Having trouble finding a to-do list app that works for your busy schedule? There are so many to-do list apps on the market that it’s difficult to know which app is right for you and your particular set of needs. We’ve tested many of them and have come up with a list of pros and cons for six different to-do list apps:

ToodleDo

Pros: It is a very robust to-do list app and has a variety of customization options. It also allows you to assign time estimates for tasks, set alarms, collaborate with others and filter tasks by importance.

Cons: If you’re a visual person, it may not be the best fit and some of the features can cause confusion if you’re not familiar with them. It tends to be better for linear people.

Action Method

Pros: This app is very visual with simple fields and color-coding features. This app is the easiest transition for someone who uses sticky notes and wants to transfer to an electronic to-do list.

Cons: Does not have some of the advanced features that other apps possess, including reporting capabilities.

TeuxDeux

Pros: It is extremely basic and the easiest transition from a steno pad. It’s a good option for lighter, personal to-do lists such as grocery shopping, errands, etc. One important feature to note is that it automatically moves tasks that you don’t complete to the following day.

Cons: This app may be too basic for many professional environments and people.

Clear

Pros: Clear keeps you moving to the next task and is good for the fast-paced person that makes quick decisions. The interface allows you to pull, swipe, and drag your finger to create, arrange, and complete your tasks.

Cons: With such a simple interface that lets you swipe tasks out of the way for later, it is easy to move a task “out of sight” and “out of mind.”  Also, if you swipe the wrong direction, you could accidentally create, complete, or delete a task.

Wunderlist

Pros: This app is user friendly, a quick set up, and has a clean interface. It is also easy to toggle between categorized lists and has a consistent look and feel on each device you use it on. When you upgrade to “Pro” you can also share tasks with other team members.

Cons: There is no place to enter time estimates for your tasks and it may be too basic for some users.

Remember the Milk

Pros: Syncs with familiar tools such as Outlook and Evernote. It also works on most devices so it’s easy to use on-the-go.

Cons: The online interface is slightly outdated.

Which to-do list app do you prefer? Let us know in the comments below!

How many to-dos do you have floating around in your head right now? Half of the battle with task management is getting to-dos out of your head and capturing them somewhere.  To help you process your to-dos more efficiently we have identified 6 questions to ask yourself. It may take a little getting used to, but don’t give up! It gets easier over time.

6 questions to ask yourself when processing to-dos:

1. Can I do this in 2 minutes or less?  If the task is quick and easy, complete it right away to get it done. This is especially true of tasks that come through your email.
2. If I can’t do this task in 2 minutes, how long will it take me to complete it? Time estimates are one of the keys to good task management because it gives you a more realistic look at what you can accomplish in a day.
3. Where am I tracking the task to ensure it gets completed?  This will vary from person to person. While some people choose to track tasks on their calendar or in Microsoft Outlook, others enjoy the mobility of a to-do list app. If you don’t already have a to-do list app, we recommend either the Toodledo app (if you’re linear and analytical) or the Action Method app (if you prefer a visual layout).
4. Can I batch this task with any other tasks?  Put similar tasks together to help you save time. The possibilities for batching tasks are endless. It can be as simple as scheduling all of your networking meetings on the same day or only reading industry newsletters once a week.
5. What do I need to complete this?  Do you need to talk to someone else before you complete the task? Does it require a phone call?  Do you need your computer? Determine what else is required in order to complete the task. It’s never fun to sit down to complete a task only to realize you’re missing something.
6. Can I delegate this task to someone else?  If so, we recommend you delegate.

Interested in additional task management training? Join us for a hands-on training workshop on June 6th, 2013 called Check It Off! Innovative Task Management for Your Growing To-Do List.

You’ve probably been frustrated by these email faux pas before. Perhaps you’re guilty of a few yourself? Here are 10 email faux pas to be mindful the next time you hit send on an email:

1. Subject Line Confusion: Subject lines can be a very valuable tool—they help us decide if we should open an email now or later (or delete it all together).  When there is no subject line, an irrelevant subject line, or a ridiculously long subject line, we feel like our time is being wasted. Remember to take a look at your subject line before you send. Is it still relevant?  Sometimes the subject of your email changes from the time you start writing to the time you finish.
2. CC’ing the World: CC’ing others is important, but make sure the people you’ve included actually need to be on the thread. Also, keep in mind the difference between “To” and “CC.” By including someone in the “To” field, you are implying that an action is required. “CC” typically suggests the person has been included for informational purposes.
3. Can I Have Your Number? Have you ever tried contacting an email correspondent via phone after an email conversation, only to find they don’t have an email signature?  Make sure your signature includes all the contact information others need to reach you.
4. Email Novels: Emails shouldn’t be the next War and Peace.  The very nature of an email is to be concise.  Channel your Twitter skills and make sure you’re not sending unnecessarily long messages.
5. Email Tweets: In the same vein, don’t you despise emails that are so short they didn’t deserve becoming an email in the first place?  If you have a quick comment or question, connect through instant message rather than email.  You’ll probably get a faster response too.
6. Tpyos: Did you catch that one? You should not have to guess what a word means.  Especially with auto correct and spell check. Take a moment to glance over what you’re sending before you send it.
7. Replying to the Wrong Part of a Thread: If you haven’t checked your inbox in a while and begin opening the earliest messages first, make sure you don’t respond to outdated emails.  Turn the “conversations” feature on in your inbox so you can respond to the most recent email in the thread, rather than comment on parts of the conversation that have been resolved already.
8. “Where’s the Attachment?” How many emails have you received detailing the important attachment you must review and sign off on, only to find the attachment was not…attached.
9. Too Big Attachments: How do you feel about emails with way too many graphics in the body?  If you need to send large files, images or documents, try sending them a link via Dropbox to download the files directly.
10. Wait, What Are We Talking About? If your thread conversation starts to round a corner towards a new topic, just start a new thread with the appropriate subject line.  This helps recipients stay on track with the conversation and find the archived thread later.

