Ty Collins, March 11, 2021
Organization is a skill that can help everyone keep work (and home) life flowing smoothly. With the ever-changing business landscape and chaotic nature of the world, having the right organizational tools at your fingertips means that you don't have to be born a natural organizer. That's right.
Online organization tools aim to help you with capturing strategies and concepts, tracking projects, setting meetings, keeping a calendar, storing documents and so on. These tools can be an app or software but are meant to optimize and streamline your daily tasks. Examples include project management software, day planners, note-taking software, calendars, to-do lists, mind maps, cloud storage and more.
While there are many tools to choose from, there are a few that stand out above the rest. Popular with every type of business, these 10 tools are perfect for keeping your business organized, saving you time, money and stress.
Airtable is a less popular but powerful software that keeps track of tasks. Airtable receives communication, feedback and instructions from your team. It's an online database that works like a spreadsheet to help you organize your information. Because of this, there is less of a learning curve, which people appreciate.
Choose from several ways to see your info, such as Kanban, Gannt, calendar, grid or gallery. There are many templates to choose from to help you get started. You can create informational entries, and you can share and expand on them to track and follow up. You can also connect the program to the web to track datasets and SEO information. If you open data containing a URL, the data will include the name of the website and other information pertinent to the page.
Airtable evolves with your team and gets better as you grow, allowing you to introduce powerful integrations. And it's free to get started. If data management is at the top of your to-do list, Airtable is what you need.
The amount of time I've been able to save with this Airtable has been immeasurable, and the more we've worked with it, the more applications we've found. ~Rahul Kothari, Frame.io
Asana is a management software that helps increase communication across a workplace and makes tasks more manageable. It's similar to ClickUp, Monday and Trello but has its own unique features. With Asana, your teams will know what to do, why it matters and how to get it done. And it allows you to see your work in many views, including list, timeline, calendar, boards, Gannt and more.
You won't need email because there's an equivalent way of connecting about the project management process. It's excellent at helping with collaboration within teams, especially for organization and monitoring tasks. You can assign tasks to individuals, but not multiple people at once, so keep that in mind if that's a feature you need. You can, however, automate routine work by setting rules and using one of its 100+ integrations. With both a mobile and web app, it's easy to stay on track and in touch about what's going on in your company.
We wouldn’t have such a great connection with different departments if it weren’t for Asana. I can interact with engineers directly and establish working relationships, and that collaboration has been extremely valuable. ~Kyler Rose, PGA
Calendly is a scheduling tool that effortlessly integrates with numerous calendars to ensure you can always manage your schedule. It allows you to schedule meetings without the hassle of back-and-forth emails or texts. With Calendly, you can control your availability, adjust time zones, reschedule when needed and host various types of meetings. With its simple setup, you can identify your preferences and schedule, share the link to the person you need to meet with, or install the calendar on your website, and then see all of your meetings on your calendar.
Using Zapier allows you to integrate numerous apps to ensure an even smoother process, and the metrics and report feature keep you up to date on your business. You can also bill for any meetings that require a fee. This tool empowers your whole team and enables a streamlined and productive workflow for everyone involved.
My job is about making sure the client is successful. There’s no way I could do that if I had to schedule manually. Calendly saves me vast amounts of time. - Katie Rogers, Salesloft
When it comes to file management and document storage, Dropbox is a winner. You can store reports, sales decks, images and anything that needs to be shared within Dropbox. You can use it for both your personal and professional needs while keeping them separate, which helps create the work-life balance many need.
After uploading documents, users can review them, add comments and reply to each other, and the document window itself will track all of it. This helps keep all teams up to date on all documents and files. Dropbox integrates with several other programs to help you manage and use documents within your other organization tools.
As an added bonus, those you share documents with don't need a Dropbox account to download the file. Dropbox has a free version and offers a dedicated business account that allows you to do even more, like having shared team folders that you can assign members to.
Dropbox for Business gives us a secure, unified place to store all of our work and helps reverse the friction that can come with having hundreds of computers in one company. ~Bill O'Donnell, Kayak
Google has always offered many tools for people to organize their lives. Now, with Google Workspace, you have a powerful suite of tools to organize and manage your business needs. From Docs and Sheets for creating and tracking information to Drive for storing files to Gmail to create a professional email, Workspace has it all.
