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5 Task Apps for Visual Thinkers

5 Task Apps for Visual Thinkers

Most productivity tools and reviews focus on very linear, left-brained thinking. What if you’re a visual thinker and looking for a tool that suits your needs? Pen and paper, a massive whiteboard, or post-it notes can work for the right-brainers out there, but they’re also not necessarily very practical in this digital age, where you might need to access your tasks on the go, keep notes and track progress on them, or share them with someone else.

Features to look for:

If you’re looking at trying a digital app to help manage your to do list, and you’ve struggled with productivity tools in the past, here’s a few features that you might want to look for before you try yet another app:

  • Color coding: This is such a simple feature that so many tools are lacking. It astounds me. If you’re an intensely visual person, color coding functionality can make the difference between a tool being really useful (being able to see at a glance how many high priority tasks you have today, or how many tasks from each project, for example), and staring at an intimidating list of action items that looks totally impossible.
  • Calendar view instead of just list view: For the longest time, I couldn’t figure out why the typical to-do list overwhelmed and intimidated me. The problem was that without a way for me to see my tasks spread out across the week (or month), I had a tendency to pile all of my tasks on one day, creating a feeling of perma-overwhelm and frustration. (Shockingly enough, that was not conducive to productivity!) Having a view that lets me see how my tasks are spread across my work week lets me see if I’m overloading a particular day, and rearrange accordingly.
  • Overall good design and usability: Productivity nerds have kind of a love/hate relationship with design. Good design is given credit where due, but if you refuse to use a tool because its aesthetics just don’t jive with you, you’re going to get some eyerolls. However, there’s evidence to support that good looks make for better productivity. A case study referenced in How to Think Like Leonardo Da Vinci mentions a training office where aesthetics were improved that saw a marked increase (like, a ninety percent marked increase) in learning effectiveness afterwards. In A Whole New Mind, Dan Pink references a similar study with classrooms.
  • Something that will be easy to integrate into your current workflow: By this I mean that it’s a good idea to think about the attributes your current system has  that work for you. (Alternately, you can think about things that aren’t working for you, and work backwards from there.) If, for example, you love the post-it note method of organizing your to-do list, then something like KanbanPad or Trello could be ideal for you.

My top 5 picks for task management for visual thinkers:

KanbanPad

Sporting an adorable mascot and a colorful design, KanbanPad is my favorite out of the kanban style task tools out there.

Price: Free

Features: Color coding, ability to delegate/have multiple users in a wordspace, drag and drop interface, ability to create checklists of sub-tasks

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Ideal for: The super-visual worker who can’t imagine live without color coding. If you work with a large team, KanbanPad might not work as well for you and your team, depending on their personal preferences but that can be said for almost any tool. Especially ideal for creative entrepreneurs who hate traditional “to do list” apps but need a way to stay at least marginally organized.

Trello

Trello Interface

    Trello is similar to KanbanPad, with a few differences in design and use. If you’re looking for something post-it style, you can’t go wrong with either one of these apps.

    Price: Free

    Features: Drag and drop interface, color coding, deadlines (with reminders as the deadline approaches), ability to delegate/add users to a workspace, checklists with progress bars for task lists, ability to attach files

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    Ideal for: The creative team looking to stay on track with visual-friendly features (color coding, etc.), but without missing deadlines.

    Thoughtbox.es

      Thoughtboxes

      Thoughtboxes is a colorful task management tool, that lets you create lists of tasks which can be starred for priority, and dragged and drop through boxes. This means you could create a “to do” “working on” and “done” set of boxes, and move tasks in between them to keep track of what had already been created, or you could create subject-themed task lists, like in the screenshot above.

      Price: Free for up to 3 “trains of thought” (projects) for basic users, $3/month/user for unlimited projects, ability to collaborate, organize your trains of thoughts with folders,

      Features: Drag and drop controls, sharing/collaboration with pro version, color coding and intuitive visual interface

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      Ideal for: The solo worker who wants a minimalist, but not boring, way to keep track of their projects and tasks.

