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20 Best Organizational Software Tools

How do you keep up with never ending to-do lists and business tasks? Hint: you’ll need more than personal organizational skills in…

organizational-software

By Hailey Friedman

Mar 22, 2022

How do you keep up with never ending to-do lists and business tasks? Hint: you’ll need more than personal organizational skills in today’s business landscape. Modern professionals need modern organization solutions to stay on top of their projects and maintain strong relationships.

The best organizational software tools help you do exactly that, with easy collaboration features, seamless communication, and a bird’s-eye-view of your project progress. But how do you pick the best organizational software for your company? 

How do you keep up with neverending to-do lists and business tasks? Hint: you’ll need more than personal organizational skills in today’s business landscape. Modern professionals need modern organization solutions to stay on top of their projects and maintain strong relationships.

Here’s the thing: the best organizational platform might not be the biggest tool on the market–it’s the one that fits your needs. So don’t worry about brainstorming ideas for online organization tools–we’ve curated a list of the best options for you. 

Time to get organized. Let’s get started!

What is an organizational software tool? 

An organizational software tool helps you organize your business operations, from the smallest tasks to larger projects. The goal? Your business becomes more:

  • Productive
  • Organized
  • Effective

Personal organization software is popular for people who lead busy lives and need to sort appointments, tasks, events – you name it. Of course, many individuals can manage these on their own. But the stakes are higher when it comes to business, especially in meeting client deadlines. 

Sales process via Almanac

Organizational software might include calendars and digital spaces to take notes and communicate with colleagues.  However, the best organization software creates automated workflows and gives clear reminders and notifications to keep you on track. 

Bottom line? Your employees might have top-tier time management skills, and you might even have a dedicated project management team. But you’re missing out on optimal productivity, efficiency, and informed business strategy unless you embrace a digital organizational tool. 

How to best use an organizational tool 

Some online organization tools have tons of features and capabilities – how do you figure out how to use them correctly? Don’t worry; those endless features can be a good thing, once you get the hang of them. Here are a few tangible ways to use an organizational tool in business: 

  • Knowledge Management: Most organizations have at least a few processes and guidelines for performing tasks. And, with time, those processes might evolve with changing business goals and customer expectations. Effective knowledge management keeps track of business know-how to help employees and managers know what’s what, even if business changes. 
  • Collaboration: Maybe you need a colleague to check your product before sending off to the next approval stage, or you want to edit an employee handbook that HR designed. Whatever it is, the best data organizer software lets you collaborate online (in real time or asynchronously) with your team members and records any new notes and changes with time stamps. 
  • Manage Deadlines: Individual projects sometimes have conflicting deadlines. Imagine all the dates you need to keep track of with multiple projects! Organizational tools help you record all your deadlines to keep deliverables flowing on time. 
  • Big Picture: It’s easy to get caught up in daily business tasks. So it’s a good idea to remind yourself of the big picture once in a while. The best organizational software helps you take a step back and look at your projects from a bird’s-eye view. 

These are great ways to get started with organizational software, but the possibilities are endless. Explore some of the best organizational software tools so you can find one that’s the best fit for your business! 

Best Organizational Software Tools

Almanac

Almanac builds knowledge management systems from the ground up with ease. Similar to Google Drive but with more robust features, Almanac keeps documents available with cloud storage. Remote or distributed teams have access to easy collaboration on projects and documents with real-time editing, notifications, and so much more.

Almanac is rich in features and integration, designed with the idea of replacing other standard applications that, while familiar, do not offer the comprehensive async collaboration abilities of Almanac. Built-in version control and the ability to request review and feedback make it possible to organize your tasks, track project timelines, and curate documents. 

Almanac helping organize Dundler Miffilin’s product launch! 

Features:

  • Analytics give you context into the current state of your projects
  • Sharing documents to the masses or keeping them private is equally simple
  • Aggregated notifications
  • Handbook creation for organizing knowledge
  • Activity feed shows changes over time

Pricing:

Almanac offers a free version for up to 25 documents with unlimited guests. Pro-level pricing is $12 per user per month and offers unlimited everything, while Enterprise-level pricing is available by business and adds support and features like SSO.

Zoho Projects

Zoho Projects sets itself apart with its focus on customer support and product development. The company also takes pride in not using ads throughout the software whatsoever.

Businesses will appreciate Zoho’s practical features, affordable price, and easy collaboration capabilities. Unfortunately, the platform doesn’t offer template views as extensive as some of the other organizational tools on this list. 

