{"id":43733,"date":"2020-07-10T13:47:23","date_gmt":"2020-07-10T13:47:23","guid":{"rendered":"\/us\/en\/blog\/?p=43733"},"modified":"2026-01-14T23:36:57","modified_gmt":"2026-01-15T07:36:57","slug":"productivity-tools","status":"publish","type":"post","link":"\/us\/en\/blog\/productivity-tools\/","title":{"rendered":"The top 15 productivity tools for small businesses"},"content":{"rendered":"<p><em>Updated November 2025<\/em><\/p>\n<hr \/>\n<p><span style=\"font-weight: 400;\">Want to make your small business grow faster? Of course you do.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But as a <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/small-business-management\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">small business owner<\/span><\/a><span style=\"font-weight: 400;\">, your time is extremely limited. Between responding to customer emails, promoting your products, and managing your online store, there isn\u2019t much time left to figure out efficiencies.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The truth is, everyone could be more productive. That\u2019s where productivity tools come in. Productivity tools aren\u2019t just helpful add-ons but crucial must-haves for the growth and success of a business, no matter what size.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The importance of productivity management tools for small businesses especially applies in today\u2019s \u201cnew normal\u201d that\u2019s led to the growing popularity of remote teams and employees working from home. Businesses need to be flexible and have options for these folks to be productive, making sure everyone on your team is spending time on the right tasks and automating things that aren\u2019t worth anyone\u2019s time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But there are thousands of productivity tools out there\u2014how do you know what\u2019s best for your unique business? As a company that\u2019s helped more than a few small businesses grow, we\u2019ve done the research for you and put together this list of the top 14 online productivity tools, the types of businesses they\u2019re best for, and just how they can help up your productivity game.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Check out the whole list of 15, or skip to the free ones:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"#how\"><span style=\"font-weight: 400;\">How to choose the best productivity tool for your small business<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#best\"><span style=\"font-weight: 400;\">The best productivity tools for small businesses<\/span><\/a><\/li>\n<li><a href=\"#free\">2 must-have free productivity tools<\/a><\/li>\n<\/ul>\n<hr \/>\n<p>Spoiler alert: a powerful team messaging platform might be the key you need to more productive work. Grab the free checklist to help you choose the right one for your team or business.<\/p>\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/team_messaging_platform_checklist.pdf\" data-id=\"69d42bad7f71c\" id=\"69d42bad7f71c\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d42bad7f71c.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get it now<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">See what you need to do (and know) as you're deciding on a team messaging app with this checklist!<\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01511\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get it now\">Get it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d42bad7f71c.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Happy shopping! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<hr \/>\n<h2><span style=\"font-weight: 400;\"><a id=\"how\"><\/a><br \/>\nHow to choose the best productivity tool for your small business<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Not every business is the same, so not every productivity tool out there is going to work for every business. Here are a few key things that separate productivity tools that work for small businesses versus larger ones.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Cost<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Small businesses have smaller budgets, and rightfully so, as they also have significantly fewer users than larger businesses. So, the right productivity tools should be low cost or even free.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Ease of use<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The best small business productivity tools should be intuitive and easy to use. Unlike larger businesses, smaller organizations don\u2019t have the time or resources to provide extensive training to employees on how to use complex software. So when browsing potential tools, look for clean, straightforward interfaces.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Ease of implementation<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Similar to the previous point, smaller businesses also don\u2019t have the resources to hire full-on tech teams to implement more complicated systems that larger businesses may use. Look for <\/span><a href=\"https:\/\/www.ringcentral.com\/whyringcentral\/casestudies\/product-plan.html\"><span style=\"font-weight: 400;\">out-of-the-box solutions<\/span><\/a><span style=\"font-weight: 400;\"> that your team can start using right away.