Advertising
Advertising

10 Apps and Tools to Be More Productive at Work

10 Apps and Tools to Be More Productive at Work

It seems that today everything is about productivity. It is one of the buzzwords, so we hardly ever take a moment to consider its meaning. Of course, it may vary individually, but for most of us, productivity is about avoiding distractions and keeping a focus on the thing we do, while we do them, which at times can be a challenging task. Even if we are determined not to procrastinate and finish the task as soon as possible, the very means of our work can be distractions galore with all the incoming emails, instant messages and social network updates. The tools below will be a helpful addition to your desktop, tablet or phone optimizing your workflow.

1. Rescue Time

Compatibility: Android, Web platforms

Rescue Time is browser and application time meter that runs in the background and gathers information about how much time you spend on work, networking, reading news, etc. It gives you an invaluable insight into your daily habits and helps to boost your productivity. If you feel that you, perhaps, spend too time on a particular app, you can set reminders, urging you to leave it after a specified period. You can also block the most distracting apps and sites if you want the maximum focus for some time. This product has definitely earned its self-explanatory name: using it leads to some unexpected revelations about the amount of time you waste.

2. TickTick

Compatibility: Android, iOS, Web platforms

This simple task management app is notable thanks to its ability to integrate and synchronize across multiple platforms. It also has a number of unique features, such as for example, the possibility to set location-based reminders. They will be triggered by your leaving or arriving at a predefined location, so you will never forget to finish everything before you leave the office and will always remember to pop into the supermarket to complete your grocery list. This to-do app is not limited to lists: it can help you meet deadlines and boost your productivity thanks to customizable reminders, shared lists, voice memos, tags and priority ranking of the tasks.

Advertising

3. Workflow

Compatibility: iOS (iPhone, iPad, Apple Watch)

This productivity app was created to streamline your work by making shortcuts between the apps you use most often to complete certain activities. There is an unlimited number of possible connections and combinations, so Workflow watches you work, learns, and then teaches you how to do it more efficiently. It creates your customized unique workflows, which you can save as new widgets on your home screen or try out the workflows other users have created. This versatile personal automation tool will also help you to manage your social media accounts, calendars, maps, media and more.

4. Trello

Compatibility: Android, iOS, Web platforms

Trello is a project management tool with dashboard, lists, notes, tasks, calendars and more. Its kanban-style system is visual and fun to use. The application of the service varies from personal use to project management on a larger scale. The cards and lists can be shared for collaboration or assigned for task delegation. Although there are many other project management services out there that are more powerful, Trello is perfect for personal use thanks to its flexibility and customizability, which makes the work well-organized and enjoyable.

5. Pumpic App

Compatibility: Android, iOS

Advertising

Sometimes we fail to concentrate because our mind is miles away occupied with all kinds of worries. Pumpic will take care of one of them that is the most important – the safety of your loved ones. Wherever you are, with this monitoring app for parents, you can always be sure that your child timely arrived at school or returned home thanks to the GPS tracker. It will also track your kids’ phone activity taking care of their online safety by blocking inappropriate content and applications you find objectionable. With this parental app, you will kill two birds with one stone – put your own mind at rest to be more productive, and help your children to concentrate on their homework, by eliminating all the usual distractions.

6. Pocket

Compatibility: Android, iOS, Web platforms

How much time you waste daily because while surfing the Web in search of relevant information, you come across some interesting and useful articles and cannot help but read them, even if their topic has nothing to do with the task you are currently working on? The probable answer is way too much. On the other hand, you would not wish to miss all those exciting facts that may come in handy later. With the Pocket app, you can save and store everything from the Web and social networks you find worth reading or viewing for the later. Now you do not have to choose between pressing tasks and some useful video, and your curiosity is no longer a time thief.

7. Boomerang

Compatibility: Gmail, Outlook, Android

Boomerang is a mailing service that is helpful in many ways, but its best feature is scheduled email sending. For example, you are working late and composing an elaborate letter, but you wish it to be sent during business hours next day. Or you have colleagues on the other side of the globe and you wish to send them reminders just before their lunchtime. This is all possible with Boomerang – set the time and is will mail your letters for you, and the built-in AI will assist you in writing better. Another useful feature – the reminder service can make a very apt CRM tool – now if you do not get a response to your letter, Boomerang will not let you forget about it. On top of this, there is an “Inbox pause” option – you can hold the incoming emails, so they won’t distract you while you are coping with something urgent.

