15 Must-Have Organizational Tools for Every Entrepreneur

By Hazel Pan Mar 06, 2020

How much value for money can organizational tools give back to your business?

Well, a lot, as it turns out.

You see, whether it's savings in the form of time or earnings, case studies show that organization tools are instrumental to helping many businesses save a huge amount of resources.

How? By improving productivity and optimizing inefficiencies in their processes.

In one case study, a company reported saving at least $130,000 annually in salaries! And all this after investing in software to help them manage their teams’ clocked-in time.

Now, if you could incur the same savings for your business, what tools would you choose?

Below, we’ve compiled a list of the top must-have organization tools that should be in every entrepreneur’s suite, along with prices, pros, cons, and other useful information.

Best Organizational Tools for Entrepreneurs

1. Infinity

Infinity Organizational Tool

Tired of checking (and paying for) multiple organizational tools just to monitor different facets of your business? 

With Infinity, you can organize and manage your sales process, HR, accounting, projects, and more with just one platform. 

Entrepreneurs, freelancers, realtors, devs, and almost any niche can take advantage of the platform, as it offers multiple ready-made templates tailored for your needs in the following categories:

  • Product Development
  • Project Management
  • HR 
  • Sales
  • Personal 
  • Real Estate
  • Freelance
  • Personal
  • Marketing
  • Events 

Just use a default base or a template that fits what you need, then customize it as you go. Once you add items/tasks to your boards, you can filter them to show only what you need in that moment or group them by using different parameters.

In addition to this, you can also track time for all of your tasks with Infinity, collaborate easily with your team via notifications and comments, and add everything from dates to attachments to your tasks thanks to Infinity’s fantastic Attribute system.

The entire app is incredibly intuitive and easy to use, so it won’t take you too much time to figure it out and find out how to best use it for organizing your business. Plus, it comes with dedicated iOS and Android apps, meaning that you can access your workspaces even when you’re on-the-go.

Infinity Features:

  • Customizable Project Management Templates (Sales, CRM, Marketing, Trask Tracking, etc.)
  • Customizable Views (Column, List, Kanban, Calendar, Gantt)
  • Time Tracker Integration
  • Drag-and-Drop Interface
  • Forms
  • Color Coding
  • Sorting
  • Advanced Filtering
  • Tags
  • Hide/View Columns or Rows
  • Structured Workspaces
  • Customizable Hierarchy (Tabs, Folders, Items, etc.)
  • Folders with Nested Sub-Folders
  • Team Collaboration
  • File and Note Sharing
  • Task Assigning 
  • Mentions
  • Comment Threads
  • Notifications
  • Permission Settings
  • Third Party App Integration (Zapier, Slack, Trello, etc.)
  • Multiple Device Syncing
  • Task Workflow Automation
  • Agile & Scrum Capability
  • Personal Task Tracker
  • Available on Web, Apple, and Android

Pricing

Infinity currently has a lifetime deal available and pricing starts at $149 for up to 10 users.

2. Zoho Projects

Zoho Organizational Tool

Due to its expandable nature, Zoho Projects is a good must-have organizational tool for fast-growing businesses.

Zoho Projects is a project management app that comes with all the essentials you need to organize and manage multiple tasks, projects, and timelines. 

It also falls under the umbrella of the Zoho family of software applications. This means that, as you need them, you’ll have easy access to add-ons ranging from accounting, CRM, email marketing, software development, and more, without worrying about any integration issues.

This capacity to let you continuously add anything else you may need to help organize and manage your business is what makes Zoho Projects a convenient choice.

Zoho Projects Features:

  • Customizable Project Organization Templates
  • Task Management
  • Milestone Tracking
  • Workflow Chart Mapping
  • Kanban Board View
  • Task Dependencies
  • Task Automation
  • Time Tracking
  • Charts & Reporting
  • Gantt Charts
  • Resource Tracking
  • Zoho Analytics Add-on
  • Activity Reporting
  • Create Customizable Reports
  • Issue Tracking & SLA
  • Social Project Management
  • Status Feeds 
  • Topic and Comment Threads
  • Team Forums
  • File Attachments
  • Mentions
  • Public and Private Team Chatrooms
  • Knowledge Base
  • Timesheets
  • Invoicing
  • Project Scheduling
  • Calendar View
  • Integrations
  • Marketplace
  • Available on Web, Apple, and Android

Pricing

Starts at $18 per month for up to 6 users, or $150 billed annually. Free plan available.

