Boost Your Productivity with Digital Tools
Tools for Overcoming Procrastination and Boosting Productivity
Technology can be a double-edged sword when it comes to productivity. While it offers easy access to entertainment, information, and communication, it can also lead to distractions and procrastination. However, when used mindfully, technology can be a powerful ally in tackling tasks and staying focused.
Working more efficiently frees up time for other well-being activities such as getting outdoors, spending time with people close to you, journaling, or sitting down with a good book or movie.
Whether you're looking to increase productivity at work, in your studies, with personal admin, or around the house, this blog explores digital tools designed to help you plan, organise tasks and stay accountable.
Note on This Blog
Before starting this blog, I had never used digital productivity tools. However, after exploring some popular options, I was surprised by how beneficial they turned out to be, so much so that I plan to continue using some of them.
With so many productivity tools available, it can be difficult to know where to start. By reading the app reviews and speaking with others, I narrowed down a few to share my thoughts on. I hope my experiences with these apps will help you gain a clearer idea of the types of digital features that might best suit your needs.
This blog is based on my short experience using these apps on iOS and reflects my personal opinion.
Benefits of Technology for Productivity
When harnessed effectively, technology can provide significant advantages:
Efficient Processing: Tools and programs allow for fast and accurate handling of information.
Instant Access to Knowledge: A wealth of resources is available at your fingertips.
Focus-Enhancing Tools: Apps and systems designed to minimise distractions and maximise output are widely available.
Connection with Others: Technology can help you collaborate, share ideas, and find motivation through like-minded communities.
Virtual Coworking
If Working Alone Feels Isolating
Virtual coworking might be the solution for those who crave connection or accountability. These digital platforms enable people to work alongside others, on their own tasks or collaboratively, in a shared virtual space. This approach can ease feelings of isolation, enhance focus, and provide a sense of accountability.
Virtual coworking can be arranged with friends, colleagues, or strangers.
Here’s how virtual coworking platforms typically work:
Modes of Communication: Options may include video calls, audio, text-based messaging, or a mix of these.
Session Structures: Some platforms offer group sessions, while others are designed for one-on-one sessions.
Session Durations: You might have the flexibility to choose session lengths or there may be a fixed schedule.
Availability: Certain platforms operate 24/7, while others have set working hours.
Exploring Virtual Coworking: My Experience with FocusMate
If you're interested in virtual coworking but are struggling to find people to join you, there are platforms designed to connect individuals for focused work sessions. These platforms allow you to work alongside others in a structured way, either in groups or one-on-one sessions.
While researching for this blog, I discovered several virtual coworking options, and the platform I decided to try was FocusMate.
What is FocusMate?
FocusMate is a web-based platform (not an app) that connects you with a coworking partner for scheduled work sessions. At the time of writing, it offers three free sessions per week, with additional sessions available for a fee.
During a FocusMate session, you’re required to keep your camera on and be visible throughout the session, though breaks are allowed if you let your partner know. You can choose to keep your microphone off, which is what I opted for.
How It Works
Here’s the step-by-step process I followed to use FocusMate:
Set Up an Account: I created a free account to get started.
Choose Session Details:
I selected a date and time when I wanted to work with a partner.
Choose a session length (options are 20, 50, or 75 minutes).
Specified the type of task I wanted to focus on (options are desk, moving, or anything else).
Show Up:
I joined the session
Greeted my coworking buddy on the platform’s text messenger
We briefly shared what we aimed to accomplish during the session.
Work Together:
Both of us worked silently.
A sound played when the session ended.
We checked in to share what we’d achieved and said goodbye.
My Personal Thoughts on FocusMate
What I liked about FocusMate:
Free for Light Users: Perfect if you only need a few sessions each week.
Ease of Matching: I had no trouble finding a buddy at my preferred time.
Varied Session Lengths: Flexibility to choose a duration that suits your needs.
Accountability: Knowing someone is relying on you to turn up and working alongside you helps you stay on track.
