Only two decades ago being a well-organized entrepreneur meant a personality characteristic and constantly using a book-like calendar. Today, it’s closer definition would be to wisely choose the applications to handle your work. Managing our lives without desktop and mobile applications would be like a return to the stone age. But hell yeah, we don’t have to! Now we can stay organized without any additional device besides what’s already in our pockets – a mobile phone. How to organize your work with applications? See Rockon’s list of best desktop and mobile apps to manage your projects and be

 Ashanti feat. Ja Rule - Always on time

To simplify your journey through productivity applications, we made a scoring system:



A misunderstanding, terrible UX and inadequate functionalities, don’t bother.



Almost no useful functions, download only if you have a lot of time to try new apps.



Mediocre UX makes it hard to get anything out of this app yet some people may find it useful anyway.



A good app, with at least decent UX and many useful features but something is missing.



Very good app, offers well-planned functions and maintains cool UX.



Great app! Gives everything that was expected and more.  Nothing to complain about.


Now let’s get to the point. How can you organize your work with applications?



1.Managing all projects combination  piorunpiorunpiorunpiorunpiorunbezpiorun

organize your work with applications:

Great tool to manage all your tasks – from making a report at work to buying pasta for supper and remembering which movie to watch this evening. The customizable categories are very useful. Without necessarily going into details, remembers your duties and lets you postpone them (even to ‘someday’ 🙂 ). You can view tasks from any category in time view or list view, which looks better on desktop, but mobile is also OK. This app is really intuitive but won’t work for bigger professional projects.

Really helpful ‘plan your day’ reminder pops up every morning.

What rocks: 

  • comprehensive
  • categories view
  • intuitive
  • easy to postpone tasks

What doesn’t rock:

  • no calendar

Desktop or mobile: both, complementary


2Do  piorunpiorunpiorunpiorunbezpiorunbezpiorun

Organize your work with applications: 2do

Provides similar functionalities as does, but the interface looks far behind However, judging any interface is a personal matter so maybe this one will serve you best for managing your tasks. Good thing is that you can switch between lists of tasks and schedule for i.e. a week in one tap.

What rocks:

  • all handy options on one screen

What doesn’t rock:

  • design
  • too many features
  • adding tasks and people could be more intuitive

Desktop or mobile: free only on mobile


Asana  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications: asana

Gives more features than, provides you with real calendar view and connects with Google Drive (Google Sheets available). Shareable projects on the dashboard, easy team and conversation management make Asana a tool for simple, short-term team projects. For a personal use? Not really.

What rocks:

  • beautiful material design use
  • simple use
  • conversations and calendars for every project on the dashboard
  • nice switch between team tasks and your tasks

What doesn’t rock:

  • limited free usage

Desktop or mobile: both


Todoist  piorunpiorunpiorunpiorunbezpiorunbezpiorun

Organize your work with applications: todoist

Here comes Todoist which looks like a personal version of Asana. Or Asana is a team version of Todoist, as you prefer. This one has one really useful quality – its omnichannel coherence is brilliant. Popping up as a new mail in Gmail – well, might seem annoying but allows you to check and manage your ‘to-do-list’ without leaving mailbox.

What rocks:

  • very simple adding and dismissing tasks
  • clear view of what-to-do
  • with Gmail you can turn e-mails into tasks
  • motivating karma points

What doesn’t rock:

  • default filters could be more intuitive
  • boring design

Desktop or mobile: both


Trello  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications: Trello desktop

Again a ‘to-do-list’ – customizable, usable, focused on tasks instead of the timeline. Looks really amiable and helps to visualize many projects at one time. You can handle it all on a desktop as well as on mobile. Recent acquirement by Atlassian guarantees further team-centralization of the app.

However, the mobile app is not as comfortable as the desktop one. There’s just not enough space on mobile even if you make landscape view:

Organize your work with applications: Trello

What rocks:

  • paper-like lists with cards on the customizable board
  • design
  • easy to share

What doesn’t rock:

  • not very easy to postpone tasks
  • mediocre time management

Desktop or mobile: complementary, more comfortable on desktop


Meistertask  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications: Meistertask

Beautiful version of Trello with additional features like ‘trending tasks’ and motivating quotes on the board. Is it more useful than Trello? Well, both applications work well on both desktop and mobile and provide similar functionalities. The best way is to try both of them.