You can work from anywhere, even offline, using tools that help you integrate, customize and extend the ability to meet your team's needs. Much of it comes free, or you can upgrade to more features for a low monthly cost. Other features include the ability to host video meetings and secure chat conversations, a calendar that can integrate almost anywhere, a note-taking system and a survey builder. This suite will help anyone stay organized.
The integration between Gmail, Docs, Calendar, Google Drive, and other Google Workspace apps was another big selling point. As a total, real-time collaboration platform, Google Workspace is impressive. ~Andy White, Salesforce
OneNote is more than just a place to take and keep notes. It's a cloud-based tool that allows you to share data through synchronized notes across your devices. You can import emails and texts into your notes without copying and pasting them, which saves time and ensures they transfer correctly.
You can import and export notes, images and files in several different formats based on your needs. You can also use it to create presentations or other documents to share with your team. The program is free but only available to Microsoft users. You can register on their website, but having Microsoft Office is ideal.
See how others use OneNote
Mind-mapping is one of the best ways to organize your thoughts, and MindMeister is one tool that helps businesses do just that. You can share and present your ideas via the cloud or store them privately for yourself. With unique visuals with essential information about projects, clients or data sets, your team can take in any information without losing sight of the big picture or feeling overwhelmed.
As a web-based program, there's no need to worry about storage, updates or a lack of access. You'll also be able to collaborate with your team using this tool, so more than one person can map their thoughts out.
MindMeister’s main benefit is having everything on one page in a very professional, presentable way. The way it looks and operates is easy to understand for clients. ~Matt Milligan, Milligan Partners
While it might not seem like an organizational tool, Momentum can help you focus, which automatically helps organize your mind and life. This Chrome extension is free and aims to make the balance between productivity and work more enjoyable.
You can choose from a selection of beautiful images, quotes and other motivational content to add to your desktop or browser tabs that will encourage you to be productive and organized.
It also includes the time, temperature and other customizable options. Users love that the background and quotes never seem to repeat. Momentum is exclusive to Google Chrome, so keep that in mind. But who wouldn't benefit from a bit of a push to get them going?
For software that integrates all your information and keeps you organized, try Nimble. It integrates your contact information, customer interaction records, calendar, sales data and social networks. And there are over 130 SaaS (Software as a Service) apps, including Salesforce and MailChimp, which can integrate with the program.
Nimble accumulates all business communication for your team and streamlines the tools you need to build stronger relationships by managing follow-ups and helping process the sales flow. One added benefit is the ability to use its browser extension to easily access your CRM (Customer Relationship Management) software while in your email, taking yet another step out of your setup.
Nimble is a game-changer for CRM. It's simple, integrated with social networks and makes relationships easy. That's why Shark Tank companies use Nimble to grow. ~Mark Cuban, Entrepreneur
As one of the most popular tools for organizing your thoughts, data and processes, Trello works well for almost anyone. It helps you visualize and track your information more manageably and gives you different views such as calendar, grid and boards to make it easy to see what's next.
You can add notes, highlights, files, graphics and more to each board area with headers such as "to do," "in progress" or "completed." Team members can also make comments on each board to update each other. With such streamlined processes, anyone on your team will know exactly what to do next or where a project's status is. Trello also integrates with several apps such as Slack to keep your efforts prioritized and streamlined.
We can’t waste time sending things over email and later trying to find those emails, figuring out where to pick up tasks in the relay of workdays when it comes to life-saving, life-impacting information for communities. Trello helps our conversations and execution be seamless and efficient. ~Tanya Accone, UNICEF
Choosing the right organization tools for your business can be tricky, but there are ways to help make the decision. Consider your goals, your budget, your team's needs and your current systems in place.
If you have a CRM that includes a note-taking app, you may not need Nimble or OneNote. If you have a calendar but not a scheduler or are scrambling to keep up with appointments without overloading your schedule, try Calendly.
Of course, you can overload yourself by having too many tools, so start off using only what you need. And understand that any tool may initially feel confusing, but most programs have some training to teach you about all their features.
Lastly, remember that, if a tool only works for specific systems, there is probably an equivalent out there that will work just as well on another system. This list is certainly not exhaustive. The bottom line is that organization is critical to any business, and it's time to get your teams organized.
Calendly is the organizational tool that smart businesses use. With more than 8 million users and the trust of companies like LinkedIn, Zendesk and the University of Georgia, you know you're in good hands. Try Calendly out for free today with no credit card needed. Just go to our website to learn more.
Ty is the head of digital acquisition and content at Calendly.
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