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Productivity tips, calendar hacks, & product updates from the Reclaim team.

Top 7 Time Management Tools (for Busy People)
September 23, 2021

Time management is hard - especially when you’re juggling multiple projects, dozens of tasks, fluctuating deadlines, not to mention that personal life you’ve been meaning to invest some hours into. Who has time to adopt a new process amid the chaos? 

The Development Academy found that 82% of people do not have a time management system, but just use a list, their email inbox, or nothing at all. And, only 17% of people track their time according to TechJury, which is why we probably waste 1.96 hours/day on average on unproductive tasks. As one of the most critical components to a successful time management strategy - how can you plan your time if you don’t know how you’re spending it? 

Fortunately, there are easy-to-use time management apps that can help you plan when and where to invest your time, and how to spend it most efficiently to maximize your productivity. The problem is there are hundreds of time management tools to choose from! And while there isn’t one that will suit all of your needs, there are clear leaders to help you step up your time management game.

In this article, you’ll find the top 7 time management tools for busy folks such as yourself to help you manage everything from calendars to your notes. 

1. Reclaim.ai - best calendar app

Reclaim.ai is a calendar management app that optimizes your busy schedule through smart time blocking. Supported on Google Calendar, Reclaim automatically helps you find the best time for your meetings, to-do list, and regular routines while still keeping your schedule flexible for new meeting requests and priority changes. It allows your schedule to stay adaptable while you have availability, and defends your smart time blocks around your most important priorities as your calendar fills up.

  • Auto-schedule time for your Tasks and Habits (recurring routines) on your calendar.
  • Sync multiple calendars and merge your actual availability so you’re never overbooked across clients or personal events again.
  • Analyze calendar productivity stats on where your time goes every week.
  • Auto-schedule breaks between meetings with Buffer Time.
  • Reprioritize your entire calendar in one click with advanced priority controls.
  • Sync your Slack status with your calendar and Zoom meetings to minimize interruptions during focus time and calls.​​
  • Integrate your task list to your calendar directly from your work platforms (including ClickUpAsana, Jira, Todoist, Linear, and Google Tasks).


The reason why Reclaim is the number one tool is that it actually forces you to make realistic time management and planning decisions. By integrating your task list (and personal time commitments) with your work schedule, your calendar becomes a true reflection and plan for where your time goes. Instead of setting blind goals based on what you want to do, Reclaim allows you to visualize exactly what’s in your capacity by blocking the time you need for each task, and allowing you to prioritize which ones to tackle first. 

Pricing: Free forever, paid plans start at $9/month (free through 2021)

2. Toggl track - best time tracking app

Toggl Track is a time tracking software that allows you to track and measure the time you spend on tasks and projects, in apps, and offline activity so you can see exactly how you’re managing your time. The app integrates with dozens of project management systems so you can automatically measure your productivity across your favorite platforms and stay focused on your important work. 

  • Start and stop time tracking across the web, mobile, desktop app or browser extension with one-click timers. 
  • Auto-track time spent across every app or website for more than 10 seconds with Background Tracking
  • Get reminders when you’ve opened up a new app, but forgot to start your timer with Autotracker.
  • Create reports by time ranges, clients, and projects to analyze your productivity, progress, and profitability across your team. 
  • Track your team’s schedule and capacity to optimize their time.
  • Keep everyone on track with email reminders and required fields to ensure accurate reporting.


Toggl Track is the best time tracking app for managing your time because it’s simple set up, navigation, and functionalities makes time tracking easy and approachable. You can see where your time goes every day, and get a clear understanding of how you can better optimize your time to become more efficient. The app can be used by single freelancers or small teams, up to large corporate teams who need to track and estimate time and tasks across many moving parts.

Pricing: Starts at $9/month

3. Linear - best issue tracking app

Linear is an issue tracking tool that allows you to streamline software projects, sprints, tasks, and bug tracking progress and development across product team workflows. It’s intuitive navigation and keyboard-first design lets you move fast and effortlessly through your issues, and quickly manage and optimize your time around key priorities. Linear integrates with your favorite development and design tools, has hundreds of additional Zapier connections, and supports custom workflows through it’s API so everyone is aligned and able to collaborate across roles through this one tool. 