What rocks:

  • lovely background with quotes on notification board
  • trending tasks
  • very friendly interface and intuitiveness
  • easy switch between boards: notifications, projects, trending tasks, and timeline with tasks

What doesn’t rock:

  • adding project members in ‘project info’ – really?

Desktop or mobile: complementary, more comfortable on desktop


ActiveCollab  piorunpiorunpiorunpiorunpiorunbezpiorun 

Active Collab

Managing projects for professionals, nothing for fun here. Member view, Updates view and so on. Work organization from tasks and projects to members and timer (to make you work even faster, how nice). Each project has its own tasks, discussions, files, notes, time and expenses, each task has its own – sometimes similar to the project ones – attributes.

What rocks:

  • not that hard to tackle the basic options
  • a clear view on both mobile and desktop even in the case of larger projects
  • individual view for almost every kind of data
  • efficient time management

What doesn’t rock:

  • no free option
  • needs a while to get to know more savvy functionalities
  • sometimes you can get lost in all of those options; without checking it all you can overlook the most urgent/important thing

Desktop or mobile: both, complementary, desktop version is more friendly


Jira  piorunpiorunpiorunpiorunpiorunbezpiorun

Jira mobile

Jira is not the easiest PM tool ever but when you need a comprehensive software for multiple users it’s worth your time to learn this one. In Rockon we can’t imagine our work without it.

What  rocks:

  • UX, layout
  • very customizable, you can set every project up in a different methodology
  • efficient in fixing bugs
  • clear view of project state and progress, clients can keep track of the project
  • the very comfortable moving task to change its status

What doesn’t rock:

  • no free option
  • needs time to acquire
  • even then, a proper configuration can be a challenge

Desktop or mobile: both, complementary


2. Team communication

HipChat  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications: hipchat

Works in the same way the desktop program does which means it simply does the job – allows you to chat with your coworkers. It’s easy, transparent and connects with Jira.

What rocks:

  • intuitive
  • easiness to use
  • simple chat with a place for links from other rooms

What doesn’t rock:

  • lack of additional features

Desktop or mobile: both, almost the same thing


Slack  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications: slack

Has all the advantages of HipChat and some more – even easier navigation, call option, and bots, which can send you campaign notifications. And you can talk to yourself if you need to remember something.

What rocks:

  • bots
  • many customizable features
  • connects with ActiveCollab

What doesn’t rock:

  • slightly less transparent than HipChat

Desktop or mobile: both, complementary


3. Staying focused

Clockwork Tomato  piorunpiorunpiorunpiorunbezpiorunbezpiorun

Organize your work with applications: clockwork tomato

Time management application, based on the Pomodoro technique, a method that boosts productivity by breaking down work periods into 25-minute slices, separated by short breaks. Provides the week overview of the app usage so you know how much time you already spent on work.

What rocks:

  • clarity
  • customizable
  • simple design
  • easy to set a widget

What doesn’t rock:

  • too many irrelevant options
  • you can automatically turn on another app with certain Clockwork Tomato action (i.e. Pomodoro start, break start), but you need additional app for this (Tasker)

Desktop or mobile: available only on mobile


Brain Focus  piorunpiorunpiorunpiorunpiorunpiorun

Organize your work with applications: Brain Focus

Probably the most transparent app based on the Pomodoro technique. Provides the categories and tasks you want to work on as well as daily statistics. Can you ask for more? Maybe, but this app really can make you work. Checked.

What rocks:

  • very clear view
  • customizable
  • simple view with one task at the top increases your concentration on the subject

What doesn’t rock:

  • unnecessary division between categories and tasks, but you can just choose one and forget the other 🙂

Desktop or mobile: available only on mobile


Forest  piorunpiorunpiorunpiorunbezpiorunbezpiorun

Organize your work with applications: forest

A very green app, based on Pomodoro technique as well. Allows you to plant a tree, let it grow for the time you choose (when you should be working), then watch your forest grow (each time after some work your plants get bigger). Really nice version of Pomodoro but all those growing plants may be a little disruptive.

