Best organizational tools

Top 10 best organizational tools for 2023

It’s New Year’s resolution season, and we’re here for those of you who want to be more organized in 2023. Fortunately, there are plenty of online productivity tools to help you in your quest to become the Marie Kondo of the business world. From project management, to to-do lists, to meetings, and beyond — these tools will help streamline your team’s workflow, helping you reach your goals faster (and maybe even spark joy in the process).

Why teams need organizational tools more than ever in 2023

Depending on your organization, you may transition back to the office, or you may continue to work remotely.

Withmore than half of businesses encouraging a hybrid return to work in 2023, we’ll likely need more management tools to keep teams aligned. There are inherently somechallenges to the hybrid work approach, as in-office teams must be intentional about including their remote colleagues (and vice-versa).  

Regardless of the ways your team works, organization tools can take mundane tasks off your plate, so you can focus on more strategic, value-added work. Many of these tools allow you to invite third-party contractors, customers, or partners to collaborate along with you.

Without further ado, here are our top 10 best organizational tools for 2023.

Asynchronous collaboration

This category of tools is all about collaborating when you don’t need a meeting. For global companies in multiple time zones, documentation is key for colleagues who may be offline. These tools are designed to help with team collaboration, regardless of when or where that may happen.

Loom is a video messaging application that allows you to easily create and share video recordings of your screen, webcam, or both. Many teams use Loom in lieu of meetings for training, team standup meetings, presentations, sales outreach, and more.

Key benefits

Loom saves time and improves communication. Instead of spending time trying to explain a concept or process in an email or written document, users can simply create a quick video with Loom and share it with others. This allows for clearer and more efficient communication, as the recipient can see exactly what the sender is doing or describing.

Loom can be used for a variety of purposes. For example, you can use Loom for creating tutorials and training videos, sharing feedback and presentations, or even for recording meetings and discussions. This versatility makes Loom a valuable tool for a wide range of users, including educators, trainers, businesses, and individuals.


Business plans start at $12.50 per month per creator, with enterprise plans available for larger companies.

What reviewers say

Reviewers on give Loom 4.6 out of 5 stars. According to web consultant Keith E., “You can save so much time in your communications by making videos and easily sending them to colleagues and clients for review. Things that are difficult to put into written words or could be easily misunderstood can be explained in video, and you can share any part of your screen to ensure there is no room for error. You can even exchange comments at certain points within the video. It is also easy to embed videos in websites and other tools, such as Notion, so there is no need to pay for video hosting either.”

Notion offers a wide range of tools for organizing and managing information. In Notion, you can create team spaces, take meeting notes, and build all types of documents, dashboards, websites, or wikis for collaborating with team members.

Key benefits

With Notion, you can create customizable workspaces for your specific needs. For example, you can build tables, lists, calendars, and other types of pages that can be easily organized and linked together. This allows you to keep all your information in one place and access it quickly and easily.

Notion is highly collaborative. Users can share their workspaces with others and work together in real time on projects and tasks — taking it a step beyond Google docs or note-taking apps. This makes Notion a valuable tool for teams, as it allows for easy collaboration and coordination. Plus, Notion integrates with a variety of other tools and services, making it easy to use alongside other productivity applications.


Notion offers an $8 per user/per month plan for small teams, or a $15 per user/per month plan for larger companies that need enhanced security features. Enterprise plans are also available.

What reviewers say

TrustRadius reviewers give Notion an 8.9 out of 10. A review from a marketing manager says, “We use it for working in projects where we all need to collaborate and sync in real time with a global team. It helps us coordinate efforts and assign work to each member while also tracking progress and goal setting.”

Project management

While this category of tools may overlap a bit with asynchronous communications, project management software is designed to help your team prioritize deadlines and tasks. Instead of using spreadsheets, a project management app is dynamic and allows you to track the real- time status of tasks and deliverables.

Asana is a project management tool that allows you to manage and track your work and tasks. It offers workflow management and reporting features to help all types of users stay collaborative and productive.

Key benefits

Asana helps you stay on track with whatever project you’re trying to manage — from product development, to IT tasks, to creative production, and beyond. You can create projects and tasks, assign them to team members, and set due dates. It also provides a range of tools for tracking progress, such as the ability to add comments, attach files, and track time spent on tasks. This helps teams stay organized and ensures you don’t forget important tasks and deadlines.

Asana promotes collaboration and communication within teams. Users can share their work and collaborate on tasks in real time. It also offers a range of tools for communication, such as the ability to comment on tasks, have discussions within projects, and receive notifications about important updates. With more than 200 integrations, Asana connects to some of the most popular workplace applications.


Asana plans range from $10.99 per user/per month to $24.99 per user/per month for enhanced business features. Enterprise plans are also available.

