Productivity Tools: Resources to Stay Focused

In my last article, I shared some strategies to improve productivity by sharpening our focus. Prioritizing tasks, managing time effectively, and minimizing distractions are all key ways to create a productive work environment. But what other productivity tools can you use to help you remain focused?

Though tools by themselves aren’t a magic wand for productivity, they can certainly help when paired with good habits. There are many tools out there with different pros and cons, so it’s important to try different ones and see which ones work for you.

Below, I’ll share examples of some popular tools others have shared with me that can help you stay focused, efficient, and ready to take on the day.

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Time Management Productivity Tools

Managing time effectively is a key aspect of remaining productive. These tools can help you plan and structure your day so all your tasks can be completed on time.

Pomodoro and Focus Apps: You can use a timer on your phone or browser to set your own Pomodoros, but if you struggle to follow the Pomodoro method yourself, there are many apps out there that will time your Pomodoros for you! There are also many focus apps out there, such as Forest, which allows you to grow a digital tree while you work.

Task Prioritization Tools: There are many apps out there that help you follow prioritization methods, such as the Eisenhower Matrix or simple to-do lists. Many collaborative apps like Asana and Todoist have their own to-do list functions that can help you set daily goals and stay focused.

Task and Project Management Tools

Staying on top of your tasks tends to be easier with the right management tools, whether you’re working solo or as a team.

Collaborative Project Management: Platforms like Trello and Asana are great ways to work as a team, as they provide a visual way to track progress and deadlines.

Note-Taking: Many people prefer to take notes to help them remember tasks and priorities. Platforms like Notion, Evernote, and OneNote can help you store all your thoughts and keep them organized.

Communication and Collaboration Productivity Tools

One of the things I emphasize to any group I facilitate is the importance of communication! Communication is key for getting anything done, especially if you want to do it efficiently.

Team Messaging: Using Microsoft Teams is a great way to communicate quickly with your team without clogging up their email inbox. It’s also easy to set up new teams to focus on specific projects together.

Video Conferencing: We’ve all used Zoom and Microsoft Teams at this point, and they’ve done a great job at keeping teams active, especially with remote or hybrid schedules. Each of these platforms has its own pros and cons for facilitating remote meetings and discussions, from chat functions to breakout rooms. Practice hosting on both to figure out which you prefer.

File Sharing and Document Collaboration: One effective way of keeping communication open without having to schedule a meeting is to use shared documents. Google Drive and OneDrive both allow for easy document sharing and real-time collaboration, so you can leave notes to your team and make changes as needed.

Automation and Efficiency Productivity Tools

Repetitive tasks can quickly drain your desire to be productive. Automating certain processes can free up your time and energy to focus on more important work.

Email Management: Some of us are better at managing our inboxes than others. For those of us who struggle with a busy inbox, setting up automation to manage emails can help greatly. Apps like Boomerang and Clean Email can help you schedule emails, set reminders, and declutter your inbox. Flagging and creating specific folders can also help you keep more organized as mail comes in.

Time Tracking and Analytics: We often don’t realize how much of our day is spent on low-priority tasks. Apps like Toggl or RescueTime can help you track how much time you spend on certain tasks, so you can reevaluate your day.

Well-Being and Distraction Blocking Tools

Finally, if you’re just looking for a way to block out all those distractions, there are plenty of tools for that too.

Website and App Blockers: There are several apps out there that block access to certain websites or apps, such as Freedom or ScreenZen. You can also set up preferences on your smartphone to prevent notifications from certain apps during the workday, which can keep you from having your focus snatched away by a pop-up.

Mindfulness and Focus Apps: Apps like Calm offer guided mindfulness exercises that can help you relax, reduce stress, and improve your concentration.

Final Thoughts: Use the Right Productivity Tools for You

Productivity tools can be a game-changer when paired with good habits. Remember that these tools should support your workflow – not complicate it. It’s not about using the most tools, it’s about using the ones that make your life easier. Experiment and find the tools that work best for you to improve your focus and make managing tasks easier than ever before.

Interested in learning more about productivity? Reach out to schedule a coaching or facilitation session with me. I'd love to help you build your focus skills and reach your goals!