Are you struggling with time management? Does maintaining an organized calendar seem impossible?
The total calendar experience — including time management.
If you answered “yes” to either question, don’t beat yourself up. These are both daily hurdle that most of us have to overcome. Thankfully, there more than enough tools that can help you manage your time more effectively.
The productive schedule.
A calendar will help you create a productive schedule. Here 18 of the best time management and calendar software that will change your life for the better.
Are you connecting with someone at a networking event? Does a prospective client wish to meet with you? Scheduling appointments and meetings can be a time-consuming process. Think about all the the lengthy email threads you’ve made just to pencil in a 10-minute conversation. How about the phone tags.
Calendar speeds up the scheduling process.
Calendar speeds up the scheduling process by eliminating those back-and-forth communications. Simply share your calendar with other people and they select a time and date. Once selected — your appointment is automatically added to all the calendars connected to yours.
If you have teleconference with someone in a different time zone — Calendar will take the timezone into account. Your meetings will be scheduled for you — at the right time — in the appropriate time zones.
Calendar Analytics + Machine learning.
Calendar uses machine learning to make smart suggestions on when, where, and what type of meetings to schedule. They are on my top calendar apps for 2019.
2. Time Doctor
Managing a remote team is no easy task. It’s not like you can physically check-in on your team to see how they’re progressing on a project. Thankfully, Time Doctor can resolve this issue.
Made specifically for remote teams.
Made specifically for remote teams. Time Doctor shares customizable screenshots of the employee screens so that you can see who is on a task and who isn’t.
Screenshots aren’t being snapped from your employees screens all day. These screenshot can be set to occur at specific time intervals — and can be turned on or off. Additionally, you can monitor the time time employees spend on chat software, websites, apps, phone calls, or in meetings.
Time Doctor can also automatically process payroll and billing — as well as integrate with Google Apps, Slack, Quickbooks, Basecamp, or Trello.
We’re all busy people. As such, it’s not uncommon for us to forget everything we need to do in a day. Sometimes this interruption is minor — like grabbing a couple of items at the store.
Other times this is a big deal, such as forgetting to call back a prospective client.
Remember the Milk is a handy that ensures that you’ll never forget anything again. Just download the app and start adding tasks to it. To make life easier, you have the option to create due dates, recurring tasks, and tags.
You can even give each tasks a priority level. You’re then reminded of these tasks by email, text, IM, Twitter, or through the Android or iOS app.
You can also sync Remember the Milk with Gmail, Evernote, and IFTTT.
Teamup is an online calendar that was designed specifically to be shared with other people. This means it can be used to schedule everything from meetings, employee shifts, or even organize tasks like when delivery trucks arrive.
To keep your various calendars organized you can color-code for specific jobs, projects, or teams. When you need to view a single event, you can view it on its own unique webpage.
Not just for Apple anymore.
Because Teamup offers an Android or iOS app — team calendars can be accessed from anywhere. Additionally, it integrates with Google Calendar, Microsoft Outlook, Apple Calendar, or Yahoo Calendar. That means you can use it with it your existing calendar instead of finding a new calendar to use.
If you want to effectively manage your time, one of the first steps you need to take is to determine where your spending your time.
RescueTime is a handy tool that can help you accomplish this. It runs securely in the background of your computer or mobile device and tracks your activity.
Your personal reports.
RescueTime then provides a report on how long you’ve been working on a project or spent working. If you notice that you spend far too much time on Facebook, for example, you can then block yourself. Then those sites will not be distracting you while you’re working.
What’s more, RescueTime can also track how long you’re devoting to email, phone calls, and meetings so that you can optimize them in the future.
You can use RescueTime to set goals and monitor your progress so that you remain focused on what’s important, instead of wasting time on unproductive activities.
In order to keep your team organized and productive you need to use a project management tool.
Trello allows you to assign and track the progress of team members. While there are several excellent project management systems, such as Basecamp and Asana, Trello is in a league of its own.
Trello is a flexible project management system.
This tool will handle the basics. You will be able to assign tasks and monitor them. However, Trello visualizes projects as lists that are pinned to a digital bulletin board. These lists are represented by cards that can represent anything from brainstorming ideas — to task assignments to goals.
You and your team can then add comments and share attachments, thus eliminating the need for email threads and Slack messages.
Based on the principles of the Pomodoro Technique.
Focus Booster is an app directed towards those of us who procrastinate. This tool is for enhancing focus — removing distractions, and keeping you mentally fresh.
The app places a timer on your desktop.
You will have this reminder on your desktop or mobile device so that you can block out distractions while working. This is similar to turning off your phone, and then taking frequent breaks to recharge. Focus Booster also tracks your time so that you can identify when you’re most productive.
By using Focus Booster, you can plan to work on your most important task for the day when you have the most focus.
On average, office workers receive 200 emails per day. As a result, they end-up devoting two-and-half hours a day to checking and responding to emails.
Needless to say, email is consuming way too much of your time.The good news is that SaneBox is an app that can help you manage your email better. It achieves email response by analyzing incoming emails –and sorts them into various folders.
This way only the most important emails will go into your inbox — while less urgent messages will be sent into a SaneLater box. The distracting spam messages are automatically trashed fi you wish it.
Have you received an answer?
Another useful feature is SaneNoReplies. That tracks whether or not someone has replied to a message. If someone hasn’t replied, you can set a reminder to follow up with them so that you don’t miss out on any important threads.
