40 Productivity Tools To Boost Efficiency

Written by Fraser Stewart
Reading time 5 minutes
40 Productivity Tools To Boost Efficiency image

In today's digital age, the quest for efficiency and optimal productivity is at the forefront of personal and professional lives. With countless tasks, responsibilities, and distractions, managing time effectively has become both a challenge and a necessity. Fortunately, a myriad of productivity tools has emerged, designed to streamline tasks, enhance collaboration, and boost overall productivity. This guide will introduce you to some of the best tools available, categorised by their primary functions, to help you navigate and select the ones that best fit your needs.

Personal Well-being and Life Management

Managing personal aspects of life can be time-consuming and, at times, overwhelming. The right tools can simplify these tasks, ensuring you have more time and mental energy for other pursuits.


Well, we had to mention ourselves in this list, didn't we? After all, Lyfeguard was designed with a singular purpose in mind: to enhance your productivity in managing life's essentials. We're not just another tool; we're a solution crafted out of understanding the complexities of modern life.

With Lyfeguard, you can bring together your personal information, finances and future planning together in one place. With unlimited storage for your information and documents, you are able to simplify organisation and have the peace-of-mind that your data is both organised and safeguarded. The platform is connected to Open Finance too; this enables your personal financial accounts to be up-to-date with real-time information and analytics. Finally, share your information with confidence to loved ones via our secure, encryption-backed Trusted User functionality.

In summary, Lyfeguard brings together your life, making it easily accessible, all in one secure place. 

Other Personal Well-being and Life Management Tools

Calm A meditation and sleep app, Calm offers guided sessions to reduce stress, improve sleep, and enhance focus.
Headspace Offering guided meditations tailored to various life challenges, Headspace promotes mindfulness and well-being.
Habitca Gamify your daily tasks and habits, turning productivity into an engaging RPG game.
MyFitnessPal A comprehensive tool to track diet, exercise, and set health goals, ensuring you stay on top of your physical well-being.

Task Management & To Do

Organising tasks and setting priorities is the foundation of productivity. Here are some top tools to help you stay on track:

Trello A visual task management tool that uses boards, lists, and cards to organise tasks and projects. Its drag-and-drop interface is intuitive, making project management a breeze.
Asana Beyond simple task management, Asana offers features like task dependencies, timelines, and workload views, making it ideal for teams and complex projects.
Todoist A straightforward to-do list app that integrates with most platforms. Its clean interface, priority settings, and project organisation make it a favorite among productivity enthusiasts.
ClickUp A collaboration and project management tool with communication and collaboration tools, task assignments and statuses, alerts and a task toolbar.
Microsoft To Do Integrated with other Microsoft apps, this tool offers task management with features like shared tasks, file attachments, and personalised daily planner.
Notion An all-in-one workspace tool, Notion combines note-taking, task management, and database creation, allowing for a highly customisable productivity experience.

Time Management & Tracking

Time is a finite resource. These tools help you manage it wisely:

RescueTime This tool runs in the background, tracking the time you spend on applications and websites, giving you a clear picture of your digital habits.
Toggl A straightforward time tracker that's perfect for freelancers and teams. Its reporting features provide insights into how time is spent across projects.
Focus@Will A unique tool that offers music scientifically designed to improve concentration and focus, tailored to different types of work and personalities.
Forest An app that encourages users to stay focused by planting virtual trees, which grow when you work and wither if you get distracted.
Pomodone This tool integrates the Pomodoro technique with your tasks and to-do lists. By breaking your tasks into focused intervals (usually 25 minutes) followed by a short break, it helps boost productivity and manage time more effectively.