Features: 

  • Task assignment
  • Timesheets and timers
  • Prioritization
  • Notifications and reminders
  • Milestones
  • Drag-and-drop Kanban board
  • Dependencies relating tasks
  • Calendar views
  • Project updates, comments, attachments

Pricing: 

  • Free: $0 for up to 3 users
  • Business: $5/user/month, up to 50 users
  • Premium: $10/user/month with no limits on the number of users

Slite 

Slite is one of the best organizational software for remote teams. The platform makes it easy to communicate with quick messaging and emojis for variety. Customers love the platform’s easy-to-use interface and regular development and updates. 

Unfortunately, the platform has limited uploading capabilities, and some reviewers cite frustration with its lack of integrations.

Features: 

  • Document importing
  • Scorecards and multiple templates
  • Channels for organized topics and discussion
  • “Catch up” updates
  • Robust search function
  • Focused collaboration features

Pricing: 

  • Free: $0/user/month
  • Standard: $8/user/month
  • Premium: $15/user/month

Microsoft To-Do

Formerly Wunderlist, Microsoft To-Do works seamlessly with the suite of Microsoft programs. The tool records your activity and prompts you to do certain tasks with suggestions. It takes data from Microsoft Outlook (emails, calendar, etc.) and adds them to your reminders and to-do lists. 

Reviewers are happy with the platform’s intuitive user interface but consider it more effective as a personal task management tool. For businesses, the platform is limited for task assignment and collaboration. 

Features: 

  • Mobile and desktop capabilities
  • Customizable colors and lists
  • Easy integration with Microsoft 365

Pricing: 

Microsoft To-Do is free. 

Google Suite 

Formerly G Suite, Google Workspace is one of the most popular organizational tools used worldwide. Some of today’s top companies regularly use Google Workspace, including Spotify, Twitter, Instacart, and Netflix. 

However, some customers feel like the interface is boring, albeit user-friendly. File management feels clunky, and non-customizable templates leave more to be desired regarding flexibility. Moreover, Google Workspace requires you to download countless different apps to make the most of the organizational software, even though the apps integrate well together. 

Features: 

  • Multiple domains
  • Instant messaging and presentations
  • Calendar management
  • Cross-team collaboration
  • Document sharing and importing
  • Email management
  • Video conferencing
  • Task lists and reminders/notifications

Pricing:

  • Business Starter: $6/user/month
  • Business Standard: $12/user/month
  • Business Plus: $18/user/month
  • Enterprise: Custom

Jira 

Jira Software, recently acquired by Atlassian, is one of the best organizational management tools for companies that desire some guidance for future strategy. Jira delivers actionable insights and rich analytics to help you see behind the simple tasks you have each day. 

Some customers cite slow loading times hindering project progress, especially when there’s a looming deadline. 

Features: 

  • DevOps and third-party integrations
  • Customizable scrum boards
  • Roadmaps for big picture planning
  • Knowledge management
  • Development workflow
  • Data privacy
  • Mobile and web 

Pricing: 

  • Free: $0
  • Standard: $7.50/user/month
  • Premium: $14.50/user/month
  • Enterprise: Custom pricing

MindMeister

MindMeister is an online organization favorite for people who love visually mapping their projects. Users can customize project views from focused to outline modes and mixed-map layouts – giving a great view of the big picture with your project tasks. 

Real-time collaboration capability helps teams stay on the same page. The tool falls short when it comes to mobile layouts, however. Many customers cite clunky mobile views and other buggy issues on mobile 

Features: 

  • Key shortcuts
  • Dependencies and relationships
  • Topic and line styling
  • Expandable notes
  • Live collaboration

Pricing: 

  • Basic: Free
  • Personal: $2.49/month
  • Pro: $4.19/month
  • Business: $6.29/month

Proof Hub 

A key characteristic for the best organizational software is prioritization, which Proof Hub provides seamlessly. Proof Hub helps businesses stay organized with calendars, time-tracking, customizable lists, and Gantt Charts. 

Customers cite satisfaction with Proof Hub’s easy milestone documentation, helping them stay on track with longer projects. Unfortunately, some reviews describe bugs in the commenting and messaging features, as sometimes messages will disappear without a trace. 

