Top 10 Organizational Tools to Optimize Productivity and Collaboration (2023)

Organization is a fundament skill in the oftentimes chaotic world of business. There are organizational tools for business and just about every other aspect of life. Task management software helps us get through the week and to keep on top of our seemingly never-ending to-do’s. Most importantly, it assists in capturing concepts and strategies for new exciting projects.

What Are Organizational Tools?

An organizational tool as an app or software created to optimize your daily task performance. There are several different types of tools you could encounter, including project management software, note-taking programs, journals, and day planners.

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Reasons to Use Organizational Tools

Organization management tools help in sorting out one’s daily responsibilities and being more efficient with time: calendars, to-do lists, mind maps, document storage clouds.

One can never be too organized, and there is always room for improvement.

Top 10 Powerful Organizational Tools for Work

New apps and programs appear almost daily in stores. It can be quite a challenge to keep up with all of them and know which one will suit best your exact needs. We have a few tips for you about the best organization software currently on the market.

Microsoft OneNote

This tool has a cloud system of data sharing that allows you to synchronize notes across all your devices as you type. The most notable feature is the option of importing emails and texts into your notes without having to copy and paste them. You also can import and export notes and images in different formats to suit your needs.

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Although the software is free, it is only available to Microsoft users. Preferably, you should have Microsoft Office installed on your computer, but you could also just register on the OneNote website.


Trello is arguably one of the best organizational tools for work. It suits specialists of all areas including (but not limited to) creativity, science, or finance. The program is designed to allow you to visualize and effortlessly track your ideas. It lays them out in an aesthetically pleasing and intuitively understandable card-based form. You can add notes, files, and highlights. Your progress can be tracked when you move its location from one block to another: “In progress,” “To be reviewed,” or “Done.”

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Google Docs

Google Docs is great for distant learning and remote work, allowing to share documents with multiple people. You can choose if the document is public or private and whether you want the viewer to be able to edit it. The very special feature of Google Docs is that it lets a number of users edit a document simultaneously, which is good for collaborative brainstorming.

Google Docs is only available to those with a Google account and can be sensitive with regards to image size. It can be tricky to use on some smartphones.


Canva is well-known to be an all-in-one online graphic design suite for both designers and non-designers. Aside from the usual graphic types such as posters, business cards, and banners, this tool also boasts an extensive collection of graphs and charts that are most useful to top-level management. Canva’sorganizational chart makerhelps in clearly showcasing an organization’s hierarchical structure while also being consistent with the company’s brand identity.

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Evernote is perfect for making quick notes during an interview or a lecture, drafting texts, storing books, or saving articles. Like OneNote, it automatically synchronizes all of the notes you take, so if you need to refer to that piece of writing you made during a lecture you can pull out any device with Evernote on it and find the draft there.

There are a few useful features available for free, such as the Chrome extension that you can use to swiftly save paragraphs or links, as well as the option of taking pictures and making audio recordings.


Airtable is a less well-known analog of Trello, although somewhat underrated. It’s one of the essential organizational software for the office. It keeps track of your tasks while also receiving communication, feedback, and instructions from your team and directors. Major datasets and SEO of your enterprise can be monitored by connecting the program with the web.

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Asana is a powerful management software designed to increase the quality of work communication and to make complex tasks more governable. The need for emails is eliminated by integrating an equivalent way of connection into the project management process.

The program will not suit you if you want to assign tasks to multiple people.


Penzu is an example of personal organizational software: it’s an electronic diary program available for use on any device or operating system. It is useful for documenting research findings and observations.

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Users who pay $19.99 yearly for a Pro account can create multiple diaries and change the design of their interface. The program will send you reminders to make diary entries. They are synchronized across all connected devices online, although there might be problems with longer entries.


Another platform on the list of the best tools for organizing is Nimble. Nimble integrates your contact information, Outlook calendar, customer interaction histories, sales cycle data, social networks, and over 130+ SaaS apps (including Salesforce, Hubspot, MailChimp,and Quickbooks).

It connects all of your team’s communications, contacts, and calendar events to give you the tools you need to build better relationships, stay on top of important follow-ups, while managing your sales process cycle and pipelines.

With Nimble’s browser extension you can easily access your CRM while inside your inbox.


Momentum is a Google Chrome extension available for free. It was created to make balancing productivity and work more enjoyable. The app offers you a selection of beautiful desktop images and inspiring quotations to motivate you for a better performance in your tasks for the day. Unfortunately, the luxury is not available to Safari users.

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Have you ever heard that it only takes 21 days to build a habit? Habitty helps you track the things you need to do on a daily basis to help you create and achieve long-term goals. The design is simple and pleasant to the eye, but the application can only be found in App Store.

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How to Choose the Right Organizational Tools for You

With the variety of different apps, the struggle becomes real when it comes to making a choice. Write down your goals and objectives, budget, and time frame. There is no need to make a long-term investment into a yearly subscription if your team of four will only be needing it for a month.

