Whether you use your Mac for work or just for your personal projects, you’ve likely found yourself wondering how to improve your productivity. There are only so many hours in a day, and so much mental stamina you can muster before you run out.
There are dozens of tricks you can use to improve your own productivity and outlook, but if you’re looking for a more objective, comprehensive fix, the best thing to do is equip your Mac with productivity apps designed to help you do more in less time.
This Lifehack-exclusive list has some of the best productivity apps to help you feel less tired, improve your energy, and ultimately help you get more done every day:
Available for all iOS devices, Todoist is a note-taking and organization app that can keep you on top of all your projects—both personal and professional.
Its best features are all free to use, including browser extensions, task creation, and interactive boards you can use to organize all your notes.
If you want to pay the optional $29 yearly fee, you can get even more advanced features like backups and automatic reminders. Even with the free version, you’ll stay far more organized.
You may not realize it, but you probably spend a ton of time recalling your passwords, especially if and when you forget one to an app you use on a regular basis.
1Password is an app for Mac that saves and remembers all your passwords for you in one place, so you can access all your favorite sites with a single click.
You’ll save time and keep all your accounts secure simultaneously. A personal plan is $2.99 per month.
Bear is a unique kind of note-taking app designed to make it easier for Mac users to jot down notes on the go. With it, you can create to-do lists, give yourself reminders, and outline concepts for future brainstorming sessions.
It comes with many different inline styles so you can customize your notes to your personal preferences, and remember the context in which you wrote them. The core version is free, with a $14.99 per year version available as well.
Hazel by noodlesoft is an automated organization tool designed for Mac that will help you automatically organize your files based on any custom rules you want to create.
For example, you can set it to move untouched items from one folder into another folder labeled “action items” if they haven’t been addressed within a week. It can save you hours of organization over the course of a few weeks. A single license is a flat $32.
Alfred is an all-in-one app designed to save you time with Mac shortcuts and convenient custom actions. You can use it in a variety of ways.
For example, you can access Alfred’s clipboard memory so you don’t copy and paste the same material over and over, or set up custom workflows to automate some of your most repetitive tasks.
It’s a paid app, with multiple price points based on the features you desire.
TextExpander does exactly what the name suggests; it allows you to type a short snippet of text, and expand that text automatically.
For example, you can create a custom expansion that allows you to conjure a full paragraph you type repeatedly by simply typing a unique abbreviation. Once you get used to your custom combinations, you’ll spare your fingers from typing thousands of words.
An individual account is $3.33 per month.
If you’ve ever experienced a crash, or theft of your Mac, you know how much time a system restore can cost you. You’ll spend hours replacing the files you lost, and lose thousands of files that are irreplaceable.
Backblaze is an automated, inexpensive way to back up your entire Mac for just $5 a month.
8. Keyboard Maestro
Keyboard Maestro is an older app that still has the power to make your life easier. With it, you can automate any number of tasks based on a certain trigger (such as a hotkey combination, or an event like connecting to a wireless network). A single license only costs $36.
Download: Keyboard Maestro
There are many applications for a good screen-capture app, whether you’re trying to illustrate a tech problem you have or just want to make an interesting meme. Snagit makes it easy, with built-in editing for both still images and video. A single license covers two machines, and costs $49.95.
Bartender is the cleverly-named app that helps you clean up and organize all your menu bar icons. You can also access them quickly with keyboard shortcuts.
If you’re like most Mac users, those icons get cluttered quickly and stop you from working efficiently. It’s free to try for 4 weeks, after which you’ll need a $15 license.
Otter is the Mac app for the note taker who hates typing. It’s an intelligent voice-recognition system and note-taking app that will help you transcribe your conversations, keep notes during meetings, and even take contextual notes to yourself in your own time.
Best of all, it’s free to get started!
Do you often find yourself feeling tired throughout the day, or feeling unable to get to sleep after a day of staring at your computer? That could be because of the unnatural blue light that radiates from your Mac.
