At Undivided.io, we're using Linear.app to manage our product and engineering sprints. Now that everyone's on board, I'm not constantly asking, "Where are we with this?" anymore. The world has been stuck on Jira, but for us, switching to Linear was a game-changer straight out of the box—collaboration has been much smoother, moving everything forward. As an extra bonus for me, when it’s time to take the board through our Product Roadmap, I don’t bother dressing it up; I just walk them through what's in Linear.
Airtable has been a game-changer for me—it's like a spreadsheet on steroids. It helps keep everything from daily tasks to big projects super organized and visually appealing, which really amps up our team's creativity and efficiency. It's not just about managing time; it's about making time work for us.
Hustle culture just isn’t for me. The 24/7 grind of my early years of entrepreneurship left me stressed and anxious. After years of dreading my inbox and never-ending to-do list, I knew I needed new systems, and as an admitted tech-head, I found my solutions in an app. The Todoist app allows me to easily organize my thoughts into actionable tasks. Setting up recurring tasks is so helpful as I continue to streamline and automate my business processes. The task delegation feature allows me to tag a member of my team, passing along projects and notes without having to bog down their inbox or sending a message that gets lost in the group chat. Plus I use it to manage tasks in my personal life as well, including delegating to other family members, so that I can stay on top of all of the moving pieces in my life.
One time-management tool I cannot live without is the Athena Delegation app. It has truly transformed my daily productivity by helping me effectively manage my tasks and responsibilities. As a CEO, hiring an executive assistant and pairing that decision with this app was pure gold. It allowed me to multiply my productive hours significantly. I share my thoughts through the app, and actions begin to unfold seamlessly within my company. It’s not just about saving time; it's also about gaining mental clarity, staying organized, and maintaining a balanced life through daily interactions and clear task delegation.
One time-management app that has revolutionized my daily productivity is Trello. Trello's intuitive interface and flexible organization system have become indispensable in helping me effectively manage tasks and projects. With Trello, I create boards for different aspects of our business, such as product development, marketing initiatives, and sustainability campaigns. Within each board, I organize tasks into customizable lists, representing different stages of completion. For example, in our product development board, I have lists for idea generation, design, testing, and launch. The app's visual layout allows me to easily prioritize tasks, track progress, and delegate responsibilities to team members. I can add due dates, attach files, and leave comments, ensuring clear communication and accountability across the organization. The success ratio of using Trello for time management and productivity is exceptional, with approximately 93% of users reporting increased efficiency and collaboration. By utilizing this Trello's features, I have streamlined workflows, minimized delays, and optimized resource allocation, leading to faster project completion and business growth. Its seamless integration into our workflow has transformed how we manage tasks and projects, making it an invaluable asset to our company's success.
I need constant help to organize myself, to maintain some discipline. I use Any.Do to create recurring task lists or simply set reminders; the usability is great and it allows me to create notes in those unexpected moments when ideas come up or we remember something we need to do later. The fact that it's integrated helps; I can check it on my smartphone or notebook.
I run a really successful consulting practice and work with some of the biggest brands in the world... but I don't work 60 hour weeks and I don't work evenings or weekends. In fact I take most Fridays off to play lego with my daughter. How do I manage this? My secret sauce is using tools and tech to manage my time, prioritise my work and improve my productivity. Time is my most precious asset and I try to use it efficiently so that I can work less and play more. My favourite tool for this right now is Notion. I use this as the operating system for my business; it captures all of my goals and priorities, aligns my daily activity to those priorities, it also works as my content engine to fuel my content marketing strategy. Notion saves me hours of time each week by reducing my cognitive load and keeping me focused on what's important.
Clockify is my top choice for a time-tracking app. While I've tried more expensive alternatives, I keep coming back to Clockify because of it's website and app tracking system. Seeing how much time I spend (or waste) on my favorite sites and apps has been a real-eye opener, and other time-tracking apps don't keep such meticulous records. I like being able to chart patterns and see differences in my day-to-day habits -- when I'm trying to make a change, it's motivating to see how far I've come. One of the first things I did after downloading was set a reminder to limit my time on forum sites like Reddit. What often begins as legitimate research can easily turn into mindless surfing, so having that option really helps me make the most of my online time. I also like that it can be used seamlessly with my entire workforce. I'm able to see what my team is doing with a simple click, and that allows me to keep eyes on everything all at once. That's crucial for any busy CEO.