How many of these pesky faus pas are you guilty of?  Share this blog post with your team to help everyone avoid these tendencies and stay on track!

At Innovatively Organized, we are big fans of label makers.  One of the keys to staying productive at work is not just organizing your space, but maintaining your space.

Once all of your file folders, incoming documents, supplies, and mail have a “home” in your office, make it official with a label.  Adding consistent labels to your workspace allows you to save time retrieving documents and maintain organization. It also helps others find (and return) items quickly and easily.

Without further ado…here is our favorite label maker, the Brother PT1290 Home and Office Labeler (don’t forget the label maker tape).  Happy labeling!

There are so many productivity blogs out there, but how do you know which productivity blogs are worth reading? We have compiled a list of our top ten productivity blogs that can help you boost your efficiency and time management:

1. Lifehacker

Lifehacker posts frequently on a variety of topics—from productivity to tech to DIY projects—but everything comes back to saving you time.  Some of our favorite posts are part of their “How I Work” series, where various professionals detail how they stay productive.

2. Time Management Ninja

We originally stumbled upon this blog because of the title, but over time, it’s become clear that author Craig Jarrow has a knack for time management.

3. The Productivity Pro

Laura Stack does a nice job of addressing leadership and productivity topics on her blog.  While many of the blog posts are a little long for our liking, there are some beneficial tips underneath all of the words.

4. Geek’s Guide to Getting Things Done

It primarily focuses on how technology can help you get things done.  From app reviews to innovative workspaces, author UberTech does a nice job of putting together relevant and concise posts.

5. Outlook Blog

Microsoft Outlook is one of our favorite tools for staying productive.  This blog helps us stay on top of the latest features as they roll out.

6. GTD Times

It’s David Allen’s official blog…need we say more?  If you enjoyed his book Getting Things Done, you’ll find his blog a natural extension of the book.

7. Evernote Blog

At Innovatively Organized, we use virtual notebooks to organize all sorts of things.  The Evernote Business blog not only let’s us know when new features are released, but it also features creative ways to use Evernote for your business.

8. Work Awesome

We love this blog because it’s about being awesome!  But in all seriousness, the productivity category of the blog has engaging content with actionable items you can implement.

 9. Productivityist

Mike Vardy consistently writes guest articles for a number of productivity websites and blogs, but this one is all his own.  His articles are quick and to the point so they won’t waste your time.

10. Cloud Productivity

We are always on the lookout for how we can utilize the Cloud to increase efficiency and author Jeremy Roberts does just that!  From cloud technology news to productivity tools, this is a notable blog to add to your feed.

We hope you start following some of these blogs and learn some new skills along the way.  And of course, let us know if there are any blogs that you think we should read that didn’t make our list.

Think you’re the only executive or manager that feels like there’s never enough time in the day to get everything done?  You’re not alone: other small business owners feel pressed for time too.

According to a recent Wall Street Journal article, “Bosses Struggle With Time Management, Too,” many executives “aren’t happy with how they’re managing this limited resource.”  In fact, a survey found that just “52% said they were spending their time in a way that matched their companies’ strategic priorities.”  The article classifies four types of executives—online junkies, schmoozers, cheerleaders, and firefighters—based on their time-use habits

The article demonstrates why time management is becoming such a crucial problem in business: professionals don’t know how to track their time and companies don’t offer guidance. 

When people want to save valuable resources, they start tracking how they use it.  For instance, when an individual wants to save money, they track where they are currently spending their money.  The same concept applies to saving time: the first step in time management is to start tracking how you currently use your minutes and hours.  Track your time for one week, evaluating where you spend your time.  From there, you can start finding ways to save time or use it more effectively.

Do you ever feel like your to-do list isn’t cutting it? You’re not alone! Many clients we work with already have a to-do list, but they need a few quick tips to make them more efficient with their task management. In this video, productivity expert Elizabeth Bowman reviews five ways your to-do list isn’t working.