What reviewers say

Asana was ranked one of the top 50 project management products of 2022 on Project manager Yoan B. wrote, “Task collaboration in Asana is the one thing most of their competitors can't catch up to; being able to assign a single task to more than one person and having tasks linked to different projects allows collaboration between teams to be almost seamless.” accomplishes similar goals as Asana. For many, it’s a matter of preference on which project management tool is easier to use, or provides the most intuitive way to view information.

Key benefits

Many people like Monday’s color-coded user interface, and “Pulses” that keep track of the progress status of tasks. Similar to Asana, you can view your project in different ways, depending on what works best for your team. That might be a Kanban board, Gantt chart, calendar view, or list view based on the project or type of work.

Monday has different products for basic project management and workflow management, sales, development teams, marketers, and product teams. It also features 40 integrations, as well as its own API.


Monday plans range from $8 per user/per month for Basic to $16 per user/per month for Pro plans. Enterprise plans are also available.

What reviewers say

Monday is a top-rated product on TrustRadius. According toJennifer S., owner of an accounting firm, “We use for to-do lists, to have one place to store the company and client credentials, assign tasks to employees and contractors, etc. We also use it to keep track of the amount of time we spend on each client and KPI tracking. I just love it and I highly recommend this product. helps me to stay on top of things and it's a way to have everything organized on one platform.”

Creative and visual collaboration 

These organizational tools are best for visual collaboration on creative endeavors — including brand campaigns, web pages, application prototypes, and more. While these tools are loved by designers and creatives, they can easily bring other stakeholders into the fold for brainstorming, mind maps, reviews, collaboration, and approvals.

Figma is a cloud-based design and collaboration tool that lets you design projects together in real time. Figma also features an online whiteboard tool called FigJam that promotes easy, visual brainstorming.

Key benefits

Designers can execute projects on Figma and collaborate with others in real time. With Figma, multiple users can work on the same design project at the same time, and they can see each other's changes and edits. 

Figma is cloud-based, which makes it a valuable tool for remote teams and individuals who need to access their design projects from different locations. Additionally, Figma offers a range of features and tools for design, such as the ability to create wireframes, prototypes, and designs for a variety of platforms. This makes it a versatile tool for designers of all levels.


Figma plans range from $12 per editor/per month to $45 per editor/per month. The higher end plan allows teams to create and share brand asset libraries.

What reviewers say

Figma was named one of the top 50 design products of 2022 by According to business analyst Namarata G., “Figma is a simple yet impressive tool for any designer to create stunning designs and infographics in no time. Its powerful collaboration feature allows users to collaborate quickly and design simultaneously with their team members on a single file. It has a simple interface that is easy to navigate as well. Additionally, it comes with numerous presets and Figjam templates that give a creative head start to my designs.

Miro is a cloud-based collaboration and brainstorming software that lets you share ideas, collaborate on projects, and visualize information. Like Figma, it’s often used for UX and design, but there are a variety of other use cases for Miro.

Key benefits

One benefit of using Miro is it promotes collaboration and creativity within teams. Miro offers a range of tools for brainstorming, such as virtual whiteboards, sticky notes, and brainstorming templates. These tools allow teams to easily share ideas and collaborate on projects in real time. Additionally, Miro helps you visually organize and structure your ideas, which can help to stimulate creative thinking and problem-solving.

Miro is cloud-based and integrates with a variety of other tools and services, such as Trello, Jira, and Slack, making it easy to use alongside other productivity applications.


Miro paid plans range from $8 per user/per month, to $16 per user/per month. Enterprise plans are also available.

What reviewers say

TrustRadius reviewers give Miro an 8.9 out of 10. According to a reviewer who works in healthcare, “My team uses Miro for making decisions. We can pull the information we need from the various documentation systems we leverage, build useful visuals, capture different points of view, and vote on the best options. We can then commit to our decisions as a team and use the Miro board for sharing how a decision was made.”

Scheduling automation and meeting organization

These tools are all about streamlining meeting scheduling and note-taking. Meetings are at the core of how every team operates. Scheduling and conducting them efficiently can help you generate revenue, speed up hiring processes, improve customer satisfaction, and make teamwork much easier.

Calendly is a scheduling automation platform that effortlessly integrates with your calendars to ensure you can always manage your schedule. It allows you to schedule meetings without the hassle of back-and-forth emails or texts.

Key benefits

With Calendly, you can control your availability, adjust time zones, reschedule when needed and host various types of meetings. With its simple setup, you can identify your preferences and schedule, and share scheduling links for an individual or a team. Features like Round Robin scheduling make it easier to ensure that team members aren’t maxed out with high-volume meetings, by rotating meetings with the next best available person.

Using native Calendly integrations lets you integrate the apps you use every day to ensure an even smoother process, with metrics and reporting features keeping you up to date on your business. This platform empowers your whole team and enables a streamlined and productive workflow for everyone involved.


Calendly plans range from $8 to $16 per user/per month. The company also offers enterprise plans.

