The main benefits of staying organized are better productivity and work performance. It gives you a sense of control, which is important for time management, building resilience, and improving general well-being. Using effective organization software can enhance these benefits, allowing you to streamline your tasks efficiently.
Being organized increases focus and confidence, and you accomplish more tasks quickly.
Statistics show that not using time management techniques means 32% of people waste 1–2 hours a day, and 6% of them waste as much as 6 hours per day. The CDC reports that 80% of medical expenses by individuals are due to stress. Lack of organization often leads to stress.
Utilizing organizational tools for work can mitigate this issue, helping you to stay organized and reduce unnecessary stress. Another report by the National Association of Professional Organizers says workers waste 40% of a workday due to a lack of organizational skills.
Using organizational tools can help you prioritize work and meet goals. Here are some apps to help you stay organized.
Best organizational tools for business
1. Chanty
Chanty is an organizational tool designed to help companies improve communication and productivity among teams. It is a multi-functional, cloud-based collaboration tool with automation and project management features.
Users have unlimited messaging, can schedule video conferences, and can seamlessly integrate the app with other tools.
Remote teams can join virtual meetings from anywhere on any type of device, and the tool empowers workers with the ability to share screen recordings and screenshots with their colleagues. Up to 1,000 people can join each meeting.
Users can choose a Free plan for 5 users or pay either $3 per user annually or $4 per user monthly. Chanty works well on macOS, Android, iOS, and Windows.
2. ProofHub
ProofHub is an all-in-one organizational tool designed to help companies with their project management and team collaboration needs. It allows you to stay in control of your work, from managing your daily agenda to overseeing teamwork, keeping track of projects, and streamlining team collaboration- it puts everything in one place.
With ProofHub, you can manage everything from tasks and teams to clients. This eliminates the need to go to different places to find files, messages, projects, reports, and client requirements.In addition to the free trial, ProofHub also offers a fixed, flat-rate pricing model, so you can add as many users as necessary. ProofHub works well with macOS, iOS, Android, and Windows.
3. Clariti
Clariti App redefines organizational efficiency by consolidating all essential communication and collaboration tools into a single platform. Unlike traditional tools that focus on isolated functionalities, Clariti integrates emails, chats, voice calls, document sharing, and event scheduling into one cohesive environment.
Its standout feature, hybrid Conversations powered by AI, ensures that all related communications—emails, chats, and files—are grouped contextually, eliminating clutter and reducing time spent searching for information. This streamlined approach enables teams to stay focused on priorities without being overwhelmed by scattered communication threads.
Clariti’s AI capabilities extend beyond organization, offering real-time insights to enhance decision-making and productivity. By automatically grouping related interactions, Clariti keeps projects and discussions aligned, ensuring no critical detail is overlooked.
Built-in tools like voice calling, screen sharing, and scheduling (to-dos, calls, and events) make collaboration seamless, while its Zapier integration connects it to thousands of other apps. This functionality eliminates the need to juggle multiple platforms, allowing teams to work more efficiently and with fewer interruptions.
The platform’s user-friendly design and AI-driven automation make it suitable for businesses of all sizes, from startups to large enterprises. Its ability to adapt to remote, in-office, or hybrid work models ensures flexibility and relevance in today’s dynamic work environment.
With Clariti, organizations can foster clear, contextual communication, boost productivity, and create a more organized and collaborative workplace. This blend of advanced AI and intuitive features makes Clariti an indispensable tool for modern teams.
4. Any.do
Any.do helps you keep your tasks and projects organized on the web, PC, mobile devices, and wearables.
The app includes features such as a virtual assistant, calendar, and workplace chat, making it a top choice for both small and large businesses. It is compatible with iOS, Android, Windows, and macOS, helping individuals and organizations manage schedules and add new tasks and events.
The app has a beautiful user interface and is available for both free and subscription-based options. One way to stay organized is by keeping your work environment clean, including both your physical and digital workspace. Removing unnecessary files can help keep your documents organized.
5. Clean Email
Clean Email is a robust email management tool designed to help users take control of their inboxes, making it easy to clean, organize, and manage large volumes of emails efficiently. Ideal for reducing clutter, it allows users to organize their inboxes with automated rules that sort, archive, or delete messages based on chosen criteria—saving time and mental energy.
Available on Mac, iOS, Android, and the web, Clean Email is compatible with all IMAP-based email providers, ensuring seamless access across devices. This makes it an excellent choice for users who work across multiple platforms and need a reliable way to keep their email organized on the go.
Clean Email offers everything you need to keep your inbox email clutter-free. With Smart Folders for easy sorting, an Unsubscriber to unsubscribe from unwanted newsletters, and Auto Clean to automate inbox rules, it lets you focus on what matters.
