Staying organized can sometimes feel more like taming the whirlwind. Juggling notes, daily to-do lists, and maybe tracking larger projects–all while managing your business and clients. And with so many options out there, where do you begin? The ideal tool(s) for you will depend on your working style, how much structure and detail you desire, and even the nature of your business.
Let’s explore a range of options—from classic pen-and-paper to cutting-edge software.
Paper-Based Tools
Post-It Notes
Post-It Notes are a favorite for capturing quick thoughts or reminders. The bright colors and sticky backing make it hard to miss when you place them on your desk or monitor. They’re great for short-term tasks or brainstorming, but the simplicity is also their limitation. It’s easy to lose or misplace them. Or sometimes they become wallpaper that your brain glazes over if left up for too long. And they’re not designed for keeping track of detailed or long-term plans. If you’re someone who thrives on visual cues and needs an immediate reminder, Post-It Notes can be a lifesaver—just don’t expect them to serve as a comprehensive system unless you have a way of moving or storing them.
Notebooks and Journals
For those who love the tactile experience of writing, a good notebook or journal can be a powerful tool. Options like ruled spiral notebooks, Bullet Journals or Moleskine notebooks provide a blank canvas to organize thoughts and plans in whatever way suits you best. Notebooks and journals work especially best for those who enjoy the flexibility and focus that comes with writing offline. Writing by hand encourages creativity and reflection, and there’s no risk of being interrupted by a digital notification. The only drawback is over time, notebooks can become unwieldy and if you need to reference the notes later you’ll want to be diligent about keeping things organized.
Planners
Planners like the Panda Planner (my personal favorite), Passion Planner, a planner sheet template through Canva, or Erin Condren LifePlanner provide a structured approach to staying on top of your tasks and schedule. With sections for daily, weekly, and monthly planning, as well as prompts for goal-setting, planners are ideal for those who appreciate routine. Depending on how much structure you crave, planners can feel freeing or feel restrictive since some planners may require regular updates to remain useful. If you value having a roadmap to guide your day, a planner might be the perfect fit for you.
Rocketbook
If you love writing by hand but also want the convenience of digital organization, Rocketbook offers the best of both worlds. This reusable notebook lets you jot down notes with a special pen, scan the notes using an app, and instantly upload them to cloud services like Google Drive, Evernote, or Dropbox. Once uploaded, you can wipe the pages clean and start fresh. It’s an eco-friendly option that bridges the gap between analog and digital tools. They even have a Rocketbook Panda Planner edition if you’d like the best of both. The only catch… you’ll need to get into the habit of scanning regularly to keep your notes accessible.
Digital Tools
Evernote
Evernote shines as a digital notebook. Its powerful search function allows you to quickly find notes, and you can attach images, PDFs, or voice memos for added context. The free plan is somewhat limited, which might be a downside for those of us on a budget. Additionally, while it excels at note-taking, it’s not designed for managing tasks or projects. It’s best suited for those who want a searchable archive of their ideas and information.
Google Workspace Tools
For those who already use Gmail and Google Calendar, tools like Google Keep and Google Tasks offer simple and seamless task management. Google Drive with Docs is a great way to also capture longer form notes. The integration across Google’s ecosystem ensures everything works together effortlessly. While these tools are straightforward and easy to use, they lack the customization options and advanced features of more specialized software. If you need basic organization without added complexity, Google Workspace might be all you need.
Notion
Notion offers a customizable platform that can handle everything from task lists to detailed databases. For anyone who enjoys building a system tailored to your specific needs, Notion provides unmatched flexibility. However, its vast array of features can feel overwhelming at first, especially if you’re not particularly tech-savvy. Once you dive in and play with it, Notion can become a powerful all-in-one tool to centralize your notes, projects, and tasks in a single workspace.
Asana, Trello, ClickUp, and Monday
If you enjoy mapping projects with a level of depth and/or your work involves juggling multiple projects, tools such as Asana can help you stay well organized with detailed tracking. With visual boards, timelines, checklists, and subtasks—these programs can offer a clear view of your action items, progress and priorities. They are especially helpful if you are working with other folks such as a VA, contractors, collaborators, or clients on projects to keep everything and everyone organized. While they are designed with teams in mind, the project management features can be useful for keeping track of your own tasks. Most of the free features I have found to be more than sufficient for solopreneuers however the level of detail these tools offer may be too much if you’re looking for more streamlined to-do tracking.
What’s been working for me
Leveraging a hybrid approach of blending paper and digital tools has worked wonders for me. I personally love Asana and use it for everything—my biz admin, client projects, and capturing future ideas and inspirations. I stash it all in Asana. I use a Panda Planner for my daily tasks. What I love about Panda Planner is the practice of grounding my day with gratitude, framing what I’m looking forward to, and the priority list with a timeline for the day. I will check dates in Asana and fill in my planner for the day. I could only use Asana, but writing it out and physically checking things off gives me greater satisfaction. If I don’t have my planner with me then I’ll sometimes use Google Tasks to make a quick list. I jot down quick thoughts and inspirations (or urgent to dos) on Post-it notes and keep them in a book if it’s a quote I want to reference later or toss it once the to do is captured elsewhere or completed.
I’ve found combining tools has allowed me to play to my optimal cadence while creating a system that still allows room for experimentation in finding my own rhythm.
Tips for Finding Your Flow
Finding the right organization tools for you will likely involve some trial and error.
Start by assessing what you are currency doing, what’s working and what isn’t.
Ask yourself what kind of structure would feel most supportive (firmer or more flexible)? Then start looking into the tool(s) that may feel most supportive to fill this gap and experiment with an option or two at first to see if it will fit into your workstyle.
Remember to keep your system simple as possible, as using too many tools can lead to chaos rather than clarity. Then you’ll be asking yourself – where did I put that again?