What reviewers say

G2 named Calendly an enterprise leader in 2022. Financial advisor Nathan G. says, “I am notoriously bad at making spelling errors and sending invites for the wrong day, month, time, etc. I also sometimes have trouble remembering what time I agreed to meet with clients on the phone. Rather than try to coordinate a time over the phone and send them the invite myself, I direct them to my Calendly page. There, they can choose their own time, and the system handles the automatic invite. It also smoothly integrates with all of my other systems and software.”

MeetGeek is an AI-based tool that lets you automatically record and transcribe your meetings so you can reference them in the future, or share meeting notes with other participants.

Key benefits

MeetGeek lets you focus on the meeting at hand, rather than taking notes. The software highlights key points, lets you search for meeting keywords, and allows you to take snippets of video calls and share them with team members. If you can’t attend the meeting, MeetGeek will do it for you, automatically transcribing and recording it on your behalf for reference later.

The software integrates with Google Calendar, Microsoft Outlook, Google Drive, as well as other task management platforms and collaboration tools.


MeetGeek plans range from $19 to $39 per seat/per month. Plans are metered by hours per month and recording retention on cloud storage. Enterprise plans are also available.

What reviewers say

MeetGeek is a trending product on G2. Managing partner Eric F. says,“MeetGeek has a lot of great features, but being able to log into the platform to comb through the translated notes makes my job so much easier! Anytime I need to follow up on a request or a client's note, we can easily log in and go through notes quickly to get what we need. The ability for the tool to mark specific conversations as tasks or something we need to pay attention to is also a huge help! Instead of logging into Zoom to listen or watch the recording, we have the complete translation FASTER with MeetGeek.

Personal task management

If you’re a stickler for time-management and checklists, this category is for you. Rather than team organization, these tools focus on individual productivity and to-do lists.

Todoist is a task management and to-do list software that lets you organize and track your tasks and projects. You can also connect your email, calendar, and files to Todoist to simplify workflows.

Key benefits

Todoist helps you stay organized and on track by letting you create tasks and assign them to different projects, set deadlines and priorities, and track their progress. It also provides a range of tools for managing tasks, such as the ability to email yourself tasks, add labels and filters, set reminders, and receive notifications. You can view productivity reports to see how well you’ve done on your tasks, and where you can improve.

Todoist is available on a wide range of platforms and devices, including web, iOS, Android, and desktop. Additionally, Todoist integrates with a variety of other tools and services, such as Gmail and Slack.


Todoist pricing ranges from $4 to $6 per user/per month.

What reviewers say

PC Magazine named Todoist the best all around to-do list apps of 2022. One IT executive said, “Categorize by project and manage all my official (& personal) To-Do's in one location. The widget on my iPhone home screen provides me with a clear view of the upcoming items for the day. The ease of adding new items and setting due dates in conversational terms and especially directly from an email makes this an indispensable tool.”

TickTick is great for to-do list makers that love the Pomodoro Technique and Getting Things Done methods of organization. It helps you focus with time-boxed intervals and other productivity features.

Key benefits

TickTick lets you add tasks with voice assistants like Siri, or convert emails into tasks. The application’s built-in timer and white noise feature can help you focus on a task for a certain duration. You can sort tasks by priority, and even (as the app describes) set “annoying alerts” to get things done.

With either the desktop or mobile versions, you can work on tasks or even collaborate with others. There’s a bit of gamification built in, which allows you to get scores for how many tasks you complete on time.


The app’s premium plan is available for $27.99 per year.

What reviewers say

G2 users give TickTick a 4.5 out of 5. Small business owner Ethan P. wrote “The simple yet valuable apps are excellent to use daily as a reminder tool.”

How to choose the right organization tools for you

Choosing the right organization tools for your business can be tricky, but there are ways to help make the decision. Consider your goals, budget, team needs, and current systems in place. Most of these tools have free trials or freemium options to try before you buy.

It’s easy to overload yourself by having too many tools, so start off using only what you need. And understand that any tool may initially feel confusing, but most applications have some training to teach you about all their features. 

While this list is certainly not exhaustive, we hope it will get you well on your way to organizational zen in 2023 and beyond.

Try Calendly today

From small businesses to Fortune 100 companies, millions of people around the world rely on Calendly to close deals, land candidates, build relationships, and grow their business — faster. 

Get started with Calendly

Ready to make your scheduling process more efficient?

Sign up FREE for Calendly

Webinar: Getting started with Calendly

New to Calendly? Join this webinar to learn how to get started with help directly from the experts!

Join the webinar

Must-Have Organizational Tools To Get Rid Of Work Chaos!

Let’s discover some organizational tools every organization should be using to make their workflow easier. Read on…

Running a business is no easy task. Apart from hiring the right talent, making the right business decisions and marketing effectively, keeping our work organized is one of the biggest challenges companies face.

If you are a small business, organizing your work data, content, files, documents, digital media, etc. can be difficult.

Thanks to technology, organizing our content is only a Google search away! However, it’s a double-edged sword, isn’t it?

