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10 Must-Have Personal Project Management Tools

10 Must-Have Personal Project Management Tools

Project managers are aware of the difficulty in keeping track of various tasks, resources, timelines and risks associated in maintaining a project. But project management is not just applicable for office-related projects but you also require it for personal projects such as planning a vacation, family reunion, birthday party etc.

What it comes down is a simple differentiation – either you are organized or you are not! With so much lying on proper project management, it becomes essential for you to stay at the top of your game.

There are many personal project management tools that can help you to remain organized and prepared at all instances.

To help you with your tasks, we have rounded up on 10 must-have personal project management tools.

1. Asana

A hybrid task and project manager, Asana is available for both iOS and Android devices. It has become quite a tool for helping with individual and organization projects. Through it, you can add multiple projects and track each of them with a sidebar on the left.

Want to know how much you’ve achieved? Structure your project’s goals and milestones as a checklist from start to finish.

You can order tasks by date or when they need to done. You can even create dependencies between tasks so that one task cannot be completed without completing another. Add details for any task such as notes, links, tags and comments.

If you have a combined project, these can be helpful in referencing a task. You can even upload attachments and set due-dates. Cool isn’t it?

Asana

    Asana is free; all you need to do is pay once to get up to 15 or more people working on same project. It’s awesome for corporate projects or tasks and used by even major companies such as Dropbox, Pinterest and Uber for organizing their projects.

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    2. Smartsheet

    Want to manage a sales pipeline, a production schedule, or a team task list, etc.? Try Smartsheet that directly works on the web via Google Apps and with Salesforce.com. The tool helps in recording and organizing data with an unlimited number of free collaborators such as Amazon Mechanical Turk and Livework.

    Smartsheet provides notifications and alerts for any tasks updated/created through the tool.You can also generate Gantt charts and reports to view the progress of the project.

    Smartsheet allows file sharing and Crowdsourcing management at an affordable rate. You can also have a free 30-day trial with no credit card and then can continue the tool at $15.95/month.

    new-smartsheet- Project-Management-Tool

      3. Trello

      Do you like to use cards or post-it notes arranged in categories to help you figure out your thoughts and tasks? If yes, then try Trello.

      This tool is a fast and flexible way of organizing all your project components into various columns and cards by easily dragging and dropping, adding supporting details and comments as well as assigning to various persons in your team.

      Use different boards for each project and set due dates or times for each card. Most of all, Trello is available for both iOS and Android devices with its drag and drop functionality available on phones too.

      Trello- Project-Management-Tool

        Use Trello as your very own personal GTD task management tool. It’s fun and free-of-cost. However, Trello Gold, the premium version would cost you a bit to enjoy larger file attachments, stickers and custom backgrounds.

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        4. OneNote

        The name tells everything – but don’t consider OneNote as another note-taking tool. Instead it can be a powerful personal planner depending on your requirements. But OneNote isn’t for everyone; especially if you are a person who is fond of having top-down view of everything that’s going on at once. However, you can build that type of view for yourself with plugs-in such as OneTastic and keep your files in SkyDrive.

        The only downside with OneNote is that it’s part of Microsoft Office and costs nothing if you buy it with the suite. However, on its own, its price is $70.

        OneNote- Project-Management-Tool

          5. Do

          Previously known as Manymoon and just recently acquired by Salesforce.com, Do is a social productivity tool that helps in sharing seamlessly with other team members. Adding tasks or planning events or even a person to the team can be done by simply with an email.

          Do tool has a very simple layout comprising of a dashboard that helps you in initiating a project, entering its tasks and inviting colleagues to work for the project. To work with Do, all you need to have is a Google account, if you’re already a Google Apps user or just login from the web.

          The best thing is that it’s totally free.

          DO- Project-Management-Tool

            6. Evernote

            Currently, everyone’s favorite seems to be Evernote and here’s why: this powerful project management app is there to help you organize your thoughts not just in form of a series of notes; but it helps you in making sense of a lot of information in the best possible presentation.

            Eventually, you are able to become organized in your tasks and plans. Use Evernote to digitize your pen and paper notes, documents and other files so that you can toss them into respective project notebooks or save them as you like.

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            The best part about Evernote is that it’s supported by a lot of other apps from both iOS and Android platforms.

            Evernote- Project-Management-Tool

              Evernote is free but the premium version costs $45/year. Pricey? Not really, as it offers features such as offline access to your notebooks, collaboration tools, more storage space and improved search.

