Idea Capture

  • Besides Googling Everything (Google Drive, Calendar, Gmail, etc.) my favorite tools follow the 1-2-3 punch on a daily basis: Workflowy for my master list, TeuxDeux for a daily and weekly to-do lists, and Evernote for capturing all longer-term brainstorming, favorite articles, and presentations
  • Captio is great for emailing notes to yourself on-the-go in just two clicks (far fewer than sending yourself an email). Paper 3.0 lets  you draw on photos, create diagrams, charts, and drawings, and create checklists and other notes with ease. It’s as close as we’ve seen to technology mirroring “pen and paper” behavior.



  • World Time Buddy convenient world clock, a time zone converter, and an online meeting scheduler. Best for those often finding themselves traveling, in flights, in online meetings or just calling friends and family abroad.
  • Calendly (my favorite) and ScheduleOnce – Online appointment scheduling made easy, with lots of additional features as you move up in pricing plan (though you can get a solid set of features just starting at $5/mo)
  • Uber Conference — for only $10/mo get your own phone number, record calls, and get text messages if your guest is on the line before you, in case you forget you have a call scheduled.
  • is an oldie but a goodie (and free!) that is best at coordinating an event with a large number of people: people vote on when they are free and the tool shows you which day/time the most people are available.


  • I love Instapaper. It’s the best tool for saving all of the interesting articles, videos, song lyrics, or whatever else you come across while browsing (to reduce the problem of having a thousands tabs open). With one click, Instapaper lets you save, read, and manage the things you find on the Internet.
  • I use Feedly for staying up-to-date with blogs. Instapaper also integrates with apps like Feedly, so you can send articles to it from multiple places.


  • Omniwriter  is a distraction-free “writing environment” that serves as “your own private writing room where you can close the door behind you to focus on your writing in peace.” Ulysses is much more than just a focused-writing app – it’s a full suite of awesomesauce for all your writing and creative needs. Check out its features here.
  • Scrivener is a “powerful content-generation tool for writers that allows you to concentrate on composing and structuring long and difficult documents.” Features include formatting multiple documents, outlining and mind-mapping, sticky notes, full-screen editing and more. Cost is $40.
  • Hemingway App is one of the best automatic editing tools. Here’s how it works: after you enter a block of text, it will tell you how many sentences or phrases are: hard to read, very hard to read, contain adverbs (in place of more powerful verbs), contain words or phrases that can be simpler, or use passive voice.  

Email Management

  • Mailstrom and help de-clutter your inbox. Mailstrom provides tools for bulk processing in minutes; works with gmail by showing you a list of ALL lists you are subscribed to and allows you to mass unsubscribe.  
  • Gmail’s Priority Inbox feature – use this in conjunction with Gmail’s superstars feature, with different stars denoting different types of email and priority. For example: I use a yellow star for important emails that I want to get that week, exclamation emails to mark highly important, and then I use the blue stars for emails that I want to come back time to time.
  • SaneBox is a great tool that summarizes and filters non-important email, such as newsletters for reading quickly at a glance. The Email Game is a pretty fun way to make processing email fun and efficient.

Social Media

  • HootSuite is tremendously helpful when managing various social media accounts. Monitor all your social activity across networks in one easy-to-use dashboard which lets you schedule posts. Buffer is a great tool to schedule social media posts from links you share across the web. You can share posts to Facebook, Twitter, LinkedIn, Google+, and Pinterest.

  • The best feature about Meet Edgar (my favorite) is that once something has been shared, it goes back in line at the bottom of the library to be recycled on a rainy day. Basically, all of your content can become evergreen.

Goal Tracking

  • I use Daydeed which tracks and build habits that stick. This tool is built to nudge you into positive habit building by using reward/punishment UX design. Momentum use Jerry Seinfeld’s productivity hack (“Don’t Break the Chain”) to change your habits for the better. Habit List tracks multiple habit changes at once and discover your habit-changing trends.
  • Productivity: A robust personal time tracker for habits and goals. Measure your daily and lifetime productivity based on how much of what you say you’re going to do actually gets done.

  • Proud: This app helps you break down tasks down to achieve big goals, use timers based on the popular Pomodoro technique, and deco

Project Management

  • If you’re looking for a straightforward “to-do” app that also allows you to collaborate with others, Todoist is worth checking out. Very minimalist aesthetic, but it gets the job done and helps you keep your tasks under control. Asana is one of those tools where you can track conversations, tasks, deadlines, and productivity for just about everything — from sales leads to web development bugs. Asana makes collaborative work much easier.

  • Pomotodo: This full workflow management tool allows you to collect ideas, schedule work, finish tasks, and review task history. FocusList is a tool to plan your day, stay focused, and measure your productivity.

  • Trello: This tool doubles as a project manager for teams and a to-do list for individuals. All you have to do is drag and drop “cards” into different lists to organize your projects and track progress

  • Whiteboard: Manage your daily tasks, whether collaborating with clients and colleagues on projects at work or managing your personal to-dos.