30 Best Productivity Tools For All Teams (Free and Paid)

Best Productivity Tools

Table of Contents

Working does not always equal productivity. When there’s a distance between teams, there tend to be to-do lists which most times ends there.

The outbreak of the COVID19 pandemic has also made many businesses realize that sometimes, there may be a reason for being away from office gatherings. In fact, 16% of companies globally are working 100% remotely in 2021 and it’s going to increase in the coming years. (owl lab) But, Does this equal a stop from the usual routine?

This article aims to walk you through how you and your team can stay skyrocketed in productivity with the 30 best productivity tools. These tools will help you stay on top of your games and ensure desired results.

Benefits of Productivity Tools

They have several benefits, which in summary, scale up teams and businesses’ productivity. A few of these benefits include:

1. Organizing Your Work

Organizing your work as best as possible helps you to know what task you have on the ground so you can focus on which is more important. There are productivity tools that have been designed for this purpose.

2. Keep Track of Your Work

Keeping track of your progress is one very important thing to work on for an increase in productivity. At this stage, goals, and tasks have been well listed and arranged. This tool helps you monitor how well you are following them.

3. Improves Quality of work and communication.

These tools have been designed to work professionally. They improve the quality of work done, and with instant messaging tools, communication between teams, businesses, and customers is easy and fast.

4. Saves more time

The majority of tasks that are supposed to be handled by humans are already well done by these tools. This gives enough time to teams and individuals for other engagements that contribute to growth and productivity.

Types of Productivity Tools

There are several categories of productivity tools, they range from project management, task management, CRM tools, and so on. 

Below are some of them.

VoIP Phone System Tools

Voice-over IP tools enable businesses to communicate with customers and remote teams using 3CX. It is an application that allows you to make calls over the internet.  It ensures that a very good call center is built between team members, the business, and their customers.  They have been designed to be very affordable and easy to use.

VoIP tools allow teams and businesses to scale and function at a reduced rate. Examples of VoIP are WhatsApp, Google Hangouts, Skype, Aircall, and many more.

Instant Messaging Tools

These tools are practical when communication involves short texts, mostly between businesses and customers or team members. The effective use of instant messaging tools does not only help to talk as teams or talk to customers, it also helps to stay in touch and expand networks, generate leads, boost support and enable collaboration.

Instant messaging tools are the most used with WhatsApp being most popular with close to 2billion users. Others include telegram, slack, messenger, etc. They are the easiest and fastest to use. Also, it’s pocket-friendly for entrepreneurs, which usually only require your phone and data connection. 

Conference tools

Conferencing tools are used mostly when video communications are required. These help in engaging large audiences and generate leads.

They are everything that is required for the success of virtual events.

Task Management and CRM Tools

Tasking tools help the team to be more productive by assigning what is for who and tackling tasks by making a list of important tasks as priorities. 

They help in managing distractions, scheduling the right duty for the right time and to the right individual.

CRM tools are for customer management. It helps in staying in contact with customers, saving their details, and identifying sales opportunities and potential customers for specific goods or services.

 They include everything that is required to build necessary relationships with customers.

Project Management Tools

These are tools that help with identifying, organizing, and the management of teamwork. They are designed to make life easier for businesses and their clients. With project management tools, resources are well equipped and managed. 

Project management tools help teams to build better processes, increase productivity and profitability. 

With it, you can plan projects excellently, set your goals, create your schedules, manage and assign tasks and follow your progress.

Examples include asana, Trello, Proofhub, etc.

Time Management Tools 

With the increase in client and workload, there’s no increase in time. Time management tools track your time by knowing where your time is channeled and see what impact it has on your productivity. With that, goals are easy to achieve. 

With time management tools, you can track your time, make your schedule, achieve your goals and make the most of your time.

Here are a few examples of time management tools.

  • Harvest, Toggl, Timecamp, etc.

Statistics of Remote Work and Productivity 

According to Upwork, 41.8% of the American workforce continues to work remotely. Although an estimated 26.7% will still be working from home through 2021, 36.2 million Americans (22% of the workforce) will work remotely by 2025.