Reduces Isolation: Great for solo tasks that can feel isolating.
Potential challenges with Focus Mate
Camera Requirement: Some users may feel self-conscious about having their video on while working.
Buddy No-Shows: If your partner doesn’t show up or leaves mid-session, it might disrupt your motivation.
Internet Reliability: If your internet connection drops, it could interrupt your focus.
My Final Thoughts on FocusMate
FocusMate offers a practical solution for anyone seeking accountability and connection while working on individual tasks. Whether you’re tackling admin work, studying, or pursuing creative projects, this platform can help you stay focused and productive.
If you’re curious about virtual coworking, FocusMate is a great place to start. Try out the free sessions and see if you find it helpful.
2. An AI Assistant
When tasks feel overwhelming
While researching for this blog, it was suggested I have a look at Goblin.Tools.
What is Goblin.Tools?
Goblin Tools is an AI-powered assistant originally designed with neurodivergent individuals in mind. However, it’s a tool I believe can be helpful for anyone who feels overwhelmed by tasks or making decisions.
What Does Goblin Tools Offer?
Goblin Tools provides a range of features to simplify and organise your workflow, including:
Converting a stream of text into a structured to-do list.
Breaking down large tasks into smaller, manageable steps.
Evaluating the tone of a message before you send it.
Offering pros and cons for actions or decisions you are considering.
My Experience with Goblin.Tools
2a. Magic ToDo
I started with Magic ToDo, which was surprisingly effective. I entered the phrase “write a blog on tools for productivity,” and the Magic ToDo generated a detailed list of subtasks, such as:
Research tools.
Organize information into categories.
Write an introduction.
For larger tasks, the breakdown could help reduce the overwhelm of figuring out where to start. Even for smaller tasks, Magic ToDo may suggest substeps you might not have considered, making it a valuable tool for planning.
2b. The Judge
The Judge tool analyses the tone of written words entered into the text box. AI will inform you of the tone it thinks you’re using (e.g. friendly, professional, or motivational), and provide suggestions for potential improvement.
This tool could be especially useful for those who struggle with tone or want to ensure their communication lands as intended. Being more confident about the tone may reduce stress and time spent deliberating over how the writing may come across.
2c. The Consultant
The Consultant tool generates a list of pros and cons based on a statement you provide. For instance, when I input “Should I go for a walk?”, it suggested pros like “improves mental well-being” and “promotes better sleep,” and cons like “needing the right gear” or “walking familiar routes may be monotonous.” It even offered a recommendation based on the AI analysis.
This can be a helpful tool when feeling torn or unsure about a decision you are considering or need to make.
My Personal Thoughts on Goblin.Tools
What I liked about Goblin.Tools
Free to Use: The website is free, with a low-cost app option that helps keep the site accessible.
User-Friendly: Intuitive design and easy to navigate.
Task Breakdown: Excels at breaking large tasks into smaller ones and creating to-do lists.
Versatile Features: Helpful for decision-making, email tone analysis, and more.
Possible limitations:
Limited Accountability Features: I only used the web version for this writeup but Goblin Tools appeared to lack reminders, notifications, or tracking tools beyond time estimation and task completion.
AI Accuracy: As with any AI tool, the quality of suggestions can vary. It’s essential to use your own judgment, especially for critical decisions or tasks.
Final Thoughts
Goblin Tools is a fantastic resource for reducing overwhelm and gaining clarity on tasks and decisions. Its tools are practical, effective, and easy to use. While it may not provide comprehensive accountability features, its strengths in task management and decision support make it a valuable addition to anyone’s productivity toolkit.
If you’re curious, I recommend giving it a try for free on their website.
3. Task Motivation & Accountability
Habitica: A Habit Tracker and To-Do List RPG Game
While searching for a tool to boost my motivation to tackle outstanding tasks, I came across Habitica. This fun yet practical app combines habit tracking and to-do lists with Role-Playing Game (RPG) elements.