Flux naturally adapts your display to emit light that matches the time of day, so you can sleep better and feel less tired. It’s also free!
If you deal with PDFs on a regular basis, you probably find yourself wishing for some kind of tool that can let you mark up those PDFs however you want. Without a dedicated app like PDFpen, this can be difficult.
PDFpen lets you edit PDFs in almost any conceivable way, giving you more power and saving you time. A single license is $74.95.
Download: Smile Software/PDFpen
OmniFocus is all about task management. It has a clean interface that allows you to tag your tasks, schedule events, and even automate certain features.
It’s one of the most comprehensive solutions on the market, so there’s a bit of a learning curve to get the most out of it.
A standard license is $39.99, while the pro version is $79.99.
It’s tiring to switch between dozens of different chat programs like Facebook Messenger, Slack, and WhatsApp, whenever you want to have a conversation with a different contact.
Franz’s solution is simple; offer access to all these apps in one convenient package. And best of all, it’s completely open source.
If you’re the brainstorming type, you need an app like MindNode to help you efficiently organize your thoughts. There are dozens of tools you can use to connect ideas in a mind map, or simply jot down notes for future reference.
The core app is free, with in-app purchases available.
The internet is a wonderful thing, but it can be awfully distracting. And if you’re like the majority of us, you’ve interrupted work on a project because of some attention-grabbing site or bad online habit. That’s where Focus comes in.
This app allows you to block the worst offenders with custom time limits and other constraints, so you can focus on the task at hand. A single license is $19.99.
Chances are, your Mac isn’t working as fast as it could, thanks to gigabytes of clutter and unnecessary files on your system. CleanMyMac helps you scan your Mac, monitor its health, and ultimately clean it up—so you can handle all your tasks that extra bit faster. A single license is $39.95.
A spelling error or grammatical mistake can cost you big time. It could be the source of a worse grade on a big paper, or compromise your credibility in the workplace. Thankfully, Grammarly can help you.
This Mac-integrated writing assistant monitors all your writing and makes live corrections, so you’re alerted to your potential mistakes before they become permanent.
A free version exists, but the premium version will cost you between $11 and $30 a month, depending on how you pay.
The Bottom Line
These productivity apps should help you squeeze more productive hours out of every day, but they aren’t the only tools you’ll have to help you find success.
Make the time to learn about and experiment with all the life hacks that can make you more productive. By improving your devices as well as your outlook and focus, you’ll be able to get far more done in a day, and feel better doing it.
More to Boost Productivity
When it comes to being effective vs efficient, there are a lot of similarities, and because of this, they’re often misused and misinterpreted, both in daily use and application.
Every business should look for new ways to improve employee effectiveness and efficiency to save time and energy in the long term. Just because a company or employee has one, however, doesn’t necessarily mean that the other is equally present.
Utilizing both an effective and efficient methodology in nearly any capacity of work and life will yield high levels of productivity, while a lack of it will lead to a lack of positive results.
Before we discuss the various nuances between the word effective and efficient and how they factor into productivity, let’s break things down with a definition of their terms.
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Effective vs Efficient
Effective is defined as “producing a decided, decisive, or desired effect.” Meanwhile, the word “efficient ” is defined as “capable of producing desired results with little or no waste (as of time or materials).”
A rather simple way of explaining the differences between the two would be to consider a light bulb. Say that your porch light burned out and you decided that you wanted to replace the incandescent light bulb outside with an LED one. Either light bulb would be effective in accomplishing the goal of providing you with light at night, but the LED one would use less energy and therefore be the more efficient choice.
Now, if you incorrectly set a timer for the light, and it was turned on throughout the entire day, then you would be wasting energy. While the bulb is still performing the task of creating light in an efficient manner, it’s on during the wrong time of day and therefore not effective.
The effective way is focused on accomplishing the goal, while the efficient method is focused on the best way of accomplishing the goal.
Whether we’re talking about a method, employee, or business, the subject in question can be either effective or efficient, or, in rare instances, they can be both.