  • 51% of survey respondents indicate that they have been more productive working from home during Covid-19 and 95% say productivity has been higher or the same while working at home.
  • Before the outbreak of the covid 19, 4.7 million people were already working remotely. (flexjobs)

30 Best Productivity Tools (Free and Paid)

Productivity tools are of different types and serve other purposes for remote teams Some are basically for scaling sales, some for project management, and some for communication. Here are the top 30 to work with. 


Trello is a web-based list-making application. It is used mainly for project management, attaining new productivity tools.

Their tool gives any team the proficiency to rapidly set up workflows. Trello helps you to supervise and track every part of your task with colleagues with over 35 million registered users.


  • Progress meter checklists 
  • Deadlines alerts and notifications 
  • Information backups
  • File attachment
  • An easy organization with labelling, tags and comments
  • Automated email notifications


Free version for individuals and teams to scale up their productivity. Includes,

  • Unlimited cards
  • Unlimited members
  • Up to 10 boards
  • 1 power-up per board
  • Unlimited storage(10mb/file)
  • 50 automated command runs per month
  • Activity log
  • Assignee and due dates
  • IOS and Android mobile apps
  • 2-factor authentication

Business version for individuals that needs to track multiple projects and visualize work in a variety of ways. Which costs $10/month if billed annually and $12.5 billed monthly.

This is for teams that need to track multiple projects and visualize work in a variety of ways. Best for teams up to 100.

It includes:

  • Workspace table view
  • Calendar view
  • Advanced checklists
  • Map view
  • 1,000 automated commands run per workspace + 200 per user, up to 6,000 per month
  • Storage(250mb/file)
  • Admin and security features
  • Workspace-level templates
  • Collections
  • Observers
  • Custom backgrounds and stickers
  • Saved Searches
  • Priority support
  • Google apps sign-on
  • Simple data export

Enterprise version for companies that need enhanced control and security. Costs $17.50/per user/per month billed annually and $210 annual price per user. It includes:

  • Organization-wide permissions
  • Organization visible boards
  • Public board management
  • Multi-board guests
  • Attachment permissions
  • Power-up administration
  • Unlimited and automated command runs


Evernote is a note-taking application. It assists creative minds and entrepreneurs in penning down and categorizing their ideas.


  • Account switching
  • PDF annotations
  • Larger notes
  • Mobile offline notes
  • Search in PDFs and office documents


  • Create unlimited notes
  • Sync up to 2 devices
  • 60mb monthly upload
  • 25mb maximum note size
  • Get organized with home dashboard and 3 widgets
  • Stay on top of it all with in-note tasks
  • Find things fast with search and tags
  • Clip web pages
  • Attach PDFs, receipts, files, photos, images and documents

Personal costs NGN 550.00/month.

Basic is free and it has the following features,

The professional version costs NGN 700/user/month.

Lastly, we have Evernote teams that cost NGN 2,300/user/month


Slack is an instant messaging tool. It enables chat rooms, private chats, and direct messaging. With slack, teams can interact effectively and more work gets accomplished.


  • Facilitates effective communication
  • Share documents and files with the team members
  • Partial word search
  • Reminders
  • Composition of the flash to-do list


It has a free edition which includes:

  • Access to 10,000 of your team’s most recent messages.
  • 10 integrations with other apps like google drive, office 365 and many more.
  • 1:1 voice and video calls between teammates.

The pro edition costs $6.67/month. It includes:

All the benefits from the free version and,

  • The full context of the organization’s message history at your fingertips
  • Timely info and actions in one place with unlimited integrations
  • Face-to-face communication with group voice and video calls for up to 15 teammates
  • Secure collaboration with outside organizations or guests from within slack

The business edition costs $12.50/month. This includes:

  • Advanced identity management through SAML based SSO and real-time Active Directory sync with OneLogin, okta and ping identity
  • Compliance requirements met with data exports for all messages
  • Around-the-clock teamwork and assistance with 99.99% guaranteed uptime and 24/7 support with four hour response time


With Asana, remote teams and the entire organization can focus on their goals and projects. Team members can extend their work beyond just planning to be productive and getting results.


