Organizing Tools You Can Use in Your Work and Personal Life

By Indeed Editorial Team

Published May 31, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

The ability to use your time well can help keep you focused on important projects, responsibilities, and goals. Organizational tools may be systems you create, find through colleagues or research, or that your employer provides. Learning more about organizing tools can help you become more efficient at work and in your personal life.

In this article, we define organizing tools, discuss their benefits, and review the tools available to take notes, store data and files, manage projects, and manage your time.

What are organizing tools?

Organizing tools are resources, techniques, and applications that help you improve how you get work done or complete projects. These tools help with project or time management, file storage and sharing, progress tracking, and balancing work and personal commitments. Some people use a paper calendar or notebook to keep themselves organized while others use digital applications on their cell phones, online calendars, or cloud-based systems to share project details and progress with others.

Related: Developing Proficient Organizational Skills

Benefits of using organizational tools

Using tools that help you manage your work and home responsibilities can increase your ability to meet deadlines, plan enough time to complete projects, and avoid stressful situations. These tools can also help you have confidence in your ability to fulfil your obligations to others, including your partner, team members, and manager. Here are some other benefits to using organizational tools:

Increase productivity

Staying organized is an effective way to improve your productivity at home and at work. For example, organizing your time may involve dedicating 30 minutes to an hour to each of your tasks every day. This approach helps ensure you remember all important tasks and that you manage your time to attend to as many of them as possible.

Save time

Using organizational tools can improve your focus and save time. It's easier to get distracted when balancing a variety of projects with different deadlines, especially when this involves checking e-mail or social media. Organizational tools can help you prioritize critical tasks and determine the time required to complete each part of a project, increasing your efficiency.

Improve relationships

Using tools to accomplish work within deadlines may have positive benefits for your career and personal life. Using effective methods to organize your time can help you complete all your work on schedule. You may then have more time to spend with family and friends.

Decrease stress

Overcoming organizational challenges can help reduce stress, anxiety, worry, and overwhelming feelings. Organizing your work and home life allows you to understand when to start your tasks and how much time to devote to each. Organizational tools can also allow you to develop thorough plans for your work and home life, which can help you relax and feel more productive.

Related: 14 Low-Stress Jobs You Can Pursue (With Duties and Salaries)

Improve confidence

Checking items off a list of tasks and knowing that you took care of important work each day can help you feel more confident. Knowing that your colleagues can trust you to finish work on time, and within budget, can also improve your confidence. These positive factors may contribute to achieving your career goals.

Types of organizational tools

Different people may prefer different tools to organize their lives at work and at home. Many online tools are simply lists, while others can integrate with your mobile phone, your calendar, or your e-mail account. Here are some types of organization tools and applications to consider:

Note-taking

Taking notes and creating written documents is an essential part of meetings and the research or creative process. You may use these tools to take effective notes that can help you stay organized:

OneNote

OneNote is an application for research, note-taking, and information storage. It allows you to store text and images in documents that you can keep private or share. OneNote is based on the idea of a notebook and includes books, sections, and pages. You can organize information with different notebooks for projects at work and for personal use.

Evernote

Evernote provides digital tools to take notes, organize them, and securely store information. The application downloads for use on computers, mobile phones, and tablets. The free plan offers basic functions while paid plans provide syncing with unlimited devices, the ability to annotate some documents, and the option to create spaces for collaborating with team members.

Roam Research

Roam Research takes a different approach to organization than most note-taking tools by linking notes to create a web of information. You can immediately take notes when you open the application, and its setup encourages daily journal writing by defaulting to a daily note page. You can visualize connections between notes as a web of information instead of the usual hierarchy format used by other note-taking applications.

Data storing and file sharing

Tools that help you store and share files are helpful if you work remotely, from your home, or in teams. E-mail may not provide secure storage and e-mail providers often set file size limits for attachments. Here are some popular tools that help you manage important data:

Dropbox

Sending photos, videos, or a complex series of files to team members or friends is possible with cloud-based Dropbox. You can store files, access them across multiple devices, and back up important folders with any changes synchronizing across your Dropbox account. The tool also allows you to create and edit your work directly in Dropbox, which saves time switching between applications, searching for files, or asking team members for information.

WeTransfer

This cloud-based online platform allows you to transfer different types of files for free to other web users. A benefit of this tool is that you can send large files up to 2 GB in size. You may also attach a message to the file transfer, like a regular e-mail message.

Monday.com

This is an open platform that brings teams together to improve communication, advance projects, and align team members toward goals. Users can share progress updates, approve budget items, and update a project's status. This product has a wide range of data storing, file sharing, and collaboration uses, including for human resources, project management, operations, sales, customer relationship management, and collaboration on creative and design work.

Project management

Communicating with team members to finish project work helps everyone succeed. Project management tools are essential to being able to communicate well, divide work into sections, and meet deadlines. Several tools organize tasks and schedules for projects, including:

Trello

Trello is a cloud-based application that provides virtual space to collaborate in teams. You may plan, organize, and prioritize tasks using virtual cards, boards, or lists. This is a highly visual online tool that makes project management easy, fun, and relatable.

Asana

Asana helps teams organize, track, and manage their work by allowing project managers to assign work to individuals or teams, set timelines, and establish routine tasks. Other online calendar and online meeting tools integrate with Asana to increase the ability to manage projects. Asana continues integrating its products with other project management platforms and applications to provide more seamless organization.

Notion

Notion is an integrated workspace to write, plan, collaborate, and organize notes, tasks, and projects. It provides blocks or modules to create your own layouts and tools, depending on the team project. You can design Notion tools as a page on your desktop and create an organizational wiki to document projects, answer frequently asked questions, or catalogue resources.

Related: How to be Organized at Work (With 9 Steps and Examples)

Time management

Managing time and designing timelines are fundamentals of organization. Remote and office-based teams can improve organization when every employee understands the timelines for tasks relating to a project and the final project deadline. Here are several time management tools:

Toggl Track

Toggl Track is an application that tracks time on projects. You can create customer reports displaying when and how much time relates to each project. You may choose between automatic or manual time tracking and assign work to a task using a customizable tagging system.

Pomofocus

Pomofocus is an application based on a time management method that aims to increase productivity. It divides work time into intervals with short breaks you set within your browser, cell phone, or tablet. A bell rings on your device at the end of each interval to remind you when to stop and start tasks.

RescueTime

This service provides you with data about how you spend time to improve your productivity. The free version provides insight into how you spend your time during the day while working on your computer or mobile device. RescueTime also works on your devices automatically without requiring you to start and stop a timer.

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.

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