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How to Use Mobile Productivity Apps to Get More Done

How to Use Mobile Productivity Apps to Get More Done

How to Use Mobile Productivity Apps to Get More Done

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Like any tool, productivity apps alone cannot help you boost productivity – Your team must know how to use them correctly. Digital tools can help your team supplement the current productivity best practices you already employ. 

Mobile apps are changing industries from education to productivity - You can use digital tools to boost the benefits of traditional productivity hacks, such as taking breaks, making schedules, and breaking tasks down into more manageable chunks. 

As a founder and chief editor of, I test apps on a daily basis, and this experience has helped me choose the best productivity-related tools to boost my output. 

Break Projects Into Tasks With Trello

Breaking projects into smaller, more manageable tasks can make large projects seem less daunting. 

After World War II, Taiichi Ohno, a Toyota engineer invented a scheduling system for personal and corporate project management. This system helps to divide all components of projects into lists, boards, and cards so that you can work from left to right towards the main goal. From this system, Trello was born.

Boards help visualize and structure tasks.

In Trello, you can create different lists for different stages of the project. For example, you can name them:

  • “To Do” – Things you want to do but haven’t done yet
  • “Partly Done” – Things you’ve started
  • “Almost Finished” – Things that are almost complete
  • “Done” – Things that are finished

Each of these boards is a repository for task lists, and you can move tasks from one column to the next by clicking and dragging them over. 

Workflow visualization can help you logically manage tasks within both complicated projects and personal daily chores. 

Microsoft Word Offers a Similar User Experience Across Devices

By installing the mobile version of your text editor such as Microsoft Word, Pages, or Google Docs on your phone, you can access documents on-the-go, make immediate changes, and avoid publishing delays. 

Both the iPad and iPhone versions of Microsoft Word offer a convenient workspace for quick editing. Keep in mind, however, that it might be difficult to select small objects on smaller screens.

Both iPhone and iPad versions provide the same editing tools.


Use the Microsoft Word app to download, read, and edit any .DOCX file. To get the most from the app:

  1. Sign in with a Microsoft account to synchronize all documents and edits automatically to save time on transferring files between 3rd-party messengers or cloud services. 
  2. Adjust settings to have an opportunity to access your current Word files on-the-go, edit them, and share via OneDrive, Google Drive, or other communication apps. 

Having all of your files on your mobile device will allow you to work uninterrupted even if you are away from your desk. 

Track Time Management With Toggl

It’s estimated that 20% people procrastinate chronically.

You can’t be productive if you don’t know how to manage your time. Toggl can help you see where your time is spent and how your time management can improve.

Create projects for recurring tasks, add timers, and get clear reports using Toggl.


With Toggl you can create tasks and track the amount of time spent on different tasks.

A breakdown of your time management is sent to you every week to help keep you on track. 

Analyze each segment of your weekly report. Ask yourself: 

  • Where did I spend most of my time?
  • Where should I be spending more or less time?
  • How can I improve my time management next week?

Repeat this once a week to remain aware of how you’re spending your time, and combine this productivity method with Trello boards to keep yourself focused. 

IFTTT Helps You Use the Power of Automation  

Your ultimate productivity goal should be to do more work while spending less time on tasks. 

IFTTT (If That Then This) app will help you spend less time switching between apps and perform more tasks. IFTTT allows you to control your apps. For example, if you use Trello, you can create logic driven triggers to help save you time. 

Log in with your Trello account to give IFTTT permission to access the app. Now, tap IF to generate a trigger. Let’s say you find something useful on Pinterest about site design. Tap THEN and type the command “add the link to liked posts into <title of Trello board>.”

Now, every time you like something on Pinterest, the link will be added to the Trello board, saving you time copying links or searching for links later. 

Applets consist of This and That. You can adjust an action that triggers another action with specific properties.


This service supports more than 360 social networks, productivity apps, cloud networks, smart home bundles, and car media systems.  

For example, investing some time in automating recurring processes has saved me significant amounts of time monthly. 

You can combine IFTTT with Toggl to track how much time you spend on recurring tasks with and without automation to see your personal benefit in numbers.

Use Productivity Apps to Support Your Productivity Goals

Mobile apps can help you achieve your productivity goals

Trello can help digital marketers and other business professionals separate their projects into more manageable chunks, and Toggl can help them more effectively manage their time. 

Downloading the Microsoft Word app on their phone allows them access to their documents even when they're far from their office, and IFTTT enables them to harness the power of automation.

Everyone’s productivity needs are different, so it’s a good idea to experiment with apps until you find the right combination that allows you to increase productivity while maintaining an appropriate work-life balance. 


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