      WeekPlan Interface

        Weekplan

        Weekplan is a planning tool based on the Seven Habits of Highly Effective People so it’s not just a task management tool, it has built-in guidance for creating your tasks and planning your week.

        Price: Free plan or Pro plan is $3/month for additional features (subtasks, recurring tasks, integration with other apps)

        Features: Drag and drop interface, week view interface, ability to sort tasks by roles, guided journaling

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        Ideal for: The person who wants a life and business task management tool all in one spot, probably a solopreneur or someone who doesn’t need to coordinate with other users.

        Teamweek

        Teamweek is basically a really pretty, interactive Gantt chart. In case that means nothing to you, what it translates to is that you can see how long tasks are supposed to take and see them overlapped on top of each other in a visual way, instead of just seeing them as a list of boxes to check. (Clearly useful for the visual thinker!) 

        Price: Free trial, after that $4/month for each “manager” user, $2/month for each normal user

        Features: Color coding, to-do lists/subtasks, milestones, ability to assign things to a person, project and client labels

        Ideal for: The creative team leader or the creative solopreneur who wants a visual way to track their quarterly or monthly goals and progress (shown from 0:00 to about 4:10 in the video above), plan their week visually (shown from 4:10-7:13 in the video), or want to plan a launch (7:13 to 9:40 in the video).

        Those are my picks. What are your favorite task management apps for visual thinkers? 

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        Last Updated on November 27, 2020

        15 Office Design Tricks That Will Increase Your Productivity at Work

        15 Office Design Tricks That Will Increase Your Productivity at Work

        Where you work has an enormous impact on how you work – on your ability to focus (and stay focused) and your overall ability to be productive. That means the design of your office, whether you work at home or in a larger company environment, is of supreme importance. This isn’t just about Feng Shui, this is about producing results and getting things done.

        According to studies done on workplace and productivity, the most significant factor in determining an employee’s ability to focus is their physical environment. In fact, it’s been said that a well-designed office can increase your productivity about 20%. However, despite the studies and statistics, nearly half of the employers interviewed don’t consider workplace design a good business investment.

        So what is a productivity hack to do? What if you work in an environment that doesn’t promote focus?

        Check these 15 factors and make changes where you can. A little adjustment can produce a lot of impact.

        Lighting

        Lighting is one of the most important factors in staying focused and feeling inspired to create, yet it’s one of the most overlooked and least invested in. Bad lighting can cause fatigue, eyestrain, headaches and overall irritability. Dark spaces can actually produce depression.

        If you work in a company office:
        You probably have no control over your general lighting so bring in your own, if need be. Consider using natural light bulbs or a light therapy device.

        If you work from a home office:
        Open the windows and doors and let natural light in. Using lamps in a variety of areas for cloudy days or when it’s dark.

        Chair and Table

        If you’ve ever sat at a desk to do work but found yourself adjusting, stretching and moving too often to actually stay focused, then you’re aware of the importance of having a correctly fitted table and chair. In today’s work environment where so many of us are sitting for most of our day, it is critical that your throne fits your body probably.

        Consider these quick ergonomic checks:

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        • Eyes 24-36 inches from the computer screen. The top of the monitor should be below or at eye-level.
        • Feet should be on a foot rest or resting on the floor.
        • A slightly reclined chair posture is best to reduce pressure on your spine and minimize lower back pain.

        If you work in a company office:
        Ask for an adjustable chair. Add pillows for your lower back or bum, if you need it. Many companies will also provide risers for computers to adjust the height of your computer screen (and a separate keyboard to keep your hands and wrists in the ideal position)

        If you work from a home office:
        Invest in a decent chair or at least use a few pillows to make the chair more comfortable. If the table is too high, add pillows to your chair. If it is too low, consider buying leg risers from your local hardware store and using books beneath your computer to raise the screen. Use a separate keyboard.

        Clutter

        Your mama was right, it’s important to clean up your room. Clutter may help the creative mind create, but it isn’t necessarily helpful for focus and productivity.

        If you work from a company office: While you can’t control the cleanliness of the office at large, do keep your own environment around you clean. Spend 10 minutes every morning or evening making sure things are put away, filed, organized and generally out of sight so you’re not distracted by it later.