  • Synchronizes data in real-time so you can move fast without waiting for pages to load.
  • Keep your team focused on high-level milestones and goals with Roadmap.
  • Create and manage all of your issues by project and cycle with due dates, time and complexity estimates, statuses, and priority levels.
  • Collaborate with your team across projects, issues and sub-issues, and set enablers and blockers to see what’s preventing a project from moving forward.
  • Create cycles that run on an automated schedule so you can focus on your work and not on creating tasks.


Linear’s issue tracking app was designed for high-performance software teams, but also functions as a great project management tool for any agile team. It’s true value is saving you time by simplifying complex challenges into simple issues that are optimized around priorities and resolution, without the heavy over-complications many traditional issue trackers force on you. Linear works great for remote teams of any size, and scales efficiently without adding unnecessary layers of processes that slow your team down as you grow. With so many organizations transforming into software companies, Linear is a great fit to help you streamline your development efforts across engineers, designers and peers.

Pricing: Free forever, paid plans start at $12/month

4. Asana - best project app

Asana is a project management tool that simplifies team-based work management and organizes everything from small projects to big-picture ideas. This project management tool doubles as a time management tool by streamlining team collaboration through priority planning, task management, deadlines and timeline tracking. Asana condenses the number of tools needed to manage people and projects into one sleek user-friendly platform, with over 200 integrations to tie in all aspects of your work.

  • Organize and assign tasks across your team with priorities and deadlines.
  • Manage and view your projects in timeline, kanban, calendar, and lists formats.
  • Analyze reports to set goals and track progress on where your time is going and progress across your team.
  • Create custom workflows to automate management across teams from start to finish, with custom rules, check-in forms and approvals.
  • Over 50 project templates available to jumpstart your projects and fine tune for your project needs.


When it comes to time management for your team projects, Asana is your best bet. Asana is one of the most comprehensive project management platforms on the market, yet super easy to use, which allows you to truly align your time with your workload to reach your team goals. You can see exactly where you’re at in any stage of a project, see where you’re going next, and automate common processes to optimize any repeatable efforts across your team.

Pricing: Free forever, paid plans start at $11/month

5. RescueTime - best time audit app

RescueTime is a time auditing tool that helps you eliminate distractions and focus on improving your productivity. The app integrates seamlessly into the task bar of your PC or Mac so it can analyze exactly where you’re allocating your time throughout the day across all websites and applications. RescueTime also offers a mobile app to analyze your time spent on your phone in addition to desktop for a full picture of your time online.

  • Set and personalize daily Focus Work goals that support your work style and meeting schedule, and get alerted when you reach your goal.
  • Automated smart coaching shares insights throughout the day, nudges you to stay on track, and provides daily summaries of your work.
  • Block the websites that negatively impact your work time during Focus Sessions.
  • Analyze reports on your time spent across each app and number of sessions to understand how that time either supported or pulled from your productivity.
  • Compare your Focus Work sessions to your average time to see how different approaches improve your productivity.


RescueTime is one of the most popular time management tools on the market due to it’s in-depth analytics on how you’re actually allocating your time. The app automatically categorizes your time across apps by their function so you can see where you’re sinking your time and if you spend enough time in the tools that actually support your priorities. Outside of just analyzing, RescueTime is truly a motivator and can serve as a hard reality check to the time you allow yourself to waste across unproductive sites and apps.

Pricing: Starts at $9/month

6. 1Password - best password app

1Password is a password manager that provides a safe place for you to store passwords, software licenses, credit card information, and more across both work and life. Instead of having to create dozens of complex, hard to remember passwords, 1Password just needs a single password to access them all and keep your accounts safe. This encrypted database takes the guesswork out of your day and saves you time by having everything in one place, not to mention, seriously steps up your password security!