You’ll find a sea of software tools and apps that have been created to make our life easier, however weeding through this technological mess and figuring out what tools would be the most useful creates a massive drain on our time and energy.


Useful Organizational Tools Every Small Business Should Try:

In an effort to save you endless Google searches and product reviews, we have curated a list of some of the must-have organizational tools. So without further ado, let’s dive in…


Number one on the list and the most powerful organizational tool out there is Bit. A new-age collaboration tool, Bit provides a commonplace for teams to get together and get work done effectively.

Need a place to store your documents or other important files? Want to have workspaces to gather all of your content? Need a place to discuss ideas and strategies across your team? Seeking a powerful search? Content management? Bit has it all! Some of its key features include:

  • Real-time collaborative document creation and editing with the ability to chat with teammates
  • Smart workspaces to keep everything in place
  • Powerful search to find any document quickly
  • Hosted in the cloud, no setup required.
  • Content management to store all digital content – pics, videos, PDFs, Google Spreadsheets, etc.

Read more: What Are The Best Ways To Organize Your Work?




The next organizational tool on our list is Trello. If you have a lot of to-dos you need to go through quickly, then try Trello, a fun and interactive project planning and management tool that lets you organize your work and tasks into visual boards. You can then add tasks or cards to these projects, assign a due date, add descriptions, attach assets, create checklists, make labels, and assign tasks to fellow team members.

Trello offers Kanban-style boards that allow you to drag and drop your task cards around as you organize your workflow. What sets it apart from other project management tools is its user-friendly interface, making it a breeze for anyone to get up and running quickly. Trello also has iOS and Android apps so you can always stay in sync, wherever you go.


3. Calendly

Organizing your calendar is a crucial step that sets you up for maximum productivity. Using a reliable calendar app thus becomes an absolute necessity, especially if you have a remote team and rely a lot upon video and conference call meetings.

Apart from being an awesome calendar app, Calendly lets you add your schedule and availability preferences and share it with your co-workers. Calendly then makes it super easy to book meetings by getting rid of the endless back and forth via email to find a convenient time. This is a perfect organizational tool for keeping a track of time and maintaining project schedules.

Some outstanding features include:

  • Set buffer times between meetings, prevent last-minute meetings, create secret event types.
  • Integrate with Google calendar, Outlook, Office 365, or iCloud calendar
  • Seamless timezone detection for your invitees


4. Evernote

Another organizational tool that works as a digital journal is Evernote. Take a lot of notes? Evernote helps to store all your personal ideas, to-do lists as well as professional meeting notes and work documents in one place. Easily create separate tags and folders for different types of information and keep it all organized.

Evernote auto-syncs across all your devices, including desktop, smartphone, and tablet. Your ideas, photos, and clipped pages are always available, no matter where you are.

Evernote has one of the best Chrome browser extensions, the Evernote Web Clipper, which makes it easy to add just about anything to your notebooks. As you browse the web and discover things you want to remember, just click the browser extension to save highlights or the entire page to your notebook along with any notes you have about that page.


5. ProofHub

Managing even small and straightforward projects can be a challenging task for project managers, leave alone complex and big projects. Things can get tougher when project managers have to manage projects while working remotely with other team members.

In comes ProofHub, a top-rated project management and team collaboration software that is designed for teams of any size, from any industry vertical, to empower project teams to achieve quick, seamless collaboration on work from a centralized location. Packed with powerful features under one roof, ProofHub’s minimal learning curve and ease of usage make it a useful addition to any remote/in-office teams working on multiple projects at the same time.

Some key features include:

  • Task management
  • Custom Fields
  • Stickies and Bookmarks
  • Integrations with other apps
  • Timesheets
  • Group Chat
  • Online Discussions
  • Scheduling Calendar


6. Airtable

Even though Airtable operates like a spreadsheet, it also provides you with an online database where you can store and organize your information. If your work involves creating and managing projects in spreadsheets but feels restrictive at times because you aren’t able to add anything beyond text in cells, Airtable is just the tool you need.

Airtable makes the often boring task of adding, managing and collaborating data a lot more intuitive with their colorful interfaces and easy-to-use mobile and desktop apps.

Airtable allows you to switch your data to a grid, gallery, or even a Trello-like Kanban view. You can add any type of content- long text notes, checkboxes, attachments, or links to records in other databases to Airtable’s highly flexible data fields. It can even be integrated with your office apps like Slack, Gmail, Dropbox, Google Drive, Zendesk, and even social media platforms like Facebook, Twitter, etc.

Read more: 16 Best Business Tools Every Business Needs in 2021


7. Hootsuite

If your work involves managing a ton of social media accounts, Hootsuite is a Godsend! It’s one of the most popular social media analytics tools out there. Hootsuite allows you to integrate with over 35 social media platforms including – Twitter, Facebook, Linked In, etc., and manage them from a single dashboard.

With HootSuite, you can automatically find and organize your social media content, create engaging campaigns, manage teams, and interact with customers and prospects in real-time.