Habitica aims to help you build better habits and manage tasks by gamifying the process. The app’s free version offers complete functionality, making it accessible to everyone. Optional subscription plans and one-time purchases are available for those who want to enhance their experience, such as accelerating progress in the RPG aspects.
The paid features are subtle and easier to ignore than with some other apps I’ve used, which is ideal for users on a budget. However, if you tend to overspend on in-app purchases, you may want to approach this app cautiously.
The gaming elements strike a good balance between motivating me to stick to habits and complete tasks whilst not being overly time-consuming or distracting. This was exactly what I was looking for in a productivity app.
Habitica rewards users for completing actions and avoiding unhelpful behaviours with in-game incentives, such as inventory items, level-ups, and gold coins. However, engaging in negative habits or failing to complete certain tasks can result in gaming penalties (discussed in more detail later).
I found the app was a bit of a steep learning curve. I found adding habits and tasks straightforward, but I struggled initially to navigate some gaming features, like accessing my inventory, hatching eggs, and feeding pets. An internet search quickly resolved my questions, but I would have welcomed a more detailed tutorial when first using the app. Once I understood the mechanics, it was smooth sailing.
Although the app’s concept is simple, it contains a variety of features that make it versatile. Here are some key aspects I explored:
Features of Habitica
Habit Tracker
You can add habits you want to form or break, such as “Meditate for 10 minutes daily” or “Stop checking social media after 7 PM.” Positive actions earn rewards like experience points and gold while engaging in negative habits reduces your character’s health.
If your character’s health drops to zero, you are penalised by being downgraded a level, losing all your gold, and forfeiting a piece of your unequipped equipment. However, there are ways to restore health before it reaches zero. These include using a health potion, having a party member with the Healer class actively restore your health, or staying on top of completing your Dailies to avoid further health loss.
Dailies
Dailies are recurring tasks you can schedule daily, weekly, or monthly. Examples include cooking meals, cleaning the kitchen, or grocery shopping. Completing these tasks on schedule earns rewards, while missing them can deduct health points.
To-do’s
This section is for one-off tasks, such as “Paint the hallway,” “Call the plumber,” or “Book cinema tickets.” While there’s no penalty for missing deadlines, completing To-Do items earns rewards.
Role-Playing Game
When you set up your Habitica account, you create an avatar to represent your character. Sticking to habits and completing tasks earns gamified rewards, such as experience points, coins, and inventory items. These include eggs, hatching potions, and pet food. Eggs can hatch into animals, like a bear, dragon, or tiger, which can grow into rideable mounts when fed the correct food.
RPG quests are available by obtaining in-game scrolls. Although these often require party participation.
Joining a Party
You can join or create a party with friends or other Habitica users. Parties allow members to collaborate on quests and challenges, adding an extra layer of support and accountability. In certain group quests, failing to complete Dailies can negatively affect the mission, which adds consequences to missed tasks. However, not all quests impose penalties for incomplete tasks.
My personal thoughts on Habitica
After using Habitica for four weeks, I feel the strengths and challenges of the app include:
Strengths:
Provides gaming incentives to complete tasks and stick to habits.
The gamified elements are engaging without being time-consuming.
Easy to enter habits, Dailies, and To-Do items.
Flexible options for one-off, recurring, or habit-forming tasks.
The party feature adds additional accountability and support.
Fully functional free version.
Challenges
I personally feel some of the potential challenges of this app might include:
There is a steep initial learning curve for navigating the app’s gaming features.
Potential temptation to spend on in-app purchases.
Some users may find it stressful, as missing tasks can reduce health and, in party quests, may affect the group depending on the quest type.
Final Thoughts
Habitica is an app that combines habit tracking and to-do lists with RPG-style gameplay to help users build better habits and complete tasks. It rewards users with experience points, gold, and inventory items for engaging in positive habits and completing outstanding tasks. Failing to complete certain tasks or engaging in negative habits can result in penalties like losing health points.
To boost motivation and accountability, Habitica allows users to join parties with other members, where they can collaborate on challenges and quests, fostering a sense of community and support.