3. Evernote

Evernote Organizational Tool

Evernote is a popular note-taking SaaS app used for capturing and organizing your notes online and through mobile.

It automatically syncs your data across multiple devices and has offline access, making it a great fit for remote teams or one that’s always moving around.

You can use it to create task checklists, scan documents, capture screenshots, meeting notes, voice memos, save, and share files such as PDFs, documents, and other business data with your team.

Evernote Features:

  • Note Taking & Organization
  • Customizable Note Templates
  • Customizable Project Management Templates
  • Customizable Personal Task Tracker
  • Permission Settings
  • Offline Access
  • Multiple Device Syncing
  • Team Collaboration
  • Workflow Tracking
  • Deadline Notifications
  • Workspace, Notebook, and Tags Hierarchy
  • Tagging and Sorting
  • Advanced Search Features
  • Document Scanning
  • Search Handwriting
  • Search PDFs and Documents
  • Web Clipper
  • Third Party Integrations (Slack, Google Drive, Salesforce, etc.)
  • Available on Web, Apple, and Android

Pricing

The Business plan starts at $14.99 per user per month, for a minimum of 2 users.

4. Google Calendar

Google Calendar Organizational Tool

Google Calendar is one of the convenient organizational tools you can choose for managing your schedule and reminders. How come?

Since its parent company, Google, also dominates the online browser space, Google Calendar has no problem being one of the most recognizable apps with the widest reach on this list.

Also, it comes readily integrated with Google’s Gmail, which in itself is also one of the most popular email clients in the world with a market share of a whopping 26%

As a calendar app, it also offers a generous amount of features on a forever-free plan, which allows it to stand out against other paid calendar apps.

Google Calendar Features:

  • Appointment Scheduling
  • Meeting Management
  • Resource Booking
  • To-Dos (Reminders)
  • Notifications
  • Deadline Reminders
  • Task Reminders
  • Shareable Calendars
  • Automatic Suggested Meeting Times
  • Automatic Time Zone Conversion
  • Team Availability Management
  • Event Organization
  • Google Suite Integration
  • Third Party Integration
  • Offline Access
  • Multiple Device Syncing
  • Multiple Accounts Syncing
  • Group Calendars
  • Calendar Migration and Syncing
  • Conference Call Booking and Planning
  • Available on Web, Apple, and Android

Pricing

Prices start at $4.20 per user per month, if integrated with Google Suite. Comes free as a standalone app.

5. Trello

Trello Organizational Tool

Trello is another organizational tool that’s incredibly easy to use and has a generous free plan.

With its huge gallery of ready-to-use templates, Trello is well-equipped to handle anything from marketing, personal habit tracking, sales process, editorial calendar, and other business process organization needs, 

So, what can you do with Trello? 

Organize different projects by creating different boards, and then give access permissions per team member involved in your project. You can create and save tasks into cards, attach files, notes, and deadlines. 

You can also organize your tasks per project status by setting up project status columns, after which you can drag and drop each task card on the designated column depending on its status.

If you’re a solo freelancer, beginning to outsource small projects, or just launching a small business, Trello can be an ideal low-cost application to start with.

Trello Features:

  • Multiple Project Management Views
  • Access to Ready-to-Use Template Gallery
  • Create & Save Your Own Templates
  • Customizable Project Management Templates
  • Customizable Personal Tracking Templates
  • Sales Process Organization Templates
  • Kanban Board
  • List View
  • Calendar View
  • Attach Files
  • Checklists
  • Set Due Dates
  • Due Date Reminders
  • Email and In-App Notifications
  • Multiple Team Management
  • Multiple Boards Organization
  • Advanced Search Operators
  • Task Dependencies
  • Automated Task Workflows
  • Rule-Based Triggers
  • Custom Card & Board Buttons
  • Calendar Commands
  • Due Date Commands
  • Third Party App Integrations (Slack, Zapier, etc.)
  • Available on Web, Apple, and Android

Pricing

Starts at $12.50 per user per month when billed monthly, or $9.99 per user per month when billed annually. Free plan is available.

6. Airtable

Airtable Organizational Tool

Airtable looks like a spreadsheet, but is actually a no-code database application that will give you the ability to organize almost any business process you need.

Though definitely versatile, it is also one of the most difficult-to-learn apps on this list, so if you’re not ready to dedicate some time to learning how it works, then you might be better off just going with simpler tools that cost much less. 

However, if a little bit of learning curve doesn’t scare you, and you’re prepared to invest some time to make the most out of Airtable’s multitude of expandable features, then you’ll be in for a treat.

