8 Apps to Manage and Improve Productivity

Discover the tools to help you out of a creative jam, organize your to-do list, and reduce stress

It's no secret the creative process isn't always the cleanest one: you probably know what it’s like having a few dozen tabs loaded, and as many open files. You've most likely experienced the headache that comes from not only doing your job but also having to search for your work among all that information.

The good news is that there are apps out there to help you keep the urgent tasks in view and get rid of the extras, preserving your creative energy so you can focus on specific tasks and work more productively. These tools allow you not only to be more efficient but also to rid yourself of unnecessary stress and, as a result, use that energy to be creative.

The productivity experts at Elastic Heads studio (@elasticheads) encourage entrepreneurs and freelancers to use a variety of apps to manage and improve their productivity on a daily basis - here's eight to get to know now.

1. Notion

One of the main benefits of this app, both for individuals and businesses, is its flexibility. Notion works using blocks that can be anything you want: text, images, emails, to-do lists, bullet points, code. You can write a sentence and then quickly transform it into a standalone page or an entire database.

As the structure of Notion is interchangeable, a bit like Lego pieces, its use can become quite complex. The experts at Elastic Heads recommend starting with the basics: use the functions to follow to-do lists, centralize emails, add calendars, and file documents. Block by block, you can add all the extra functions you need.

2. Craft

Craft is similar to Notion but more text-focused. It's a tool used for creating documents and notes where you can share your thoughts quickly and clearly. Craft supports bullet points, adding hyperlinks, embedding code, images, videos, and attaching files like any word processor.

The real draw here is the visual elements. While most writing apps don't prioritize images and videos, Craft does, making it an excellent tool for jotting down design and creativity ideas.

3. Muse

Elastic Heads defines this app as an ideal tool for abstract thinking that can be particularly useful during the research stage of a project. Muse describes itself as a spatial canvas for your research notes, reading, sketches, screenshots, and bookmarks.

The app creators believe that "deep thinking doesn’t happen in front of a computer", which is why Muse looks more like a notepad - and sometimes a game board.

4. Hill Chart (Basecamp)

In recent years, many companies and professionals have been using Basecamp To-Dos to keep track of their teamwork. But for larger projects involving dozens - or even hundreds of tasks - this isn't enough.

In order to keep an eye on all the big-picture questions (Will the project be done on time? Are people stuck?) and processes, the app created a graphics system called Hill Chart that gives you a zoomed-out overview of all the tasks and their statuses.

5. Roam Research

Working towards the Bullet Journal model, this unstructured note-taking application allows you to write without having to think about which folder each item belongs to.

Bullet journaling is an analog planning system from the mind of Ryder Carroll that aims to maximize productivity. Using a series of thoughtfully and consciously crafted to-do lists, the goal is to "track the past, order the present, design the future," as Carroll himself explains. It's a method that you can easily customize to your own requirements and routines.

6. Obsidian

Obsidian is an ideal knowledge management application for taking notes and turning them into a rich web of linked thoughts. Its powerful linking functions turn individual files into a knowledge base that works as a second brain. One of its strengths lies in being fully customizable, so you can convert it into whatever you want.

7. Google Calendar

Google Calendar is designed to help you save time every day. It offers different ways to consult your calendar in months, weeks, and days and quickly save your events. You can also use the app to merge all your upcoming activities on all of your devices to avoid overlap. If you're not using it yet, the experts say you should seriously consider it.

8. Reeder

With Reeder, you can quickly compile lists of articles, bookmark what you're reading, save unfinished articles for later, and access them in alternative (easy-to-read) formats. Using Reeder enables you to efficiently manage and divide new stories as they build up to help you keep track of what's what (and why you saved them in the first place).

After more tips and tricks to boost your productivity?

Discover daily techniques and tools to improve your workflow in Elastic Heads’ Domestika course Techniques to Improve Your Productivity. The course ways for developing and implementing a personal productivity system to help you meet your business objectives, manage your time well, and adopt a good work philosophy. It will also help you get rid of distractions and achieve a better work-life balance.

English version by @acesarato

- 6 Online Courses in Productivity and Organization for Creative Freelancers
- The Pomodoro Technique: The Key to Successful Time Management
- How to Organize Your Time to Learn Online
- Business Mindset for Creatives: Make an Action Plan, a course by Abraham Asefaw
- Productivity for Creatives with Google Workspace Tools, a course by Chanel Greco