Privacy is a priority for Clean Email, which is built to handle email data securely. The service processes emails in a way that protects user information and ensures no data is sold or shared with third parties, giving users peace of mind while managing their inboxes.
6. Neo
Neo is a comprehensive business tool specifically designed for entrepreneurs and small businesses. It prioritizes user-friendliness, security, and reliable service. It’s not just an email service, as Neo integrates email management with advanced features such as calendar management and appointment scheduling. This makes it an ideal choice for businesses that engage in sales, customer service, and marketing activities.
Neo offers features designed to enhance small businesses and entrepreneurs’ professional identity and productivity. It starts with the ability to create custom business email addresses, which lend a professional touch to your brand.
For example, you can create an email address like yourname@yourcompany.co.site. The platform also includes email read receipts, which provide valuable insights into how recipients interact with your emails. A priority inbox feature ensures that critical communications are highlighted and easily accessible.
Neo integrates a comprehensive calendar system for organization and time management, allowing you to track tasks and meetings efficiently. The Neo Bookings feature further streamlines your schedule by enabling clients to book appointments based on your availability.
This feature is similar to platforms like Calendly. Establishing an online presence is made simple with Neo’s one-page website builder, which is user-friendly and similar in functionality to Wix.
Mobile apps for iOS and Android ensure that you can access emails and manage appointments while on the move. Additionally, Neo incorporates email marketing tools to engage your audience effectively. It offers capabilities that are comparable to email software like Mailchimp.
Lastly, an AI-powered email responder significantly boosts productivity by assisting in drafting emails. This feature is reminiscent of advanced AI tools like ChatGPT.
7. Nextiva
Nextiva is a VoIP service provider that delivers advanced and reliable VoIP services. The solution offers unlimited audio and video meetings, auto-attendant, call queues, team collaboration tools, and voicemail to email & SMS services.
Even the lowest tier plan gives users unlimited voice calling, unlimited internet fax, and free local and toll-free numbers. That makes Nextiva a great small business VoIP solution.
The platform boasts a superior uptime of 99.99%, meaning your teams will never experience downtimes that may cost you sales or hurt your customers’ experiences.
Plus, Nextiva’s cloud-based PBX helps you manage your VoIP service remotely, boosting your team’s productivity.
Prices start at a very competitive price per user. The solution also provides scalable plans and features to grow with your business as you add more locations and update your call flows.
8. Google Calendar
Google Calendar is one of the best organizational apps to help keep your day organized. You only need to mark the date and make entries for your meeting schedules and to-do lists.
The calendar can be integrated with many other tools, such as Salesforce, Trello, Slack, Google Tasks, and Asana.
The app is available for free and is compatible with smartphones, Macs, and Windows. It has an enterprise package at $6 monthly.
The tool helps companies and individuals ensure they are having a productive day by organizing meetings, scheduling appointments and managing tasks.
9. Asana
Asana is one of the organizational apps excellent for keeping your projects organized. Its user interface makes it possible to organize your project schedules according to priority.
You can then break down the tasks and distribute them among your team. Task distribution is important in ensuring positive team culture and collaboration.
The app features built-in templates to help you quickly create new projects, organize tasks, and view work progress. It can be integrated with a large host of third-party applications, improving the user experience.
Compatible with macOS, iPhone, Windows, and Android, the app offers a free basic plan, but users can upgrade to premium, business, or enterprise plans.
Clickup |
ClickUp is a highly-rated project management platform. It is considered one of the organizational tools with a wide range of customization options and features. You can use it on a Mac, smartphone, or Windows PC for free or pay to access more features.
It helps users plan projects and tasks, chat, set goals, and view lists. It is one of the team communication tools that allows real-time chatting. You can use it to assign comments, add tags, and link tasks.
11. Routine
Routine combines a variety of tools, such as calendars, to-do lists, contacts, and note-taking apps. It has an attractive design that is easy to navigate and use. Due to its combination of multiple features, you do not need to switch across different apps to take notes, schedule calendar events, or manage tasks.
The tool is compatible with Windows, Mac, iPhone, and Android and is free to use. The calendar allows you to add contacts for individuals and companies. It helps boost intrapersonal communication within and outside your organization.
12. Trello
Trello is an easy-to-use organizational app with an intuitive design. It features a variety of boards and columns to help you organize your tasks.
The boards contain columns for to-do tasks, doing tasks, and done tasks. It allows you to move tasks across the columns as they progress.
For instance, when it is time to start working on a To-Do task, you can move it to the doing column.
