The number of tools I use to stay organized might genuinely surprise you, and not in the way you'd expect. It's not a long list. It's actually a really short one, and that is completely intentional.
Most of us think getting more organized means finding more tools, and I get it because I used to think the same thing. But the more places you have to track information, the more mental energy you burn just trying to remember where everything lives, and that is exhausting before you've even started your day.
So here are the five tools I actually use every single day, and why each one earns its spot.
1. Google Calendar
This is where I capture appointments as they happen, orthodontist visits, recording sessions, anything with a specific time attached to it. I also use it to block off time I am not available, which is a step a lot of people skip and then wonder why they feel constantly overbooked. Whatever calendar system you use is fine, Google, iCal, Outlook, the tool matters less than the habit of actually using it.
2. The TOP Planner
Yes I use a paper planner, and yes I also use Google Calendar, and they each serve a specific purpose. My Google Calendar holds appointments and sets boundaries on my time and my TOP Planner is where all the detailed weekly and monthly planning actually happens. This is what I look at every single day to know what I'm doing and when I'm doing it, and it covers every part of my life, not just work.
3. ClickUp
This is the project management tool we use to run The Pink Bee, and it is where every task for the business lives, who owns it, when it's due, and where we do all of our quarterly and annual strategic planning. My COO Taryn manages and maintains how we use it across the team, and I love it so much we actually built an entire course around how to use it. If you are running a business with a team, this is my top recommendation.
4. Trello
If you are just starting out or flying solo, Trello is where I'd send you first because it is so easy to get up and running quickly. I still use it personally for things like recipes I want to try, gift tracking, book and TV recommendations, and any big brainstorming sessions where I need to think visually and move things around. Think of it like a giant digital Post-it note wall, and you'll get the idea immediately.
5. Google Drive
This is simply where everything lives that isn't a task. Documents, photos, PDFs, videos, our family budget, all of it stored in one place that anyone I choose can access. No more emailing files back and forth or wondering which version is the right one.
Less is always more
The goal isn't to find the perfect tool, it's to find the fewest tools that cover everything you need and then actually use them consistently. If you can look at your entire life, work, family, personal, and see it all in one place, that is where the overwhelm starts to lift and things finally start to feel manageable.
- Focused Space - Online co-working app & community!
Are you working alone all the time and finding it hard to stay motivated and accountable? Focused Space is an online co-working app and community designed to help you actually show up and get things done. Instead of relying purely on willpower, you join live co-working sessions with other entrepreneurs, freelancers, and solo workers who are working on their own goals alongside you.
The app also tracks your goals and helps you make realistic plans, so you're not just winging it every day. If you're tired of doing everything alone and want structure and support without hiring a coach, try Focused Space. Use code HARMONY for 20% off! - The Pause Life - Weighted Vest!
Want to make your walks and workouts count for more without adding extra time or equipment? The Pause Life weighted vest adds low-profile resistance to movements you're already doing, making your regular walks and bodyweight training more challenging without requiring you to learn new routines.
It's designed specifically for women's bodies with adjustable straps and elastic sides that fit comfortably, plus it has built-in cooling technology so you don't overheat while moving. If you're looking to get more out of the exercise you're already doing without overhauling your entire routine, The Pause Life weighted vest is worth checking out. Use code MEGAN for 10% off!
Why Planning Your Time Feels So Hard in Retirement
You finally have more time on your calendar, yet somehow planning still feels just as hard as when life was packed. In this video, I'm showing you exactly what shifted if your planning system feels like it suddenly stopped working after retirement or your kids left home.
You'll learn why your calendar feeling off has nothing to do with your planning system, the two things that have fundamentally shifted in this new season and why they're throwing you off, why free time can bring unexpected guilt and what's really driving it, and the inner work that will make planning feel natural again in retirement.
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What White Space on Your Calendar Actually Means
You've got white space on your calendar, but you're still not able to enjoy it guilt-free because you're constantly wondering when you're going to get everything else done.
This week's Weekly Buzz tackles what white space actually means and why most people are confusing it with buffer time, emergency time, or personal time. I'm breaking down why true white space only works when your plan includes everything that needs to get done, plus buffer time, uncertainty time, and intentionally planned personal time.
You'll learn why a task list next to your calendar isn't a real plan and why that's keeping you from ever enjoying downtime without stress. If you've got open time on your calendar but can't relax because that long list is looming, this video shows you what's missing from your planning system.
Remember, this video is updated every Wednesday, so don’t miss it! Head to The Pink Bee app to watch now.
Friend, don’t forget—just 15 minutes of planning today can set the tone for your entire week. You’ve got the tools, you’ve got the tips, and now it’s time to take action. Let’s crush this week together!
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