Features: 

  • Quick communication capabilities, including “@” mentions
  • Task prioritization
  • Reminders and notifications to help organize deadlines
  • Roles and permissions for privacy
  • Task assignment
  • Clearly organized project stages 
  • Task dependencies
  • Calendar views

Photo

Pricing: 

  • Standard (5 users): $45/month
  • Standard (10 users): $90/month
  • Premium: (50 users): $135/month
  • Premium: (100 users): $248/month
  • Bigger teams: Custom pricing

Bit.ai 

Bit.ai is organizational software that helps businesses organize various forms of knowledge – projects, deliverables, training guides, tasks, documents – all in one place. The platform also integrates with various popular business tools like Slack and Gmail. 

Features: 

  • Customizable workflows
  • Reports and insights
  • Content library
  • Search function
  • Document editing and themes
  • Live collaboration

Pricing: 

  • Free: $0/member/month
  • Pro: $12/member/month
  • Business: $20/member/month
  • Enterprise: Custom pricing

Basecamp 

Basecamp prides itself on helping businesses improve communication and save time with fewer meetings. You can separate your operations by project, with each project containing every task, document, assignee, collaborator, and any other relevant information. 

The tool helps businesses see the bigger picture with regular check-ins and work summaries, and offers easy integrations with other business tools. However, some customer reviews indicate that the platform has limited prioritization capabilities. 

Features: 

  • Hill charts for project progress
  • Mobile, PC, and mac integration
  • To-do lists
  • Client access
  • Scheduling and calendars
  • File storage
  • Real-time instant messaging
  • Customizable notifications

Pricing: 

  • Individual: Free
  • Business: $99/month (flat)

Momentum 

Momentum is a secure organizational tool displayed as a chrome extension. It is limited to simple to-do lists with highlighted prioritization but is great for small teams or individual freelancers. It also offers shortcuts to your most-used websites. 

If most of your work happens on your browser, Momentum is a great option. This extension provides users with an inspiring mantra and calming photo every day – a nice, aesthetic touch to the business world’s hustle-bustle! Our advice? Download Momentum to highlight your most important goal and gain some calmness to start your day, but keep Almanac as your primary organizational tool because it better captures the vastness of your business operations. 

Features: 

  • Photo, quote, and mantra every day
  • Reminders and notifications for your most crucial project tasks
  • To-do list manager
  • Website shortcuts
  • Secure

Pricing: 

Momentum is a free Google Chrome extension. 

Nimble 

Nimble is more of a customer relationship management tool than a pure organizational tool; however, it does help businesses organize some aspects of operations. Its user-friendly interface enables you to manage client feedback and history, helping you improve business processes and productivity. 

At a one-size-fits-all price of $25/user, Nimble is a bit pricier than other tools on this list. 

Features: 

  • Calendar Syncing
  • Client management
  • Custom fields
  • Business insights
  • Reminders
  • Activity tracking
  • Google integrations

Pricing: 

Business Plan: $25/user/month

Microsoft One Note

Microsoft OneNote is the top note-taking app for businesses on a budget. Considering how extensive its features are for the free version, it’s almost a steal. 

However, this app is pretty limited to note-taking–there are no functions to prioritize project tasks and set deadlines on One Note. 

Features: 

  • Note-taking with annotations and highlights
  • Sharing and collaboration
  • Organizational capabilities with sections, pages, and notebooks
  • File and media importing
  • Search function
  • Microsoft integrations

Pricing: 

Free version: $0/month

For a paid subscription, check out all Microsoft 365 pricing

Click Up 

ClickUp supports time-tracking and project views for various-sized businesses. You can customize tasks with deadlines, assignees, and nested sub-tasks to help you organize every aspect of a project. 

A downside? Some users report bugs like lost comments, making projects less organized. The interface is also unintuitive, which takes it off our top contenders for the best organizational software. 

Features: 

  • Convenient communication
  • 1,000 integrations
  • Customizable tasks
  • Reminders and notifications
  • Rich reporting
  • Checklists and subtasks within large tasks and projects

Pricing: 

  • Individual: Free
  • Unlimited (small teams): $5/user per month
  • Business(mid-sized teams): $9/user per month
  • Business Plus (multiple teams): $19/user per month

Wrike 

Wrike helps businesses organize their projects into customizable views and templates, allowing for big-picture analysis and reporting. 

Founded in 2006, Wrike boasts top certifications as one of the best organizational tools in the industry. Customers cite issues with load speed in some of their reviews, however. 

