasks.

    17. Buffer 

    Buffer is another great sharing app that is free for 2 social media accounts. If you don’t want to spam your friends on Facebook with all your shares in the morning, “Buffer” your posts so that they will be shared throughout the day.

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    Last Updated on October 21, 2021

    How to Create Your Own Ritual to Conquer Time Wasters and Laziness

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    How to Create Your Own Ritual to Conquer Time Wasters and Laziness

    Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

    Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

    The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

    Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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    Program Your Own Algorithms

    Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

    Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

    By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

    How to Form a Ritual

    I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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    Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

    1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
    2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
    3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
    4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

    Ways to Use a Ritual

    Based on the above ideas, here are some ways you could implement your own rituals:

    1. Waking Up

    Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

    2. Web Usage

    How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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    3. Reading

    How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

    4. Friendliness

    Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

    5. Working

    One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

    6. Going to the gym

    If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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    7. Exercise

    Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

    8. Sleeping

    Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

    8. Weekly Reviews

    The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

    Final Thoughts

    We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

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    More Tips to Conquer Time Wasters and Procrastination

     

    Featured photo credit: RODOLFO BARRETO via unsplash.com

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