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The tools below check all three of these boxes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">[ebook-download title=&#8221;Learn more about managing your finances as a remote team&#8221; src=&#8221;&#8221; cta-text=&#8221;Read it now&#8221; link=&#8221;\u200bhttps:\/\/www.ringcentral.com\/remote-work-finance-playbook.html\u200b&#8221;]<\/span><\/p>\n<h3><\/h3>\n<h2><span style=\"font-weight: 400;\"><a id=\"best\"><\/a><br \/>\n15 best productivity tools for small businesses<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Here are the top 11 productivity tools for overall productivity, personal productivity, productive meetings and emails, and a couple more freebies that\u2019ll help take your company\u2019s productivity to another level.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Best productivity tools overall<\/span><\/h3>\n<h4><span style=\"font-weight: 400;\">1. RingCentral<\/span><\/h4>\n<p><em>Best all-in-one team messaging, <a class=\"waffle-rich-text-link\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/video-conferencing-software\/\">video conferencing<\/a>, and cloud phone tool for teams who need to streamline their communications.<\/em><\/p>\n<p><span style=\"font-weight: 400;\">RingCentral is a cloud-based all-in-one communication platform that gives you messaging, video conferencing, and a phone system\u2014in one app:<\/span><\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"RingCentral app for Desktop: Message. Video. Phone.\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/EbIAZJd9rCU?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<p><span style=\"font-weight: 400;\">It lets you connect securely with your team, prospects, and customers over the internet using your smartphone, tablet, or computer with enterprise-level voice quality. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Not only does this eliminate the need for a whole bunch of expensive office equipment, but it gives your customers the impression that you\u2019re in a big office while in fact, you have the freedom to <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/remote-working-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">work from anywhere<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At RingCentral, we get that sometimes less is more when it comes to apps. Studies show that <\/span><a href=\"https:\/\/netstorage.ringcentral.com\/documents\/live_in_your_apps.pdf\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">69%<\/span><\/a><span style=\"font-weight: 400;\"> of employees switch back and forth between up to 10 apps in a single hour, with some switching between up to 15 apps. If this sounds familiar, then you know all that context switching can overwhelm employees and kill productivity as a result.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">RingCentral\u2019s app was designed to unify your team\u2019s messaging, video conferencing, and cloud phone into a single platform, so employees don\u2019t need to constantly toggle between different <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">communications<\/span><\/a><span style=\"font-weight: 400;\"> apps and instead focus their energy on the tasks that will ultimately grow your business (like <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/sales-techniques\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">closing deals<\/span><\/a><span style=\"font-weight: 400;\">).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Oh, and not only do you have all your communication <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/communication-channels\/\"><span style=\"font-weight: 400;\">channels<\/span><\/a><span style=\"font-weight: 400;\"> in one place, you can also create and assign tasks in the app. Set a due date, attach any files for context, even color-code the task if you need to:<\/span><\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/rcapp.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-large wp-image-41164\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/create-a-task-1024x695.png\" alt=\"task management in ringcentral's productivity app\" width=\"1024\" height=\"695\" \/><\/a><\/p>\n<h5><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/h5>\n<ul>\n<li><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-salesforce\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with Salesforce<\/span><\/a><span style=\"font-weight: 400;\"> to make and receive phone calls, log calls, schedule video meetings, and take notes directly from your Salesforce account.<\/span><\/li>\n<li><b><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-google-chrome\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with Google Chrome<\/span><\/a><span style=\"font-weight: 400;\"> to schedule a RingCentral meeting within the RingCentral for Google Chrome extension and invite with Google Calendar.<\/span><\/b><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-slack\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with Slack<\/span><\/a><span style=\"font-weight: 400;\"> to post RingCentral meeting details right into a chat.<\/span><\/li>\n<\/ul>\n<hr \/>\n<p><span style=\"font-weight: 400;\">\ud83e\udd2f On top of all this, RingCentral could save you up to $400 an hour in IT costs.\u00a0<\/span><\/p>\n<p>Explore the RingCentral Advantage for small businesses:<\/p>\n<p><span style=\"font-weight: 400;\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Take the tour<\/button><\/span><\/p>\n<p>\ud83d\udcb0 You can also <strong><a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\">use this calculator<\/a> <\/strong>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communication with each other\u2014and clients.<\/p>\n<hr \/>\n<h4><span style=\"font-weight: 400;\">2. Google Drive<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best collaborative file sharing and storage tool for teams that find themselves misaligned or lacking a source of truth.