Paradise is when you have so little to worry about, and I know firsthand when you have an ungodly monumental project ahead; That there is a LOT of worrying involved!
You can take a sigh of relief now that you found this list because I complied a list of ALL the options, so you don’t have to.
Literally I doubt there is much outside of the items I put down on here, but I want you to realize this I made this in a more generic sense. Meaning it could help a lot of people, but that makes the creation of this not as specific. I want YOU to feel that it is made for YOU still. Meaning if you are a blogger, project manager, innovation officer, content creator, or somewhere in between that you can find your way automatically.
Fuel your hustle, and get started executing.
Breaking this up into smaller sections is going to be the best option. There will be more Task based first, as they go for everyone. Then Project Management, which is a bit more intensely sized projects people are tackling. Though content creators listen up here, I made this list from the research I put forth for my own content planning.
Maybe A Couple
One thing I want to mention is that some of these are affiliate links, and that is because I care enough about the tool to share it. If I don't think it is necessary then I won't add them, and no matter what it means no additional charge to you!
A lot of these I have used myself, at least at some point in the past, such as when I first made this list. That being said I would like to caution the reader that it was a while since this post originally was made, and has since been heavily revised. If I reccomend the tool still to this day of writing (Nov 2021), then I will have a 👍 next to the name of the tool.
Just again I'd like to state that it is based off of my opinion and experience. Just even the first one below, Monday.com, has changed dramatically. I.e. When I first made this post it was more like Asana or Trello, but now with all of the automations and intricate things you can do with it; It is more like Zapier I'd say. Still not my cup of tea, but has significantly improved. This is why I am taking a grain of salt approach to revising this post, as I want you to choose YOUR newfound favorite tool.
My opinion may matter because of the wide range of experience I have had with these tools, and my ability to compare them. However this post is meant to be an eye opener.
ALL of these sections may have something that pertains to you, so I suggest not skipping any!
Here is a Related Post that can Help you get in the right mindset!
Here is how this post is laid out, task management, project management, and then tools that sort of work in both or for content management. Although not traditional content management systems like Wordpress or Ghost, those are for another day.
I want to make clear that this post is a greatly revised work, as when I originally made it on an old platform I didn't give enough information. Let alone screenshots so you can have the visuals alongside it.
As well as, my Notion skills are completely different now. I actually quite DISLIKED Notion at the time of the original piece, as I failed to understand it (more on that later).
Like I said I'll give a thumbs up if I think you will benefit from it, and I'll try to keep those only for the ones I can stand behind, or at the very least impress me from the get go.
Moreover, if I have a comment or experience I shared originally on the old post, and it is still Relevant, then I'll put it in a quotes to signify that it is old. Like what you are seeing now.
This is more of a timeline based, task system, and from what I hear from many people it works well for them. In many use cases even too. I didn’t use it because from what I can tell from the pictures, it doesn’t seem to fit my needs. However they have some great templates, and I may end up giving them a shot in the future!
Collaborations, automations, and pipelines galore. There is a lot you can do with the new version of this and it would take a creative mind on your team to create a hub for your business in a unique way.
Give this to them and say it is like Asana and Zapier had a baby.
Putting together reminders, events, and trackings to keep up with every aspect.
This one comes first because it has just SO much in it. From Kanban boards, to Mind maps. This is more on the team side of things, so for solos out there I’d really only suggest it if you need a mind map to organize your thoughts!
It has been a while since I toyed with this one, but I can tell from my original piece that I had been impressed with it.
There is a point where feature crawl can be a risk, which is not something I was aware of when I first wrote this post.
Honestly this tool doesn't seem like it changed much since the original post, and that is saying a lot. Now I could be wrong, and from what I see now of the user interface it does seem to have a unique layout compared to others.
One of the best from what I hear, but I can’t bring myself to give that interface a go. Partially because it seems too simple in my opinion, meaning I wouldn’t be able to input details as much. Now screw my opinion and go look at reviews though, for they really have some big names talking it up!
