In the summer of 2015, I realised all my systems to organize my work were making me feel disorganised. I was tracking tasks using Apple Reminders, random To-do-lists and lots of checklists on Post-It Notes. My notes were scattered across random notebooks and my iPhone notes app. Managing projects was a mish-mesh of calendar reminders and timelines kept in a clunky Excel document. And communicating & document sharing with contractors and freelancers outside my business were confined to email or their online platforms like UpWork and Fiverr. Basically, a huge mess.

Does this sound familiar?

With a couple big side projects on the horizon, I realised my existing system just wouldn’t do anymore.

So last month, I went on a rather epic journey to figure out which tools would help me collaborate, communicate, and organise my work & life more efficiently & effectively. I decided to invest some upfront time researching & asking around to find the best tools to hopefully save me time in the longer term. And now, I’ve found a handful that really work for me.

Here’s my compilation of the free apps & tools I now use to help me stay organised & get stuff done . . .

[FIRST POSTED Aug 2015, UPDATED Aug 2018]

Disclaimer: Some links below are affiliate links. However, these resources and tools are some I’ve used myself, and I genuinely believe they’re helpful. 

Recording notes

  • Evernote To put it simply, Evernote absolutely rocks. It replaces all your physical notebooks with one searchable, virtual notebook, which you can organize any way you wish. I’ve used it for years, and it’s ONE OF THE MOST USEFUL TOOLS OUT THERE that syncs seamlessly across all your devices & integrates with your browsers. I use it as a virtual business card Rolodex, idea repository, place to keep my favorite articles, books I want to read, movies I want to watch, product wish-list, recipe book, and travel journal. Absolutely love it.

Planning daily tasks

  • Trello– Great for to-do lists and visually managing your tasks. Trello is one of those tools that has really revolutionized my day, helping me get organized, be more proactive rather than reactive, stay on track with goals, and approach each day with more intention. Before discovering Trello, there were days when I felt like I’d been busy “working” all day, but unsure what I actually accomplished. With Trello, I now take 10 mins at the start of each day to visually plan out what I wanted to get done before starting any work. I use the pumped-up kanban method outlined in Tim Maurer’s Forbes article. Also, if you’ve ever used Post-It Notes to organize your ideas, Trello works in almost the same way, allowing you to move ideas around and group them on screen.
  • The major limitation with Trello right now is that you can’t use it when offline. So I’ve made a slight shift to Wunderlist for now. However, if Trello ever offers a desktop option, I’m back in 100%.
  • Update Feb 2017: Well, the mobile Trello app now seems to offer offline access. Well done, Trello!
  • Update Sept 2017: Trello now indeed DOES have a desktop app! Hooray!

Keeping to-do lists

  • Wunderlist– Great for keeping basic task lists, which you can organize by folder. I’m starting to use this instead of Trello because you have the option of adding tasks even if you’re offline.
  • ToDoIst (runner-up)- basically does the same as Wunderlist, but it seems all the useful features are premium paid options. Also, the dragging & dropping of tasks between folders is not smooth. One thing it does that Wunderlist does not is allow you to have sub-lists that go beyond one level down.

Managing long term projects & collaboration

  • TeamworkPMThe winner after a very I searched long & hard(*see full list below) for the right platform that offered the level of project management functionality I could find
  • Runner up: Asana Everyone talks about how great Asana is, and based on their 50K+ Twitter followers, they’re more popular than TeamworkPM. I admit the interface is cleaner than TeamworkPM’s. However, I just couldn’t get past the fact Asana does not allow start dates, nor native support for Gantt charts, and no option to show subtasks when viewing your project overview). You can use an add-on app like Hill88, but this is only for iOS, not desktop.
  • 2nd runner up: OmniFocus for Mac. What’s good is that you can use this when you’re offline. What’s bad is that it’s basically a desktop app with no web-based equivalent or option of sharing with non Mac users.

Communicating with others

  • Slack– Great for consolidating conversations into one place. Check out this Medium article to find out why Slack is taking off like a rocket ship, and why you need to use it NOW. You can use this unique link to receive $100 credit when you sign up.