              7. AgileZen

              Although commonly perceived as a software developer’s tool, Agilezen is not just related for management of software development. It’s also useful for many other office-related tasks.

              HR can use this took for recruiting while the customer services personnel can track issues and response times through it. An ideal way to manage assorted type of tasks in any organization, AgileZen is based on the Kanban concept to help you see the progress of your projects in columns.

              After a free 30-day trial, the app offers free plans for open source projects or it costs $9/month.

              AgileZen- Project-Management-Tool

                8. Azendoo

                Particularly used for hybrid task and project management, Azendoo can also be used for managing your personal projects and tasks. You can even plug it into some popular services such as Evernote, Google Drive, Dropbox and Box for storage.

                Azendoo provides a little free storage with the services so that you can upload files directly to your projects. You can also assign to-do lists to other people, check their status, make comments on individual tasks, track changes and even have a top-down view of the on-going projects – all with a simple easy-to-use interface.

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                Need we say more? Despite of Azendoo being a web-app, you can take your project on your iOS and Android device with its existing mobile-app version.

                Azendoo- Project-Management-Tool

                  This handy yet powerful tool is free along with a paid premium version. However, what’s important to note is that many people are just happy using the free version with so many functionalities and even 10GB storage alongside the option to connect to all of Azendoo’s supported third-party apps.

                  9. Teambox

                  Marketed with the slogan ”for fun you have a Facebook, for work you need a Teambox”, this is a powerful personal project management tool with the capabilities of combining social networking in your project.

                  You can integrate social networking utilities into a project management dashboard and see activity streams, threaded conversations, comments etc. Manage your inbox, your emails and any other details about your project communication.

                  Free for short teams (from 1-5 members), and adding any more users can cost $5 a month per user.

                  Teambox- Project-Management-Tool

                    10. Basecamp

                    When you talk about project management on the Web, Basecamp’s name suddenly arises as they are the pioneers in inventing the concept of online project management.

                    Basecamp has the competitive advantage of knowing their customers and prospects extremely well. You will be provided impeccable personal project management through this tool that offers a 45-day free trial and a plan that starts at $20/month.

                    Base-Camp- Project-Management-Tool

                      This wraps up our list of 10 must-have personal project management tools. If you are constantly lagging behind in managing your tasks, resources and timelines; then it’s probably time you pick out on a tool that helps you keep all your tasks aligned with the agreed due-dates.

                      Think there is a project management tool that the list has missed out on? Feel free to share your thoughts in the comments section below.

                      More by this author

                      Faisal Rehman

                      Faisal Rehman writes about work and productivity, trying to help businessmen build their brands and increase sales.

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                      Last Updated on July 13, 2020

                      How Not to Feel Overwhelmed at Work & Take Control of Your Day

                      How Not to Feel Overwhelmed at Work & Take Control of Your Day

                      Overwhelm is a pernicious state largely caused by the ever-increasing demands on our time and the distractions that exist all around us. It creeps up on us and can, in its extreme form, leave us feeling anxious, stressed and exhausted.

                      If you’re feeling overwhelmed at work, here are 6 strategies you can follow that will reduce the feeling of overwhelm; leaving you calmer, in control and a lot less stressed.

                      1. Write Everything down to Offload Your Mind

                      The first thing you can do when you begin to feel overwhelmed is to write everything down that is on your mind.

                      Often people just write down all the things they think they have to do. This does help, but a more effective way to reduce overwhelm is to also write down everything that’s on your mind.

                      For example, you may have had an argument with your colleague or a loved one. If it’s on your mind write it down. A good way to do this is to draw a line down the middle of the page and title one section “things to do” and the other “what’s on my mind”.

                      The act of writing all this down and getting it out of your head will begin the process of removing your feeling of overwhelm. Writing things down can really change your life.

                      2. Decide How Long It Will Take to Complete Your To-Dos

                      Once you have ‘emptied your head,’ go through your list and estimate how long it will take to complete each to-do.

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                      As you go through your list, you will find quite a few to-dos will only take you five or ten minutes. Others will take longer, often up to several hours.

                      Do not worry about that at this stage. Just focus on estimating how long you will need to complete each task to the best of your ability. Here’s How to Cultivate a More Meaningful To Do List.