Man I still agree with my old self ^, I know that this is a popular tool and all (especially with creators and their teams), but I can't get over the bland minimalism.
Personally I think part of my issue is that I felt cramped and inable to complete my actions without following a particular routine. That just reminded me of my School Agenda days, where the school would give you that book every year and push you to use it. I hated paper journals, and that one felt too clunky to me too.
This just feels like that, but digital. Please no offense to the Asana team I'm sure you all are fantastic.
I think this screenshot sums up the tool very well.... It is just a glorified database tool that you have to pay for? I double checked the pricing, there IS a free plan for 3 users at least.
I’ve found Zoho to be quite interesting in their software, considering just how extensive all of their services are. If you are looking for an interconnected system to replace software in your life. Perhaps give this a look!
^Given how Microsoft is generating their Fluid interface and "Loop" tool, they have definitely surpassed the need for Zoho unless it is the only thing your company allows.
Also subtasks? Gross, they are just limited versions of tasks, that add too much project creep.
A very simple task list, more than likely you’ve heard of it somewhere, but for some people this all that you’ll need. Something to list out your actionable items.
To be completely frank I used this tool for a hot second, and I think I should have longer. However having a separate tool solely for tasks is just not something I'd like to do at this point in time. I don't even like how Google Calendar is separate from my tool of choice (see the end).
To their credit I have seen the UI clean up over the years (and it truly hasn't moved much, but rather just looks modern), and they have been growing in features. A ton of YouTube Creators love this tool.
Think of this as a more powerful Todoist, with greater collaboration tools involved as well. From what it looks like on their site too they have a sleek UI, and really puts the pressure on details!
Again the user interface has been given a significant facelift since the old post, but I am unsure about the tool itself at this point. Ha I don't have the time anymore to try out each of these tools like I did the original time. However this one would be one I'd be giving a shot. I think at the very least if I was starting again my use cases would be creative workflow.
A quick break for an explanation!
So the original story is that I was trying to find a tool that would help me with my OmniContent, and back then I had a hard time explaining it to people.
For reference here is a screenshot of what it looks like now, with some properties hidden even...
Now beyond this I was creating unique series for: Youtube (video), podcasts, blog posts (a couple post types), Instagram (multiple unique series), and more. So there was many Siloes of content that needed to be organized.
I hadn't fully decided whether or not they should all be in one, or separate, and now it is a mix of both ironically (with the OmniContent SERIES doing its own thing).
Point is I wanted different layers of abstraction to separate them out over time, and for series, and for platform. At the very least a way to organize them by platform and/or Time frame.
THAT was my motivation for trying all of these tools, and again I played around with many of them for a solid chunk of time each if I felt they were worth it. The ones I have used a lot in that experience or felt that had done PART of the job right are the ones I have quotes in their sections from that old post before. Or still have opinions about now even.
Anyways, back to your content.
Following the trend of other tools: Projects > Database with many views, but with a collaboration feature set too.
To me this one doesn't stand out too much, but seems like a reliable choice if price is one of your deciding factors.
Tasks with chat software, sort of acts like slack in a way, but with more productivity involved.
I think the main gimmick of this one is all about teams and collaboration. However in the modern sense it doesn't seem to stand out as much. When I first wrote this post many tools weren't also trying to compete with Slack, so this one stood out. Although now many have communication functions or that feature is being done by another tool.
What can I say about this one, but that it is Excel online? Now with Excel being an online tool too, it is really your pick of the draw. As both have extensive functionality if you know what you're doing. Although IMO I would just stick with a more advanced tool to simplify your life, such as Airtable or even Google's own Google Tables.
You all know this well, but I wanted to mention it nonetheless. Really because nothing up until this point has gotten the job done like a sheet.
Its sad, but true, even out of this entire list I am still trying to find that one solution!