  • Assigns responsibility to a clearer owner.
  • Its due date feature ensures you don’t miss a deadline.
  • Allows you to attach files from your PC, Google drive and anywhere to any task or meeting.
  • Requests and give approvals on work.
  • Calendar


The basic version is free with the following features,

  • Unlimited tasks
  • Manmage projects
  • Unlimited messages
  • Activity log
  • Unlimited file storage(100mb/file)
  • Collaborate with up to 15 teammates
  • List view projects
  • Board view projects
  • Calendar view
  • Assignee and due dates
  • Project overview
  • Project view
  • IOS and Android mobile apps
  • Time tracking with integrations
  • 100+ free integrations with your favourite apps

Premium costs $10.99/month/user billed annually and $13.49 billed monthly

It has features such as,

  • Timeline
  • Dashboards
  • Reporting across unlimited projects
  • Advanced search
  • Custom fields
  • Unlimited free guests
  • Forms
  • Rules
  • Milestones
  • Admin console
  • Private teams and projects

Business costs $24.99/month/user billed annually and $30.49 billed monthly.

Features are,

  • Portfolios
  • Goals
  • Workload
  • Custom rule builder
  • Forms branching and customization
  • Approvals
  • Proofing
  • Lock custom fields
  • Advanced integrations with salesforce, adobe creative cloud, tableau, Power BI


Toggle is mainly an application for time tracking. Helps you track the record of time consumed for a particular project. This is done using the start or stop button.


  • Saved reports
  • Billable rates
  • Time audits
  • Required field
  • Rounding


A plan for teams at $8/month/user.

Features are,

  • Unlimited team timelines
  • Unlimited plan boards
  • Annual view
  • Timeline sharing
  • In-app notifications
  • Public holidays
  • Recurring tasks
  • Multi-assign tasks
  • File upload up to 100mb
  • Custom colours
  • Favourites
  • Toggl tack integration

Business plan for $13.35/user/month with features,

  • Unlimited team timelines
  • Unlimited plan boards
  • Annual view
  • Timeline sharing 
  • In-app notifications
  • Public holidays
  • Recurring tasks
  • Multi-assign tasks
  • File upload up to 100mb
  • Custom colours
  • Favorites
  • Toggl track integration
  • Workspace guests
  • Data export
  • SSO (upon request)
  • Priority support


Calendly helps you to plan meetings professionally without the irritant of back-and-forth emails. It schedules by only giving times that work with your availability.


  • Automates reminder
  • Easy scheduling
  • Works with your
  • free time
  • Reduces cancellations


Basic edition for starters which is free and includes:

  • Calendar connection per user
  • Personalized booking link
  • Scheduled meetings
  • Active event types
  • One-off meetings
  • Meeting notifications
  • One-on-one event type
  • Group, collective and round-robin event types
  • Team pages
  • Workflows 
  • Customization
  • Integrations

Premium edition for individuals or small teams needing customization and advanced features at $8/month.

Includes all features for basic edition but can occupy a higher number.

Pro edition for teams and businesses with additional scheduling needs

Enterprise edition for large businesses with advanced security, control, and support needs 


It’s an all-in-one suite that helps in multitasking. ClickUp helps to manage projects, members, and everything in between and manage all activities with a single tool. Saving you from the use of many tools at a time.


  • Easy for project management.
  • A good collaboration tool.
  • Time tracking
  • Slash commands
  • Assign comments


Unlimited version at $5/member/month. It includes,

  • Limitless storage
  • Unlimited lists, board and calendar views
  • Sevral integration
  • Dashboards
  • Guests and permissions
  • Goals, portfolios and custom fields

Business version at $9/member/month which includes,

Unlimited features with:

  • All dashboard widgets
  • Extra guests
  • All automation
  • Mind maps and timeline views
  • Advanced time tracking
  • Workload

Google Drive

It is a service developed by Google for file storage and synchronization. With Google Drive, individuals and teams can develop and share their work virtually.