It’s almost like Zoho in its capacity for adding features as you need them, except that instead of paying for added integrations for another Zoho app, with Airtable you expand the features you need by paying to access what are called “blocks”. Blocks are mini apps with functions such as time tracking, geo-tagging, and others, that you can drag and drop into your default Airtable.

Airtable also comes with its own library of templates for a variety of organizational uses, so you can start off with those and just expand as you go.

Airtable Features:

  • Grid, Calendar, Form, Kanban, and Gallery Views
  • Color Coding
  • Sorting
  • Grouping 
  • Tagging
  • Filtering
  • Drag-And-Drop Blocks For Expanding Functions
  • Add Countdown Timer, Time Tracking, Web Design, Gantt, and other Functions Via Blocks
  • Ready-To-Use Templates
  • Database Capability
  • Link Related Data Between Tables
  • Project Management and Organization Templates
  • Custom Branded Forms
  • Rich Field Types
  • Rich field types Including File Attachments, Checkboxes, Dropdowns, & More
  • Team Collaboration
  • Real-Time Editing
  • Multiple Device Syncing
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing

Starts at $12 per user per month when billed monthly, and $10 per user per month, billed annually. Free plan is available. 

7. Buffer

Buffer Organizational Tool

Buffer is an organizational tool for managing and scheduling your social media activity.

It started out as an all-in-one social media management tool, but has now turned itself into a suite that provides social media management solutions separately into three categories:

  1. Publishfor scheduling and automating social media posts.
  2. Replya single space for managing and responding to all interactions (messages, comments, replies) on social media.
  3. Analyzefor advanced social media analytics and results monitoring.

If you’re running a social media marketing agency, or are marketing brands of your own, then Buffer is the organization tool you need.

Buffer Features:

  • Social Media Post Organization
  • Social Media Post Scheduling
  • Automated Social Media Posting
  • Multiple Social Media Account Management
  • Team Management
  • Approval Workflow
  • Team Inbox
  • Save Post Drafts
  • Saved Replies
  • Internal Notes
  • Assign Conversations
  • Automation Rules
  • Reporting History
  • Calendar Management
  • Knowledge Base
  • Engagement Reports
  • Performance Overview
  • View Hashtag Performance
  • Individual Post Analytics
  • Stories Analytics
  • Audience Demographics
  • Export Data as PDF, image, or CSV
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing

Publish starts at $15 per month, Reply starts at $50 per month, and Analyze starts at $35 per month. All plans get an up to 20% savings when billed annually.

8. MindMeister

MindMeister Organizational Tool

Mindmeister is an online mind-mapping tool for visually organizing almost anything, from your ideas, projects, workflows, and plans.

If you need to constantly brainstorm ideas or complex tasks and workflows with your team,  Mindmeister helps you simplify the process and even allows for live, online collaboration, making it accessible for remote team members.

Mindmeister also has a built-in presentation feature that allows you to instantly turn your mindmaps into a slideshow that you can share and present to your team. Plus, it allows you to integrate with its other suite of business process organization apps such as MeisterTask for project management (kind of like Zoho).  

If creating a mind map is something new to you, but you feel like you want to try a more visual way of organizing your process, then MindMeister also provides Mind Map training.

To get started quickly, you can choose from their library of ready-to-use and customizable mind maps and flowcharts.

Mindmeister Features:

  • Ready-To-Use Flowcharts and Mind Maps
  • Visual Mind Mapping
  • Workflow Organization
  • Team Collaboration
  • Access Permissions
  • Sharing
  • Icon and Image Libraries
  • Live Embedding
  • Mind Map Training
  • Custom Branding
  • Custom Themes
  • Customizable Styling
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing

Starts at $4.99 per month when paid annually. Free plan is available.

9. Jira (Agile Project Management)

Jira Organizational Tool

Produced by veteran business software development company Atlassian, Jira is a tool that allows you to organize and manage your projects using agile project management methodologies.

If you’re managing a technical team and bigger, complex projects that you need to run simultaneously and under time pressure, Jira is a powerful tool that can help you simplify complicated workflows.

Jira Features:

  • Project Organization
  • Resource Tracking and Management
  • Work In Progress Tracking and Management
  • Turnaround Time Tracking
  • Organizing Roadmaps
  • Connecting Issues To Code
  • Customizable Workflows
  • Backlog Management
  • Project & Issue Tracking
  • Scrum Boards
  • Burndown Chart
  • Velocity Chart
  • Layered Graphs
  • Sprint Planning
  • Sprint Reporting
  • Bar Graphs
  • Velocity Chart
  • Cumulative Flow Diagram
  • Release Burndown
  • Control Chart
  • Epic Burndown
  • API Integration

Pricing

The managed cloud-based plan starts at a monthly flat rate of $10 per user per month for up to 10 users when paid monthly. 