<\/span><\/i><\/p>\n<p><a href=\"https:\/\/www.google.com\/url?q=https:\/\/www.dragapp.com\/blog\/google-drive-definitive-guide\/&amp;sa=D&amp;ust=1599748055493000&amp;usg=AFQjCNHKKL1hu6qhzsJUvw_Usxn1uTIiFQ\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-large wp-image-43734\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/google-drive-interface-1024x462.png\" alt=\"google drive interface\" width=\"1024\" height=\"462\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Google Drive is the best free <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/ways-to-use-free-file-sharing-in-your-ringcentral-app\/\" target=\"_blank\" rel=\"noopener noreferrer\">file sharing<\/a>, document collaboration, and file storage tool out there. You get 15 GB of storage on the free plan, which is pretty awesome (beats Dropbox, another popular option that only gives you 2 GB on its free plan).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re going to use Google Drive, you may as well take full advantage of the suite of Google Workspace productivity tools that come with it, including Docs, Sheets, and Slides. Switch out your old-school Microsoft Office programs for these and enjoy real-time collaboration like never before, like commenting and team chat right on any document. All changes are recorded in the document history, including who made them and when, providing your team with a single source of truth rather than siloed documents on individual team member\u2019s devices.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">No more having to email documents back and forth and call it \u201ccollaboration.\u201d No more confusion about which document is the most up to date. And a whole lot more productivity.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Google Drive also has a handy Backup and Sync feature that can automatically back up any files you save on your computer to Google Drive and let you access them without having to open the web app. Just another way Google Drive lets you find everything in one place.\u00a0\u00a0<\/span><\/p>\n<h5><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/apps\/glip-integration-google-drive\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with RingCentral<\/span><\/a><span style=\"font-weight: 400;\"> to reduce the need to switch between multiple apps while working in the RingCentral app.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Evernote to consolidate different types of content from Google Drive into a single, living note.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Trello to add a file in Google Drive to a new card in Trello.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">3. Trello<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/project-management-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">project management tool<\/a> for teams with a lot of items in their backlog or a lot of pieces moving at one time to track where each task is at a glance.<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43735\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/trellos-productivity-tool-1024x557.png\" alt=\"trello's productivity tool\" width=\"1024\" height=\"557\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Perfect for visual organizers, a Trello board is made up of multiple swimlanes to represent the different steps in your workflow (e.g., \u201cTo do,\u201d \u201cIn progress,\u201d and \u201cDone\u201d). You can simply drag and drop tasks or \u201ccards\u201d to the appropriate swim lane as they move from one stage to the next, giving you a birds-eye view of where all your tasks are at.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Cards can be assigned to people and be given due dates. They can be filled in with more details and even contain subtasks to break large tasks down into smaller ones.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Trello can help your team be more productive by serving as a centralized place to drop tasks into. Because everyone\u2019s tasks are in one place, it provides great visibility to your team so they all know what everyone else is working on and stay on the same page.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your small business has big goals, and while those goals are easy to remember, the minuscule steps that go into making them a reality aren\u2019t so much. Trello can help with that.<\/span><\/p>\n<h5><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/apps\/glip-integration-trello\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with RingCentral<\/span><\/a><span style=\"font-weight: 400;\"> to get your Trello notifications and tag coworkers directly from within the RingCentral app.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Google Drive to drag and drop files and folders to Trello cards.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Slack to create Trello cards right from Slack messages.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">4. ProofHub<\/span><\/h4>\n<p><em>Best all-in-one project management and team collaboration tool for teams of all sizes to keep everything in one place.<\/em><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-60026\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/Screenshot-2025-07-24-at-12.43.58\u202fPM-1024x578.png\" alt=\"\" width=\"1024\" height=\"578\" \/><\/p>\n<p><a href=\"https:\/\/www.proofhub.com\/\">ProofHub<\/a> is an all-in-one solution to get everyone and everything on the same page. The platform offers a centralized workspace for task management, team communication, file sharing, time tracking, project planning, and more.