  • Store videos
  • pictures, files, and presentations.
  • Access to documents from any part of the world
  • Easy-to-use interface
  • Makes collaborative work easier


  • You are allowed to pick an edition of your choice and try it for 14days for free.
  • Google Drive accounts with less or up to 15GB are free.
  • 100GB costs NGN 390/month or NGN 3,900/year. It includes:
  • 100GB storage
  • Access to Google experts
  • Option to add your family
  • Extra member benefit

200GB costs NGN 780/month and NGN 7800/year. It includes:

  • 200GB storage space.
  • Access to Google experts
  • Option to add family 
  • Extra member benefit

2TB costs NGN 1990/month and NGN 19,990/year. It includes:

  • 2TB storage
  • Access to Google experts
  • Option to add family
  • Extra member benefit


Todoist is another time tracking tool. It helps in organizing, planning, and collaborating projects. It also adds notes, views reports of your time, and many more.


  • Creates reusable project lists using templates.
  • Automatically forwards new emails to todos as a new task
  • Prioritizes your day
  • Organizes tasks into sessions


Free version for starters and includes

  • 5 active projects
  • 5 collaborators per project
  • 5MB file upload
  • 3 filters
  • 1-week activity history

Pro version for power users at $3/month billed annually and $4 billed monthly. It includes:

  • 300 active projects
  • 25 collaborators per project
  • 100MB file uploads
  • 150 filters
  • Unlimited activity history
  • Unlimited reminders
  • Themes and auto backups

Business version for teams at $5/month billed annually and $6 billed monthly. It includes:

  • Everything in the pro version
  • 500 active projects per member
  • 50 people per project
  • Team inbox
  • Team billing
  • Admin and member roles
  • Priority support


Lastpass is a password manager and password generator. It locks passwords and personal information in a secured vault.


  • Keeps digital records.
  • Shares passwords securely.
  • Profile
  • For online shopping.
  • Audit password
  • Makes every password different


The free version is only available for one device and only one user

The premium version with access on all available devices and advanced security features for  $3/month.

The family version has 6 premium licenses for easy password sharing for $4/month.


Pocket is an application that can be used to save videos, articles, or anything found on the web for immediate or later use.


  • Saves contents
  • Discovers related
  • contents.
  • Direct reading from the app
  • Easier and faster


A free version that gives you access to saving unlimited articles and videos, read offline, sync across devices, create and browse tags.

The pocket premium version costs $5/month and $45/year. It removes ads, a full search of text, topic, tag, and author, and an advanced search option. Pocket also makes a permanent backup of any article saved.


Buffer is designed to manage social media accounts. It helps the user in the scheduling of activities and also analyses and engages their society.


  • Helps in maximizing time.
  • Sharing of content that you love with Buffer.
  • Keeps track of your social media activities


Free version 

  • Can manage up to three channels
  • Basic publishing tool

The Essential version costs $5/social channel/month. There’s a 14 day free trial before payment. 


  • Unlimited channels
  • Planning and publishing tools
  • Analytics tools
  • Engagement tools

Team pack for extra collaboration and reporting features to power up essential plans. Features include:

  • Unlimited team members and clients
  • Drafting and approval workflow tools
  • Easy, clear exportable reports


Proofhub is a project managing software with which project management, project collaborations, resource management, task management, and more can be done.


  • Multilingual
  • Manages tasks with ease
  • Visualize task stages
  • Create reports the way you want


Proofhub has only two versions and both are paid.

The first version costs $89/month billed annually and $99/month billed monthly. Includes:

  • Limitless projects
  • Unlimited users
  • 100GB storage

The second version costs $45/month billed annually and $50 billed monthly. Includes:

  • 40 project
  • Unlimited user
  • 15GB storage


Dropbox is designed to keep you organized and reduce work so, you can focus on the things that matter and increase productivity.


  • Organising
  • Keeps you informed.
  • Gives access to the right people
  • Easy team management


Basic, which is the only free version with 2GB storage

The version costs $9.99/month with 2TB storage and allows a user.

The family version costs $16.99/month with 2TB storage and allows up to 6 users.


Zoom is an example of a conferencing tool. It has an easy and reliable cloud platform for video and audio conferencing.