After it gets completed, you can again move it to the “Done” column. In each column, you can add comments, labels, and checklists. It works with macOS, iOS, Android, and Windows.
13. Todoist
Todoist is one of the organizational apps that can be used to organize anything in a company or for individuals. You can use it to manage projects or plan routine tasks.
At work, it is an excellent way to master teamwork skills allowing you to delegate tasks and improve team collaboration.
Additionally, the app can help you track both personal and professional projects with ease. At home, it is useful for keeping track of daily chores, setting reminders for exercise and tasks, and even keeping track of your kids’ tasks.
The app works with Mac, Linux, and Windows, and it is available in both free and paid versions.
14. 24me
24me is one of the top organizational apps for keeping your entire day organized 24/7. As a smart personal assistant used by millions of people and companies globally, it centralizes all your schedules for easy access on the go.
It is compatible with Android, iOS, Mac, and Windows. The app is best for creating meeting schedules, and appointments, managing tasks, and even creating grocery lists.
15. Evernote
Evernote helps you find ideas and capture them quickly. After capturing, you can sync all your notes across your devices. The app works with multiple types of documents, such as PDF, text, scans, images, and audio. It is compatible with Windows, macOS, iOS, and Android.
Evernote allows you to create checklists to keep your work organized. It makes it easy for you to find notes for editing or updating. You can search by keywords, dates, and titles. The app has a free plan and a paid plan.
16. Dropbox
Dropbox is on the list of organizational tools because it makes the repetitive tasks that often occupy your day simple. The app has been in use since 2008 and has been improved several times to boost the user experience.
Individuals and professionals use it for file storage and sharing. It is used to collaborate and bring a whole team into a virtual space. You can add everything to it, including videos, files, and photos.
Its features allow users to break down big tasks into small tasks and share them across teams. It helps you give and get feedback from your teams. You can share and preview more than 150 file types. It works with macOS, iOS, Android, and Windows and is available for free.
17. CamScanner
CamScanner is an app for scanning documents on the go. It transforms your Mac into a scanner, no matter where you are located in the world. You can use it to scan cards, pictures, and documents.
After scanning, you can convert the images into text. You may also use the auto-edge-cropping feature to improve the look of your scanned documents.
The app allows you to share documents across different channels, such as social media or email. You can use the app for free or choose to upgrade. It works with Android, Windows, iOS, and Mac.
18. Active Inbox
Active Inbox is a good choice for users with highly active inboxes. Emails are important in a business because they are cost-effective and promote communication with clients.
As the business grows, the volume of emails delivered to your inbox increases. If you receive too many emails daily, organizing them can be challenging.
It becomes harder to sort out priority emails from non-important, and junk. The tool works with Mac, Windows, and Linux. This tool integrates with your email tool and allows you to keep your inbox organized. You can customize group emails based on customers, dates, priorities, and responses.
19. Toggl
Toggl is a time-tracking tool for individual users and groups. It works best when used for tracking specific tasks for individuals and teams.
The app generates reports to help employees see how they spend their time at work each day. If an employee misses or forgets to record their time, the app will send you alerts so you can remind them.
You also get alerts for daily or weekly missed targets. The tool is perfect for tracking the overall progress of projects.
Toggl reports that the app helps improve worker productivity and company profitability by 25%. You can use the app to plan projects and share tasks with workers. It is free for up to 5 users. It works with Mac, Android, and iPhone.
20. Service Provider Pro
Service Provider Pro is an organizational app that is the ideal solution for service providers looking to capture leads, invoice clients and manage projects. Thanks to the native Stripe and PayPal integration, you’re ready to accept payments within minutes of setting up your account.
For project management, you can use the built-in tasks to distribute the workload evenly between team members or external collaborators. Comment on projects inside the project view, leave notes for your team, or message the client.
Clients have a variety of self-service features at their disposal. They can communicate in projects, arrange the project priority, manage their subscriptions, and even onboard themselves via the onboarding page.
21. Clockify
Clockify is used for tracking time and work hours in projects. It is a free app and does not limit the number of users. It works using a location tracking and screen recording feature that records your activities on the screen and captures your location.
An administrator must program the settings on each Mac. Every user receives a privacy notification that they must click to allow for tracking to start running.
The tool is best for workers who work in hybrid or remote work environments. Employers can consolidate billable hours, create work schedules, and monitor project completion schedules.
The app helps companies avoid losing revenue by not paying workers for hours they did not work. The tool is compatible with Android, Windows, iOS, and macOS.
22. Insider
Insider lets you connect customer data from different channels to create unique customer experiences. You can launch anything from email and SMS marketing to web push notifications and AI-enhanced website searches. With Insider, you can improve customer acquisition and engagement while lowering churn.