The app strikes a good balance between motivation and fun, making it a great tool for productivity. Habitica is free to use but offers optional subscriptions and one-time purchases to enhance gameplay.
If you enjoy gaming and are mindful of in-app spending, Habitica can be a fun and effective way to build new habits and stay on top of your to-do list.
4. Organising and Prioritising tasks
TickTick: A Handy Tool for Task Management
Feeling overwhelmed by endless to-do lists and not knowing where to start is a common struggle. While searching for an effective tool to help organise and prioritise tasks, I discovered TickTick.
TickTick is available on mobile devices and desktops, making it suitable for managing personal tasks or collaborating on more complex multi-user projects. The platform offers a range of free features that might provide enough functionality for many users. However, for those requiring more in-depth features, TickTick also provides a Premium subscription.
The Premium version includes additional functions such as an advanced calendar that seamlessly syncs across many of the popular platforms. At the time of writing, the subscription costs £34.99 per year, this works out to just £2.92 per month which is less than the price of a takeaway coffee.
My Experience of Using TickTick
Features of TickTick:
The Inbox
The "Inbox" in TickTick may initially remind you of an email inbox, but it functions as a versatile space for adding tasks. Similar to emails waiting to be addressed, tasks added to the Inbox can either stay there as a simple to-do list or be organised into specific lists (e.g., Appointments, Admin, or Projects).
Adding tasks to the Inbox is simple:
Tap the "+" icon.
Enter the task name.
Optional features allow you to:
Add a description.
Attach files or images.
Set a due date.
Assign a priority level (none, low, medium, or high).
Tap "Add," and the task will appear in the Inbox. If you’ve set a date, it will also show up in the Calendar, and if you’ve assigned a priority, it will appear in the Eisenhower Matrix.
Subtasks can also be added for clearer planning and organising. For example, if the task is "Go food shopping," subtasks might include:
Plan meals for the week.
Check what’s already in the house.
Write a shopping list.
Go shopping.
Put shopping away.
TickTick offers other optional task features including pinning items to the top of the inbox, sharing tasks (via email, messenger, notes and more), and duplicating recurring tasks.
When you’ve completed a task simply check the box next to it. Based on your preferences, completed tasks will either disappear or move to a "Completed" section of the Inbox, where they’ll appear greyed out. This creates a visual record of accomplishments, which can help track productivity and may help you stay motivated.
Task notifications
TickTick’s basic version provides a daily notification at a set time to alert you of all-day and outstanding tasks. The Premium version offers a more advanced notification system with customisable reminders or a persistent reminder until all tasks for that day have been completed.
Widgets for Visual Task Tracking
TickTick offers a range of widgets that display key app information on your lock screen, home screen, or Apple Watch. While I didn’t explore the Widgets in-depth, they seem like a useful reminder to stay on top of tasks by providing quick, at-a-glance visual information. The free version includes basic widgets, but premium subscribers gain access to more advanced visual tracking tools.
Calendar
The free version of TickTick includes a basic calendar that displays the current week, with tasks represented as dots beneath each date. Clicking on a date reveals the associated tasks for that day.
In contrast, the premium version provides a more advanced and flexible calendar with multiple viewing options, including daily, weekly, and monthly layouts. Tasks are displayed directly within the selected timeframe, eliminating the need to click on individual dates. Premium users can also set task durations, making it easier to manage projects spanning multiple days. Additionally, this version supports syncing with external calendars like Google and Outlook, ensuring a seamless workflow for those who rely on other scheduling platforms.
Habit Tracker
TickTick’s habit tracker can be a valuable tool for building and maintaining positive habits. It helps by:
Acting as a reminder - Encourages you to engage in helpful habits while reducing unhelpful ones.
Habit statistics - These help identify patterns of habit behaviour by showing when you consistently maintain a habit and when you struggle.
Encouraging Reflection - There’s an optional habit log for recording your thoughts and feelings when you engage in your chosen habits.