Digital Calendars & Scheduling

In our busy lives, keeping track of appointments, meetings, and personal events is paramount. Digital calendars help streamline this process, ensuring you never miss an important date:

Google Calendar A versatile digital calendar that integrates seamlessly with other Google services. Its features include shared calendars, event reminders, and the ability to schedule meetings with ease.
Outlook Calendar Integrated with Microsoft's suite of tools, this calendar offers comprehensive scheduling features, email integration, and the ability to set reminders for tasks and events.
Apple Calendar Designed for those in the Apple ecosystem, this calendar offers synchronisation across devices, integration with other Apple apps, and a user-friendly interface.
TimeTree More than just a calendar, TimeTree is designed for collaboration. Whether you're coordinating with family, friends, or colleagues, its shared calendar feature ensures everyone stays informed.
Calendly Simplify the process of scheduling meetings without the back-and-forth emails. Calendly integrates with your calendar to allow others to book available time slots based on your preferences.


Capturing ideas, information, and insights is crucial for productivity:

Evernote A versatile note-taking app that stands out with its web clipper feature, allowing users to save and categorise web content seamlessly.
OneNote Microsoft's digital notebook offers a freeform canvas, making it perfect for brainstorming, meeting notes, and research.
Bear Exclusively for Mac and iOS users, Bear offers a clean writing experience with a focus on typography and a tagging system for organisation.
Google Keep A quick and colorful way to jot down notes, create checklists, and set reminders. Its simplicity and integration with Google services make it a popular choice.

Collaboration & Communication

In an increasingly connected world, effective collaboration and communication tools are paramount:

Monday.com A visual work operating system that powers teams to run projects and workflows with confidence. Its color-coded boards and automation capabilities make task management, project tracking, and team collaboration efficient and enjoyable.
Slack A hub for team communication, Slack offers channels for different projects, direct messaging, and a plethora of integrations with other tools.
Zoom The go-to video conferencing tool for many, Zoom offers features like breakout rooms, screen sharing, and webinar capabilities.
Microsoft Teams A comprehensive collaboration platform, Teams integrates chat, video meetings, and file collaboration, making it a one-stop-shop for team communication.
Miro An online whiteboard platform, Miro is perfect for brainstorming sessions, agile workflows, and collaborative design.
Dropbox Paper A collaborative workspace that goes beyond traditional document editing, allowing for real-time collaboration, commenting, and task assignment.

File Storage & Organisation

Storing, accessing, and sharing files efficiently can greatly enhance productivity:

Google Drive A cloud storage solution that seamlessly integrates with Google Workspace apps, making document creation, storage, and sharing a breeze.
Dropbox A pioneer in cloud storage solutions, Dropbox offers file syncing across devices, shared folders, and collaborative document editing.
Box Focused on business users, Box offers secure cloud content management, workflow automation, and integrations with popular enterprise tools.
iCloud Apple's solution for device syncing, backup, and cloud storage, ideal for those invested in the Apple ecosystem.
OneDrive Integrated with Microsoft's suite of tools, OneDrive offers cloud storage, file sharing, and seamless collaboration within Office documents.

Automation & Workflow

Automating repetitive tasks can be a game-changer for productivity:

Zapier A tool that connects different apps and automates workflows, allowing for seamless data transfer and action triggers between platforms.
IFTTT (If This Then That) Create automated actions between apps and devices based on specific conditions, making your tools work more intelligently together.
Make An advanced online automation platform, offering visual integrations between a wide array of online services.
Microsoft Power Automate Part of Microsoft's suite, this tool allows users to automate workflows, integrate apps, and create bots for repetitive tasks.

The 40 Powerful Productivity Tools [+ Links]

  1. Lyfeguard
  2. Calm
  3. Headspace
  4. Habitca
  5. MyFitnessPal
  6. Monday.com
  7. Trello
  8. Asana
  9. Todoist
  10. ClickUp
  11. Microsoft To Do
  12. Notion
  13. Pomodone
  14. RescueTime
  15. Toggl
  16. Focus@Will
  17. Forest
  18. Google Calendar
  19. Outlook Calendar
  20. Apple Calendar
  21. TimeTree
  22. Calendly
  23. EverNote
  24. OneNote
  25. Bear
  26. Google Keep
  27. Slack
  28. Zoom
  29. Microsft Teams
  30. Miro
  31. Dropbox Paper
  32. Google Drive
  33. Dropbox
  34. Box
  35. iCloud
  36. Zapier
  37. IFTTT
  38. Make
  39. Microsoft Power Automate

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