What rocks:

  • really beautiful design
  • the concept of growing a forest as a prize
  • the forest (picture) is shareable directly from the app

What doesn’t rock:

  • too many adds
  • too many features available only after purchase

Desktop or mobile: looks better on mobile, but as Chrome extension includes blacklist of disruptive websites


4. Managing ideas

Flowdia Lite  piorunpiorunpiorunpiorunbezpiorunbezpiorun

Organize your work with applications: flowdia lite

Easy chart creator with many features. Might serve multiple purposes – from Ishikawa diagrams to sketching a web UX. Helpful if you want to visualize your thoughts and share them with your team.

What rocks:

  • you can quickly create a simple chart
  • for more sophisticated graphs, you’ll find a great variety of options you ‘just’ need to acknowledge

What doesn’t rock:

  • the ancient design (not a compliment)
  • immensity and – at the same time – poor arrangement of options

Desktop or mobile: free only on mobile


Mindly  piorunpiorunpiorunpiorunpiorunpiorun

Organize your work with applications: Mindly

Perfect tool to create a simple mind map. With a few size levels, you can synthesize or analyze the problem with one touch.

What rocks:

  • easiness to use and multiple options to share
  • beautiful design
  • easiness to maximize/minimize
  • easiness to adjust colors

What doesn’t rock:

  • lack of inter-subtopics connection

Desktop or mobile: both


Mindjet Maps  piorunpiorunpiorunbezpiorunbezpiorunbezpiorun

Organize your work with applications: Mindjet maps

Not as beautiful as Mindly, but gives some handy features like adding notes and additional relations throughout subtopics.

What rocks:

  • easiness to adjust colors and insert images
  • nicely drawn relations between subtopics

What doesn’t rock:

  • unfriendly, literally exhausting interface

Desktop or mobile: mobile


SimpleMind  piorunpiorunpiorunpiorunbezpiorunbezpiorun

Organize your work with applications: Simple mind

This one also could use a nicer design. And a free export option (shouldn’t it be obvious?). Therefore, this app will probably be more useful for a personal use than in teamwork.

What rocks:

  • really does the job – making a mind map with long subtopics and adjusting colors is quite easy (on desktop)
  • multiple styles of maps available…

What doesn’t rock:

  • hard to do the same on mobile
  • …and hard to find the perfect map style to use

Desktop or mobile: definitely desktop


April  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications: April

Need to get a few pictures together or edit a photo on your smartphone? You can do it really fast with this intuitive app. Not only can you make a collage, a frame for the picture, add some filters, decorate a photo with some icons or make a pic look like a cover of a music album… But it probably has all of the options you need to transform a picture so you can use it in i.e. a presentation at work.

What rocks:

  • beautiful design
  • many handy options
  • possibility to make a really decent poster/picture/collage/

What doesn’t rock:

  • you need to work on a picture, something can’t come from nothing

Desktop or mobile: mobile


Bonus. Simplify your mobile use

…and connect actions throughout other applications

If This Then That, IFTTT  piorunpiorunpiorunpiorunpiorunbezpiorun

Organize your work with applications ifttt

Seems like another useless app serving no purpose?

IF you think THIS, THEN download THAT app. Some of the very useful rules (applets) include turning up your mobile ringer by simply texting ‘lostphone’ via SMS or muting your phone when arriving at work/at bedtime. Everyone can add their own rules to manage a tiny part of mobile life. So if you still don’t think you can use IFTTT to organize your work with applications, customize it with the applications you use to work.

What rocks:

  • some very useful applets
  • possibility to make your own rules

What doesn’t rock:

  • despite a few, most of the applets won’t change your mobile world
  • too many colors

Desktop or mobile: both, some rules can be used only on mobile (that’s what they’re about)


Can you organize your work with applications?

There is no magic application that can make an order without any effort on your side. But if you take them seriously and get to like the functionalities they offer, they can be very helpful. So it’s getting harder to believe someone who claims ‘I can’t concentrate on work because of all those notifications’ or can’t keep track of project at work because ‘nobody told me that’. There are many well-designed applications for team organization and productivity that allow you to do a lot of sophisticated actions and share them in real-time with whoever you like. Thus, you can organize your work with applications to get things done faster and more efficiently on the daily basis.