.....Actually old me something on this list DID end up being that one solution!! Oh how close I really was to what I needed, and just didn't even know it. Keep reading to find out what that was. ;)
Google Tables 👍
One of the few, if any, new additions to this list since the time of the old post. Sorry wasn't able to see if there was any good screengrabs I could get. It is honestly just a Google version of Airtable. Which I think is a good thing.
Something I should mention off the bat, and the quote below didn't even do it justice, is there Universe in the corner is insane. There are templates and databases made by users that are seriously super helpful. I.e. the TED talks list I found that you can see in the screenshot.
Templates, templates, and a universe of more templates. Seriously though if you want some of the groundwork of setting something up done for you. Maybe this is where to go. My gripes are that there isn’t really much on collaboration (which at the moment I can live without), and not really much on project management side either. Although their kanban boards work well.
P.S.!! I use Airtable to organize my Modular Degree, which is a feat to say the least as there is over 400 courses (maybe less now that I trimmed it!)
One of the things that only this tool ever did over any other at that point in time, and even Notion up until VERY recently was "Groups".
As I said in my quote my Modegree was seriously over 400 courses long, and nothing could hold it well. Google Sheets fell from the size, as in it was always completely too complicated to use often, and the collapsible tags are great.
I didn't have anything to say on this one, so maybe it was something I used then quickly deleted, or didn't even feel that it was worth the time.
Well this certainly looks different! Although it just seems to be a glorified Trello with team features. Maybe that is what you are looking though.
Again no previous comments on this, for I think I saw it and just added it. It seems to me that in the transition to new data organizational tools they couldn't move on form the simple document folders. Even the website feels ultra coporate-y, and not even well designed.
From group video chat to "your own personal AI Assistant", or whatever that latter feature truly entails. It engaged my curiosity enough to press the TRY IT NOW button. Although that was just a sign up link, it would have been cool if they gave you a demo or video at least.
File sharing and security, two more features I don't see very often if at all. I don't remember my experience with this tool, so I can't give it the thumbs up.... BUT I would give it a try if I were you just in case.
I can't really say much, as again I don't remember how I used it last time. However here is another screengrab from their page.
Really seems they are trying to make the process of finding all of these features in one easier for the end users like us.
That I give them credit for, so cheers GoBrief!
This is one of the tools I actually used a lot, and even came back to a couple times when I was frustrated with Airtable or Google Sheets from time to time.
They added automations which surprises me, as I forgot they did that. It puts them on par with Monday in featureset, and moreso given the freedom of databases and kanban functionality (which IMO is moreso than what Monday offers).
A new player on the market, but one that I think you should REALLY keep an eye on. I want to explain this as a mix between the power of Google Sheets, and the aesthetic and diversity in tools of Airtable. One thing I didn’t like about the latter was the cramped design of the UI, Infinity fixes that.
This was one of my original quotes, and I highlighted a really important note there. A mix between Gsheets and Airtable, which I find to be interesting even today.
Do note however, I had some annoying technical issues, and although support was immensely helpful. I couldn’t really use the software knowing that at this very moment, as they are in beta, I couldn’t trust my work not being saved.
However once they are out of beta this year, maybe even sooner, I would totally give them a shot. Seems like they are going to be a major player down the road.
I did end up trying them out again a couple times like I said, but I felt too many barriers in using it. It is starting to come back to me, as there was roadblocks in my usage. Like typos when you are writing a paragraph, so nothing crazy but enough to make you stop a second and think.
I still will give them a thumbs up, as someone reading this may end up LOVING the tool.
I don't really have any first hand experience with this, but all the things I hear second hand from people is that they hate Jira because of their work.
Probably the same companies that say Synergy in every meeting thinking that will create it.
Made for a focus on Agile sprints, and combining them with Kanban boards, take this with a team working on the newest version of your project!
It is starting to seem like all of these tools are using the same boiler plate and calling it a day.