  • Automatically generate suggested passwords that are highly complex and difficult for hackers to guess.
  • Record and store all of your usernames and passwords when you sign into an app or website so you never waste time searching or guessing a password again.
  • Improves your password hygiene by checking for password breaches and other security problems so you don’t have to monitor yourself.
  • Automatically fill in forms, sign-ins, credit card information and more with a single click, look or touch.
  • Share vaults with your secure passwords across your work team or family, and manage all passwords from a single account.
  • Access your passwords from any device, at any time, to make signing in and paying for things easier and more secure.


Remembering passwords for all of your accounts isn’t just difficult, it’s a major time sink. Instead of wasting time resetting another forgotten password every week, or spending 20 minutes hunting down that stray post-it note for that password you need, you can use 1Password to get into any account in seconds. This tool is safe, easy to use, and can work across both personal and work accounts alike. You can manage, update and share all of your passwords through their simple interface, and control access for your team when responsibilities change.

Pricing: Starts at $3/month

7. Notion - best notes app

Notion is an all-in-one workspace that allows you to write, plan and organize everything you need for your whole team. Designed for any role, function and team, Notion allows you to create notes, tasks, wikis and databases so you can visualize everything from a product roadmap, to your sales CRM, over to a company wiki for all HR and onboarding processes. Notion streamlines content and sharing across any busy team with an easy-to-use interface and highly customizable workspace, with over 500 integrations to embed your favorite tools.

  • Develop team wikis to centralize all of your collective knowledge and make it easy to find answers.
  • Create, manage and organize all of your notes and documents, and share or tag a team member to collaborate in real time and asynchronously.
  • Access hundreds of Notion templates to kick off your workspace, and find thousands more through their active and collaborative community.
  • Create and manage projects and tasks through kanban boards, tables, lists and more.
  • Organize your documents through tags so you can easily filter and sort your notes however you choose.
  • Use Notions API to build custom workflows tieing in your favorite tools.


Notion is exploding in popularity across both professional and personal use alike, as it allows you to keep track of anything important in your life. The app gives you and your team the tools you need to plan, organize and update all of your projects, and limits the number of apps you have to have open, saving you a ton of time throughout your day. Notion has so many in-depth features to explore, and an extremely active global community and social fan base, that you can find a template or inspiration to help you quickly and efficiently create a solution to any problem.

Pricing: Free forever, paid plans start at $8/month


Time management can be tricky for everyone, especially busy people with more plans than time, but it sure has its benefits when you find the right tool. If you happen to come across any awesome apps that have seriously improved your time management, shoot us a tweet at @reclaimai and we would love to share it!

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September 7, 2021

Durable Identity: Employee-Friendly SaaS for Life Changes

The average person changes jobs every 4.1 years, but you shouldn't have to re-sign up for every SaaS app that often. The future of work will be more durable - your identity will survive life changes.
Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity
August 31, 2021

Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity

"This meeting could’ve been an email.” We're all thinking it. Even 71% of senior managers feel their meetings are unproductive. Reduce meetings and boost productivity with weekly status reports.
The Best Time to Meditate? Prioritize Self-Care
August 26, 2021

The Best Time to Meditate? Prioritize Self-Care

The best time to meditate depends on your intention and your schedule. But no matter when you meditate, you can reap the benefits. The important thing is that you make time for this healthy habit.
Top 6 ADHD Organization Tools
August 24, 2021

Top 6 ADHD Organization Tools

Staying organized can feel like a constant battle for people with ADHD before you find your ideal rhythm and workflow. Here are the top ADHD organization tools to help you become more productive.
No-Meeting Days: Top 4 Advantages & How to Start at Your Company
August 19, 2021

No-Meeting Days: Top 4 Advantages & How to Start at Your Company

Are meetings consuming your workweek? 78% of people feel their meeting schedule is out of control - see how one no-meeting day a week can improve your productivity, team morale and prevent burnout.
Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman
August 17, 2021

Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman

Working as JSON Schema Specification Lead at Postman, Ben shares how he balances priorities while developing the JSON Schema strategy and it's tooling, and supports the open-source community.
Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite
August 11, 2021

Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite

Shay Kingsbury at Hootsuite shares how she balances priorities while leading merger and acquisition integration and Go To Market for Sparkcentral at the social media marketing and management platform.
Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages
August 10, 2021

Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages

Slack released a much-anticipated feature in June of 2021: scheduled sends for Slack messages. This, paired with some awesome Status syncing capabilities from Reclaim, can help you become a rockstar Slack communicator and role model for your team.
Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk
August 9, 2021

Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk

Michele Wiedemer at Synk shares how she balances priorities while developing the education training program for security champions and developers at the open source security platform.
Best Time to Exercise? Morning, Afternoon or Whenever
August 4, 2021

Best Time to Exercise? Morning, Afternoon or Whenever

Exercising for as little as 15 minutes a day can increase your lifespan by as much as 3 years, and you’ll sleep better and feel less stressed too. Here's how to optimize your workouts for the best time of day.
Make Time to Read: 5 Practical Tips for Busy People
July 28, 2021

Make Time to Read: 5 Practical Tips for Busy People

Reading has amazing benefits, and 35% of people want to do it more. It increases verbal intelligence, makes you a better leader, reduces stress, and fends off Alzheimer’s. Here are 5 tips to try out.
Calendar Heroes: Rohini Pandhi, Product @ Square
July 26, 2021

Calendar Heroes: Rohini Pandhi, Product @ Square

Rohini Pandhi, a Product Lead at Square, shares her style, tools and methodologies for balancing priorities while leading the product efforts for one of the top digital payment companies in the world.
15 Best Slack Apps for the Future of Work
July 22, 2021

15 Best Slack Apps for the Future of Work

Check out the top 15 Slack apps productive teams are using today to build and support the future of work at their organization across calendar management, project management, status updates, HR and team building.
Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge
July 19, 2021

Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge

Connor MacDonald at The Ridge shares his style, tools and methodologies for balancing priorities while leading the marketing vision for the brand that brought the world the first RFID-blocking wallet.
Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools
July 7, 2021

Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools

We get asked almost every day: what's the difference between Reclaim.ai and Clockwise? While we're both in the smart calendar space, there are some key differences to consider.
Naming Calendar Events: 5 Calendar Etiquette Tips
July 2, 2021

Naming Calendar Events: 5 Calendar Etiquette Tips

Need to create better calendar event titles to communicate context to your invitees, colleagues and incoming schedulers? Calendar communication starts with the first thing people see: the event title.
Lunch Breaks: 5 Ways to Improve Your Productivity
June 22, 2021

Lunch Breaks: 5 Ways to Improve Your Productivity

Want to improve your quality of work, energy level, and creativity? In this article, learn 5 ways in which taking a lunch will actually boost your productivity.
Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time
June 17, 2021

Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time

Learn the 5 key differences between effective vs. pointless meetings, and 3 tips to avoid unnecessary meetings getting booked on your calendar.
3 Ways to Find Work-Life Balance in the New Normal
June 10, 2021

3 Ways to Find Work-Life Balance in the New Normal

You want work-life balance, but work and life can't separate into equal halves. Forget balance, here are three ways to make work-life harmony a reality.
Reclaim just raised $4.8M in seed funding! 🎉
May 26, 2021

Reclaim just raised $4.8M in seed funding! 🎉

We're excited to announce that Reclaim has raised $4.8M in seed funding led by Index Ventures. Here's what comes next.
Pareto Principle: Using the 80/20 Rule for Priority Management
May 25, 2021

Pareto Principle: Using the 80/20 Rule for Priority Management

How to use the Pareto Principle 80/20 rule to block time for your priorities.
3 Single-Tasking Tips to Improve Your Focus
April 28, 2021

3 Single-Tasking Tips to Improve Your Focus

While you may think multitasking is a skill you can master, only 2.5% of people can do it effectively. Your brain performs best when “single-tasking”, focusing on only one thing at a time.
How to Create a Smart Calendar
April 22, 2021

