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A Professional Organizer’s Favorite Software

A Professional Organizer’s Favorite Software
Mind Manager

Call it an occupational hazard, but I really enjoy finding software that saves time and helps people be more productive. Here are a few things I have found that make my life and my client’s lives much easier.

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ActiveWords
I have been using this software for several years and don’t know what I would do without it. ActiveWords allows you to create your own computer shortcuts, just like making macros that work anywhere on your computer. It allows you to quickly paste blocks of text, open folders, open documents, launch programs, and go to specific web pages. You trigger the shortcuts by typing the ActiveWord that you choose, and then typing a trigger key, preset at F8. You can create text substitution shortcuts to plug in preconfigured blocks of text anywhere you like. For example, you could set up an ActiveWord “billofrights” and it would paste the entire Bill of Rights where you want it at any time. I use it to type my address and phone numbers, among many other things. I have documents I like to access quickly, like my collection of quotes, so I have it open by just typing “quotes” from literally anywhere I am working. I can open a browser and view my blog by just typing “blog.” There is so much to say about this application that it would take up an entire article by itself. I would recommend watching their tutorials for a quick orientation.

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SnagIt
Yes, you can take screenshots by using the “Print Screen” key, but once you experience SnagIt you will never be satisfied with anything else. You can capture a selected region of the screen, an entire scrolling window, and many other capture profiles. You can even have SnagIt record a video of your screen. You can have it delay the capture for a few seconds while you click a dropdown menu, and you can choose to have the cursor showing or not. Once the screenshot is captured, it goes into the SnagIt Editor, where you can easily annotate it with arrows, circles, callouts, text, and many other choices. SnagIt is particularly useful for communicating with other people such as a web developer, a marketing person, or a tech support person, showing them exactly what needs to be fixed or changed. It’s absolutely indispensable for writing procedures and instructions.

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MindGenius and MindManager
These two applications are for mind mapping, which is one of the best ways to organize your thoughts, take notes, plan something, or just brainstorm. These two applications are made by different companies and there are pros and cons to each one. I find MindGenius easier to learn, but MindManager has more advanced features and more integration with popular applications, and they have a Mac version. In both cases, you can export your ideas from the mind map into Word and other applications.

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Lorie Marrero is a Professional Organizer and creator of The Clutter Diet, an innovative, affordable online program for home organization. Lorie’s site helps members lose “Clutter-Pounds” from their homes by providing online access to her team of organizers. Lorie writes something insanely practical every few days or so in the Clutter Diet Blog.

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Last Updated on December 30, 2018

18 Best Time Management Apps and Tools (2019 Updated)

18 Best Time Management Apps and Tools (2019 Updated)

No one can dispute the countless benefits technology has brought us. It’s undoubtedly allowed us to connect, perform, improve and leverage our resources beyond what was once imaginable.

If you’re not taking advantage of one of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

But with so many apps to choose from, how do you know which ones to use? Well, this will depend on your needs, but we’ve put together a list of 18 of the very best time management apps that can help you with the most common time management challenges.

Let’s dive straight into the list…

1. Rescue Time — Use your time wisely

    If you have doubts that you’re using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. You may be shocked to discover how much time you’re actually wasting.

    Download Rescue Time

    2. Remember The Milk — Keep on top of all your tasks

      If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool which is compatible with your mobile, computer, Gmail, Outlook, etc. It helps you to manage your tasks easily, and reminds you of them – wherever you are.

      Download Remember the Milk

      3. Focus Booster – Boost motivation to complete tasks

        This app is based on the principles of the Pomodoro Technique, and is aimed at individuals who procrastinate and feel overwhelmed by tasks. It’s designed to enhance your focus and remove any anxiety you might have with time pressures.

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        Download Focus Booster

        4. Toggl – Keep track of time spent on projects and tasks

          This is a great alternative to time-sheets, if you need to track how much time you spend on different projects. Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks, and then through analysis, working out how you can manage them more effectively.