Creating project timelines

  • GanttProject decent alternative to Microsoft Project (although not quite as user-friendly), allowing you to create Gantt charts and task dependencies.

Sharing screenshots

  • Snaggy– Especially when I’m working with my web-team, I often need to share and annotate screenshots of exactly what I’m seeking on my screen. Instead of emailing actual screen images, which takes time & extra webmail space, Snaggy allows me to easily take a screenshot, paste it into Chrome, annotate it, then share a unique, permanent URL that’s sharable with anyone.

Sharing my screen

  • Appear.in– I’ve begun using Appear.in more than Skype if my sole purpose is to screen share. Appear.in allows you to set up a virtual “room” with a custom URL you can share with other call participants. I still primarily use Skype with clients, but Skype has become a bit clunkier since Microsoft acquired it, and I find it to be a bit cumbersome to navigate these days.

Sharing files

  • DropBox– I set up private shared folders with clients for document sharing, and I also use this to share documents with freelancers & contractors. Super easy to share links & large documents, especially when you install the Desktop app.
  • Runner up: Google Drive A close second to DropBox, but it takes a couple extra steps to view documents in their native (not Google docs) format.

Conducting surveys

  • Surveymonkey for complex surveys- The most robust, yet simple survey building tool out there I could find. Offers more survey types than I could find in other solutions.
  • Typeform for simple surveys- If you have a very simple survey, or if you want to create a beautiful survey that’s more visual (& in theory, more engaging).

Legal Docs

  • Docracy– Instead of having people print, sign, scan, and email back legal docs, Docracy offers  free online legal templates, and a streamlined, simple way for people to sign documents online and allow you to store & access these docs in one place online. I use this for my podcast guests’ audio release permissions and client contracts.

Managing emails

  • Mac Mail- Since I first started to seriously use email back in 1995, I’ve always used some sort of mail client instead of logging on directly online. It’s easier to organize folders, and most important, I can write & queue emails when I’m offline (like on plane rides) which then send once I’m reconnected. I used Outlook for the longest time until it crashed on me. I switched to Mac Mail a couple of months ago, and I’ll never go back.

Hosting meetings

  • Skype Still my go-to solution for virtually meeting with clients & suppliers.
  • Runner up: Google Hangouts Great for screen sharing specific applications or your full screen. Anyone with a browser connection can join.

Instant messaging

  • HipChatWhile I use Viber, Whatapp, and iMessage in my personal life, for work, I use HipChat. You can set up private chats or “rooms” for group chats.

*Other project management & collaboration tools I explored, but ruled out.

  • 2-plan.com– a bit too complicated, old, not updated in a while
  • Aeon– $40
  • Any.do– a bit too simple
  • BaseCamp– $20/mo
  • Flow– $19/month
  • Gantter– feels clunky & old, broken
  • HiveFlux– free for 2 project, 3 users- no easy way to manage date shifts
  • Instagaant integrates with Asana, but rather clunky
  • Omniplan– $199- everyone would need a Mac
  • Podio: $9/month
  • Producteev– free, also has desktop program, can’t reorder tasks, can only sort. Trello more user friendly, only free up to 2 users. Discontinued as of June 2018.
  • Proofhub– $20/month
  • Quip– has desktop app, a bit too simple. Kind of like a document sharing & mark-up tool
  • Redbooth– Free plan supports 5 users and supports upto 5 projects. $5/month. Doesn’t feel robust
  • Redmine– no, a bit too basic
  • Siasto– $29/month
  • Smartsheets– $14/month
  • ToodleDo– a bit antiquated
  • Wrike– allows Gannt Charts, free with paid Not a bad option, but Teamwork felt more robust & intuitive with Gantt charts

Over to you? Which tools do you use for your day-to-day work & life? What has made your life easier? Anything I’ve missed?

About Joseph Liu

Joseph Liu helps aspiring professionals relaunch their careers to do work that matters. As a keynote speaker, career & personal branding consultant, and host of the Career Relaunch podcast, his passion is helping people gain the clarity, confidence, and courage to pursue truly meaningful careers. Having gone through three major career changes himself, he now shares insights from building & relaunching global consumer brands to empower professionals and business owners to build & relaunch their personal brands.

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