<br \/>\nYou can create multiple projects where you list all the tasks, set deadlines, assign them to team members, visualize workflows in Kanban boards or Gantt charts, and collaborate through real-time discussions, threaded comments, or built-in chat. With everything organized in one place, your team spends less time switching tools and more time getting actual work done.<br \/>\nProofHub is simple to use, customizable, and offers flat pricing with no per-user fee, making it scalable for growing businesses. Managers get a clear overview of what\u2019s moving and what&#8217;s stuck without micromanaging.<\/p>\n<h4><span style=\"font-weight: 400;\">5. FileDrop<\/span><\/h4>\n<p><em>Best file management and processing tool for teams that spend too much time collecting, organizing, and sharing files with clients.<\/em><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-60527\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/FileDrop-Interface-1024x478.png\" alt=\"\" width=\"1024\" height=\"478\" \/><\/p>\n<p><a href=\"https:\/\/getfiledrop.com\/\">FileDrop<\/a> is a comprehensive file management platform that eliminates the friction of emailing clients for files, manually tracking document submissions, or sharing sensitive files insecurely.<\/p>\n<p>The platform&#8217;s document collection function lets you create branded upload pages where clients can submit files without login credentials. No more back-and-forth emails asking for missing documents. Files get delivered directly to cloud storage or your Google Drive, and you can track exactly who submitted what and when.<\/p>\n<p>For sharing sensitive documents with clients, FileDrop&#8217;s secure send feature lets you transmit files with password protection, expiration dates, and view tracking. You&#8217;ll know exactly when clients open your files and how many times they&#8217;ve been downloaded. The <a href=\"https:\/\/getfiledrop.com\/share-pdf\/\">PDF hosting<\/a> feature takes this further, allowing you to share documents with view limits and access controls while automatically generating QR codes for easy mobile access.<\/p>\n<p>FileDrop also integrates with Google Workspace, allowing teams to manage files seamlessly across Sheets, Docs, and Drive.<br \/>\nFileDrop offers a free plan with paid plans starting at $12.66\/user\/month when billed annually.<\/p>\n<p><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Integrate with Dropbox and OneDrive to attach files directly to tasks and discussions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Integrate with Slack to get instant project updates and notifications.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use calendar integrations to sync your project timelines with the team&#8217;s schedule.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">6. Traqq<\/span><\/h4>\n<p><em>Best time tracking tool for teams that need to track billable hours and get visibility into how the day is spent.<\/em><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-60628\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/Traqq-1024x642.png\" alt=\"\" width=\"1024\" height=\"642\" \/><\/p>\n<p><a href=\"https:\/\/traqq.com\/\"><span style=\"font-weight: 400;\">Traqq<\/span><\/a><span style=\"font-weight: 400;\"> is an automatic time tracker that runs in the background and records work hours for you. It captures active time, tracks app and website usage, and generates easy-to-read reports your team can rely on for payroll, invoicing, or performance reviews.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Perfect for teams that want transparency without micromanagement, Traqq highlights how each team member spends their work hours through simple productivity indicators instead of intrusive screenshots. Each team member can set their own time zone, making it easy for distributed teams to stay aligned and keep attendance records accurate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Because Traqq logs everything automatically, it helps your team avoid messy spreadsheets, missing hours, or inconsistent reporting. Managers get a clear overview of everyone\u2019s work patterns, and employees get an easier way to submit their hours and request PTO\u2014saving time on both sides.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Personal productivity tools<\/span><\/h3>\n<h4><span style=\"font-weight: 400;\">7. Google Calendar<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best time-planning and scheduling tool for teams that struggle with finding time or that are trying to figure out where all their time goes.<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43736\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/google-calendar-personal-productivity-tool-1024x808.png\" alt=\"google calendar personal productivity tool\" width=\"1024\" height=\"808\" \/><\/p>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/google-calendar-hacks\/\" target=\"_blank\" rel=\"noopener noreferrer\">Google Calendar<\/a> is a beautiful, minimally designed calendar app that works on almost any device (it\u2019s actually the default calendar on Android phones, but works great on iPhone as well). It integrates with a whole host of other apps, making it the perfect <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/time-management-strategies\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">time planning<\/span><\/a><span style=\"font-weight: 400;\"> app for small businesses.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It only takes a matter of seconds to create new events no matter what device you\u2019re on, and you can invite others to these events as well with an option to RSVP so you can see who\u2019ll make it. Your calendar will automatically sync across all your devices.