Skyrocket Your Productivity (Updated) – My Top Apps for Time Management

Task Management: How Efficiently Are You Using Your Time? 

This is not an article on cost estimating. No. This article is about efficiency, achieving more in less time and following your agenda.

If you have been making a living as a cost estimator, then you know: an estimator’s job is never boring. You are always in a contest with time: how to better use it. Every project we work on comes with a deadline we don’t control. Last-minute changes make the life of a cost estimator even more fun.

Those who are exploring a career in cost estimating ask this common question: what makes a good estimator? I will tell you what I think it is: Excellent Time Management Skills! Yes, if you master how to manage your time very efficiently, the rest just falls into place.

I will share with you the apps I use daily to enable me to accomplish more. Let’s be honest: the amount of information we have to handle day in and day out, prioritize, delegate, communicate, update, report, social presence, etc., is overwhelming. Having the tools to help us navigate through a day’s load of to-do’s is crucial. It makes all the difference. Attention to detail and meeting deadlines need a laser-like focus on your part. Are you up to it?

Here are my favourite Apps:

TimeDoctor

If you have a lot on your plate, work with a team, and are determined to improve your productivity, there is no better way than to keep track of how you spend your time. I came across TimeDoctor a couple of years ago. It is, by far, my preferred time-monitoring app.

TimeDoctor is a time management software with advanced time, activity and productivity monitoring features. The software is designed not only as a tracker for the total time worked by every person on your team but it also provides a breakdown of how much time is spent on projects (clients) and specific tasks. TimeDoctor also monitors Internet use during work hours. Notifications will pop up if you spend excessive amounts of time on social media channels like Facebook, YouTube, and other personal web browsing activity.

TimeDoctor is currently available as a web app, desktop app, and mobile app.

Trello

After trying many apps for task management, workflows and to-do lists, I settled on Trello. The best by far. The visual interface and flexibility are the features I like the most. This tool lets me organize everything going on in my life, work-wise and personally. I use it to create workflows, increase productivity and keep my personal goals in perspective.

To better understand how powerful and versatile this app is, browse through these examples and decide for yourself. The learning curve is very short, and the user easily discovers many functionalities. The app has a free version you can use. If you want to get the most out of it, the paid version comes with a low monthly fee, but it is all worth your money. Here is a YouTube video that will give you enough information to get you started with Trello.

IFTTT

Automate everything! Well, most of it, anyway. This is a free app that lets you automate lots of tasks. I use it to automate tasks that I do every day, mostly within social media. For instance, I created an app to automatically post a thank you tweet to all my new followers and add them to a spreadsheet on Google drive. A time saver!

This app uses “recipes” built on the “if this, then that” formula. If you are not using it, you are missing out. Read this article to understand how it works at a glance, or go to the app home page.

Zapier

This app has the same functionality as the IFTTT app; the difference is that Zapier is more business-focused and allows the user to create multiple-step recipes. The app has a free version, but to be able to use the best functionality, the user has to pay. Here is a great article on the comparison of automation tools, including Microsoft Flow.

Both IFTTT and Zapier appeal to those who use various apps regularly. Using IFTTT or Zapier, the user can create recipes to make the various apps talk to each other. Here is an article that focuses on Zapier’s use for project management.

The point here is that any repetitive task we do takes time. If we can find a way to neatly organize an automatic flow, the time we end up saving could be significant.

Workflowy

If you are more of a “just a straightforward to-do list” kind of person, there is an app for that too. Meet Workflowy. Create simple lists and “organize your brain” the way the creator of Workflowy markets it. I used it for a long time and found it very helpful. It has a free version with almost all the features as the paid version. I believe the only noticeable difference is that with the paid version, you can share your lists with others. Same as with all of the above apps, this one can also be used on all mobile devices.

Todoist

Another great list and task management app are Todoist. This app comes with a free version as well. The paid version does not offer much more, but if you want to collaborate with others, set reminders and add labels and filters to your projects, you will need to pay for it. Regardless, it is a great app. It also can be used within Zapier and IFTTT receipts. The learning curve is relatively short.

Toggl

And, of course, with all that much on your plate, you will want to know where your time goes. Meet Toggl, the app that keeps you focused on the task at hand. Literally! The paid version has the Pomodoro feature included. If you are unfamiliar with the Pomodoro technique, read about it here.

I love this app. It comes in handy, especially when I work on multiple projects and I need to track my time spent on each of them. And the best part, it just shows me how much of my time went towards actual work at the end of the day. Another way I like to use it is to see how much time I need to complete a particular task. We tend to be over-optimistic when we estimate the amount of time we need to do something. At least I am! A reality check is always helpful.

Fantastical 2

My last one on the list is a calendar consolidation app. Fantastical 2 is just that. It lets you consolidate all your calendars if you have more than one, which I do.

It is designed to work only on Apple mobile devices, unfortunately. I used the Microsoft Sunrise calendar until it was discontinued later this year. For all those who manage more than one calendar, this app lets you see them all in the same place. It is priceless.

There are many other apps out there that are very useful, like cloud storage, social media management, etc. The intention of this article was to share the few that I use that are not quite well known.

Do you have a favourite app that helps you achieve more? Please share with us! Leave your comments in the comments area below.

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