I'm sorry to the Avaza team if my words offend you, it may be a great tool.
Collaborate on tasks and projects, detail them out in a simple yet functional way!
You Can think of this like a spreadsheet mixed with task lists. I’m probably not doing it justice, but I hadn’t really used this much!
Honestly I see why I haven't used it much! #outdated
Microsoft Project....Errr Loop?
Let me just start by saying that even more than Google, Microsoft likes to have a ton of products that overlap.
They recently announced Loop, a "flexible canvas app", or really just a Notion clone. However take my saltiness aside and take it for what it is, and that is a system they call Fluid. Where it connects it all to Microsofts other products, and they could easily add an app/feature that competes with Notion even moreso. More power to them, and if your company already uses the Office ecosystem it may as well be better for you.
Loop gets the 👍, Microsoft Project does not.
I'm starting to see the same UI/UX on a lot of these.
This takes a moment to set up, but gives you a lot of various tools to organize your content strategy. From tasks to an editorial calendar.
Easy Projects 👎
Something about this site and from what I can see of the tool hits me in all of the wrong ways. Please reader trust my intuition, even though the tool itself could possibly be powerful (I'd bet not though).
You can tell a lot about a site based on its design, and I'm getting visual redflags.
Task based project management, presumably more for financial planning, and the like!
To be frank I am not the biggest fan of trello despite it's minimalism, which I do like. It is just overhyped, and I always see it as a public company roadmap. Then they get too lazy to update it and delete it.
Probably this tool is worthy of the 👍, but I am not comfortable with me personally standing behind it. Doesn't really stand out to me, especially with almost every tool having a Kanban feature.
You have presumed you would see this higher in the list, although there isn’t any order to any of this. However I’ve seen more content creators use Trello, and any other.
Not even going to screengrab this one as it looks like it is out of 2005 and never changed.
Team based projects and tasks. ^^^
I haven’t used this one, but I saw it on my searches.
Quick note it actually looks like it uses spacing well, and doesn't waste spacing with padding or margins. A lot of tools add tons of padding to "look better" when all I want is a sheet of data in front of my eyes stretching from edge to edge. That isn't as overwhelming as Gsheets as least.
“Turn conversations into actions”
Lol a quote of a quote.
This one seems interesting, and worth a look!
As this one is a rather unique set of tools, as well as purposes can vary. I also didn’t feel it belonged to any category.
It still seems to be this way, but doesn't also fit the topics of each of these categories. Worth mentioning at least.
This is a tool I actually took the plunge and paid for, as it had a lifetime deal at the time of writing the original post. It was one of the first out of all of these to do a Gantt chart well.
Although it hasn't seem to change in all of these years. The website got a redesign, and the collab tools were certainly something to give them credit for!
Email mixed with task management, even embeds a kanban board!
Was probably more excited for this than I should have been, but it is an interesting combo.
Legend (Moo.do) 👍
The vibe I get from this new iteration of the tool is that they are going for the techies. From IT to coders and programmers, to the game developers and overnight types.... like myself writing this post.
Honestly, it seems to me something worth checking out. I haven't used it, or at least this new version. However I saved it to my resonance calendar, and I am going to give it the thumbs up. I have a good feeling about it.
A popular tool with a lot of modern features like automations and zapier.
Ironically I wrote nothing before in this spot, but I recall using it around that time. I think I played around with the features it had at the time. I eventually remade my account after deleting it.
This is one I still hear about today from people who didn't know I already made this post! 😂 Although they are just trying to share something really cool. It seems to be going places, and although I don't use it anymore it did get me going in a unique productive mindset. Even if I didn't continue it with them.
I remember this tool, but not a whole lot. I did use it for a time, but I often confuse it with the next one. Shows how memorable it was then I guess.
Their site does not do the tool justice.