  • Immersive view
  • Screen sharing
  • Audio and video
  • Meetings can be recorded


Basic is a free version for personal meetings. Its features include,

  • Host up to 100 participants
  • Unlimited group meetings for up to 40 minutes
  • Unlimited one-on-one meetings for up to 40minutes
  • Private and group chat

Pro costs $149.9/ per year/ license. Includes,

  • All benefits of free
  • Host up to 100 participants
  • Increased participants up to 1,000 with large meetings add-on
  • Group meetings for up to 30hours
  • Social media streaming 
  • 1GB cloud recording (per license)

Business cost $199.9/year/ license. Includes,

  • All the benefits of pro
  • Host up to 300 participants 
  • Increased participants up to 1,000 with large meetings add-on
  • Single sign-on
  • Recording transcripts
  • Managed domains
  • Company branding

Enterprise costs $240/year/ license. Includes,

  • All benefits of business
  • Host up to 500 participants
  • Unlimited cloud storage
  • Recording transcripts 

Google docs

Google docs allow you to create, edit and collaborate with others on documents with the google docs app.


  • Mobile access
  • Search
  • Document storage and management
  • Task management


Pricing is the same for Google Drive.


Sanebox is an email management software. Its main function is filtering unimportant email messages.


  • Sanelater
  • SaneReminders
  • SaneAttachments
  • Digest
  • SaneBlackHole


Snack costs $7/month, $59/year, $99/biyearly. It includes:

  • 1 email account 
  • 1 optional feature

Lunch costs $12/month, $99/year, $169/ biyearly

It includes:

  • 2 email accounts.
  • 5 optional features.


Costs $36/month, $299/year, $499/year. It includes:

• 4 email accounts 

  • 4 email accounts.
  • Unlimited features.
  • Unlimited features.


Wunderlist is a cloud-based task management application. It is used for creating schedules and managing tasks.


  • Notes
  • Reminders
  • Notifications
  • Share lists
  • Compatible for all devices


Wunderlist free, Which is the only free version.

Wunderlist pro which costs $4.99/month

Wunder list for business which costs $4.99/user/month.

Google Keep

Google Keep is another note-taking application. It’s good where there’s a need to quickly write down ideas as they strike. You can also collaborate with colleagues, set a reminder, and stay on track.


  • Reminder
  • Organize and find notes
  • Share note
  • Archive and delete notes


Google keep is completely free but there’s a need for a Google account to use it.

Inbox by Gmail

Inbox by Gmail helps you stay connected, get organized, and achieve more together.


  • Quick search
  • Create bundles
  • Low priority
  • Snooze emails
  • Reminders


Google app costs $5/user/month. It includes:

  • Business email address
  • Video and voice calls
  • Integrated online calendars
  • 30GB of online storage for file syncing and sharing
  • Online text documents, spreadsheets and slides

Google Apps with unlimited storage and vault which costs $10/user/month. This includes:

  • Everything in the google app
  • Limitless storage (or 1TB per user if fewer than 5 users)
  • Advanced admin controls for drive content and sharing
  • Google Vault for eDiscovery covering emails, chats, docs and files

Time Doctor

TimeDoctor is an employee monitoring tool. It is also a time tracking tool, enabling an increase in productivity.


  • Enhances business growth
  • Productivity
  • measuring and summary report.
  • Distraction alert
  • Available for all devices
  • Easy setup and support


The basic version costs $7/user/month with the following features,

  • Time tracking
  • Tasks and projects
  • Unlimited screenshots
  • Activity tracking
  • 3-day support
  • 1 group/department
  • 1-month data storage

It has a standard version that costs $10/user/month. It includes:

  • Time tracking
  • Tasks and projects
  • Unlimited screenshots
  • Activity tracking
  • Track apps and URLs
  • Payroll
  • 62+ integrations
  • 24hour support
  • Up to 3 groups/departments
  • 6 months data storage
  •  Premium version for $20/user/month.
  • Time tracking
  • Tasks and projects
  • Unlimited screenshots
  • Activity tracking
  • Track apps and URLs
  • Payroll
  • 62+ integrations
  • Client login access
  • VIP support
  • Concierge account setup
  • Video screen captures
  • 24hour support
  • Unlimited groups
  • Unlimited data storage 


Harvest is a time tracking application that helps you take the pulse of your business and achieve laid down goals.


  • Integrations
  • Project reporting
  • Timesheets
  • Team reporting
  • Custom reports and exports


A free version with 

  • 1 seat 
  • 2 projects.

A pro version that costs $12/seat/month with 

  • Unlimited seats  
  • Limitless projects.