Advertising

8. Gero Time Management Companion

Compatibility: iOS (iPhone and Apple Watch)

To be productive, we should work smart, not hard. If you have a habit of plunging into work and emerging 8 hours later exhausted and burnt-out, Gero Time Management Companion is definitely, what you need. This app is a stopwatch of a kind and its main goal is to nudge you to take your well-deserved scheduled breaks. On default, it is 25 minutes of work and 5 minutes of downtime, but you can set it to whatever intervals suit you. You can also use this app to remind you to do the eye exercises to prevent vision problems, to take medication or simply to refresh yourself.

9. Reporter

Compatibility: iOS

Reporter is a pocket big-data collecting tool for personal use. This app quizzes you on every aspect of your life, asking questions, such as “How did you sleep?” or “Are you alone?” several times a day, collects data from your GPS and step-tracker, and provides quite an insightful feedback into your daily habits and activities. It cross-references everything, so you can see how your mood influences your productivity and so on. The questions and suggested answers are customizable, so you can tweak your Reporter to make self-tracking and building up a personal database quick and seamless.

10. SaneBox

Compatibility: Android, iOS, Web platforms

Advertising

In essence, SaneBox is another time savior and it works with any mailbox. It sorts your emails basing on their priority, which it learns from the way you handle your mail. SaneBox watches which kind of messages you open quickly and leaves them in your inbox while moving less urgent emails to folders you have created. This filter also notes which messages usually stay ignored or end up in a bin. There are many other useful features, such as auto-download of attachments to the cloud, “snooze” that postpones letters until the time you are ready to read them, and various notifications. This service is paid, but it does not require installation, so you can use it on any platform.

Productivity is a skill of making the most of our working hours, so there is more time to enjoy other important things. Hopefully, these tools will be a boon to your productivity and will help you improving your life.

Featured photo credit: Ryo Hirosawa/Flickr via flic.kr

More by this author

10 Must-Have Apps for Your Teen’s Smartphone 7 Helpful Apps For Parents of Special Needs Kids 10 Apps and Tools to Be More Productive at Work 8 Ideas for Your Teen’s Christmas Present Parenting apps Apps The Modern Parent Can’t Survive Without

Trending in Productivity

1 Have You Fallen Into the ‘Busy’ Trap? Here’s Your Way Out 2 How to Increase Brain Power, Boost Memory and Become 10X Smarter 3 Do You Want to Know the Secret to Living a Fulfilling Life? 4 6 People Management Tactics to Lead a Diverse Team to Success 5 How Much Do You Need to Give Up to Start Over?

Read Next

Advertising
Advertising

Last Updated on November 14, 2018

Have You Fallen Into the ‘Busy’ Trap? Here’s Your Way Out

Have You Fallen Into the ‘Busy’ Trap? Here’s Your Way Out

Do you find yourself constantly feeling busy? Or, maybe you feel like you have too much on your plate? Perhaps you have a to-do list with no end in sight, or many responsibilities to juggle on a daily basis at work. When you get home, you have household responsibilities to take care of, too, and it just seems like you never have much time for a breather.

Being busy is good, it’s better than not having anything to do and letting time slip away. But, what many people don’t realize is, being busy doesn’t always mean you’re being productive. The more time you take to complete something does not equal to more success. Many people end up falling into this trap as they pack their day with tasks and errands that may sometimes produce little outcome or output for the effort that they’ve put in.

For example, let’s say that your washing machine at home broke down and you need to fix it. Instead of calling the handyman to come, your husband decides he’s going to fix the machine. He ends up spending half a day figuring out the machine, and does eventually fix it. He did however have to make a trip to the tool shop to buy some extra tools and parts for the machine. Now, if you had called the handy man, it would probably have taken the handyman much less time, and he would have all the necessary tools and parts already, because that is his job. So in this instance, was your husband’s time and effort worth it? Oh, and because he took half the day fixing the machine, you now had to take over his duties of dropping the kids off at soccer and swim practice.

We Need Not Be That Busy

I hope you would agree, that it would have been ideal to delegate this task to the handyman. That would have saved you time and effort, so that you and your husband could focus on doing other things that were more important to you, like being there for your kids or spending time with each other. This is just one example of how we often impose busyness on ourselves without us even realizing it.