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you also happen to use Gmail (more on this app later), Google Calendar will even automatically create events based on the emails you receive, like travel itineraries or appointments. More time saved, less work for you.<\/span><\/p>\n<h5><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Gmail to send event invites to other Gmail users right from your calendar.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Slack to schedule meetings and project discussions for better collaboration.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Salesforce to add sales proposals and leads to Google Calendar to plan and track all your sales meetings.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">8. Evernote<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best note-taking tool for employees who constantly need to jot things down.<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43737\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/evernote-note-taking-app-1024x653.png\" alt=\"evernote note-taking app\" width=\"1024\" height=\"653\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Evernote is a centralized place to store all your notes, documents, images, and brain dump into. It\u2019s accessible on all your devices, so you can see your notes and make new ones from anywhere. The Evernote Google extension even lets you clip information from web pages right to your Evernote notebook.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can take notes either by typing them or through voice-to-audio. Evernote will automatically save and sync your notes to your account. This increases productivity by eliminating the need to cover your monitor with sticky notes\u2014you can simply use the search function in Evernote and find exactly what you&#8217;re looking for within seconds.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Because you can access Evernote from anywhere, you can jot things down as they come to your head so you won&#8217;t forget them by the time you get back into the office. This is especially helpful if you&#8217;re constantly jumping between devices.<\/span><\/p>\n<h5><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/apps\/glip-integration-evernote\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with RingCentral<\/span><\/a><span style=\"font-weight: 400;\"> and simply attach your Evernote notes in your RingCentral conversations for quick reference.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Gmail or Outlook to save documents directly from your emails to your centralized Evernote notebook.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Google Drive to drop your Google Drive files right into Evernote to add context to your documents.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Meetings productivity tools<\/span><\/h3>\n<h4><span style=\"font-weight: 400;\">9. Slack<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best free team messaging tool for small teams that need to be able to reach each other quickly and easily.<\/span><\/i><\/p>\n<p><a href=\"https:\/\/www.theverge.com\/2020\/3\/18\/21184865\/slack-redesign-update-sidebar-changes-available-now-download\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-large wp-image-43738\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/slack-messaging-app-1024x638.png\" alt=\"slack messaging app\" width=\"1024\" height=\"638\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Slack is a popular <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/instant-messaging-programs\/\" target=\"_blank\" rel=\"noopener noreferrer\">instant messaging app<\/a> that\u2019s aimed at reducing the number of internal emails your team sends back and forth, which is its productivity factor right there. It supports voice, <a class=\"waffle-rich-text-link\" href=\"https:\/\/www.ringcentral.com\/video-call.html\">video calling<\/a>, and <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/screen-sharing-software\/\" target=\"_blank\" rel=\"noopener noreferrer\">screen sharing<\/a> and is free for teams of up to 10 people.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Within the Slack app, you can create one or multiple channels, each of which can either be set to public or private to a few select team members. This helps keep conversations on one topic in a single chat.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But the thing that really sets Slack apart from other messaging apps is its library of apps. Whatever functionality you can think of, there&#8217;s probably an app for it. From automatic meeting minutes and automatically saving attachments to Google Drive or Dropbox, to adding tasks to your to-do list manager. While some of these apps are paid, a large chunk of them are free making Slack a perfect, cost-effective option for small businesses.<\/span><\/p>\n<h5><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-slack\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with RingCentral<\/span><\/a><span style=\"font-weight: 400;\"> to start a RingCentral video meeting from Slack.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Trello to attach Slack conversations to Trello cards for context.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Gmail to quick-reply to your emails from Slack.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Email productivity tools<\/span><\/h3>\n<h4><span style=\"font-weight: 400;\">10. Gmail<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Probably the best email inbox tool for any business that uses email!