7 Apps I Use For Staying Organized In My Business And How I Use them

Oct 08 2015
It is super important to have efficient workflows in place to run a business smoothly. here are my top apps that help me stay organized in my business and how I use them!
Until a few months ago, I was doing it all wrong! I didn’t have proper systems in place for my business, my messy work flow resulted in a hodgepodge of a million unexecuted tasks and obviously, I was overwhelmed. While running a business all by yourself, you will need to wear several hats – of a designer, blogger, accountant and so on. And if you don’t have an organized workflow, things can get messy and stressful.
Thankfully when I decided to put an end to the disorganized way of running my business, I found a few amazing tools that came to my rescue. These tools have helped me create a smooth workflow for my business and have made life a lot more easier. Here are my top apps for staying organized in my business:

1. TodoIst

There used to be a time when I would start my work days randomly without an actual list of tasks to complete by the end of the day. I would work on tasks that seemed interesting at the moment and not on tasks that were a priority. This is the best way to go if you want to be unproductive and not get anything done. However a few months ago, when I became a full-time business owner, prioritizing tasks became imperative.
I use Todoist each night to plan out my to do list for the next day. I order the tasks based on priority  so there is no ambiguity about which task I need to work on first when I start each morning. Using Todoist, you can schedule your tasks for each day and in the future, organize them into different projects (if you need to) and assign priorities for each task as well.  Todoist allows you to check off completed tasks as you complete them and keep a track of your remaining tasks throughout the day.
Running a business smoothly needs a lot of organization and management. Here are my top tools to stay organized in any business!

2. Sunrise Calendar

When I was working for a software company, we used calendars to set the agenda for the day. Meetings, conference calls, breaks and everything in between was already planned out and scheduled, so there was no chance of missing or forgetting something. This helped us to stay on top of everything at work. When I started working for myself, from home, I became a bit relaxed and neglected using a calendar. Without a calendar, we tend to take breaks at random times, procrastinate tasks and also (sometimes!) work late. To keep a good work-life balance, using a calendar is super important.
The Sunrise Calendar gives me a bird’s eye view of my days, weeks and months. Since everything is available together in one place, its easier for me to schedule meetings, plan long term projects and also plan my days around deadlines. Of course each day is different, but doing a few things like my morning meditation, exercise, writing and sleeping at the same time everyday helps me be more efficient and develop better habits.
Running a business smoothly needs a lot of organization and managemnet. Here are my top tools to stay organized in any business!

3. Pocket

I don’t know about you, but I come across a ton of amazing articles, podcasts and videos I want to read, listen to and watch each day. But often I come across these when I am in the midst of another task like lets say writing a blog post or working on a design. Now its very tempting to abandon the task on hand and immerse myself in the new interesting article that has come my way. But is that right? Is it good for my productivity? Hmm, probably not! The best thing to do is probably save it and get back to it when I have the time for it. Right? And that’s where my friend, the awesome app – Pocket comes to the scene. I use this app all the time, on the phone and on the desktop to save articles and pages to visit at a later time. It comes as Google chrome extension and all you have to do is press the pocket button on your browser toolbar to save the page.
Pocket creates a queue all the pages you have saved in a list for you to go back to later. Once you are done reading it, you can archive it for later use. You can also categorize and organize all your data by using tags for them like Articles, Videos, Images etc.
 Running a business smoothly needs a lot of organization and management. Here are my top tools to stay organized in any business!

4. Evernote

Is there anyone who doesn’t use Evernote? It is in one way the hub of my entire business workflow. I use it for literally everything from jotting down ideas on the go to planning big projects and collaborations for my business.
In Evernote, you can create notebooks inside of which you can create several notes to organize all the information related to the topic of the notebook. For example, I have a notebook – Blog Post Ideas in which I save the ideas for my future blog posts. Each idea turns into a note inside the notebook. Inside each note, I briefly outline the post and references to look up while writing the post. Similarly I organize ideas for my business, collaborations and passion projects. Basically, Evernote helps me to go from a simple idea to a detailed, strategic plan in the most efficient and easiest way possible. Plus keeping everything in one place under Evernote makes it easier to move back and forth between planning projects, setting and tracking goals and not miss out on anything.
Running a business smoothly needs a lot of organization and managemnet. Here are my top tools to stay organized in any business!

5. Dropbox

Have you had your desktop so full with files and folders that you couldn’t see the wallpaper anymore? For a very long time, I did. And honestly, I didn’t care much ‘cuz it was working for me. But when I opened my Etsy shop and starting working with clients on custom projects, having a cluttered file system didn’t just work anymore. I had a ton of files to work with each day and having them in a disorganized way was just making things messy and throwing my work off the track. Plus there is only so much space on my computer to store everything in it.
When my computer was crying out of disk space shortage, Dropbox came to rescue. Now, I organize all my files neatly in folders on Dropbox. I keep only the files that I need and use all the time on my computer, the rest is stored away safely in Dropbox. It is also super easy to share files with clients and collaborators using Dropbox. What more can I ask for?
Running a business smoothly needs a lot of organization and management. Here are my top tools to stay organized in any business!

6. Trello

When it comes to project management, you can’t beat Trello. Whether it is my individual projects or collaborations with others, I love using Trello to keep a track of my projects. Trello allows you to create boards for each of your projects. For eg. on my account, I have boards for my blog (it is a project on its own!), Creative Convex, client work and a few collaborative boards with others as well. You can create lists to represent the state of progress in each of your boards. Each list has cards which contain a task or an idea which is waiting to be worked on. You can add a due date on each card to remind you of deadlines and stay on track with a timeline. You can also categorize your cards using color-coded labels. For each card you can add comments to keep a track of your progress in that particular task. The cards can be easily moved between lists.