Tracking Progress - Keeping track of your progress can help you recognise your achievements and keep you motivated.
If you’re unsure what habit to focus on, TickTick provides a variety of suggestions across different areas, including health (e.g., drinking water), daily life (e.g., housework), sports (e.g., running), and mindset (e.g., deep breathing).
When setting up a habit, you have the option to include a habit log, which can be a valuable tool for self-reflection. You might want to note how you felt before and after, any challenges you faced, and what helped you follow through. This can provide insight and motivation for long-term habit-building.
Your habit appears in your calendar, and you can set reminders or add widgets to help you stay on track. Each time you complete the habit, simply tap and swipe to record it, and you are rewarded with a short fun animation. You'll also see key habit-tracking stats like Total Check-ins, Best Streak, and Current Streak, which can be shared in various ways such as social media, via email, or saved to your device. If you’ve enabled the habit log, you can add reflections when recording your habit for that occasion.
TickTick allows you to review your habit progress using ‘Check-in Statistics’ where you can see things such as your monthly check-in rate as a percentage and any habit log entries.
Premium users have access to an Annual Habit Heat Map, a visual tool designed to track habit consistency over time. Displayed in a calendar format, each day is represented as a square, with varying shades of colour indicating habit engagement. The more consistently you complete a habit, the more intense the colour becomes. This feature can be useful to visually see your progress, identify patterns, and stay motivated.
Prioritising Tasks with the Eisenhower Matrix
When faced with a long to-do list, it’s easy to feel overwhelmed. Deciding where to start can be tricky, especially when everything seems urgent. The Eisenhower Matrix is a simple yet effective tool to help you categorise tasks based on urgency and importance, making it easier to figure out the best way forward:
Urgent & Important (Top Priority): These tasks require immediate attention and have consequences if not addressed promptly. For example, fixing a burst pipe, meeting an imminent deadline, or dealing with a family emergency.
Not Urgent & Important (Schedule): These tasks contribute to long-term goals or well-being but don’t require immediate action. For example, reflective journaling, studying in advance for an exam, or networking for career growth.
Urgent & Not Important (Delegate or Set Boundaries): These tasks demand quick action but don’t significantly impact long-term goals. For example, routine admin tasks or answering non-essential phone calls. Where possible, delegate such tasks or set boundaries.
Not Urgent & Not important tasks (minimise): These tasks don’t contribute to long-term goals and can often be distractions, such as binge-watching a series, scrolling social media, or reading for leisure. While taking breaks is essential for well-being, excessive time spent on these activities may be a form of procrastination. The key is to find a healthy balance of enjoying downtime without letting it take priority over more meaningful tasks.
The Eisenhower Matrix is a powerful tool for understanding task urgency and importance, helping to reduce overwhelm and make clear, strategic decisions on where to start. By using this visual approach to prioritisation and regularly reviewing it as priorities shift, you can stay focused on what’s important.
TickTick’s version of the matrix is easy to use, with tasks appearing from the ‘Inbox’ or being added directly. As tasks are completed and checked off, the matrix updates accordingly. If a task's priority changes, it can be effortlessly dragged into a different category, making it a flexible and intuitive way to stay organised.
Pomo Timer
TickTick includes a timer based on the Pomodoro Technique. This is a time management method that involves focused work sessions with short breaks in between. While the standard Pomodoro session is 25 minutes, the key to success is finding a time structure that works best for you. TickTick’s Pomo Timer lets you customise both their focus and break durations to suit your needs.
The aim of the Pomodoro technique is to:
Improve focus and concentration.
Boost motivation.
Reduce mental fatigue and burnout.
The Pomo Timer in TickTick has a number of customisable settings including:
Flip Start: The timer only starts once the phone is placed face down. This is useful if you get distracted by notifications appearing on your screen.
Strict Mode: If the user switches to another app (unless it’s on the allow list) the timer will end and the current focus progress will not be recorded. This adds an incentive to stick to the task at hand.