HootSuite’s real-time analytics help you make smart, data-driven decisions to improve your social media strategy. With over 10 million users worldwide, HootSuite is widely popular and trusted. Hootsuite is a perfect organizational tool for managing social media.


8. Asana

Asana is another tool that allows your team to organize, manage, and monitor tasks and projects effectively. If you have a lot of concurrent projects going on, you can assign tasks to your team, view progress, have conversations all in one place. It’s is a fast, responsive, beautiful-looking, and feature-rich application.

Asana makes it easy to add files to tasks, up to 100MB and the best part is there’s no storage limit. Apart from the Kanban-style Trello interface, Asana allows your tasks and projects to be displayed in the list view, calendar view, or file view.

With plenty of third-party integrations like Dropbox, Hipchat, Zendesk, Jira, and much more, Asana enhances your productivity and helps you handle all your operations from a single tool.


9. LastPass

Do you know what’s the most difficult thing to manage in our work? Passwords! Whatever tool you decide to use to organize and store your files, you need to remember the login details in order to access them. LastPass wants to solve this challenging task for you. A password manager, LastPass allows you to save your passwords, contact info, and credit card details and remember them for you.

Apart from your login details, LastPass provides a safe space to store all your digital records like insurance cards, memberships, Wi-Fi passwords, and more.

If you have trouble coming up with strong passwords, the built-in password generator creates long, randomized passwords that protect against hacking. LastPass also provides a safe space to share passwords with friends and family so you don’t have to share them using any 3rd party app.


10. Zapier

The last and one of the best organizational tools on this list is Zapier. Zapier is a service that lets you link together over 1,000 apps and automate your workflow. Working on the “if this, then that” model, users can use Zapier by automatically setting up triggers for various apps and letting Zapier do the work for them.

For example, you could tell Zapier, “when I get a new email in Gmail, copy the attachment from Gmail to Dropbox, and alert me in Slack about the new Dropbox file”. Zapier integrates with apps such as Slack, Quickbooks, Google Sheets, and many more!

Now you can focus on more important things at work and let Zapier do the monotonous tasks. With an easy-to-use interface, anyone can create workflows without the help of a developer. A must-have app to organize your work!



Technology empowers you and your team to better organize your work and create workplace efficiencies, providing you with an edge in business. With these helpful organizational tools, you’ll find that the way you manage, store and share data will become more efficient. Hey folks, here is an infographic of the best organizational tools that we mentioned.

Did we miss your current favorite organizational tool? Let us know about it by tweeting us @bit_docs.

Further reads:

  • Best Productivity Hacks You Can Find
  • How To Create A Checklist The Right Way!

  • Task Management Tools Every Business Must be Using!
  • Tips and Tools to Manage Your Distributed Team

  • 11 Productivity Tools That Will Help You Achieve More in Less Time

  • Workflow Management Software Every Business Should be Using

  • Organizational Change Management: Definition, Process, Models & More!
  • 11 Best Desk Organization Ideas of 2022

The 12 Best Project Management Tools for Small Businesses

It's clear that small organizations have a very different structure than large enterprises. While large companies have separate departments for everything, in a small business you may find yourself juggling many operational, administrative, and even creative tasks at the same time. This makes it especially important to find a project management tool that suits the needs of a small organization. Often, you may not have the budget for a full-time project manager, so you have to manage tasks and projects with limited resources. In this blog, we compare 12 of the best project management tools for small businesses to help small organizations thrive. We will discuss the features and cost of each tool, as well as provide an overview of Rodeo Software, a project management tool designed specifically for small businesses.

Table of Table of Contents of this article:

  • 1 What small enterprises should be sought in the project management tool
    • 1.1 Scalability
    • 1.2 Convenience for the user
    • 1.3 Accessibility
  • 9000 Rodeo
  • 2. 2 Trello
  • 2.3 Asana
  • 2.4 Wrike
  • 2.5 Smartsheet
  • 2.6 Basecamp
  • 2.7


    One of the most important things to consider when choosing project management software is scalability. As your business grows, you need a project management solution that can grow with you. After all, a platform switch in the future could lead to chaos. Look for software that offers both basic and advanced features so you can start simple and upgrade as your needs change.

    User friendliness

    Another important aspect to consider is the ease of use of the user interface (UI). Imagine spending a lot of time trying to learn how to use a new tool, or constantly bringing new members up to date...what a drag! Especially for small businesses, having an intuitive and easy-to-use platform will help ensure that even non-techies can easily learn how to navigate it.


    Another important factor to consider when choosing project management software is cost. For small businesses, it's important to find a solution that won't break the bank, but still offers all the features you need. Some project management tools offer true one-stop solutions that will suit your needs at a reasonable cost, while others rely on third-party integrations. This is important to consider, as integration means additional subscriptions, more complexity, and inevitably more expensive than what you were budgeted for. Be sure to compare plans and look for discounts or free trials before making your final decision.