One of the tool’s most significant benefits is its custom-made AI solution, which combines conversational, generative, and predictive AI. For example, it can help you create customer journeys optimized for conversions or write campaign content.
Insider also combines data from 12+ channels, giving you a 360-degree view of your customers. You can then use historical and real-time data to predict consumer behavior. So, you can reliably determine future purchases, churn, or customer lifetime value.
The tool has over 100 integrations, including Facebook Ads, Google Analytics, Salesforce, and Shopify.
23. Centus
Centus is a marketing localization platform that empowers businesses to reach global audiences with tailored, culturally relevant content. Specializing in software localization, website translation, and multilingual content management, Centus helps brands communicate effectively across diverse markets.
By adapting language, tone, and regional nuances, Centus ensures each message resonates with local audiences, making global expansion smooth and impactful.
The Centus platform streamlines the complexities of localization, offering innovative tools and a team of language experts dedicated to delivering high-quality results. From content adaptation to seamless integration with global marketing strategies, Centus provides end-to-end solutions for companies aiming to build strong, consistent brand recognition worldwide.
24. Appy Pie Connect
Appy Pie Connect is a versatile automation platform designed to streamline workflows and integrate various apps seamlessly. Boasting a user-friendly interface, it offers extensive customization options and features to suit diverse business needs.
Whether you’re on a Mac, smartphone, or Windows PC, you can leverage its functionalities for free or opt for premium plans for enhanced capabilities.
This innovative tool empowers users to automate tasks, connect apps, and synchronize data effortlessly. From project management to customer relationship management, Appy Pie Connect facilitates smooth communication and collaboration across teams.
With real-time chat functionality, task assignment features, and the ability to add tags and link tasks, it simplifies project planning and execution.
Additionally, with its Tableau integration, users can easily analyze and visualize data to gain valuable insights, making Appy Pie Connect an indispensable tool for enhancing productivity and efficiency.
Whether you’re a small business owner or a large enterprise, Appy Pie Connect is your go-to solution for seamless app integration and workflow automation.
Tips for Maximizing the Use of Organizational Tools
At Chanty, we believe the right tool, used in the right way, can change everything. It’s not just about having the tools; it’s about knowing how to use them in a way that fits our needs – and yours.
We’ve learned that the best way to stay on top of things, is to set up workflows to our needs. It’s not about following a template, but about customizing each step. Before we dive into our workflows, we like to take a step back and think about how we want our workspace to feel – not just what the tool can do. This has made our work smoother, more intuitive for each team member, and much less stressful because of it.
Here’s how we do it:
- Customize your workflows: Don’t settle for standard templates. Tailor your processes to fit how you work, not the other way around.
- Stay organized: Break down tasks using tags and categories. When everything has a place, you spend less time searching and more time doing.
- Use templates for repetition: Save time with templates for routine tasks. Repeating the same actions is easier when you can build off a structure.
- Automate routine tasks: Set up automation for things like reminders and updates. Let the tools do the heavy lifting while you focus on what truly matters.
- Centralize communication: Keep your chats and tasks in one place. So you don’t lose your mind while juggling between different apps and lose important information.
- Integrate your tools: Connect everything you use – from messaging apps to calendars – to keep your workflow seamless and your tools working together in harmony.
- Review and refine regularly: Make adjustments as you go. What worked last month might need a tweak today, and that’s completely fine. Continuously improve your setup to keep things fresh and efficient.
When we use our tools thoughtfully, we don’t just stay on top of things – we stay ahead. At the end of the day, it’s about working smarter, not harder. And we’ll gladly help you to achieve this peace of mind.
What organizational tools to pick for your business?
Work organization tools hold quiet power. Their simplisity gives room for a breath to focus on what’s important. With their help the chaos of everyday tasks becomes smooth and purposeful. Where there was confusion, clarity now reigned.
They become more than scattered fragments when you use them to show a bigger picture. With time-tracking features, for example, you understand your work rhythms and notice where the time goes and where it can be used more effectively.
Such tools help teams become one, in which everyone knows where they’re going and the way to get there. With just a couple of taps, tasks get assigned, tracked, and finished. There is no guessing; there is no ‘what’s next’. It’s all seamless steps.
At the heart, work organization tools don’t just save time but give space. These tools set the stage for creativity, focus, and connection. The true beauty of organizational software lies in its ability to transform everyday tasks into smooth, effortless progress. With digital organization tools, the workday feels less like a race and more like a pleasent leisure – where everything puts in its right place, and you’re free from the additional stress.
This article was initially posted in 2023.