Tips to Boost Productivity with Organizational Software for Business

To make maximum use of your new app, you need to first put yourself in an organized position. Clear your inbox, know your target, and stay alert. Got a new idea? Go to Evernote to not let it vanish. Control how much time you spend on social media; don’t let it consume your productivity. Lastly, secure all your data on the cloud to have access from all your devices at all times.

A thorough organization is what makes your business workflow smooth and adjusted, which results in boosted sales and all sorts of other benefits in the long run. But to achieve the impeccable adjustment of every other tiny detail, you will require sufficient digital management means. And if you don’t want to complicate your life and get everything in one place, try Nimble CRM. It is an advanced customer management system to help you keep everything in check without going too far.


It is practically impossible to communicate through your jobs and responsibilities without some kind of organizational software. Using it saves time and money, making you more productive and efficient with your work and life. It is important to understand your objectives before investing in a subscription.


What techniques and tools do you use to stay organized? ›

4 Techniques to Keep You Organized
  1. Make lists. Writing everything down that's on your agenda for the day or week is a great way to prioritize everything you have to get done. ...
  2. Keep clutter to a minimum. Ever find it hard to concentrate when clutter surrounds you? ...
  3. Learn to Manage Responsibilities. ...
  4. Download an app.

Which tool is used to organize the tasks for the group? ›

Trello is the most famous organizing tool of all when it comes to managing your work activities. This application allows you to track and visualize the proper progress of your activities going forward.

What is the most useful productivity tool Why? ›

25 of the Best Productivity Tools You Can Use
  • ProofHub. It is a comprehensive project management and task management tool that helps keep things organized, enhances accountability, and facilitates efficient communication. ...
  • nTask. ...
  • Infinity. ...
  • GanttPro. ...
  • Calendar. ...
  • HubSpot's Marketing Hub. ...
  • Slack. ...
  • Shift.
24 May 2022

What software do you use to organize your tasks and improve productivity? ›

Trello. Trello is a premium task management tool that is big on improving productivity. This software uses a card feature with color labels to create and manage tasks, allowing users to prioritize tasks and monitor the progress from one dashboard.

What tools do you need to be successful at work? ›

3 Tools for Success That Professionals Use Every Day
  • Empathy at Work. Empathy is the ability to recognize emotions in other individuals and to understand the perspectives of others in a situation. ...
  • Ability to Leverage Social Networking for Professional Growth. ...
  • Strong Communication Skills.
5 Mar 2020

How can I be more productive and organized? ›

11 tips for organization and productivity
  1. Set goals. Achievable goals can help you stay focused and productive. ...
  2. Track progress. ...
  3. Use an agenda. ...
  4. Create to-do lists. ...
  5. Practice accountability. ...
  6. Limit distractions. ...
  7. Incorporate a timer. ...
  8. Keep a clean environment.
29 Sept 2021

What are organizational techniques? ›

par excellence organizational techniques - the study of methods of work, work measurement, standardization of work, job evaluation, coordination of work processes in time, the organization of work processes in the space, value analysis, research and organizing office work.

How do you organize your work team? ›

A Five Step Plan To Getting Your Team Organized
  1. #1: Streamline Communication. Open and consistent communication is one of the most important, if not the most important, aspects of working as a team. ...
  2. #2: Ditch the Meetings. ...
  3. #3: Centralize File Sharing and To-dos. ...
  4. #4: Schedule Weekly 1-on-1s.
14 May 2019

What are work management tools? ›

Work management software is a digital tool that allows you to plan, track, organize, and review both projects and non-project tasks to improve your business results and team performance.

What is a task management tool? ›

A task management tool is used by an individual, team, or organization to complete projects efficiently by organizing and prioritizing related tasks. Task management tools come in many forms, like basic spreadsheets or online project management applications.

What are the 5 types of productivity tools? ›

Productivity tools categories
  • Communication and Collaboration.
  • Time Tracking Tools.
  • Project Management Tools.
  • Design Tools.
  • Note-taking Tools.
  • Distractions and Focus Tools.
  • Documentation Tools.
  • Health Tools.
2 Sept 2021

What are basic productivity tools? ›

Basic productivity tools are computer software programs which allow a user to create specific items quickly and easily as opposed to creating the same items by hand.

What are the 5 principles of time management? ›

12 Most Effective Time Management Principles
  • Determine what is urgent.
  • Don't over commit.
  • Have a plan for your time.
  • Allow time for the unexpected.
  • Handle things once.
  • Create realistic deadlines.
  • Set goals for yourself and your time.
  • Develop routines.

What are 5 time management strategies? ›

5 Tips to Better Your Time Management
  • Set reminders for all your tasks.
  • Create a daily planner.
  • Give each task a time limit.
  • Block out distractions.
  • Establish routine.

What are the 8 tools that bring the best activities coordination to you and your employees? ›

So here they are, the 8 vendors who made the Constellation Research Shortlist.
  • Asana. Asana makes it easy for users to map out each step in their projects and tasks and provides access to content, calendars and social tools along the way. ...
  • Clarizen. ...
  • Microsoft Planner. ...
  • Sensei Labs Conductor. ...
  • Smartsheet. ...
  • Trello. ...
  • Workfront. ...
  • Wrike.
28 Mar 2018

What is the best tool for project management and tasks tracking? ›

Trello is a leading online project management software with built-in collaboration tools to work with your teams. It's lightweight, simple, and straightforward to use. It uses boards, lists, and cards to create tasks and stay organized. Users can collaborate within the cards, share files, and leave comments.