All plans include,

  • Easy time tracking
  • Apps for all your devices
  • Integrations that fit your workflow
  • Insight into your projects and team
  • Seamless invoicing and payments
  • Support from real humans


GoToMeeting is a conference tool that allows video and audio communication between businesses and teams.


  • Keyboard and mouse sharing.
  • Drawing tools.
  • Mobile meeting apps
  • HD video
  • Screen sharing


The professional edition costs $12/organizer/month billed annually.

It allows 150 participants.

The business edition costs $16/organizer/month billed annually.

 It allows up to 250 participants.

Google Calendar

Google calendar as a productivity tool creates a calendar that is accessible to everyone in the organization.


  • Advanced search
  • Tracks time
  • Schedule views
  • Schedule meeting rooms 
  • Simplified appointment slot tool


Starter costs are as low as $6/user/month.

Standard costs $12/user/month.

Plus costs $18/user/month.


Clockify enables you to track time spent on projects and analyze your productivity.


  • Calendar
  • Timesheets
  • Report
  • Dashboard
  • Project
  • Teams


The basic version costs $3.99/user/month billed annually or $4.99 if billed monthly. It includes:

  • Add time for others
  • Hide time and page
  • Required fields
  • Bulk edit
  • Decimal format
  • Time audit 
  • Customizes export
  • Project templates
  • Historic rates

The standard version costs $5.49/user/month if billed annually and $6.99 if billed monthly

  • All basic features
  • Lock timesheets
  • Time approval
  • Time off
  • Manager role
  • Targets and reminders
  • Task rates
  • Time rounding
  • Invoicing
  • Quickbooks integration

Pro costs $7.99/user/month if billed annually or $9.99 billed monthly

  • All standard features
  • Labor cost and profit
  • Scheduled reports
  • Budget and estimates
  • Alerts
  • Custom fields
  • Force timer
  • GPS tracking 
  • Screenshots 

Enterprise costs $11.99/user/month billed annually or $14.99 if billed monthly. It includes:

  • All pro features
  • Single sign-on(SSO)
  • Custom subdomain
  • Control accounts


Any.do help teams to get more accomplished by helping you stay organized and get more done.


  • Task management
  • Document management
  • Mobile access
  • File sharing
  • Drag and drop


The $5.99 for a monthly plan.

The 6months plan. Where the user pays $4.49/month billed every 6 months.

The 12months plan. Billed annually at $2.99 per month.


Beeminder helps you to stay committed to your set goals by connecting to your activities to auto-report. When the line is crossed, netminder charges with your credit card.


  • Cap your pledge at any level you like.
  • Edit past data points
  • Insta-delete goals in the first week
  • Timer built into the app.
  • Use a “take a break” to schedule a harder period.


If you stick to your plans and goals with reminders, you will not be required to pay money.


Freedom is a tool designed to obstruct distractions. It keeps you off the internet for up to eight hours, helping you to focus on the things that matter.


  • Liked mode
  • Advanced scheduling
  • Session annotation and history 
  • Freedom perks


A yearly subscription costs $2.42/month which gives you unlimited access to freedom for a year.

A monthly subscription costs $6.99/month. It gives unlimited access to freedom for one month.

Best Productivity Tools Use Cases

Here are two case studies on how Hack Reactor and First Quarter Finance use productivity to boost the performance of their teams.

Hack Reactor

Hack Reactor, a coding boot camp that focused on career acceleration has given details on how Asana as a productivity tool has helped them scale.

According to the hack reactor, as the cost goes down the quality of class experience and the post-class experience goes up.

First Quarter Finance

First Quarter Finance as a remote company, can work seamlessly and deliver on their purpose of delivering up to date, accurate information. Its structure allows the company to reach its growth goals and allows its talented team to work efficiently.

Also, having one remote work monitoring system track productivity and progress, it has been easy to check in on teams without being destructive. It also allows team members to show progress without emailing or messaging updates.


A higher percentage of remote workers has recorded success in being productive.

The above tools are made available to help and guide you through your journey. You’re not alone if you’re still struggling with the right tool.

That’s the aim of myself and this article. Take your time to study where you are lagging, each tool has its separate function. 

Look up the above-stated functions and select the ones that align with your needs.

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