        If you work from a home office: Because you work from home, the entire house or apartment is potential for distraction. If you can afford it, hire a professional cleaning service to keep your home clean. If not, schedule a specific day and time to clean your home. Commit to doing daily pickup at a specific time. And spend at least 10 minutes every day making sure your office  is organized and tidy.

        Room Color

        The colors around us all have an effect on our moods and brain function. It evokes both a physical and emotional response. So choosing the right colors for your work space has the ability to affect your productivity. For instance, blue has been said to illicit productivity. Mind you, too much of anything can be overwhelming, even color.

        If you work from a company office: Bring in items from home that are a certain color that inspire you and keep you focused. Use postcards, magazine cutouts, even just blocks of color will do.

        If you work from a home office: If you work from home, you have much more control over the colors around you. Consider repainting a wall, adding color to the table you work at, or hanging pictures that are dominated by a specific color.

        Room Temperature

        Most offices keep their temperatures around 65-68 Fahrenheit but it turns out that this might not be good for productivity. Warmer rooms actually make people more productive.

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        If you work from a company office: Most offices are regulated by somebody else, so bring a space heater, sweaters and blankets to your work space.

        If you work from a home office: Depending on the season, open the windows or adjust the heat or a/c so that you’re more comfortable and warm. Pile on the sweaters in the winter or add a space heater to your feet.

        Room Scents

        Like the color of the space you work in, our sense of smell can powerfully affect our mood, mindset and thus our productivity. Consider adding scents to your work space to jar your mind into focus when you start to notice yourself drifting off.

        Try using these scents to stay focused:

        • Pine – Increases alertness
        • Cinnamon – Improves focus
        • Lavender – Helps to relax you during a stressful work day
        • Peppermint – Lifts your mood
        • Citrus (any) – Wakes you up  and lifts your spirits

        If you work from a company office: Most people will not appreciate added scents to their work environment so you’ll need to keep it subtle. Keep essential oils in your bag or drawer and when you’re in need of a boost put a few drops on a handkerchief or cotton ball.

        If you work from a home office: Use candles, incense or essential oils. You can also simmer herbs and spices in the kitchen to fill your home with a warm scent.

        Noise Level

        The noise level in a work environment can vary greatly depending on the size of the team you work with, the office design and company culture. But make no mistake, the noise around you affects your ability to stay on task. Not only can it be distracting, it can also raise stress levels making your ability to sustain productivity far more difficult.

        If you work from a company office: Bring in noise cancellation headphones and use music services like Spotify or Songza and choose concentration boosting sounds, like white noise.  Find out if your office offers quiet work spaces for times when you need the utmost focus.

        If you work from a home office: Sometimes the complete quiet can be as distracting as an office. Use a service like Coffivity to mimic the noise of a coffee shop, which has been said to help with concentration.

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        Air Quality

        Air quality can drastically affect our ability to focus and think clearly. Get this: OSHA estimates that the total annual cost of poor air quality in office environments costs employers $15 billion “due to worker inefficiency and sick leave.” Yeah, it’s serious business.

        If you work from a company office: Talk to them about installing air filters. If there is a way to bring in fresh air through windows or doors, arrange to have them opened for at least a portion of the day. If nothing else, get a personal air filter to have on your desk or nearby.

        Also, get a plant (or better yet, have the company buy and use more plants in the office!). Plants are great at filtering the air and providing clean, purified oxygen.

        If you work from a home office: Open windows and doors and let in the fresh air. Install an air filter or get a portable air filter to keep near your desk. And, yes, you too should get a plant.

        Different Spaces

        If you can manage it, give yourself more than one space to work from. Putting yourself in a new space with different qualities and things to look at quite literally shifts your brain and helps you stay focused.

        If you work from a company office: Many offices offer a variety of environments to work from: your personal space, lobbies, break out rooms, conference rooms, kitchens and eating areas and, if you’re lucky, they also provide lounge areas. Use all these spaces to vary your routine. Make sure your supervisor knows so they don’t think you’re slacking off and know tat you’re actually getting more done!