Features: 

  • Rich reporting
  • Customizable workflows and dashboards
  • Time-tracking to organize resources
  • 400+ integrations
  • Various project management templates

Photo

Pricing: 

  • Basic: 1-5 users; 0$/user/month
  • Professional: 5-15 users; $9.80/user/month
  • Business: 15-200 users; $24.80/user/month
  • Enterprise-level, Marketing teams, Service delivery teams: Custom pricing

Notion

Notion is a project management tool known for its unique “building-block” customizations that give users an easy way to tailor workflows and projects. Unlike other organizational software, Notion offers a box for “context” with each project, helping new collaborators get up to speed. 

Overall, Notion is one of the most affordable organizational tools, with many keyboard shortcuts to move things faster. 

Features: 

  • Task assignment
  • Intuitive Dashboards
  • Integrations with other business tools
  • Keyboard shortcuts
  • Community-made templates
  • Drag-and-drop workflows that respond to changing conditions
  • Search functionality

Pricing: 

  • Personal (for individuals): Free
  • Personal Pro (for individuals who want unlimited file uploads and guests): $4/month
  • Team (unlimited team members): $8 per user/month

Evernote

Evernote is a powerful organizational tool that offers deadlines, assignments, calendar syncing, web-clipping capabilities, and more. You can even scan documents and photos and add them into different notes and sections. 

Some reviewers express disdain for the platform’s frequent layout changes, making it confusing to get used to each time. 

Features: 

  • Task assignment
  • Deadlines
  • File and media importing
  • Calendar
  • Easy data storage
  • Applications integrations
  • Audio notes

Pricing: 

  • Free: $0/user/month
  • Personal: 
  • Professional: 
  • Teams: 

Airtable

Airtable helps businesses organize various tasks and projects through custom workflows, improving productivity and timeliness. Unfortunately, multiple reviewers describe the app as lacking in its mobile version. 

Features: 

  • Calendar, Grid, Gantt, Kanban views
  • Various templates 
  • Notifications and reminders
  • Integrations
  • Expansion with JavaScript

Photo

Pricing: 

  • Free: $0/user/month
  • Plus: $10/user/month
  • Pro: $20/user/month
  • Enterprise: Custom

Asana

Asana is a great online organization tool used by over 100,000 organizations and 1.3 million users. Most customers cite extreme satisfaction with the platform’s easy-to-use interface and organization capabilities. 

Multiple users can collaborate on a task with comments, edits, and assignments. And you can organize multiple projects with clear categories and colors on your calendar. 

Overall, Asana is a widely loved online tool for organization, but it does have a few setbacks. Namely, its vast features make it intimidating to manage smaller projects, sometimes confusing teams. Moreover, it’s hard to organize hours because the platform doesn’t offer time-tracking capabilities. 

Features: 

  • Various templates for marketing, social media, events, agendas, customer feedback, and more
  • Multiple calendar views
  • Milestone reporting
  • Customizable colors
  • Multiple, nested tasks within projects
  • Clear deadlines
  • Notifications and reminders
  • Popular integrations (Gmail, Slack, etc.)

Photo

Pricing: 

  • Basic: Free
  • Premium: $10.99/ user/month
  • Business: $24.99/user/month
  • Enterprise-level: Custom packages and pricing

Trello 

Trello officially came to life in 2014 and has become an organizational tool leader in the industry. Task organization is seamless with Trello’s dedicated task and project cards that help you separate projects and view them from a bird’s eye perspective. While the app offers impressive organizational capabilities, users expressed dissatisfaction with limited project views. 

Features: 

  • Countless app integrations
  • Prioritization
  • Easy calendar navigation
  • Live, real-time collaboration 
  • Task assignments to multiple individuals

Pricing: 

  • Free: $0/month
  • Standard: $5 per user, per month
  • Premium: $10 per user, per month
  • Enterprise-Level: $17.50, per user per month. 

Conclusion: What is the best organizational software tool to use? 

That was a long list! So, how do you pick the best organizational software while considering all the above features and pricing? 

Online organization falls short if it stops at project management. What sets a robust organizational tool apart from the others is its ability to make sense of the information you give it and turn it into tangible efficiency. 

Almanac helps your team stay organized while simultaneously offering rich reports and analytics. It also enables you to retain business knowledge with its handbook creation, helping you maintain brand identity and improve business processes. 
Almanac is the best organizational software on the market, but don’t take our word for it! Try Almanac today!

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