Task Pigeon 👌
Another tool I used a lot of, but their site does not do it justice either. I actually was able to get an idea of what I wanted to do from this projects and tasks setup they had. Wasn't much different than other tools though, and not updated in a while it seems.
I liked the UI and usability to this one, but there wasn’t enough deep organizational aspects. That kept me from going further. May come back though.
Here are the themes ^ that cropped up a lot in my experiences. Lack of customization, and not enough layers of abstraction. This one came close I think with 2-3 at least. Although I ended up having a LOT more than that, both horizontally and vertically, if you can imagine some data architecture like that!
I used this for a time, but it seemed a bit more specific use case than what I needed. Perhaps would be worth coming back to as well.
I can't wrap my head around this redesign or rework. It seems to be a great idea, especially in the more corporate environments, but I am unsure.
Office Timeline 👎
Seems either depreciated, or hasn't been updated in a decade.
A simple multi-platform todo task system. Worth a look!
I said to give it a look before, and that seems to be my opinion now.
I am not sure how this didn’t make the list before, perhaps I just thought it wasn’t prudent. However this is the ultimate list after all! Who knows maybe this unique format would be perfect for you!
I guess it missed me the first time, and it was added in. I didn't delete this text because I think that is an important note. As it didn't register as important enough to add, although there are a lot of big fans of it nowadays.
Worth a look I presume.
Task and project management, but for a first time to their website I am really impressed by their UI. Which that is saying something, although I’d have to give it a shot in the app before making any calls!
P.S. I just checked their pricing, try not to having a heart attack.
I am not sure what I got so worked up about, but again not worth deleting the text. The history of this post gives some weight too, as it shows how these tools evolved.
The homepage is just a landing page, with the menu UNDER the hero section. Given the poor web design I can assume the tool may be in a similar state..
P.S. I found a singular drop down menu AFTER clicking the integrations link, but it didn't seem worth mentioning, since that should be on there from the get go.
Gmelius (Email Tool)
Their biggest flex is the integration with Github, which may be awesome for some programmers out there.
This one looks interesting, quite a lot like Timelinr, and I’m not sure who came first. Though both have their uniqueness, and may be another I’d recommend checking out for sure.
I'm not sure where I got the Timelinr reference from what I see now, but it does seem interesting still.
Clubhouse Project Management...... Now Shortcut
Poor clubhouse, they literally had the name first, then the viral voice app stole their name.
Note: I didn't just get lazy there at the end, for those tools either seemed to be not worth your time, or they just didn't stand out. Anything without a screengrab is almost just not worth clicking the link.
I have them here for completions sake, or for comparison.
If I missed any...
Then I guess let me know, although I don't plan on updating this post again anytime soon, at least not unless it is for a strong reason!
Unique Tools that are Different
All three of these I hear about a lot nowadays, especially as alternatives to Notion. However I have only tried Obsidian out of these three, as it is free. They all get the 👍 considering the power and/or potential as tools.
I encourage you very much so to check them out.
The Latter Two being even more interesting
As they both allow for networked ideas, and synergies to happen. Some of it automatic from what I understand, as well as manual.
Either way the tools allow you to connect ideas, and that can lead to inumerous new ideas.
What am I using? = Notion.so
I just wanted to share a snippet of what the original post said about the main tool I use now:
"This one was recommended by a friend of mine, but I’m not sure of its power yet!"
Now it is something I use on a daily basis, and recommend over most of the aforementioned tools. Saving the best for last if you will, as Notion acts like an all in one or lego-like productivity system.
Here is my information to learn more about it.
Find what tool suits YOU Best!
This is an Example of what the PolyPro Posts Look like!
Meaning that the paid subscription gets you long form, information/wisdom dense, and overall just full of value posts like this. Topics may vary, but the quality does not! You can expect awesome detailed posts like this one, and this one I wanted to put into the members only. However the original version of this post was on medium which had free access. After I heavily revamped this post I thought let's send it out for free, and give people a taste of what is to come!