<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43739\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/gmail-interface-1024x576.png\" alt=\"gmail interface\" width=\"1024\" height=\"576\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Email is infamous for killing time and productivity but Gmail actually doubles as a productivity tool, setting it apart from other email apps. It&#8217;s also free, and there\u2019s a good chance you and your team are already using it, so there&#8217;s no learning curve either.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Gmail has a super clean interface that&#8217;s easy to use and not distracting. It also has smart features like the ability to create canned responses, meaning you don\u2019t need to keep typing out the same message over and over again.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">What makes Gmail unique is it automatically sorts your emails into folders thus reducing noise and clutter, but you can also create labels to sort your emails even further. For example, you can create a label that automatically forwards any email with the word \u201cinvoice\u201d in the subject line to your accountant.\u00a0<\/span><\/p>\n<h5><span style=\"font-weight: 400;\">Integration options:<\/span><\/h5>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-for-google-calendar\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Integrate with RingCentral<\/span><\/a><span style=\"font-weight: 400;\"> to make a call or send an SMS message directly from an email.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Slack to send a Slack message through a new email in Gmail.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Integrate with Salesforce to get an email in Gmail when an opportunity is updated in Salesforce.<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">11. Sanebox<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best email organization tool for teams that have a whole lot of email and not enough time to sort through them or those that want to prioritize their emails automatically.<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43740\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/sanebox-productivity-and-organization-tool-1024x625.png\" alt=\"sanebox productivity and organization tool\" width=\"1024\" height=\"625\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Sanebox is the personal assistant everyone wishes they had to clean up their email inbox for them. It uses smart filtering to automatically sort your emails into different folders based on importance, so you can effectively focus your time on the high-importance emails first.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It does this by analyzing your email history to figure out which emails you care about and which ones you don\u2019t so much. It\u2019ll then move the not-so-important emails to a @SaneLater folder which hides all your <\/span><i><span style=\"font-weight: 400;\">meh<\/span><\/i><span style=\"font-weight: 400;\"> emails out of sight until you have time to look at them. (Or until you ruthlessly hit \u201cSend to Trash.\u201d Y\u2019know, whichever.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It also saves any email attachments in the cloud for you and gives you the ability to snooze emails until you\u2019re ready to look at them, to help you avoid distractions.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">12. Visme<\/span><\/h4>\n<p><a href=\"https:\/\/visme.co\/\">Visme<\/a> is an all-in-one content creation, collaboration, and design platform for businesses, brands and solopreneurs alike.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-53512\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image-1-1.png\" alt=\"\" width=\"1000\" height=\"415\" \/><\/p>\n<p>With its easy to use and intuitive features, beginners and non-designers have a low learning curve to quickly create marketing campaigns, presentations, infographics, social media posts and more.<\/p>\n<p>You can choose from over thousands of professionally designed and customizable templates, interactive design tools, and easy-to-use branding features to save you time and level up your projects.<\/p>\n<p>Remote teams or creators can work simultaneously in projects without clashing. Cut down on time-consuming miscommunications by specifically placing comments throughout the project so creators and collaborators can get edits done quickly and focus on their work.<\/p>\n<p>Minimize tabs and work entirely in Visme by integrating your favorite apps to create an all-in-one workspace that drives productivity. Plus, connect live data from Google Sheets, Google Analytics and other apps, all while visualizing your data in style with Visme\u2019s interactive charts, data widgets and more.<\/p>\n<p>Whether you\u2019re flying solo or you\u2019re working with a team, Visme provides a wide range of free and paid plans that best suit your needs and scales with you and your business.<\/p>\n<h4><span style=\"font-weight: 400;\">13. Clean Email<\/span><\/h4>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-60485\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/Clean-Email-Interface-1.png\" alt=\"\" width=\"1024\" height=\"463\" \/><\/p>\n<p>Best inbox management tool for teams and individuals who want a calmer, more organized inbox without the clutter.