If there’s one time-management app me and my team can’t live without, it’s Monday. Implementing a project management tool like it for our marketing completely changed how my team manages projects, and our productivity shot up. Before Monday, it was a lot of work to keep track of tasks and deadlines and whose project was overdue. It was also difficult to maintain transparency and keep everyone on the same page. Sure, we could do it with spreadsheets, but it was so time-consuming, and it was hard to track changes and shifting responsibilities over time. The impact on our productivity has been huge. For instance, we’ve seen a 60% increase in our published content year-over-year since moving to Monday. It makes collaboration easy and allows our remote team to work together to create content seamlessly, even when they’re all over the world. It’s easier to spot potential roadblocks and keep every aspect organized. Monday really has been a incredible tool for our daily productivity.
I rely on Toggl Track to manage my time effectively. It ensures that I hit my daily target of 10 hours of focused work. If I fall short, the app shows me exactly how much I need to catch up. The flexibility to rearrange work—like shifting tasks to a Sunday evening for uninterrupted productivity—is invaluable. Additionally, I use the app's note-taking feature to detail what tasks consume my time, offering a clear view of my productivity and time allocation. A surprising benefit has been recognizing how brief breaks can unexpectedly extend, significantly cutting into work time. Overall, Toggl Track has been instrumental in optimizing how I work and identifying time leaks.
Without Google Calendar, my days would be all over the place. This free and accessible app makes my days much more productive. I mostly use Google Calendar to keep track of my meetings and appointments, both personal and professional. The real-time synchronization with Gmail and Google Calendar is very convenient, I don't need to manually enter events or appointments, it automatically pulls them from my email. What I love most about Google Calendar is that I can make many different calendars in just one account. I have one for work, one for personal life, and one for travel. This way, I can see it all in one spot and it doesn't get mixed up.
I would have to say one time-management tool we need to thrive is Asana. This versatile app helps me stay organized and on top of multiple projects and tasks without getting overwhelmed. It's super easy to create detailed project plans with clear responsibilities, deadlines, and milestones. I can easily break down big steps into manageable tasks and assign them to team members. I also love the calendar view because it gives me a bird's eye look at everyone's workload to ensure we're properly staffed. What I like most about Asana is its seamless communication features. My team can comment on tasks, attach files, and get notifications so we're all on the same page, which saves us so much time. There's no question that it has drastically boosted our productivity.
As a CEO, managing my time effectively is crucial to both my personal productivity and the overall success of my organization. One time-management app that I absolutely cannot live without is Trello. This app has fundamentally transformed how I organize and prioritize my daily activities, projects, and team collaborations. Trello uses a visually intuitive board-and-card system that allows me to create specific boards for different projects and tasks. Each board contains lists that I can customize according to stages of progress or categories of work. Cards within these lists detail individual tasks, and I can add due dates, checklists, attachments, and assign responsibilities to specific team members. This high level of organization keeps me focused on pressing tasks and ensures nothing gets overlooked. What truly sets Trello apart and makes it indispensable for me is its flexibility and integration capabilities. It seamlessly integrates with other tools I use, such as Google Drive and Slack, creating a central hub for all my project management needs. This integration reduces the time I spend switching between apps and helps keep all communication and documentation in one accessible place. Using Trello has led to a noticeable increase in my daily productivity by reducing the amount of time I spend organizing and tracking project progress. It allows me to quickly see what needs my attention, what deadlines are approaching, and how projects are progressing in real time. The visual nature of the app also aids in quickly digesting complex information, making it easier to make informed decisions swiftly. This has not only boosted my personal efficiency but has also enhanced the productivity of my entire team by keeping everyone aligned and focused.
GanttPRO is the app for me. I believe that GanttPRO is an excellent management tool, especially for small teams, because it's user-friendly and packed with unique features. It's also perfect for managing complex projects with multiple deliverables. I've been using GanttPRO since November 2022 for a major university project. I tried various other software before, but they often fell short—limited task options, no customization, among other issues. Once I started using GanttPRO, I didn't need to look any further because it had everything I needed. My team and I also integrate it with MS Teams, and it works wonderfully! My projects run much smoother now that we track progress and plan using GanttPRO. It's far superior to using an Excel sheet as a Gantt chart for planning. GanttPRO brings our plans to life and makes them flexible enough to adapt to any changes in strategy or planning. The software allows for projects to remain dynamic and grow as they progress. Setting milestones and tasks is straightforward, and assigning them to team members is just as simple. The Gantt chart provides clear visibility of project progress and can be adjusted at any time. It's also incredibly useful for monitoring my team’s progress, managing workload, and keeping track of our budget.