What can you contribute to the company? ›

#1. Is to say you will contribute by PROVIDING OUTSTANDING CUSTOMER SERVICE. If you are good with people, and you have the experience to be able to provide exceptional customer service, this means you are going to help the company increase sales through repeat custom.

How do you see yourself 5 years from now? ›

In next five years, I would see myself as a person with more knowledge and experience and look for new opportunities which will improve my skills and enhance my knowledge I think that working in your organization will improve my experience and expertise.

What can you contribute to the company call center? ›

When your call center interviewer asks, “What can you contribute to this company?”, she's not just asking about any positive traits and skills.
How to answer: What can you contribute to this company?
  • patient and polite.
  • thick-skinned.
  • analytical.
  • thorough.
  • fast.
  • able to adjust to different customer personalities.
5 Apr 2019

What are examples of organizational systems? ›

Organizational Systems That Will Change Your Life
  • A Command Center. ...
  • A Proper Filing System. ...
  • A Mail System. ...
  • A Follow Up Box. ...
  • E-mail Folders. ...
  • To Do List. ...
  • A Personal Calendar. ...
  • A System For Jewelry.
24 Mar 2016

How do project managers stay organized? ›

10 Ways for Project Managers to Stay Organized
  1. Set priorities.
  2. Define deadlines.
  3. Set milestones.
  4. Know your goals.
  5. Communicate.
  6. Use automation and scheduling tools.
  7. Delegate assignments.
  8. Keep track of the progress.

How can a manager be more organized at work? ›

Habits of Effective Managers to Organize their Time
  1. They have an ideal morning routine.
  2. They categorize their priorities.
  3. They use a to-do list in the right way.
  4. They eliminate distractions.
  5. They work smarter, not harder.
  6. They create time estimates for more productivity.
  7. They break big projects into small tasks.

How do you prioritize a heavy workload? ›

8 Tips to Effectively Prioritise your Workload
  1. 1) Make a to-do list. ...
  2. 2) Regularly review your workload. ...
  3. 3) Concentrate on the most crucial. ...
  4. 4) Set realistic deadlines. ...
  5. 5) Allow time for interruptions. ...
  6. 6) Structure your workload. ...
  7. 7) Don't let your inbox drive your workload. ...
  8. 8) Keep a log of your work.
31 May 2017

How do you manage overwhelming workload? ›

How to manage a heavy workload
  1. Determine your priorities. ...
  2. Itemize your work responsibilities. ...
  3. Know your limits. ...
  4. Develop an organizational strategy. ...
  5. Take a break. ...
  6. Collaborate and communicate with your team. ...
  7. Focus on one thing at a time. ...
  8. Schedule your tasks.

What are the 5 organizational patterns? ›

These five basic organizational models (sequence, description, cause and effect, compare and contrast, and problem and solution) may help you consider how to organize your essay or story.

What are the 4 types of organizational structure? ›

The four types of organizational structures are functional, multi-divisional, flat, and matrix structures. Others include circular, team-based, and network structures.

What are the six management functions? ›

As a process, management refers to a series of inter-related functions, that is, planning, organizing, staffing, leading or directing, controlling, and coordinating.
  • Planning: Planning means deciding in advance on what, how, and when something is to be done. ...
  • Organizing: ...
  • Staffing: ...
  • Directing: ...
  • Controlling: ...
  • Coordinating:

What is the most effective kind of organizational structure? ›

The project-based structure features the best of both the traditional line and functional organizational structures: it's simple, with the first tiers answering only to a direct supervisor. The final tier is the team responsible for completing whatever project is set before them.

What are 5 common responsibilities of team members? ›

Honey's Five Team Roles
  • LEADER: makes sure team has clear objectives and members are engaged. ...
  • CHALLENGER: questions effectiveness and drives for results. ...
  • DOER: encourages progress and takes on practical jobs. ...
  • THINKER: produces ideas and thinks through those proposed by others. ...
  • SUPPORTER: eases tension and promotes harmony.

Is the tool most likely to be used in project schedule management? ›

Gantt chart

Gantt charts are one of the most popular project scheduling tools.

How do I create a To Do list in Google? ›

Add a task using the side panel
  1. Go to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides.
  2. On the right, click Tasks .
  3. At the top, click Add a task .
  4. Enter a task.
  5. To add a date and time, click Date/time.

What is the first step in the planning process? ›

The first step in the process of planning is to set the objective for the plan. The managers set up very clearly the objectives of the company keeping in mind the goals of the company and also the physical and financial resources of the company.

In what type of organizational structure do project managers have the least amount of authority? ›

Of the three primary organizational structures -- functional, project management-focused and matrix -- project managers have the least amount of authority and influence in a matrix organization.


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