    Best Project Management Software for Small Businesses

    Now that you know what to look for in a project management tool, let's take a look at the top 12 small business options.


    Rodeo Software is a project management tool designed to help small businesses optimize their bottom line while working efficiently to deliver projects on time. It offers all the features you need for project management without the extra complexity (and cost). The tool has a simple interface that is easy to navigate even for those who are not tech savvy. It includes features such as budgeting, time tracking, to-do lists, and reporting to help you plan and complete projects efficiently and effectively.


    What makes Rodeo the perfect project management tool for small businesses is its versatility. Because small businesses have limited resources, a tool that offers a truly one-stop solution can help save time and money. Let's take a look at these features:

    • Budgeting: Rodeo's budgeting feature is a great way to keep track of project costs and expenses. To create a new project, simply click the "Create Project" button and follow the on-screen instructions. Then, easily add a job to your schedule by specifying its cost, required hours, and hourly rate for the job. This makes it easy to see how much each task will cost and helps you stay on budget.
    • Estimates: If you work with clients, once you've completed budgeting for a project, it's time to submit a quote or proposal. Instead of creating a document where you have to enter line by line everything you created in the budget tab, Rodeo allows you to simply click the Estimate button right from the budget view to generate an estimate with your company branding and details.

    Choose which columns and rows to display, and in just a few minutes you'll have a customer-ready quote that can be sent via email - which you can do right from Rodeo. You also have the option to download an estimate if you prefer to send it through another channel or by mail. Easy, right? This feature is also useful for those who do not work with clients, but need to send an estimate to another department or team member for approval. Follow the same steps and get your project approved much faster.

    • Planning: Congratulations, your budget has been approved. Now what? Resource and capability management is a huge aspect of every project, and keeping track of all the cases and deadlines can be a daunting task. That's when Rodeo planner and task manager comes to the rescue, offering you the ability to assign tasks based on skills and/or availability. In this way, you optimize your resources and ensure that team members are not overworked.
    • Time tracking: Knowing exactly how long it takes to complete a task is critical to forecasting future projects. If you spend more time than anticipated on a task or project milestone, your margins and profits can be impacted. Rodeo solves this problem by offering a built-in time tracker so users can track and log the time spent on each task with easy-to-use time cards. Once time is tracked or logged in Rodeo, the project budget is automatically updated to give you a real-time view of your profits.
    • Invoicing: As with estimates, Rodeo makes it easy to bill customers. Choose between sending a full invoice, splitting projects into milestones, or setting up recurring invoices directly from a project. Plus, Rodeo integrates with QuickBooks online so you can get paid faster.
    • Reporting: Nothing beats the peace of mind when you know the state of your business. With real-time information and comprehensive reports, Rodeo gives you a complete 360-degree view of the status of your projects (and business), making it a true all-in-one project management tool.

    Rodeo Extras

    • Purchase Orders
    • Expenses
    • Messenger
    • Contact Management

    What do customers say about Rodeo?

    For Axel Avalon-van Staveren, brand director of digital agency JaxX, it's important to be able to match estimates with real project costs and time. With that in mind, Axell shares, “Using the Rodeo has made our projects about 30% more profitable. Once we started using the time tracking system, we had an accurate overview of how much time it really takes team members to complete projects. For the first time, we were able to accurately identify discrepancies from our estimates. ” For BAIT Studios Managing Director, Peter Rogers, Rodeo has helped make their projects more cost-effective as well as provide customers with much more detailed updates. Because clients will call you unannounced and demand project updates, Peter says, "With Rodeo, we can see exactly what's going on with our projects, providing a lot more context for updates." Also, the fact that projects and budgets are interconnected is a big differentiator for Peter “…what really adds to the way you keep track of your projects is being able to see updates converted into cash. With every decision or step we make, we immediately see the effect of additional costs.”


    • Free trial version: Yes
    • Basic price : $ 29.99 User
    • An additional user license (project managers) : $ 14.99 User

      0 9007 9 Standard User License (Creatives):

      $8.99 user/month


    Trello is a project management tool that provides a simple and intuitive way to manage tasks and projects. It's great for small businesses as it's easy to use and doesn't require a lot of training. However, the downside of this tool is that it is not very scalable as it only offers basic project management features, meaning for financial aspects like invoicing, expenses, estimates, time tracking and so on, you will need a different tool.


Asana is a project management tool with a focus on task management. It offers many features including task lists, Gantt charts, file attachments, and more. This tool relies heavily on integrations to offer you an all-in-one solution, which results in expensive monthly fees when you start scaling.

Asana Popular Features

    9000 $12.50 user/month
  • Enterprise: $25 user/month


Wrike is a project management tool that helps teams manage tasks, projects, and goals in one place. While this tool is best suited for enterprise-level companies, Wrike is highly scalable, offering businesses one place for all projects. However, the learning curve is longer and for smaller teams, the implementation process may take longer than expected.