10. Asana

Asana Organizational Tool

If your team favors minimalism and just want to focus on finishing tasks ASAP, then Asana is the way to go. The learning curve is practically non-existent, the interface is clean, easy to understand, and snappy. Once you log in, you can get started right away.

You’ll get the essential features you need for managing and organizing multiple tasks and projects with your team, such as checklists, team assignments, setting due date reminders, color coded tags, labeling, and more. 

Integrate your chosen apps for time tracking, attach files, and set access permissions as you need, then view all activity history right within each task. 

Whereas before it started as a fuss-free to-do list app, Asana now has the capability to run with more complex workflows such as scrum, agile, kanban, and more. You can check out Asana’s templates to see how they adapt to various types of workflows without losing their trademark simplicity. 

Asana Features:

  • Task Organization
  • Task Hierarchies and Dependencies
  • Automation
  • Ready-To-Use Templates
  • Project Tracking
  • Team Collaboration
  • Deadline Reminders
  • Attach Files
  • View Activity History
  • Comment Threads
  • Timeline Views
  • Gantt Charts
  • Resource Planning
  • Forms
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing

Premium Plan starts at $13.49 per user per month when billed monthly, or $10.99 per user, per month billed annually. Free version available.

11. Wrike

Write Organizational Tool

Wrike is an online project management tool that lets you organize your work through different criteria such as campaigns, projects, or teams.

Wrike’s onboarding is convenient and easy to understand. You can interact with a demo version of the app, which gives you a quick feel for how to use it.

You can request a task, note instructions, then set a deadline and send these to your team as an email blast. Once done, Wrike automatically turns this into a task and assigns it to all the team members included in your group email.

Additionally, you can opt for native add-ons such as image proofing, for example, which lets you review and approve visuals from within the same platform. There are other add-ons such as advanced analytics, syncing with Github and Jira, and more.

Wrike also offers convenient integration with other apps most businesses would need, such as to-do lists, Microsoft Outlook, Google Drive, Salesforce, etc. 

Wrike Features:

  • Create and Manage Multiple Dashboards
  • Sort Using Various Criteria
  • Team Collaboration
  • Gantt Chart View
  • Timeline View
  • List View
  • Kanban Board View
  • Agile and Sprint Methodologies
  • Time Tracking
  • Workflow Reports
  • Templates
  • Team Inbox
  • Team Email Blasts
  • Automatically Create and Assign Tasks
  • To Do Lists
  • Native Integrations
  • Dynamic Request Form
  • Custom Fields
  • Custom Statuses and Workflows
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing 

The Professional Plan starts at $9.80 per user, per month when billed annually. Free plan is available for up to 5 users.

12. Backlog

Backlog Organizational Tool

Much like Jira, Backlog is an organizational tool made specially for software developers. That is, it’s designed to help you make sure your dev team’s activity and code versions are tracked and organized.

You can securely code and manage projects from within the platform, and you can also sync with other apps e.g. GitHub and Jira.

That’s not to say marketers, salespeople, or other professionals can’t use this app, too! It’s just that Backlog is powerful enough to handle the complex workflows that most coding teams have to contend with. 

So, if your business operations won’t need that kind of complexity and capability, then you’re better off sticking to less complicated tools.

Backlog Features:

  • Project Organization and Management
  • Team Collaboration
  • Progress Tracking
  • Task Scheduling
  • Resource Planning
  • Timeline View
  • Gantt Chart View
  • Kanban Board View
  • Bug Tracking
  • Push Notifications
  • Activity History
  • Issue and Update Tracking
  • File Attachments
  • Add Checklists and Sub-Tasks
  • Assign Team Members and Deadlines
  • Reminders
  • Color Coded Labeling
  • Code Version Control
  • Secure Code Collaboration
  • Track Commits, Changes, and Requests
  • Comment on Pull Requests
  • Document Project Details
  • Third Party App Integrations
  • Available on Web, Apple, and Android
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing

Starts at $35 per month for a team of up to 30, or $350 when billed annually. Free plan available for 1 project with up to 10 users and 100 MB of storage.

13. Canva 

Canva Organizational Tool

Most (if not all) businesses need designs for their visual collaterals. 