How to Create a Smart Calendar

A smart calendar can help you simplify calendar management and boost productivity. Here's how to create a smart calendar so you can take control of your busy schedule.
Time Management Advice - Top 3 Problems & How to Solve Them
April 9, 2021

Time Management Advice - Top 3 Problems & How to Solve Them

Most time management advice is out of touch with reality. Here are the top 3 problems with it and how to solve them.
Announcing the Planner Beta: a New Way to Manage Your Workweek
April 5, 2021

Announcing the Planner Beta: a New Way to Manage Your Workweek

We're excited to announce that Planner is now available in public beta for all Reclaim users. Planner lets you prioritize and schedule all your Tasks and Habits exactly the way you want, every week.
4 Time Blocking Planner Approaches to Squeeze More From Busy Schedules
March 25, 2021

4 Time Blocking Planner Approaches to Squeeze More From Busy Schedules

Time blocking is the habit of mindfully scheduling daily and weekly tasks to get everything done as efficiently as possible. A time blocking planner is used to organize your new, efficient schedule.
Context Switching Is Destroying Your Workday: Here's How to Fix It
March 16, 2021

Context Switching Is Destroying Your Workday: Here's How to Fix It

How do you stop context switching from eating into your productive time? We look at tactics to help you reduce task switching and improve your concentration at work.
Why You Can’t Focus at Work, and How to Get Back on Track
March 8, 2021

Why You Can’t Focus at Work, and How to Get Back on Track

It's not always easy to achieve deep focus in the modern workplace. Here are evidence-based strategies you can use to improve your focus during the workday.
Time Management for Managers: How to Tame Your Busy Calendar
March 1, 2021

Time Management for Managers: How to Tame Your Busy Calendar

Most managers calendars are dominated by needless meetings and tasks that should be delegated. 50% of the week is gone and you feel like you’ve accomplished nothing. Time to prioritize your calendar.
Introducing Tasks: your to-do list finally meets your calendar
September 1, 2020

Introducing Tasks: your to-do list finally meets your calendar

We just launched Tasks. It's like your backlog and your calendar decided to make it official and get hitched.
Introducing Habits: smart, automatic time blocking for your routines
June 26, 2020

Introducing Habits: smart, automatic time blocking for your routines

Struggling to make time for the things that matter in these crazy times? Never fear, Habits are here.
Calendar Heroes: a Q&A with Zachary Smith, Managing Director at Equinix
May 27, 2020

Calendar Heroes: a Q&A with Zachary Smith, Managing Director at Equinix

We had a chance to sit down virtually with Zachary Smith, who founded Packet before it was acquired by Equinix, where he now serves as Managing Director for their bare metal and edge computing business.
Introducing Reclaim Assistant: more flexibility, more smarts
May 11, 2020

Introducing Reclaim Assistant: more flexibility, more smarts

We just launched Reclaim Assistant, a smarter way to get your calendar under control.
The only Google Calendar hacks you'll ever need
April 23, 2020

The only Google Calendar hacks you'll ever need

Tired of reading posts about Google Calendar hacks and tips that just aren't useful? This is the one for you.
4 new features from Reclaim to help you work from home
April 16, 2020

4 new features from Reclaim to help you work from home

If you're new to working from home or working remotely, these new features from Reclaim will help you to keep your sanity intact.
5 ways to help your remote teams
March 31, 2020

5 ways to help your remote teams

Now that your teams are remote, how do you make sure they don't burn out? Here are 5 ways to help your remote teams keep things balanced.
How good is your work-life balance?
February 7, 2020

How good is your work-life balance?

How defended is your work calendar? Here are some numbers that might make you wonder.
Announcing Reclaim LifeWork: sync all the calendars!
January 24, 2020

Announcing Reclaim LifeWork: sync all the calendars!

We're excited to announce the launch of Reclaim LifeWork. Automatically block time on your work calendar for personal events, and never miss out on life again.
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