But, I’m going to show you just how you can gain quality time from external sources. Whatever big goals or ambitions that you may have, it’s normal for them to involve a lot more of your time than you first expect. I’m talking about things like starting a new business, changing careers, perhaps even moving to a new city. New challenges often involve things that are outside of our experience and expertise, so covering all the bases ourselves is sometimes not feasible as it takes too much time to learn and do everything.

Advertising

You Are Just One Person

At the end of the day, you are just one person, and you have a limited amount of time. So, you have to do things that are meaningful to you. While an overall goal may be meaningful, not all of the milestones needed to get there may be meaningful. Because we all have our strengths and weaknesses, likes and dislikes, not every task will be enjoyable or all fun & games. Some simply require pure willpower and discipline to grind through. And that is where delegation comes in.

What is Delegation?

You may hear this term a lot in the business or corporate world; it’s an effective way for managers to distribute (or sometimes avoid!) work. But, that’s not what I’m referring to. Instead, delegation means leveraging time from an outside source to give you opportunities to increase your quality time. By outside source, we simply mean that it’s not your own time that you’re spending.

What Should You Delegate?

To delegate effectively, it has to be done with deliberate intention. So the aim of delegation is to create more quality time for yourself. There are 3 types of tasks that you should generally delegate, called the Delegation Triangle.

The first are tasks you don’t enjoy doing. These are things that you know how to do, but don’t enjoy. Second, are tasks you shouldn’t do. These are things you know how to do and may even enjoy, but may not be the best use of your time. Third, are tasks you can’t do. These are things that need doing, but you don’t have the skills or expertise to follow through with them at this moment.

Have a look through your daily tasks and responsibilities, and see if you can fit them under these 3 categories.

Advertising

Pitfalls of Delegation

Using the Delegation Triangle, you can decide which tasks are worth delegating. In theory, it might look easy to sort actions at first glance; but often, it’s actually harder than you think! 

One such example, is diverting time on tasks you shouldn’t do. Let’s go back to the washing machine example. Your husband decides to fix it on his own instead of simply getting an expert to fix it. Why? Because it’s probably a challenge he enjoys, and it’s an accomplishment that would bring him satisfaction. However, if the value of the task is too low, you really ought to delegate it to others.

Sometimes, when you have a larger goal in mind, you might have to sacrifice some actions in return for making progress. Always think about the bigger picture! One thing that can help you avoid this pitfall is to keep your deadlines in mind whenever you set milestones for a project or task.

Deadlines are a commitment to yourself, and every bit of time is precious. So if an activity you’re focusing on is taking time away from progress towards your goal, it may be time to let go of it for now. You can always decide to pick it up again later.

Then there’s the other extreme of delegation. And that’s when you start delegating everything you dislike doing to external sources.Sometimes it’s tempting to abuse delegation and get carried away outsourcing everything on your “don’t like doing” list.

Advertising

Some people are too picky on what they’re going to do. But sometimes, if you don’t like doing so but you’re the only one who can do it, you still need to finish the job. At the end of the day, it does take your own hard work and effort to achieve the success you want.

So if you find that you’re constantly running into this problem of over delegating, then it may be time to re-evaluate your motivation, or reason for doing whatever it is that you’re doing.

Ask yourself, “Is this task contributing towards a meaningful objective that I want to achieve?” and “what kind of progress do I make each time I carry out the task myself?” If the task is both meaningful and creates progress, then the next step is to ask yourself questions that can help you create actions.

What obstacles are causing you to avoid this task? Is it because of low confidence in your ability? Do you think someone else can do a better job? Is it your level of focus? Or is there an alternative action you can take that can produce the same results?

Take Action Now

Take a look at your current tasks or to-do’s that you have planned this week. Which tasks are possible candidates that fall under the Delegation Triangle? Are there any that fall under the pitfalls mentioned above? Which tasks can you immediately identify that should be delegated out right now?

Advertising

I hope this exercise helps declutter your tasks and responsibilities a little and allows you to see how much more time you can be saving for more important things. But, this is not the end of delegation. After you’ve sorted out the tasks that can be delegated, the next step is to determine who it should be delegated to. Besides people like your co workers, or spouse/family members, did you know that there is a whole delegating industry out there?

If you’re keen to learn more about this delegating industry, and find out how you can decide who’s the best fit to do your delegated tasks, subscribe to our newsletter today. We will help you discover many more skills that will boost your productivity by leaps and bounds!

Featured photo credit: rawpixel via unsplash.com

Read Next