So, when you’re a startup owner trying to manage multiple projects and clients but with a small team under you, you will need a tool that will help you keep things organized.

And this is where the magic of Canva comes in. 

Canva is a simple drag-and-drop design tool where you can create, collaborate, and manage all of your brochures, social media posts, banners, sales pages, and other marketing materials. 

Compared to Adobe, you will be able to figure Canva out in no time at all. Everything is cloud-based, so whether your time is spent in the office or remote, anyone can easily access the files you share with a quick link. You can then organize your work into sub-folders and restrict access only to allowed clients and team members.

Canva Features:

  • Visual Content Creation
  • Folder and Sub Folder Hierarchy
  • Team Collaboration
  • Permission Settings
  • File Sharing
  • One-Click Design Resizing
  • Design Approval Workflows
  • Free Design Templates
  • Built-In Stock Photos and Graphics (Includes Free and Paid Materials)
  • Create Custom Templates
  • Advanced Template Locking
  • Customize Company Branding
  • Create and Save Multiple Brand Kits
  • Ready-To-Use Visual Content Templates
  • API Integration
  • Available on Web, Apple, and Android

Pricing

Starts at $9.95 per user, per month, billed annually or $12.95 per user per month when billed monthly. Free plan is available.

14. Calendly

Calendly Organizational Tool

If you run a business that relies heavily on virtual meetings, then Calendly is a must-have organizational tool for managing your appointments online.

Calendly, as the name suggests, is a calendar scheduling app that allows you and other parties to coordinate schedules as to when you can meet for a virtual meeting. Advanced features of Calendly include letting you add custom questionnaires and schedule online meetings, whether one-on-one, collectively, or by hosting a group meeting. 

To avoid any overlaps or draining yourself with too many calls, you can set a limit of total bookings per day, and extend the buffer time between consecutive calls, as you please.

Calendly Features:

  • Shareable Appointment Link
  • Easy, One Click, Calendar Booking
  • Appointment Scheduling
  • Manage Client Bookings
  • Customizable Questionnaire for Bookings
  • Automatic Time Zone Conversion
  • Automatic Appointment Confirmation
  • Meeting Reminders
  • Email Confirmation and Reminders
  • SMS Reminders
  • Calendar Integrations
  • Buffer Times Between Multiple Meetings
  • Supports 1-on-1, Recurring, and Group Meetings
  • Third Party App Integrations
  • Available on Web, Apple, and Android
  • Third Party App Integrations
  • Available on Web, Apple, and Android

Pricing

Premium Plan starts at $8 per user, per month when billed annually. $10 when billed monthly. Free plan is also available.

15. Pocket 

Pocket Organizational Tool

Pocket might not seem to fit your typical idea of organizational tools, but this is actually a great app for staying up-to-date with all the important information in your industry, as well as organizing your reading list.

As you browse the web, you can use Pocket’s Chrome extension to collect all the blogs and articles that you want to read, but don’t have time to at the moment. 

Saving web pages into Pocket lets you save them for later so you can read them on your mobile or once you do have time, even when you’re offline. 

Respected publications such as The New York Times, The Harvard Business Review, TED, and others also publish here, so you know you’re not just going to get content fluff. 

Pocket Features:

  • Reading List Organization
  • Chrome Extension
  • Mobile App
  • Save For Later
  • Offline Reading
  • Curated Content
  • Content Search
  • Multiple Device Syncing
  • Available on Web, Apple, and Android

Pricing

Premium Membership starts at $44.99 yearly. Free account is available.

Wrapping Up

That’s it for today’s organization SaaS tools roundup. If you’ve gone through the entire post, then you’ll definitely have a lot to think about in terms of choosing the right organizational tool for your business.

Each of them have their own advantages and disadvantages, and at the end of the day, it all depends on your needs.

Just a friendly reminder that Infinity’s Lifetime Deal offer is still running, so if you’re thinking about purchasing a great tool at an even better price, then this is your chance.

If you want to check out Infinity in action, you can do it here:

We’ll keep adding tools to our list, so just tweet @startinfinity and @misspanwriter for any comments, suggestions, or violent reactions! (Hope we get none of the latter though).

Catch you again soon for our next post on our SaaS app reviews series.

Hazel Pan
Hazel Pan
Hazel Pan is a copywriter and content marketing strategist for SaaS & e-commerce. Despite her chronic addiction to online courses, newsletters, and swipe files, she finds time to bike around. She likes writing case studies featuring entrepreneurs, their ideas, and business stories.

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