Let’s be honest—being an entrepreneur, solopreneur, or even just someone juggling a busy life feels like running on a treadmill while balancing plates. Staying organized and focused is critical, but with so many tools out there, where do you even start?
As a coach and busy mom managing a blended family and a business, I’ve been through the trial-and-error phase of finding what works. I’m not just recommending these tools for the sake of it—I’ve lived these tools, used them to save my sanity, and helped my clients find clarity in their chaos.
Here are my top seven productivity tools that will change the game for you:
1. Trello: The Brain Dump Saver
I call Trello my "organized chaos board." It’s a visual project management tool where you can create boards, lists, and cards to map out your goals, tasks, or even personal plans.
How I Use It: I have a board for each part of my life—one for my coaching clients, another for content ideas, and even a personal board for meal planning and family activities. It helps me prioritize without feeling overwhelmed.
Why It’s Awesome: It’s flexible, easy to use, and lets you see the big picture without getting lost in the weeds.
2. Notion: Your Digital Swiss Army Knife
Notion is where I do my “thinking.” It’s a customizable workspace where you can take notes, create databases, plan projects, and track progress.
My Personal System: I use Notion for journaling, brainstorming new program ideas, and keeping all my client notes in one place. I even track my gratitude practices here.
Why It’s a Must-Have: Notion is endlessly adaptable. Whether you’re someone who thrives on structure or prefers creative freedom, it works for you.
3. Google Calendar: The Classic That Never Fails
I know it’s not flashy, but Google Calendar is my anchor. Without it, I’d probably miss half of my meetings and forget my daughter’s soccer game.
What Makes It Effective:
- Time-blocking: I assign specific blocks of time for focused work, coaching calls, family time, and even rest.
- Reminders: They nudge me when life gets busy.
Pro Tip: Sync it across all your devices. It’s like having a personal assistant in your pocket.
4. Focus@Will: Your Concentration Wingman
If you struggle to stay focused while working, this app is a game-changer. Focus@Will uses scientifically curated music to enhance concentration and productivity.
How It Helps Me: As someone who gets easily distracted (hello, kids barging into my home office), this app keeps me in the zone. The music is designed to keep your brain engaged without pulling your attention away.
Client Testimonial: One of my solopreneur clients swears by it, saying it’s the only thing that keeps her from doom-scrolling during work hours.
5. ClickUp: Productivity Meets Collaboration
If you manage multiple projects or work with a team, ClickUp is a one-stop solution. It combines task management, time tracking, goal setting, and collaboration tools in one platform.
My Experience: I use ClickUp to track my coaching business milestones—eBook launches, course deadlines, and new client onboarding tasks.
Why You’ll Love It: It’s like having Trello, Notion, and a calendar rolled into one.
6. Pomodoro Timers: Your Secret Weapon Against Overwhelm
Ever heard of the Pomodoro Technique? You work for 25 minutes, take a 5-minute break, and repeat. It’s a simple but powerful way to tackle big tasks without burning out.
What I Use: The Focus Booster app is my go-to Pomodoro timer. It tracks my sessions and even gives me reports on where my time goes.
Why It Works: It creates urgency without pressure and gives you built-in moments to breathe.
7. Canva: The Creativity Boost
Productivity isn’t just about tasks—it’s about creating with ease. Canva makes designing social media posts, eBooks, or even simple graphics effortless.
My Canva Story: I’m not a graphic designer, but Canva makes me look like one! I’ve created everything from coaching program flyers to Instagram posts with its templates.
Why It’s a Lifesaver: For entrepreneurs wearing multiple hats, Canva saves time and delivers professional results without needing design skills.
Bonus Insight: Productivity Isn’t Just Tools—It’s Mindset
These tools are incredible, but they won’t work unless you do. Here are a few mindset shifts to enhance your productivity game:
- Start Before You’re Ready: Don’t wait for the perfect moment to use a tool or implement a system. Progress beats perfection every time.
- Audit Your Energy: Track when you’re most productive and plan your toughest tasks during that time.
- Say No Without Guilt: Protect your time like it’s gold, because it is.
Final Thoughts
The right tools, combined with the right mindset, can help you turn chaos into clarity. I’ve seen these tools revolutionize not just my business but also the lives of my clients.
What’s one tool or hack you’re excited to try? Or do you have a personal favorite you swear by? Drop a comment below—I’d love to hear from you!