Popular functions Wrike

  • Tracking activity
  • Joint use of assets
  • BECLOGS Office
  • Campaign Management
  • 9000 : $9.80 user/month
  • Business : $24.80 user/month
  • Enterprise : Pricing can be requested on their website


With a range of intuitive project management features, Smartsheet is designed to help businesses plan, organize, track and automate their processes. As the name suggests, the tool's interface resembles spreadsheets, making its familiar look an advantage for those who need to get up to speed quickly. The downside is that the platform is not as comprehensive, so teams that are already scaling may find this tool too basic for their overall needs.


If you often collaborate with clients on projects, Basecamp may be the solution for you. This tool allows teams to manage tasks and projects and also offers a client-centric view, allowing your team to receive real-time information from the client on specific projects. Features include task management, document and file storage, and live chat. One of the biggest cons users face is the user interface which can be confusing and not user friendly at all.

Popular functions BASECAMP

  • Client Portal
  • Boards for collaboration
  • 9000 : $99 per month helps businesses track and manage projects and communicate with team members. This tool has a number of features that make it an attractive option for small businesses, including low price and potential for those willing to scale. However, its limited project management capabilities and lack of customer support can be a big drawback, especially for such a complex tool. While flexible and powerful, users often rely on highly specialized people with workflow knowledge, which may not be ideal for small teams. In addition, the platform also relies on integration with very few native features. Pricing can be requested on their website


Honeybook is a small business project management tool that helps streamline project workflow and communications. It is an all-in-one platform that provides centralized management of project deadlines, files, invoices, and customer communications. Honeybook is an affordable solution for anyone looking for an easy way to manage projects and clients. However, it is not without its shortcomings. One of the disadvantages of the Honeybook is that some users find the interface confusing and unfriendly. Since the platform works on the principle of a sales funnel, this can be a problem for those who want to simply transfer long-term customers and ongoing projects into the system.

Popular functions NTASK

  • Resource Management
  • Problem Management
  • Joint use of files and comments
  • Accounting for working time

Priva 9000 9000 Free test version: yes $4 users/month

  • Business: 12 users/month
  • Enterprise: Pricing can be requested on their website
  • Airtable

    Airtable is a project management tool that has received rave reviews from small businesses. Its flexibility and ease of use are second to none, and it integrates with a wide range of other business tools. However, some users find Airtable difficult to get started with and the learning curve can be quite steep. Compared to other tools on this list, Airtable lacks some of the more robust features, like their kanban board isn't very intuitive. If you are using the free version, you will also notice a lack of organizational features.

    Popular functions AIRTBLE

      9000 Pro: $24 user/month
    • Enterprise: Pricing can be requested on their website


    Teamwork is a project management tool designed to help small businesses manage projects and team members. It includes features such as task lists, file sharing, time tracking, and progress reports. The platform also offers a free version for businesses with up to five users. However, the free version can be too limited and some users have complained about the user interface. Overall, Teamwork is a good option for small businesses looking for an easier way to keep track of their projects and team members.

    Popular functions Teamwork

    • Projects Templates
    • Office of Tasks
    • Reports
    • Accounting for working hours

    Priva month

  • Height: $18 users/month
  • Scale: Pricing can be requested on their website
  • Zoho Projects

    Zoho Projects offers a range of features, including task management, team collaboration, time tracking, and project reporting, ideal for scaling teams. The platform also integrates with other Zoho products such as Zoho Mail, Zoho CRM, and Zoho Invoice. Some users have criticized this software for being too complex and difficult to use, especially for small businesses. Because it relies on a number of integrations, including an add-on product for billing and contact management, the total cost can be much higher than other solutions on this list. 9

    What is the best project management tool for your small business? It depends on your needs and budget. If you're looking for a tool with solid features, scalability, and budget, then Rodeo might be the right choice for you. Since Rodeo offers several built-in features, you will be able to better understand your projects and profits. Also, the best part about choosing a true all-in-one project management solution is that you'll save on unnecessary tools (and subscriptions) to help keep your projects running smoothly. However, if you're on a budget and don't need a lot of features just yet, Airtable or Teamwork might be the best option. No matter which tool you choose, be sure to take advantage of the free trials to see if it's right for your business. Happy project management! 🙂

    Views: 615

    The most popular management tools of Russian companies |

    The larger the enterprise becomes, the more management tools are required for its manager. Consultants from IBS tried to determine which of them are most often used by successful companies.

    About 1,000 companies from 19 sectors of the economy took part in the study, made by IBS consultants. Managers were asked which of the 100 identified management tools and “best practices” (divided into four blocks: financial management, strategy and marketing, technology and innovation, operations and business processes) are used in their companies. As a result, it turned out that the set of tools among the respondents is similar.

    It is difficult to call the results of the study sensational, says Yury Rovensky, CEO of RBC, but such an overview of the practice of Russian companies can be very useful. “Any large company in the course of its existence tends to grow fat,” Rovensky explains. “And this kind of research can lead to some ideas about your own company.”