When it comes to effective vs efficient, the goal of achieving maximum productivity is going to be a combination where the subject is effective and as efficient as possible in doing so.
Effectiveness in Success and Productivity
Being effective vs efficient is all about doing something that brings about the desired intent or effect. If a pest control company is hired to rid a building’s infestation, and they employ “method A” and successfully completed the job, they’ve been effective at achieving the task.
The task was performed correctly, to the extent that the pest control company did what they were hired to do. As for how efficient “method A” was in completing the task, that’s another story.
If the pest control company took longer than expected to complete the job and used more resources than needed, then their efficiency in completing the task wasn’t particularly good. The client may feel that even though the job was completed, the value in the service wasn’t up to par.
When assessing the effectiveness of any business strategy, it’s wise to ask certain questions before moving forward:
- Has a target solution to the problem been identified?
- What is the ideal response time for achieving the goal?
- Does the cost balance out with the benefit?
Looking at these questions, a leader should ask to what extent a method, tool, or resource meets the above criteria and achieve the desired effect. If the subject in question doesn’t hit any of these marks, then productivity will likely suffer.
Efficiency in Success and Productivity
Efficiency is going to account for the resources and materials used in relation to the value of achieving the desired effect. Money, people, inventory, and (perhaps most importantly) time, all factor into the equation.
When it comes to being effective vs efficient, efficiency can be measured in numerous ways. In general, the business that uses fewer materials or that is able to save time is going to be more efficient and have an advantage over the competition. This is assuming that they’re also effective, of course.
Consider a sales team for example. Let’s say that a company’s sales team is tasked with making 100 calls a week and that the members of that team are hitting their goal each week without any struggle.
The members on the sales team are effective in hitting their goal. However, the question of efficiency comes into play when management looks at how many of those calls turn into solid connections and closed deals.
If less than 10 percent of those calls generate a connection, the productivity is relatively low because the efficiency is not adequately balancing out with the effect. Management can either keep the same strategy or take a new approach.
Perhaps they break up their sales team with certain members handling different parts of the sales process, or they explore a better way of connecting with their customers through a communications company.
The goal is ultimately going to be finding the right balance, where they’re being efficient with the resources they have to maximize their sales goals without stretching themselves too thin. Finding this balance is often easier said than done, but it’s incredibly important for any business that is going to thrive.
Combining Efficiency and Effectiveness to Maximize Productivity
Being effective vs efficient works best if both are pulled together for the best results.
If a business is ineffective in accomplishing its overall goal, and the customer doesn’t feel that the service is equated with the cost, then efficiency becomes largely irrelevant. The business may be speedy and use minimal resources, but they struggle to be effective. This may put them at risk of going under.
It’s for this reason that it’s best to shoot for being effective first, and then work on bringing efficiency into practice.
Improving productivity starts with taking the initiative to look at how effective a company, employee, or method is through performance reviews. Leaders should make a point to regularly examine performance at all levels on a whole, and take into account the results that are being generated.
Businesses and employees often succumb to inefficiency because they don’t look for a better way, or they lack the proper tools to be effective in the most efficient manner possible.
Similar to improving a manager or employee’s level of effectiveness, regularly measuring the resources needed to obtain the desired effect will ensure that efficiency is being accounted for. This involves everything from keeping track of inventory and expenses, to how communication is handled within an organization.
By putting in place a baseline value for key metrics and checking them once changes have been made, a company will have a much better idea of the results they’re generating.
It’s no doubt a step-by-step process. By making concentrated efforts, weakness can be identified and rectified sooner rather than later when the damage is already done.
Understanding the differences between being effective vs efficient is key when it comes to maximizing productivity. It’s simply working smart so that the intended results are achieved in the best way possible. Finding the optimal balance should be the ultimate goal for employees and businesses:
- Take the steps that result in meeting the solution.
- Review the process and figure out how to do it better.
- Repeat the process with what has been learned in a more efficient manner.
And just like that, effective and efficient productivity is maximized.