TL;DR
Three tools cover most people: RescueTime shows where your computer time really goes and can block distracting sites, 24me puts your calendar, to-do list and notes in one phone app, and Google Tasks gives you a free to-do list that syncs with Gmail and Google Calendar. Pick the one that fixes your biggest time leak and use it every day.
Technology can be your best friend when you are trying to stay organized, or your biggest distraction. The trick is choosing a few tools that do one job well and actually using them. Here are three I recommend, one for your computer, one for your phone and one that works everywhere.
1. For your computer: RescueTime
Time is our most valuable commodity, and it is easy to lose an hour to email and random websites without noticing. RescueTime runs quietly in the background and tracks how much time you spend in each app and website, so you can see where your day really went. Its Focus Sessions can block distracting sites and apps, and even pause email or chat, while you work on something important. New accounts get a two-week free trial before billing starts.
2. For your phone: 24me
Your phone can be a distraction or your personal assistant. 24me combines your calendar, to-do list and notes in one app. It sends reminders, alerts you when it is time to leave based on traffic, and can pull in tasks from Outlook. It works on iPhone, Android and Apple Watch, and on the web.
3. For both: Google Tasks and Google Calendar
If you already use Gmail, you have a free to-do list built in. Google Tasks syncs across your computer and phone, lets you turn an email into a task, and shows due dates right in Google Calendar, with notifications so nothing slips. This replaces Google Now, which I recommended in the first version of this article; Google has since retired it.
Which one should you start with?
Start with the tool that fixes your biggest time leak. If you lose hours online, try RescueTime. If you forget errands and appointments, try 24me. If your to-do list lives in your inbox, try Google Tasks. One tool you use every day beats three you open once.
If the right app still isn’t fixing it, the problem may be how work flows through your business, not the tool. Find what’s holding your business back.
Keep reading
- 10 Things We Can Do To Achieve BalanceThree goals a day, booking your own time and doing one thing at a time.
- How to Create a Customer Follow-Up System That Works for a Small BusinessOne contact list, a next step for every contact and a regular follow-up time.
Frequently asked questions
What is the best app to track where my time goes?
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RescueTime runs in the background on your computer and tracks how much time you spend in each app and website. Its reports show where your day really went, and Focus Sessions can block distracting sites while you work.
Can an app block distracting websites while I work?
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Yes. RescueTime’s Focus Sessions can block distracting websites and apps, and even pause email or chat, while you work on an important task. New accounts get a two-week free trial.
Is there one app for my calendar, to-do list and notes?
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24me combines a calendar, to-do list and notes in one app, with reminders and travel-time alerts based on traffic. It works on iPhone, Android, Apple Watch and the web.
Is there a free to-do list that works with Gmail?
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Yes. Google Tasks is free with a Google account. It syncs across your devices, lets you create a task from an email, and shows due dates in Google Calendar with notifications.
What happened to Google Now?
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Google retired Google Now years ago and folded its features into Google Assistant, which is now being replaced by Gemini on Android phones. For a simple to-do list, Google Tasks is the current free option.