    Personnel is everything

    Mastering new management tools and practices in a company – from automated financial management to strategy formation – is always related to the size of the company. “Of course, this contributes to growth, but only to a certain level,” says one of the authors of the study, a teacher at the Higher School of International Business of the Academy of National Economy under the Russian government, Roman Kashcheev. Further, in his opinion, a large number of tools can make the company less flexible and more bureaucratic. That is why, according to experts, it is necessary to introduce only those tools, the absence of which is critical for the development of the company. Which, in general, is also not always easy to determine. One way to understand what exactly this tool is needed for a company is to look at the experience of colleagues. Among the companies participating in the study, 190 companies have an annual turnover of more than $100 million. The answers from the top managers of these companies helped the consultants to profile a successful company.

    More than half of the surveyed managers named the improvement of the personnel management system as the most important for the growth of their company's business. The words did not differ from the deeds, as it turned out, 76% of the surveyed companies created a full-fledged HR service that performs not only the function of personnel accounting, but also deals with the assessment, training and motivation of staff. And 79% began to form a separate budget for staff training. In the Gradient company, at the last board of directors, a decision was made to form a budget for staff training. “In one form or another, it has always existed, but it has become more streamlined and regulated,” says Andriy Ukrainets, CFO of Gradient. The issue is supervised by the general director, which, according to Ukrainets, speaks of its importance. “There are no big assets in our distribution business,” he explains. - We are a service company, and our main value is the cost of the team? According to Kashcheev, increasing attention to HR is the most predictable result. The trend, according to him, was already noticeable several years ago.

    Money loves an account

    Improving the organizational and functional structure is no less popular task: 76% of respondents reported the existence of a formalized description of the organizational and functional structure in the company. “This practice allows us to achieve maximum efficiency of the company's structure, as there is an understanding of the levels of subordination and responsibilities of people,” says Alina Ignatieva, Deputy Director for Human Resources at Agros Group. - Including this eliminates such problems as duplication of functions, and also allows you to make consistent and reasonable decisions on the number and rotation of staff and control this process?

    Apparently, as an element of improving the organizational structure, large companies attach great importance to the smooth flow of documents - 75% of respondents reported that they have it regulated. This issue turned out to be especially relevant for IT companies, transport workers and telecom operators. MTS is not surprised by such results. The basis of the cellular operator's business is servicing millions of subscribers in real time. This task cannot be solved without a powerful document management system, more precisely, even several interconnected systems. An example of such a system is the personal accounts of subscribers, which reflect the entire "history" of the relationship between the client and the operator. The quality of customer service directly depends on how efficiently this system works.

    However, Alexander Pchelintsev, an expert from the IBS management consulting department, one of the authors of the study, doubts the veracity of some of these answers. “In fact, companies only think they have document management practices,” says Pchelintsev. “In reality, very few organizations can boast of this.” Sanal Ushanov, Financial Sector Director at Accenture Russia, agrees with this opinion and believes that such research results are not at all a cause for joy. “In the vast majority of companies, there is no automation of the workflow process itself and its aspects such as maintaining the relevance of documentation formats, archiving documents,” says Ushanov. Naturally, this leads to a slow workflow and slows down the business processes tied to it.

    Strategy and marketing

    69% of companies reported that they have allocated organizational units responsible for the formation of the company's development plan. At Agros, a team of top managers from different businesses and functions of the company was formed to develop a strategy. According to Ignatieva, such a group development of the strategy provides expert input from all participants in the implementation of the strategy, consistency and a common understanding of the adopted strategy.

    The fifth most popular practice (72%), which large companies pay attention to, was "Separation of a separate division of the company involved in the development and implementation of the marketing strategy." Pchelintsev suggests that the high attention to marketing is due to the fact that FMCG companies occupy a fairly large number in the sample. -This is really very important for the companies in our segment, - says PR manager of Procter & Gamble (Eastern Europe) Georgy Soustin. - Due to the large number of brands and the need to break through to the consumer, the work of the marketing department becomes very important?

    Telecommunications companies are actively developing and using automated customer relationship management (CRM) systems. The IT company CROC introduced a similar system back in 1995. Now they are switching to a more complex and more productive system. “This system has more and more users in the company, and a more powerful product is needed that will develop together with the company,” says Veronika Taraba, Deputy General Director of CROC. Preliminary calculations in the company showed that investments in the new system will pay off. “The new CRM system will allow us to increase sales. Even the pessimistic growth forecast gave us an idea of ​​how effective it would be,” says Taraba.

    Portrait of a large company

    The most frequently used management tools and practices among large companies*

    A budget is formed for staff training - 79%.
    The HR service performs the functions of not only personnel accounting, but also personnel assessment, training and motivation - 76%.
    There is a formalized description of the organizational and functional structure of the company - 76%.
    The company has a document flow regulation - 75%.
    A division of the company engaged in the development and implementation of a marketing strategy - 72%.

    Learn more