          Download Toggl

          5. Dropbox — Store and send large files easily

            There are many apps that allow you to transfer content from your computer to other devices – but Dropbox is free and easier to use than the others. With the Dropbox app, you can even access and share important files on the go.

            Download Dropbox

            6. Evernote — Keep all your notes in one place

              Evernote is a free productivity tool that allows you to capture all your ideas, thoughts and images in many different ways (e.g., with voice, notes or images).  You can even record your meetings, interviews, speeches and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to really optimize your time.

              Download Evernote

              7. Mind42 — Focus on tasks at hand with mind mapping

                Mind mapping is a great productivity technique, and Mind42 is the best free mind mapping app currently available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

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                Download Mind42

                8. SyncBackFree — Back up and sync your files effortlessly

                  This free software allows you to back up, restore and synchronize your files easily. It not only saves you time now – but also in the future. If you have never backed up your files before, you should definitely take a look at this pivotal tool.

                  Download SnycBackFree

                  9. MyLifeOrganized (MLO) — Manage your to-do lists effectively

                    Check this out if you find it difficult to manage all your tasks, to work with your to-do lists, and to organize your goals. This task management system helps you to target what you should be focusing on to reach your objectives. It automatically generates to-do lists, with priority actions for your immediate attention so that you can track your progress methodically.

                    Download MyLifeOrganized (MLO)

                    10. 1Password — Have all your passwords remembered

                      This app allows you to keep all your passwords in one encrypted database, protected by one password. This saves you time when you forget your passwords and need to retrieve them. It also allows you to use various passwords for different accounts so you don’t compromise on security.

                      Download 1Password

                      11. Pocket — Keep your eye on the ball

                        When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. Use this tool to save your ‘finds’ to access and read later on at a convenient time which will not impact on your immediate work.

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                        Download Pocket

                        12. [email protected] — Boost your attention span

                          This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400%! Ideal for those who find it difficult to focus while studying, working or reading.

                          Download [email protected]

                          13. Launchy — Interact with your computer in a smart way

                            This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want.

                            Download Launchy

                            14. Forest — Boost your focus by growing a forest

                              This unique and fun app helps you stay focused and on-track. The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                              Download Forest

                              15. Trello — Track your projects in a highly visual way

                                This is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board (which is typically broken into columns such as To Do, In Progress, and Completed) as your start, work on and complete the associated task.

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                                Download Trello

                                16. Wunderlist — Digitalize your to-do lists

                                  Purchased by Microsoft in 2015, Wunderlist is an easy to use, feature-packed to-do list app. From planning a holiday, to sharing a shopping list with a partner, or managing multiple work projects, Wunderlist will keep you on top of all your tasks.

                                  Download Wunderlist

                                  17. TimeTree — Have a shared calendar with your family

                                    This app allows families or teams to share multiple calendars and appointments. So, whether you’re planning a party, or run a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                    Download Time Tree

                                    18. Todoist — Capture and order all your tasks and activities easily

                                      Todoist is close to being the ultimate digital to-do list. It’s available via browsers and apps, and lets you schedule all your tasks and activities. Each item can be flagged for priority as well as given a due date. There is also a neat option to add notes to any of your tasks.

                                      Download Todoist

                                      The above list covers what we consider to be the very best time management apps and tools. And the good news is – that many of them are completely free of charge! So, what are you waiting for? Select the ones that will be the most valuable to you – and begin boosting your productivity now!

                                      Oh, and one more thing… Take a look at a couple of our other articles that will help further streamline your time management:

                                      40 Top Productivity Apps for iPhone and 20 Quick Tips For Better Time Management

                                      More Recommended Productivity Experts on Lifehack

                                      • Leon Ho — The Founder and CEO of Lifehack, which he share productivity hacks to make life easier
                                      • Carl Pullein — A renowned productivity and time management coach
                                      • Mark Pettit — A Business Coach for ambitious entrepreneurs who want to achieve more by working less

                                      Featured photo credit: Unsplash via unsplash.com

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