If you’re looking to get some more structure in your business (or life for that matter) then read on!
Anything that reduces stress and increases productivity must be a good thing, and these 7 apps definitely do that (when used well).
You’ve probably heard of most of these before but if you haven’t, they are amazing for organising, collaborating, structuring and scheduling.
#1 – SLACK
Slack is a super easy-to-use messaging app for businesses.
Slack allows you to communicate with one person via direct messaging, or a group of people by creating a channel.
So, you could create a channel for each department of your business if you wanted.
For example, if you wanted to send a message or file to your marketing department, you could create a channel and everyone you invite to it will receive the message.
It can be used externally too. If you have a project for a client and you need to send a document, use Slack.
Slack is particularly great for file sharing. You can send images, documents, voice files, hyperlinks – you name it! It’s great for sharing files from your computer to your phone, or vice versa.
It’s also useful for note taking or sending a voice message instead of typing it out (if you like to talk 😉).
Can’t find that important file you shared two weeks ago? Just use the search function to look up key words in the name.
So Slack is a great, structured, organisation tool for business and life.
#2 – ASANA
Asana is a project management site that you can access on both your phone and computer.
Asana is great for organising projects because you can invite people into your project or channel (or not). It’s great for collaboration and facilitating team work.
Best of all, it’s a great visual organiser. When you go into Asana you will have two options when creating a new project: you can use a list or a dashboard.
The dashboard is a fantastic visual option because it allows you to see every project you would like to do, everything you have under way already and all of your completed tasks or projects in three clear columns.
You can prioritise tasks or assign it to someone else. Add a due date (for motivation), and once it’s done, just drag and drop the task into the completed column. The best part of this is your brain is freed up to think about other things, like all the emails sitting in your inbox, or what you’re going to have for lunch.
It can get a little time to get used to but once you’ve gotten in the habit of using it, you’re set!
Asana tells you what tasks you have to complete each day and you can sync it to Google Calendar to keep your schedule in one place.
Speaking of calendars…
#3 – GOOGLE CALENDAR AND iCALENDAR
What’s great about Google Calendar is you can sync your Asana tasks with it, and also sync that with iCalendar. This way, you can use whichever platform your heart desires, but only have to check one.
iCalendar is set out in a clear and easy-to-use way. iCalendar (if you have an iPhone), is great at linking with email invites, making it super simple to add an event on your phone or Mac.
But using Google Calendar is very handy because not everyone has an iPhone, it’s easier to share with people, and because it works well with other apps.
You can colour code events based on what it is or its priority and an Asana tasks show up without having to be assigned a specific time.
There is one more calendar app that will make your life a whole lot easier…
#4 – CALENDLY
Calendly is a service that you can get for free (but for $10 a month you can get a few worthwhile premium features).
It lets you set up a virtual calendar that you can share a link with customers, clients or even with your own employees that allows people to set up a time with you.
How many times have you emailed back and forth with someone trying to find a time that works for both of you?
Well, Calendly syncs your Google Calendar and automatically blocks out any time you have allocated to other tasks, and gives the other person the chance to schedule an appointment or phone call based on this.
Simply share the link via email or your website.
On your end of the service, you can assign a timeframe for the meeting, request information (such as phone numbers for phone calls), and send confirmation and reminder emails.
This saves a lot of time and is far more convenient than playing email tag. Just make sure your Google Calendar is set up correctly so it knows when you’re free.
(I promise that’s the last calendar app.)
#5 – GOOGLE DOCS
Using Google Docs is straightforward and convenient for making notes, and works just like Microsoft Word, just online.
Google Docs loads so quickly (especially when using Chrome), and you can access it with your phone through the app.
Anyone you want to be able to access it can, simply by sending a link in an email, or inviting someone to the document.
You can choose whether this person can only view it or whether I want them to be able to edit it too.
#6 – GOOGLE DRIVE
You might have guessed that Google Docs and Google Drive work together quite well.
Google Drive is a cloud storage space (similar to Dropbox or iCloud) and is perfect for sharing large files like photos or videos.
Why? Well, sending photos or videos via email can reduce the quality, but uploading via Google Drive doesn’t.
Just like Google Docs, anyone you want to be able to access a certain file or folder on Drive can, with your permission of course.
It may take some time to organise your files but once it’s set up it’s super handy to access either using your computer or phone.
If you use WordPress, you can set Drive up so your website is automatically backed up daily. This way, if you ever get hacked, you will have a copy in your Google Drive.
Slack also integrates with Drive really well so you can easily share files to your account.
#7 – NOTES AND ONENOTE
Last but not least – Notes!
Notes and OneNote do exactly what they say… allow you to take notes. They are both incredibly easy to use and are great if you need to access this frequently and quickly.
Notes is useful for storing text on your phone, while OneNote is better when you need multi-dimensional or visual notes – it’s like a virtual notebook. Text, pictures and links are easy to add.
You can create sections or separate notes for different themes and sync them elsewhere for easy access.
These programs are best used for smaller, more personal items (like your groceries), and Notes on iPhone has a handy search feature.
If I can get organised using these handy apps and programs, so can you! What do you think, can these help you? We’d love to hear your comments, as always.
If you have loved this or you know someone who could benefit from it, please share!