Jorte isn’t just a calendar app. It’s an organization app that can help improve your life.
With Jorte, you can create daily tasks and diary entries that capture everything. You can focus on your daily experiences — to pics — to thoughts and ideas that may pop-up. You can also follow Event Calendars so that whatever you’re interested in will be automatically added to your calendar. Follow your favorite sports team so that you know when they’re playing.
What makes Jorte unique, however, is that it’s highly customizable.
You can select your own fonts, images, icons and background colors so that you have a calendar that matches your personality. You can select between monthly, weekly, and daily views — as well as set countdown reminders for upcoming events.
Finally, Jorte integrates with Google Calendar, Microsoft Office, iOS Calendar, and Evernote.
Tick is an app that tracks your time against a budget. As Amanda Abella explained in previous Calendar article, “When most people hear the word ‘budget’ they think of their finances.
Tick makes sense as a valuable money-saving resource. Money must always be managed. However, your time is a resource too.” Amanda also argues that “your time is even more valuable because you can’t get it back. That’s why it’s important that you also create a time budget for your life.”
A time budget, according to Amanda, is “a guideline that helps you spend your time the way you want to spend it. That’s exactly what Tick does.
Simply select your project (these can be organized by client), select your task, and enter your time.
When the time has been entered — you can insert notes and time sheet reporting. You will be able to create a budget on how long you want to spend working on this project. Tick also comes with a running timer to ensure that you stay focused on the task at hand. As a result, Tick claims that you can save an hour a month on projects by using their time management software.
This app uses music to help you focus and reduce distractions.
Sounds too good to be true, but science shows that listening to music can drastically improve your productivity. After you download the app — you’ll be asked a series of questions that will determine the best music to listen to while working. You can also set up timed sessions so that you can get into “flow state” and take frequent breaks to stay fresh.
With TimeTree you can create a shared calendar for your employees, family, or friends so that everyone is aware of each other’s plans.
Even if they don’t use the app — others can still view your calendar. If you have multiple calendars — you can give one a separate color so that you can easily see which schedule you want to view.
Besides creating and sharing group calendars — TimeTree lets you create memos and then turn them into events by keeping them once you set a date and time. Additionally, you can and your group can post comments in order to discuss and confirm future plans.
It’s been found that the average business has 191 different passwords. That’s a lot of time spent logging-in and-out of passwords all day.
Count the time lost recovering forgotten login information. With the 1Password app all of your apps are stored in an encrypted database that uses just one password. This means that you can now log into sites with just one click of a button.
1Password can be used for both at home or at work, so that you can focus on working instead of retrieving passwords throughout the day.
Informant keeps your calendar, tasks, notes, and contacts in one convenient location so that you can have a more organized life.
This app comes with features like Triggers that allow you to search for a keyword or attribute. When you have a staff meeting a specific agenda outline will load. Another cool feature is when you tap on an event information like the weather forecast will appear.
The app also lets you create sub tasks or checklists, which is great if you want to break-up larger projects. There’s even a handy TravelAssist feature that will automatically setup your new time zone. Informant is available for both iOS and Android devices.
If you’re looking to automate most of your workflows — then you need to sign-up for Zapier. It’s a nifty app that connects that you’re already using so that they can be automated.
If you create an event in Google Calendar, Zapier will turn that into a Trello card or create a new Wunderlist task. Completing a task on Wunderlist, Zapier will highlight that you’ve finished. RescueTime will now track your productivity for you.
There are thousands of apps that you can sync with Zapier — so the possibilities are endless. When you connect — you can focus on your most important work.
Trevor is a smart calendar using AI to help you get your tasks done. Using the popular “Getting Things Done workflow,” this app combines the best to speed you along your tasks.
This is a minimalist schedule that syncs with your existing calendar. Trevor then takes this information and makes suggestions on how you can best use your time.
Trevor can also track your progress motivating you to get things done. This app tells you the “what” and “when” of your tasks. This smart app can schedule tasks are completed at 20 percent higher rate.
17. Google – Apps
Chances are that you’re already Gmail. But, are you really getting the most out of the entire suite of tools that Google – Apps offers?
Besides the aforementioned Gmail, Google Apps also comes with a Calendar. This is powerful online calendar that should be shared — and reminds you of upcoming tasks. With Docs, Sheets, and Slides you can create and collaborate on almost everything.
Content to presentations.
One app has a Jamboard. A digital whiteboard that used to brainstorm ideas. You will be able to keep and capture ideas, pictures, and to-dos. There’s Hangout Meet and Chat so that you can keep in-touch with people from anywhere in the world.
Simply put, Google – Apps is your one stop shop for you basic time management and calendar needs.
As a software tool who’s mission is to be the “one app to replace them all” , ClickUp is one of the highest rated all-in-one productivity suite tools.
With ClickUp, you can list all of your personal and professional tasks in one location, collaborate with colleagues, get reminders and due dates, and automate your productivity. Because it’s a collaborative app, you can share your to-do lists, edit Docs in real time, annotate directly on images, and share specific workflows and assets with clients. Everyone involved will be notified.
Other useful features with ClickUp is the ability to assign comments (so you don’t lose track of feedback), view your schedule in a Timeline, Calendar or Gantt View, and set certain repeat tasks as recurring.