Productivity · Time management

Best Calendar & Time management tools?

Nate Holbrook Founder / CEO at Lilac

November 19th, 2015

After reading FD’s blog I got to thinking and realized that I should be managing my time a lot more efficiently especially with the Holiday's quickly approaching. From others experience what are the best calendar & time management tools that you have used that has completely changed your work time management & helped with your overall productivity?

Richard Harris Top 25 Inside Sales Leader, Public Speaker, 40 Most Inspiring Leader, Sales Trainer, Start-Up Advisor, SalesHacker

November 19th, 2015

This is a new favorite topic of mine. At a higher level I see this more as a removal of distraction issue than it is time management. We are bombarded way too much with stuff that is neither important nor urgent, yet we have been conditioned by technology that we must respond immediatley when in fact the response can wait.

That being said I have several apps that I use that make life easier and save a ton of time. Now the one thing I would ask you is what do you mean when you say calendar and time management.

Scheduling: - allows you to pick times on your calendar and put into an email. If those times dont' work the other party can easily choose another time on your calendar. It reduces all the back and forth on what times work, saves a ton of time.

Email: This is the ultimate time waster. I have been using a tool called SaneLater, it's a google plug-in and actually takes all the non-important emails out of your inbox and into a seperarte folder so you can check them later. You can even set an alret that will send you one email telling you want the emails are in this folder.

Now the biggest thing I hear when I talk about this tool is the "fear" something important will be missed or lost. I can assure you it's not an issue. SaneLater actually "learns" so you can easily move something from inbox to sanelater or sanelater to inbox and in the future it will be 100% accurate.

If your concern about "slipping through the cracks" in email management then you are never going to get this time back and in fact the issue may be something a tool cannot help solve. No offense but there are just some people who cannot release control, that's ok, but in the end this is a part of the discussion too. Can people stop micro-managing themselves.

Meeting Dial-In: Mobile Day, simply click one button to make any phone call thats in your calendar. It dials the number and then even dials the login number. All those times of dialing while walking to the car, going from one meeting to the next, when you are running late, or even driving, so much faster and easier. More of a convenience thing but still kinda fits into this discussion.

Excited to see what other tools people are using.

Richard Harris Top 25 Inside Sales Leader, Public Speaker, 40 Most Inspiring Leader, Sales Trainer, Start-Up Advisor, SalesHacker

November 19th, 2015

@Chris I no longer operate in a world that has to manage time for folks but I know it's a huge task. Here is a post that may help you get started. I honestly don't know the folks who wrote or the apps they mention but I figure its a good starting point.

Jackson Powell UI/UX Designer & Front End Developer

November 19th, 2015

I've fallen in love with TimeTrack. Amazing feature set for free. It started as an app if you can believe that. Imagine managing your time on your iPHone? I was skeptical but tried it and am so glad I did.

I can't believe how easy it is to use and create invoices. All on my iPhone 6+. The best part for me is it being on my phone, I can catch up on my time tracking duties while I'm waiting in line at the pharmacy or the bank. That's the secret sauce: Accessibility combined with powerful features and a great UX.

Since I started using it, he's released a cloud version so you can install it and use it everywhere you are. 

A close second is Zoho's expense tracking web app, very powerful. Harvest was also great though it is a paid subscription model.

I use Calendly for scheduling and love it. For productivity, there's a great Pomodoro based app called FocusBooster.

Also, check out RescueTime if you want to analyze your computer habits and find out if there is time your spending that you should spend on more productive tasks.

Ryan Troll Entrepreneur, product geek, triathlete

November 19th, 2015

If you're looking to share your calendar with anyone, I've found that a google calendar paired with works wonders! Hope this helps.

JP Obbagy Full Stack Marketer | Innovation Island Board Member | Community Builder | Entrepreneur

November 19th, 2015

Asana ( is great tool and can scale to your needs from free to paid as needed. Plus, it has both desktop and mobile versions.

Danny Schreiber Marketer at Zapier

November 19th, 2015

@Richard Thanks for sharing the blog post of ours, we put in hours of research for those and to be honest, we don't name one app "the best" but instead show how it's best for different types of work.

For meeting and calendar wrangling, definitely peruse our roundup of more than a dozen options -

Hopefully those resources are helpful! Happy to answer any specific questions, too.

Travis Brown Business Development, Content Acquisition, Distribution, Strategy, Sales Expertise

November 19th, 2015

I have been using  I use the free version.  It simply tracks how much time you spend through a day on things like mail, scheduling, social media, wasting time, etc.  It also tells you roughly how productive you are.

The big takeaway here is I was accurately able to measure time spent simply emailing and scheduling which on certain days takes up over 60% of my time.  That is not a good thing and personally didnt think it was that high. I have used this to change my email methods, only checking email certain times of the day and only handling things that move the needle forward or truly are time sensitive.  

Chris Taylor Director, Channel Marketing at Yuneec USA, Inc.

November 19th, 2015

Along these same lines, any recommendations for a time tracking app?