For more time management tips, register for our upcoming Time Management 101 webinar on February 21, 2013 at 12:00pm (PST).

*Please note: the webinar has passed, but you can purchase a recording of the webinar here.

Finding time for yourself is hard enough, but coordinating time with co-workers or your team to collaborate is a completely different beast to tackle.  Sometimes if feels like the time spent coordinating a meeting takes more time than the meeting itself (talk about unproductive).

In order to stop wasting time and unnecessary emails to fit meetings into your team’s schedule, here are 3 ways to schedule more efficiently:

1.    Microsoft Exchange Server

If your team is already using a Microsoft Exchange Server for email, you can share your individual calendars.  With a few clicks of a button, you can see when coworkers are available, send them calendar invites and share meeting agendas. Here is a quick overview of how you can share calendars. If your team is not currently using a Microsoft Exchange Server, contact us for details about setting one up.

2.    Google Calendar

More and more small businesses are using Google to collaborate with their team and Google Calendar is no exception. Instead of having to individually invite people to share your calendar, you can set up a Google Group and invite everyone at once. Here is a quick overview of how to share calendars using Google.

3.    Doodle

Doodle is a simple tool to help you schedule more efficiently, especially when people outside your team are involved in a meeting.  The person coordinating the meeting can input a list of potential meeting dates and times into a form on Doodle. Doodle will automatically generate a poll to send to participants. Once all participants have submitted their availability, you can determine what works best for everyone and confirm the appointment time.

How does your team or small business schedule to collaborate or meet?  Do you use a shared team calendar?

The countdown is on: just ten days left in the year!  For many of us, that still includes about a week left in the office working.  Take advantage of this time to prepare yourself for the New Year.  Rather than leave your office and your work a huge mess, racing to complete deadlines and get to the holidays, use this time to get organized.  Here are 15 tasks you can do this last week of December to help you return next year ready to hit the ground running!

1. Go through the pile(s) of papers you’ve been meaning to sort.
2. Set up a system to help your business go more paperless—we offer paper management and filing systems services for business.
3. Deep clean your desk or workspace—here are some tips to organize your desk.
4. Empty your email inbox—here’s one of our webinars to help clear your inbox.
5. Set your “out of office” for the day and work on 2013 strategic planning without interruption.
6. Write and send thank you notes to networking contacts, clients or strategic partners.
7. Attend a webinar to add to your skill set—here is a list of our upcoming webinars.
8. Update your LinkedIn profile.  Write recommendations for people or endorse their skills.
9. Go back and read industry newsletters or blogs you’ve been meaning to catch up on.
10. Go through the pens at your desk and toss the ones that have dried up.
11. Pre-write content for your blog or newsletter so you don’t have to do it later.
12. If you use a paper calendar/planner, set aside time to purchase your 2013 calendar and get it organized.
13. Read a book you’ve been meaning to read—here are some of our book recommendations!
14. Identify 3 repeatable tasks you can delegate to someone else and write the necessary instructions.  That’s three items off your list in the New Year!
15. Write down your individual goals for 2013 and set an appointment with yourself each month to track your progress.

Good luck during this last week of the year, and may you have a relaxing break for the holidays!

It’s beginning to feel a little quieter in Downtown Seattle.  You can tell people are starting to head out of town for the holidays and it will likely remain this quiet until the New Year.  It can be tempting to lose steam with so many people out of the office, but we can honestly say it’s one of our favorite times to be in the office.  Why?  Because it’s my most productive week of the year!

Below are a few tips to help you stay focused and productive during the last week of the year:

1.  Write it down – Make a list of all of the tasks that you’ve been meaning to get to, but have never become a top priority.  You know what we’re talking about - that pile of papers you’ve been meaning to go through, the thank you notes you keep putting off writing, the email inbox you keep hoping to organize, and the strategic planning you start working on but somehow you always manage to get interrupted.  Writing these tasks down helps you stay focused on accomplishing them.

2.  Team Up With a Coworker – If you need help finishing some projects this week, ask a coworker for their assistance.  Everyone is busy this time of year, but the work goes faster when everyone helps out.

3.  Limit Your Social Media – We all love our Twitter breaks, but it is disruptive and distracting to keep refreshing your feed.  Put your social media on hold until lunch breaks or after work.

4.  Set Specific Times To Check Your Email – Take down your pop-up notifications that announce each incoming email.  As strong as we all think we are, it’s hard to look at the subject of an email and not click to open it.  Pick a few times throughout the day to check-in on your inbox, rather than reacting to it the entire day.

5.  Break Down Monotonous Tasks – You might be procrastinating some tasks and projects because they seem long, tedious and boring.  Try breaking these tasks down into smaller blocks of time (30 minutes a day) and scheduling them for a time when your brain needs a little break anyways.  For instance, I prefer to save “mindless” tasks for late afternoon because it allows me to be productive during a not-so-productive hour of my day. Stay consistent and you’ll be done by the end of the week!