One time-management app I cannot live without is Trello. Trello has completely transformed how I organize my days and tackle projects. With its simple drag-and-drop interface, I can create boards for each area of my life - work projects, personal to-dos, household tasks, etc. - and break them down into manageable steps. The visual nature of Trello allows me to see what I need to get done at a glance. I can also collaborate with others by inviting them to specific boards. Trello has made me far more productive by helping me prioritize what's essential on any given day. I start each morning by looking at my Trello dashboard and identifying my top 3 priorities. This focus allows me to accomplish more high-value work. Trello has also reduced stress and overwhelm, as I no longer have to keep track of everything in my head. The app functions as my external brain. With Trello, I feel confident that I'm focusing my time and energy in the most optimal way. I'd be lost without it!
Simple, Apple iPhone's reminder app. It's keeps me on track with my daily to do list and adds another alert mechanism to stay on track. It let's me know what needs to be accomplished each day.
I would recommend "Asana" as the productivity tool of choice. It is a project management software which seamlessly connects my team members to a project with the ability to timeline manage and task-assign at a group and individual level. This is particularly effective for our creatives team as it is visual with content previews as well as change trackers when we collaborate on content creation. I estimate as a team, this saves us 15-20 hours a week and is a more effective project management process.
A time-management app that I cannot live without is Toggl. It's an extremely simple and easy-to-use app with an intuitive interface. It's a flexible time-tracking solution that automatically records my activities on a day-to-day basis, allowing me to optimally utilize the time at hand and stay productive. The app gives me useful insights that help me identify areas for improvement and come up with suitable countermeasures. The app also has a built-in Pomodoro timer that serves as a handy tool, helping me maintain focus and be less susceptible to distractions around me.
Entrepreneur, Owner & CMO at AccountsBalance
Answered 2 years ago
I've been an entrepreneur for 15+ years now and have led multiple companies from zero to 8 figures in yearly revenue. Productivity has always been a focus and I'm always on the hunt for new tools to use to better organize my time. It may seem obvious, but my top time-management app right now is Google Calendar. Why? It keeps it simple and allows me to organize easily from my phone and laptop. Here's how I use it: 1. Weekly Scheduling: Every Sunday, I look at what's in my calendar and I remove any meetings that aren't 100% necessary. I also add meetings that are critical to my week's goals. 2. Time Blocking: A big part of being a CEO is being effective with your time. For me, that means focused work sessions each day. I put those times into my Google Calendar so that no one else can bother me at those times and I can be 100% focused. 3. Work-Life Balance: Health is a priority of mine too. If I'm not healthy, how can I be the best CEO? I schedule workouts, reading, writing, time with family and friends into my Google Calendar. I haven't always worked in this way. And my daily work life was MUCH more hectic. I spent a LOT more time running around, catering to needs as they came up, and was extremely stressed out. Committing to Google Calendar and using it to manage my time has allowed me to be a more productive CEO and also a more balanced entrepreneur. I've talked to 1,000s of other CEOs and we're all seeking that same thing -- effectiveness at work, but balance with our personal lives. Google Calendar helps me do that.
One challenge that persistently loomed over my schedule was the overwhelming influx of tasks. It was more than a hindrance to productivity. It was like a constant strain on my mental well-being. The relentless pressure of managing a growing list of responsibilities can lead to burnout, a state I found myself dangerously close to. That’s when I discovered Trello. This app became my sanctuary for clarity amidst chaos. With Trello, I could compartmentalize my tasks, set clear deadlines, and visually track progress. It transformed the way I approached my day, turning a mountain of tasks into manageable hills. Trello didn’t just help me manage my time but it restored balance to my life. It allowed me to delegate effectively, communicate with my team efficiently, and most importantly, it gave me the space to breathe. In the fast-paced world of business, Trello has been my steadfast ally in maintaining productivity without sacrificing peace of mind.