        If you work from a home office: If you work at a desk, add a comfortable couch or chair to the room. If your space is less flexible or ultra tiny, think about more creative ways to change your work space. Rotate the pictures on your walls every couple of days. Sit on the other side of your desk. Get a lamp and multiple colored bulbs. Or go work at a café, the library or in a park.

        Organization of People

        Most employers organize employees around job function or in specific divisions. Instead, studies show that people are more creative and productive when they are sitting with colleagues that share the same goal or client. Not only are you able to get answers and generate solutions quicker, but because you’re directly accountable to the people around you, you’re more likely to stay on task and productive.

        If you work from a company office: Ask your employer if you can experiment by clustering your group together in a conference room for a day or a week. Get feedback from everybody involved. Show the results. If your company won’t make permanent adjustments, perhaps they’ll allow you to work together a couple times a week when the conference room or lounge area is free.

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        If you work from a home office: This is a little bit more difficult because when you work at home you’re not with colleagues. You can recreate a similar space digitally, however. Create a Skype group and have everyone logged in during working hours. You can do morning accountability and check-ins while remaining available for questions, solution-finding and general banter that promotes creativity.

        Idea Storage

        Ever been working hard when you’re suddenly distracted by a great idea? At first you try to push it away, but then the next thing you know you’re 20 pages deep into an online search on the topic. Ideas should be encouraged and cultivated, but when they come right in the middle of another task it can be incredibly distracting. Instead, create a place to store your ideas that’s easily accessed from your work space.

        For both a company and home office: Keep pads of paper around, have a chalk wall, get a white board – when you have a spark of inspiration write it down right away to get it out of your head then return to the task at hand. Then, at the end of the day or when you have free time, collect all the ideas and review them. With a little time and space you can better decide if it’s worth pursuing or better to leave it on the back-burner.

        Refreshment

        Our brain needs nourishment to keep going, especially when we’re driving hard and staying focused. You can let a rumbling stomach go on for only so long before the brain shuts down. Assuming your different is like wanting your car to keep driving without having to stop and fill it with gas. A novel idea, but not realistic.

        If you work from a company office: Pre-make snacks for the day and/or week. Or, bring in prepackaged snacks. Keep in mind that junk food has properties of diminishing returns so if you’re buying your food prepackaged think nuts, fruit, unsweetened yogurts, and hummus and crackers. Likely, your company provides coffee, tea and water so you don’t have to worry about supplying that for yourself.

        If you work from a home office: If you work from home, this can be a key distraction. Try to reduce the number of times you walk into the kitchen each day. To do this, keep quick and   easy snacks pre-made or prepackaged ready and near your desk. Keep a water bottle nearby. And consider bringing a kettle into your office and stocking tea and coffee so you’re   not tempted to wander around the house and lose time poking through the pantry.

        Bring in Nature

        We are biological creatures, first and foremost. So we are deeply affected by our access to (or lack of) the natural world. It’s important for our psychological and physiological functioning, which directly affects our ability to be productive.

        If you work from a company office: If you don’t have windows in or near your work space, bring in pictures of the outdoor world. Keep a picture of something natural as your screensaver and/or desktop wallpaper. Take walks outdoors at lunch or in between major tasks. Just a few minutes outside in the fresh air and sunshine can boost our mood and shake out the doldrums. Be sure to add a plant to your desk, too!

        If you work from a home office: Keep the shades open and, if you can, let in fresh air. If you can’t see anything natural out of your window, keep pictures of the natural world as your screensaver and/or desktop wallpaper. Take walks. Or, just step outside and put your feet on the ground. Put plants in your office – research shows that having live plants in your office makes you more productive, happier and less stressed.

        Digital Space

        For most people, our primary work is housed within our laptops and our physical environment simply the backdrop to our digital lives. Make sure your computer has software that helps you sculpt the digital environment that best elicits productivity. Use focus apps like this one or this to decrease distractions. Or design your day using intervals with an app like this one to keep you at your peak focus throughout the day.

        Featured photo credit: Phil Desforges via unsplash.com

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