Synch to other devices: A Premium feature allows the Pomo timer’s focus session functions and status to synch across all devices where you're logged into TickTick. For example, starting a focus session on your phone will also start it on your laptop.
My Personal Thoughts on TickTick
What I Liked:
User Friendly: Adding, organising, and prioritising tasks is simple and intuitive.
Accountability: Handy widgets, habit heat maps, productivity statistics, and notification reminders help keep you on track.
Free Version: The basic version is free to use.
Trial Premium Option: A 7-day free trial lets you explore the Premium features before committing.
Uses Popular Time Management Concepts: Incorporates well-known time management techniques like the Eisenhower Matrix and Pomodoro Timer.
Functions across Devices: Works across multiple devices, including tablets, laptops and phones.
Task Collaboration: Supports collaboration as tasks can be shared and assigned within a team.
Considerations:
Limited Free Version: The basic version has limited features.
Some Features Might Feel Stressful: Widgets, productivity statistics, and frequent reminders may feel overwhelming or disheartening for some users. However, many of these can be switched off or changed in the settings.
The Term “Inbox” May Lead to Confusion: The term "Inbox" in TickTick could be confusing, as some users may associate it with emails rather than tasks. In a team setting, saying "Check your inbox" might lead to misunderstandings if people expect an actual email rather than a task being assigned in TickTick.
Final Thoughts on TickTick
TickTick is a versatile tool for task management and habit building. It integrates popular time-management techniques like the Pomodoro Timer and Eisenhower Matrix to help users prioritize tasks and stay focused.
One feature I particularly like is the built-in habit tracker, which can be invaluable for maintaining well-being, especially when feeling overwhelmed by outstanding tasks.
TickTick also includes various visual aids, such as widgets and heatmaps, to encourage productivity and highlight when you're most and least active.
The free Basic version may be sufficient for some users, but the Premium version offers greater flexibility, including a more detailed calendar, habit heatmaps, and enhanced reminder options.
While I haven't compared TickTick directly with other similar apps, I found it to be a comprehensive tool with useful features. It could be particularly beneficial for those looking to build new habits, manage overwhelming workloads, or overcome procrastination.
5. Blocking Apps and Websites for Digital Focus
When the Internet is a Distraction
Aimlessly browsing the internet, scrolling on social media, playing digital games, and app notifications are some of the biggest distractions when it comes to productivity. There are times you may welcome such distractions after a period of intense focus, stress, or just to stay connected to others. However, if you find your internet usage falling more into procrastinating behaviour, using apps and browser extensions to limit unhelpful internet usage can be a game-changer. These tools work in different ways:
Blocking access during specific times: Some apps let you block distracting websites and apps while keeping essential ones accessible (e.g., email, online storage, or certain information resources). This is useful if completely turning off the internet isn’t an option.
Setting time limits: You can cap how long you want to spend on certain sites or apps each day. This can often help reduce overworking, manage excessive internet use (e.g., doomscrolling news or social media), and maintain a healthier balance.
Slowing down access: Some tools require you to take extra steps to access certain resources, like requiring you to enter a code before opening a blocked website. This small action gives you a moment to pause and reconsider whether you really need to access that webpage or app.
Incentivising focus: Gamified blockers reward you for sticking to focus sessions. If you break your session by accessing a site that’s not on your ‘allow list’, you might lose progress or any bonus incentives.
Costs: Some apps are entirely free, while others offer basic features for free with premium features available for purchase. Some require a subscription or one-time fee but may include a free trial to try them before committing.
Cross Platform & Device Compatibility: Some apps sync across multiple devices, which is useful if you tend to switch between your computer, phone, and tablet. Others, however, are limited to specific devices or operating systems and don’t offer syncing capabilities.
I haven't personally tested many of these tools yet, but I may revisit this section in the future with more insights—so watch this space!
Counselling
If you’re struggling with stress, burnout, procrastination or some other well-being challenge you might find counselling helpful. I provide sessions in person (in Central Durham), online, or by telephone.