In each of my own project boards, I have 3 lists – To do, Doing and Done. Each time my To do list is empty, I take out ideas from Evernote and convert them into tasks in the To do list of Trello. Every night when I create my to do list for the next day in Todoist, I pull out tasks from the lists in Trello. Again at the end of each work day I make sure to update my progress by commenting on the Trello task cards. My cards usually follow a move from To Do -> Doing -> Done. Sometimes if I remember I need to add a few things to a task, I move it back from the Done list to the To Do list. Oh my god, that was such a long sentence, but you get the gist!

Trello helps me to store, organize and track all my projects. I don’t have to keep anything in my brain – like – oh I need to finish this guest post by 20th Oct or I need to finish this design proposal by 15th Nov. Since everything is stored in Trello, I can keep my brain free to concentrate on processing the task on hand which is what the brain for – processing not storing.


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7. FreshBooks

Lastly, I use FreshBooks to manage the estimates, invoices and payments for my client projects. If you are working with multiple clients at a time, it can get difficult to keep a track of estimates, invoices, received payments etc. For a long time I used Etsy invoicing for my custom projects, but I’ve recently started working with FreshBooks and I love their services. FreshBooks creates a quick and a fuss-free system for managing the finance part of your client projects.

I use FreshBooks to send out project estimates, invoice my clients, track my expenses and payments. FreshBooks also integrates with other business apps like Paypal and MailChimp which makes it super easy to use.


Running a business smoothly needs a lot of organization and managemnet. Here are my top tools to stay organized in any business!

What are the apps that help you stay super organized?

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  • great share, thank you!

    Hannie Arden, huemorist.blogspot.com.

    • So welcome hannie 🙂 Hope this was useful!

  • These all seem very useful! I’m definitely going to check out todoist, because I have a habit of writing lots of to-dos with no order, and pocket, because I get distracted online very easily!

    Sophie | Fairly Interested

    • Yes I think to do lists work best when there is a priority attached to the tasks 🙂 Definitely keep me posted on todoist sophie! xx

  • I’m definitely going to have to check out some of these! I am obsessed with sunrise too and it’s definitely one of the prettiest calendars out there!

    • I love Sunrise 🙂 I used google calendar for a long time but sunrise beats that too 🙂 Thank you for reading Sisi!

  • These are great resources! Can’t wait to check out Todoist. There are so many lists I have in my head that I forget to write down, and then forget…

    Lena Parker-Duncan – Graphic Designer and Photographer

    • Hey Lena 🙂 Thanks so much for reading. Todoist has really helped streamline my work routine 🙂

  • Holly

    This is such a great list of resources, Chaitra! I’m a big fan of Todoist, Sunrise Calendar and definitely Evernote. I used to be a paper and pen girl – I do mosts of my lists this way, but in terms of blog ideas, everything is on Evernote!

    Another app I love to stay organised is Google Drive – I save all the images I create on there for my blog and social media posts so they’re all in an easy-to-access place 🙂

    • Hey Holly! 🙂 So good to see your comment! Yes i use google drive for personal purposes and I love it too. Its amazing! Do you have any must have tools that you cant live without? I ‘d love to know!

  • Some great resources that I must check out here, they’ll be so helpful for my Interactive Multimedia Design course!

    Sara – She Who Is Short

    • Hey Sara! Wow – your course sounds interesting! What is it exactly about? 🙂

  • Thanks for the list, Chaitra! Todoist and Sunrise Calendar look right up my alley, definitely checking them out!

    • Hey Krista 🙂 Thanks so much for reading! Todoist is amazingly helpful. What are your favorite apps?

      • Right now I’m in love with Trello, Toggl, Evernote, and HelloSign. I haven’t played around with many others yet, so I’m sure those will evolve 🙂

  • Your posts are super useful thanks so much! I use Evernote and I love it. Will have to try other apps you suggested!! 🙂

  • I keep seeing things for Sunrise but I really need to explore it and play with it. I just started using Trello with my clients and I already love how easy breezy it is.

    I’m so in love with Evernote and Dropbox, especially because Dropbox hooked me UP with storage.

  • Trello is quite an amazing app for getting things done by creating your to-do lists. It is always good to have a few apps that you can use interchangeably because they are connected with your tasks. I use Asana similar to Trello, but good thing about this app is that it have the calendar in which I use it as my editorial calendar. Also, Asana is good at reminding me when my tasks will be due.

  • Avery

    I love Evernote. Do you set your notebooks up a certain way?

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  • I got introduced to Trello at my day job and use it to organize blog related tasks, notes, post ideas, etc. I love dragging and dropping the cards to different lists. I originally got DropBox to store my backups of my blog’s database, but now I am starting to use it to store blog related photos and files. Your post reminded me to continue to work on moving files over. Thanks!!

  • Jordan

    Asana instead of Todoist/Trello, Google Drive instead of Dropbox, Raindrop.io instead of Pocket and Freeagent instead of Freshbooks. As a designer seeing my business dashboard that isn’t 100% width in your browser (lookin’ at you, Freshbooks!) is really annoying haha.

  • Victoria Rollins

    Wow, thank you so much for the post! Upon reading it I immediately signed up for Trello and Sunrise Calendar and they have been immensely helpful. I started my Etsy shop http://www.etsy.com/shop/CraftsbyCaityCouture in early June but have yet to get a single order, and just added a 20% off coupon as an incentive. That’s not me spamming you; it’s just me explaining why I read your post and how I hope it can help 🙂

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