                      3. Take Advantage of Parkinson’s Law

                      Now here’s a little trick I learned a long time ago. Parkinson’s Law states that work will fill the time you have available to complete it, and us humans are terrible at estimating how long something will take:((Odhable: Genesis of Parkinson’s Law))

                        This is why many people are always late. They think it will only take them thirty minutes to drive across town when previous experience has taught them it usually takes forty-five minutes to do so because traffic is often bad but they stick to the belief it will only take thirty minutes. It’s more wishful thinking than good judgment.

                        We can use Parkinson’s Law to our advantage. If you have estimated that to write five emails that desperately need a reply to be ninety minutes, then reduce it down to one hour. Likewise, if you have estimated it will take you three hours to prepare your upcoming presentation, reduce it down to two hours.

                        Reducing the time you estimate something will take gives you two advantages. The first is you get your work done quicker, obviously. The second is you put yourself under a little time pressure and in doing so you reduce the likelihood you will be distracted or allow yourself to procrastinate.

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                        When we overestimate how long something will take, subconsciously our brains know we have plenty of time and so it plays tricks on us and we end up checking reviews of the Apple Watch 4 or allow our colleagues to interrupt us with the latest office gossip.

                        Applying a little time pressure prevents this from happening and we get more focused and more work done.

                        4. Use the Power of Your Calendar

                        Once you have your time estimates done, open up your calendar and schedule your to-dos. Go through your to-dos and schedule time on your calendar for doing those tasks. Group tasks up into similar tasks.

                        For emails that need attention on your to-do list, schedule time on your calendar to deal with all your emails at once. Likewise, if you have a report to write or a presentation to prepare, add these to your calendar using your estimated time as a guide for how long each will take.

                        Seeing these items on your calendar eases your mind because you know you have allocated time to get them done and you no longer feel you have no time. Grouping similar tasks together keeps you in a focused state longer and it’s amazing how much work you get done when you do this.

                        5. Make Decisions

                        For those things you wrote down that are on your mind but are not tasks, make a decision about what you will do with each one. These things are on your mind because you have not made a decision about them.

                        If you have an issue with a colleague, a friend or a loved one, take a little time to think about what would be the best way to resolve the problem. More often than not just talking with the person involved will clear the air and resolve the problem.

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                        If it is a more serious issue, then decide how best to deal with it. Talk to your boss, a colleague and get advice.

                        Whatever you do, do not allow it to fester. Ignoring the problem will not make it go away. You need to make a decision to deal with it and the sooner you do so the sooner the problem will be resolved. (You can take a look at this guide on How To Make Good Decisions All The Time.)

                        I remember long ago, when I was in my early twenties and had gone mad with my newly acquired credit cards. I discovered I didn’t have the money to pay my monthly bills. I worried about it for days, got stressed and really didn’t know what to do. Eventually, I told a good friend of mine of the problem. He suggested I called the credit card company to explain my problem. The next day, I plucked up the courage to call the company, explained my problem and the wonderful person the other end listened and then suggested I paid a smaller amount for a couple of months.

                        This one phone call took no more than ten minutes to make, yet it solved my problem and took away a lot of the stress I was feeling at the time. I learned two very valuable lessons from that experience:

                        The first, don’t go mad with newly acquired credit cards! And the second, there’s always a solution to every problem if you just talk to the right person.

                        6. Take Some Form of Action

                        Because overwhelm is something that creeps up on us, once we feel overwhelmed (and stressed as the two often go together), the key is to take some form of action.

                        The act of writing everything down that is bothering you and causing you to feel overwhelmed is a great place to start. Being able to see what it is that is bothering you in a list form, no matter how long that list is, eases the mind. You have externalized it.

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                        It also means rather than these worries floating around in a jumbled mess inside your head, they are now visible and you can make decisions easier about what to do about them. Often it could be asking a colleague for a little help, or it could be you see you need to allocate some focused time to get the work done. The important thing is you make a decision on what to do next.

                        Overwhelm is not always caused by a feeling of having a lack of time or too much work, it can also be caused by avoiding a decision about what to do next.

                        The Bottom Line

                        Make a decision, even if it is to just talk to someone about what to do next. Making a decision about how you will resolve something on its own will reduce your feelings of overwhelm and start you down the path to a resolution one way or another.

                        When you follow these strategies to can say goodbye to your overwhelm and gain much more control over your day.

                        More Tips for Reducing Work Stress

                        Featured photo credit: Andrei Lazarev via unsplash.com

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