<\/p>\n<p><a href=\"https:\/\/clean.email\/\"><span style=\"font-weight: 400;\">Clean Email<\/span><\/a><span style=\"font-weight: 400;\"> is designed to help you finally take control of an overflowing inbox. Instead of spending hours deleting and sorting emails manually, it groups similar messages into bundles like social notifications, newsletters, or receipts, so you can act on hundreds at once. The smart Cleaning Suggestions learn from your actions and help you keep things tidy automatically over time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s perfect for anyone who wants less time spent managing emails and more time focusing on actual work. With automation rules, privacy alerts, and support for all major email providers, Clean Email works quietly in the background to keep your inbox clean, secure, and organized.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Integration ideas:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Integrate with Gmail to automate inbox cleanup and unsubscribe from unwanted senders in bulk.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Integrate with Outlook to automatically archive read messages and declutter daily threads.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Integrate with Apple Mail to sync cleaning preferences across devices and accounts.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\"><a id=\"free\"><\/a><br \/>\nFree productivity tools<\/span><\/h3>\n<h4><span style=\"font-weight: 400;\">14. LastPass<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">Best password management tool for teams that use a lot of apps and use different passwords for each of them to log in securely and automatically.<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43741\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/lastpass-password-management-tool-1024x756.png\" alt=\"lastpass password management tool\" width=\"1024\" height=\"756\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Though many of us are guilty of it, no one should be using the same password for everything\u2014especially not business owners. Why make things so easy for hackers? Don\u2019t be so generous with your company\u2019s data.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thing is, coming up with good passwords can be tough, and remembering all of them is even tougher. With LastPass, you can generate lengthy, secure passwords that no one, not even you, would be able to remember. Which is why it also saves you passwords for you and lets you log in automatically to every site you need them on. Plus, LastPass can be used across all your different devices, letting you log into the programs you need from anywhere. The only password you need to remember is your LastPass one!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">LastPass comes with a free or paid plan. The free one lets you save login credentials for up to 20 accounts, which is generally more than enough for small business users.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">15. Grammarly<\/span><\/h4>\n<p><i><span style=\"font-weight: 400;\">The best spelling and grammar checking tool for anyone who writes anything, including emails, documents, presentations, and so on.<\/span><\/i><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43742\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/grammarly-tool-1024x539.png\" alt=\"grammarly tool\" width=\"1024\" height=\"539\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Grammarly checks your spelling and grammar for you as you type, so you always sound uber professional in all your written communications. Think of it as a proofreader that wants to make sure you sound as eloquent as possible.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, it\u2019ll catch if you forgot to capitalize a name, miss a punctuation mark, or if your sentence could be clearer. It also evaluates the overall tone of your writing with an emoji. A dress shirt emoji means your writing sounds formal. A hug emoji means you sound friendly. And a peace sign emoji means you sound optimistic. Fun!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One thing that sets Grammarly apart from a typical spell-check tool is it gives you a brief explanation of why something is incorrect, so you know what to avoid doing in the future. This not only makes Grammarly a great tool to double-check your writing, but it\u2019s also awesome for developing your writing skills, meaning you\u2019ll get more and more efficient at writing those emails and letterheads as time goes on. And therefore, be more productive.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Start being more productive with these tools today<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Having the right tools in your productivity arsenal will help your team stay focused on the tasks that\u2019ll make your small business grow. All the tools we went over in this post are either free, have a free option, or cost very little to use, making them sound investments.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The return on investment? More things done.\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Updated November 2025 Want to make your small business grow faster? Of course you do. But as a small business owner, your time is extremely limited. Between responding to customer emails, promoting your products, and managing your online store, there isn\u2019t much time left to figure out efficiencies.\u00a0 The truth is, everyone could be more &#8230;<\/p>\n","protected":false},"author":29,"featured_media":43743,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[237],"class_list":["post-43733","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-productivity"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>The Top 11 Productivity Tools for Small Businesses | RingCentral<\/title>\n<meta name=\"description\" content=\"Find out which productivity tools work best for small businesses, plus bonus integration options.\" \/>\n<meta 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